Microsoft Office Word 2003

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Microsoft Office Word 2003

Tutorial 1 – Creating a Document


Plan a document XP

• Word is a tool that helps you quickly create documents with a professional look.

• You should follow four steps to produce quality documents:

1. Plan and create 2. Edit

3. Format 4. Print

• You will create documents most efficiently if you plan the content before you enter any text.

• Know what you want to tell your audience. State the

information clearly and organize your material logically.


Organize your thoughts XP

• Organize your thoughts about the document you are going to create before you begin writing.

• Some people prefer to do this planning stage using a sheet of paper, as shown in the figure on the right.

• Others will complete this step using a program such as

Notepad, WordPad, or Word


Identify the components of XP

the Word window

• Word consists of many components that help you use its features.

• Some of these components, such as the menu bar, title bar, toolbar, and status bar, are common to all Windows screens.

• To check the name of a Word toolbar button,

position the mouse pointer over the button

(without clicking) to display a ScreenTip.


Word window components XP


Windows screen element XP

descriptions slide 1


Windows screen element XP

descriptions slide 2


Choose commands using XP

toolbars and menus

• You will use the Standard and Formatting toolbars when you create documents, therefore, you will want to display these toolbars at all times.

• You can display nonprinting characters, including spaces (.) and the symbol that marks the end of a paragraph, by clicking the Show/Hide button on the Standard toolbar.

• Using the Formatting toolbar or commands on the Format menu, you can change the font and font size.

– When you select the Font command on the Format menu, the Font dialog box opens, from which you can select a different font and font size

– You could also click the Font button and the Font Size button on the Formatting toolbar


The Show/Hide Button XP


The Font dialog box XP


Create a new document XP

• Create or open a document by clicking the Create a new document button in the Open section at the bottom of the Getting Started task pane (figure on next slide).

• Click the Blank Document button in the New

Document task pane. A new document named

Document2 opens and the task pane closes


Create a new document XP


The Word window when a new XP

document is created

This is the window that appears when you

create a new, blank Word document.


Enter text in a new document XP

• When typing, do not press the Enter key at the end of each line; the insertion point will automatically move to the next line when you reach the end of the current line.

• Only press the Enter key when you want to begin a new paragraph.

• This will force a new line or add a blank line if it is the only character on the line.

• To correct an error, place the insertion point to the right

of the error and then press the Backspace key to erase

the characters and spaces to the left of the insertion



Enter text in a new document XP


Saving the document XP

• Click the Save button on the Standard toolbar

• When the Save As dialog box appears, type the

file name you wish to save as in the File name text box

• Click the Save in list arrow and select the location to save your document

• Click the Save button in the Save As dialog box


Saving the document XP


Scroll a document XP

• When a document contains too much text to display in the Word window, the text will scroll, shifting up and finally disappearing from the top of the document window.

• Use the scroll bar on the side of the window to view the text again.

• You can easily move your insertion point by scrolling to a different part of the document and then clicking within the document text.

• This makes editing quicker and easier.


Word will scroll automatically XP


Correct errors XP

• A word processor lets you correct mistakes quickly and efficiently through the use of the Backspace and Delete keys.

• Word's AutoCorrect feature checks for errors as you type and automatically corrects common typing errors.

– If AutoCorrect does not recognize a word, it alerts you by displaying a wavy red line under the word

• You can replace an incorrect word by highlighting it, clicking the right mouse button to display a list of alternative words, and then selecting the correct word.

• Word can also search for more complicated errors by using the Spelling and Grammar checker, which continually checks your

document against Word's built-in dictionary and set of grammar rules.

– A wavy green line indicates a possible grammatical error or an extra space between words


Use AutoCorrect and Spelling and XP

Grammar checker


Insert the date with AutoComplete XP

• The AutoComplete feature will automatically complete dates and words you use regularly.

• After you enter a few identifying letters, Word will display a small box, or ScreenTip, that

suggests the full word you are typing.

• Press the Enter key to accept Word's suggestion, or continue typing to ignore the suggestion.

• You can turn this feature off or add phrases to the

AutoComplete list.


An example of AutoComplete XP


Moving the Insertion Point Around a XP



The Undo and Redo Commands XP

• To undo (or reverse) the very last thing you did, click the Undo button on the Standard toolbar

– To undo more than your last action, you can click the Undo list arrow on the Standard toolbar. This list

shows your most recent actions.

• If you want to restore your original change, the

Redo button reverses the action of the Undo


The Undo and Redo Commands XP


Remove Smart Tags XP

• A Smart Tag allows you to perform actions that would normally

require a different program. Word attaches Smart Tags to certain kinds of text, including addresses, names, and dates.

• A Smart Tag on a word is indicated by a dotted underline.

– When you point to a word with a Smart Tag, a Smart Tag icon will appear – When you point to the icon, you will see the Smart Tag Actions button – Click on the Smart Tag Actions button to view the menu of options for

this text item

• If you do not want to perform any action with the tagged text, you can choose Remove this Smart Tag from the menu. The menu will close


An example of a Smart Tag XP


Preview and print a document XP

• Before you print a document, you should preview it.

• The Print Preview feature lets you see what the printed document will look like before printing a document with errors in layout or presentation.

• If the preview looks good, you're ready to print the



The Print Preview window XP


Create an envelope XP

• To create an envelope, click Tools on the menu bar, point to Letters and Mailings, and then click Envelopes and Labels.

• Use the Envelopes and Labels dialog box to verify the delivery

address, the return address, any required adjustments to the envelope size, the printer, and so on.

• If you want to print the envelope immediately, click the Print button in the Envelopes and Labels dialog box.

• If you want to store the envelope with the letter, click the Add to Document button.


The Envelopes and Labels dialog box XP




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