Using Microsoft Office 2003 Introduction To Word Lisdorg

Summary

Using Microsoft Office 2003
Introduction to Word Handout
INFORMATION TECHNOLOGY SERVICES
California State University, Los Angeles
Version 1.1 Summer 2005
Contents
Launching Word 2003 .................................................................................................................. 3
Working with the Word 2003 Window (Interface).................................................................... 3
Using Toolbars.......................................................................................................................... 4
Using The Task Pane ................................................................................................................ 5
Creating a Document.................................................................................................................... 5
Entering Text into a Document................................................................................................. 5
Smart Tags ................................................................................................................................ 5
Turning Off the Smart Tags................................................................................................ 6
Opening a Document .................................................................................................................... 6
Opening an Existing Document ................................................................................................ 7
Saving and Closing a Document .................................................................................................. 7
Saving the New Document ....................................................................................................... 7
Saving an Existing Document................................................................................................... 8
Save As ..................................................................................................................................... 8
Closing a Document.................................................................................................................. 9
Viewing the Document.................................................................................................................. 9
Switching Document Views ..................................................................................................... 9
Magnifying a Document ......................................................................................................... 10
Page Setup.................................................................................................................................... 10
Changing Margins................................................................................................................... 10
Changing Page Orientation ..................................................................................................... 11
Changing Paper Size ............................................................................................................... 11
Changing Vertical Alignment ................................................................................................. 12
Editing a Document .................................................................................................................... 13
Selecting Text ......................................................................................................................... 13
Cut, Copy, and Paste............................................................................................................... 13
Cut..................................................................................................................................... 13
Copy.................................................................................................................................. 13
Paste .................................................................................................................................. 13
The Clipboard Task Pane........................................................................................................ 14
Deleting Clipboard Items.................................................................................................. 14
Removing Text........................................................................................................................ 14
Removing Characters........................................................................................................ 14
Removing a Whole Word, Sentence, Paragraph, or Block of Text .................................. 15
Replacing Text ........................................................................................................................ 15
Document Formatting ................................................................................................................ 15
Character Formatting .............................................................................................................. 15
Changing Font Typeface................................................................................................... 15
Changing Font Size........................................................................................................... 16
Changing Font Style ......................................................................................................... 16
Paragraph Formatting.............................................................................................................. 16
Paragraph Alignment ........................................................................................................ 16
Line Spacing ..................................................................................................................... 17
Indentations....................................................................................................................... 18
Setting Tab Stops .............................................................................................................. 18
Heading Styles ........................................................................................................................ 19
Numbers and Bullets............................................................................................................... 19
Section Breaks ........................................................................................................................ 19
Headers and Footers ................................................................................................................... 20
Creating Headers and Footers................................................................................................. 20
Inserting Page Numbers, the Date and the Time .............................................................. 21
Creating a Different First Page Header and Footer ................................................................ 21
Working with Tables .................................................................................................................. 21
Creating a Table...................................................................................................................... 21
Borders and Shading ............................................................................................................... 22
Inserting Graphics................................................................................................................... 23
Printing a Document................................................................................................................... 23
Previewing a Document.......................................................................................................... 24
Printing Options ...................................................................................................................... 24
Printing the Current Page.................................................................................................. 24
Printing Specific Pages ..................................................................................................... 25
Printing a Selection from the Document........................................................................... 25
Printing Multiple Copies................................................................................................... 25
Selecting a Printer ................................................................................................................... 25
Help .............................................................................................................................................. 26
Word Help Task Pane ............................................................................................................. 26
Online Help....................................................................................................................... 26
Office Assistant................................................................................................................. 26
For additional written instructional guides, visit us @ http://www.calstatela.edu/handouts
Introduction to Microsoft Word 2003 - 2
Introduction to Microsoft Word 2003
Microsoft Word 2003 is a word processing program that allows the user to design documents

The many formats available easily enable the user to produce professional reports, letters, essays
and other documents incorporating the use of tables, charts, and graphics. Word 2003 is part of
Microsoft Office 2003, which includes other software applications. Microsoft Office 2003 offers
Online Help for user help and questions related to the program

This guide is an introduction to Word 2003 and illustrates the basic functions the program offers

Start from the beginning for a general overview or choose the topics from the Contents page

Launching Word 2003
There are six Open Access Labs (OAL’s) on campus. A user can start Word 2003 from any of
them

To start Word 2003 from a station in the Open Access Labs:
1. Click the Start button at the bottom left corner of the screen

2. Select the All Programs option

3. Select the Microsoft Office folder

4. Click the Microsoft Word icon

!NOTE:
A shortcut to start Word 2003 is to double-click the Microsoft Office 2003 folder on the
desktop, and then double-click the Microsoft Word icon

Working with the Word 2003 Window (Interface)
Word 2003 includes many enhancements to make working with the document easier, and to
make the document more professional looking. Working within the Word Window, or the
Interface, includes the utilization of the Title Bar, the Menu Bar, the Standard Tool Bar, the
Formatting Toolbar, Rulers, the Insertion point, Scroll Bars, different View options, the Status
Bar, and the different Task Panes associated with Word 2003. After launching Word, the
application window opens with a new blank document and the Getting Started Task Pane
appears on the right in the document area (see Figure 1). Refer to Table 1, for a brief description
of each item

Table 1 - Word Menu and Toolbars
Item Description
Title Bar Contains the title of the document and the application
Menu Bar Contains pull-down menus that organize familiar commands
Standard Contains buttons to help select common commands
Toolbar
Formatting Contains buttons to help change the appearance of characters and
Toolbar paragraphs in a document
Ruler Sets margins and tab stops in the document
Insertion A flashing line on the screen that indicates where text will be
Point entered into a document
Scroll Move through the document, up or down, left or right
Bars
View Word 2003 provides several different ways to view a document
Options
Task Pane A window within an Office application that provides commonly used
commands
Introduction to Microsoft Word 2003 - 3
Item Description
Status Bar Contains information about the document (number of pages), the
current page being viewed, and the current location of the
insertion point
Figure 1 - Word 2003 Interface
USING TOOLBARS
Word provides other toolbars besides those mentioned here. If the toolbars are not shown, that
means they are hidden. The toolbars can be found under the View menu

!NOTE:
It is also possible to display toolbar options by right clicking the cursor (mouse) on any text

To display a hidden toolbar:
1. Select the View menu on the Menu bar

2. Select the Toolbars command. A sub-menu
will open (see Figure 2)

3. Select the desired toolbar. Check-mark boxes
on the left side of a toolbar indicate the
toolbars that are currently shown in the Word
Figure 2- Showing Toolbars
window

!NOTE:
When the mouse hovers over an item on a toolbar, (a button or a drop-down list), Word
displays a screen tip. The screen tip is a description of the item under the cursor. For
example, when the mouse hovers over the Save button , a “Save” screen tip displays
under the cursor

Introduction to Microsoft Word 2003 - 4
USING THE TASK PANE
The Task Pane opens on the right side of the application
window and provides links to many common tasks in word

The task pane can be hidden or displayed. By default, the
Getting Started task pane opens when Word 2003 is
launched. A new blank document can be created using the
Create a new document… link on the bottom of the
Getting Started Task Pane under the Open section

To open the New Document task pane:
1. Select the File menu on the Menu bar

2. Select the New… command. The New Document
task pane opens on the right side of the window
(see Figure 3). Figure 3 - New Document Task Pane
Table 2 – New Document Task Pane Commands
Command Description
Blank Document Creates a new blank document
XML Document Creates a new XML document
Web Page Creates a new blank Web page
E-mail message Creates a new Blank e-mail
From Existing document… Opens an existing document as a new Untitled
document
Creating a Document
A document in Word can be created as a new blank document by using templates, or from an
existing document. Templates provide commonly used document types (e.g. letters, fax covers,
resumes) that contain partially created structures with certain formatting styles

To access the templates using the Standard toolbar:
1. Click the New Blank Document button on the Standard toolbar. The New
Document Task Pane will appear

2. Select the appropriate template under the Templates section

ENTERING TEXT INTO A DOCUMENT
After a new document has been created, a new blank page will open with the Insertion point
blinking in the top left hand corner. This means the user can start entering text into the
document

SMART TAGS
Entering text in the document includes a new Word feature called Smart Tags. Smart Tags is a
tool capable of attaching information to selected data. For example, an address can be attached to
a person’s name. Smart Tags are indicated when there is a dotted purple line, called a Smart Tag
Indicator that appears underneath certain types of data. Pointing to the indicated text displays the
Smart Tag Actions button , which will provide a list of actions possible regarding the data

To use the Smart Tags:
1. Point to any text with a purple, dotted underline. The Smart Tag Actions button will
appear next to the text (see Figure 4)

Introduction to Microsoft Word 2003 - 5
2. Click the drop-down arrow of the button that appears on the right side. A drop-down
menu appears

3. Select the desired option

Figure 4 - Smart Tag and Smart Tag Indicator Drop-Down Menu
!NOTE:
Before using Smart Tags to insert
an address to a person’s name, the
person’s information must be saved
to their name. To save the person’s
information, select the Add to
Contacts option. The Contact
Dialog Box will appear (see Figure
5). Enter the applicable information
into the desired fields. Make sure to
use the Save and Close button
. Figure 5 - Contact Dialog Box
Turning Off the Smart Tags
Smart Tags can be turned off at any time

To turn the Smart Tags off:
1. Select the Tools menu on the Menu bar

2. Select the AutoCorrect Options… command. The AutoCorrect dialog box opens

3. Click the Smart Tags Tab

4. De-select the Label text with smart tags check box

5. Click the OK button

Opening a Document
Every time Word 2003 is started, new blank document automatically appears. If the user wants
to open a saved file, follow the instructions below

Introduction to Microsoft Word 2003 - 6
OPENING AN EXISTING DOCUMENT
After creating and saving a document, the file resides on a disk. To view or edit an existing
document, it must first be opened from the disk

To open an existing document:
1. Select the File menu on the Menu bar

2. Select the Open… command

Or
1. Click the Open button . The Open dialog box will appear. (see Figure 6)

Figure 6 – Open Dialog Box
2. Click the Look in: drop-down arrow

3. Select the location of the needed document

4. Choose the file to open

5. Click the Open button

Saving and Closing a Document
After creating a new document, it is important to save it to a disk for later retrieval. When using
a computer station on campus, it is recommended that the work be saved on a personal disk to
prevent data loss

SAVING THE NEW DOCUMENT
When saving a document for the first time, the Save As dialog box will be used to offer
selections such as the location to save the document, the name of the file, and the file extension

To save a document for the first time:
1. Select the File menu on the Menu bar

2. Select the Save As… command

Or
1. Click the Save button on the Standard toolbar. The Save As dialog box opens (see
Figure 7)

2. Click the Save in: drop-down arrow to select the location to save the file

Introduction to Microsoft Word 2003 - 7
3. Type the document name in the File name: text box

!NOTE:
Word 2003 will automatically assign the extension “.doc” when saving a file for the first
time. If the document will later be opened in another application such as Works,
WordPerfect or Notepad, select another option from the Save as type: drop-down arrow. By
selecting the Rich Text Format or Plain Text options, the may lose some text formatting

Figure 7 - Save As Dialog Box
SAVING AN EXISTING DOCUMENT
When working with a previously saved document, click the Save button on the Standard
toolbar to save any new edits. The Save As dialog box will not display, and Word will update the
changes to the existing file each time the document is saved

!NOTE:
Saving the document frequently is a good way to prevent losing any data. Saving a document
before closing it is also important so that the document can be retrieved later. If the document is
not saved and the computer freezes, all changes made to the document since the last time it was
saved will be lost

SAVE AS
At times it will be necessary to save changes in a document under a new name

To save a document under a new name:
1. Select the File menu on the Menu bar

2. Select Save As… command. The Save As dialog box will open (see Figure 7)

3. Enter the file name and select the location to save the document

4. Click the Save button

Introduction to Microsoft Word 2003 - 8
CLOSING A DOCUMENT
Close the document to remove it from the application window when document editing is
complete

To close a document:
1. Click the small Close Window button at the extreme right of the Menu bar

Or
1. Select the File menu on the Menu bar

2. Select the Close option. If all work, or changes made have been saved, the document will
close. If all changes have not been saved, a message box will appear and prompt the user
to save their work

3. Click the Yes button to save the changes or click the No button to close the document
without saving the changes

!NOTE:
The Close button in the Window Title bar (at the very top of the screen in the extreme
right-hand corner) is used to exit the Word program, not just the document (see Figure 8), but
will still prompt to save any changes made to the document

Figure 8 – Close/Exit Buttons
Viewing the Document
Word provides several different ways to view a document. The document can be magnified to
make it easier to read, or the magnification can be reduced to view more of the document

SWITCHING DOCUMENT VIEWS
There are five different view styles to choose from. See Table 3 for the descriptions of the
different view options. By default, new documents open in Print Layout view

Table 3 – Document View Options
View Option Description
Normal Shows simple formatting and layout without images
Web Layout Shows how the document would look as a web page
Print Layout Shows where objects on the page will appear when printed
Reading Layout Shows the document one page at a time
Outline Shows the structure of the document, such as indentation of
each heading
Introduction to Microsoft Word 2003 - 9
To select a document view:
1. Select the View menu from the Menu bar

2. Select the desired view option (see Figure 9)

Figure 9 – Document View Options
MAGNIFYING A DOCUMENT
Magnifying documents makes them easier to read. The magnification level can be set to a
percentage of the actual size, or to view the entire width of the page. Changing the magnification
does not change the document on paper; only how the document appears on the screen

To magnify a document:
1. Select the View menu on the Menu bar

2. Select the Zoom… command. The Zoom
dialog box will open (see Figure 10)

3. Choose the desired magnification level in the
Percent: spin-box

4. Click the OK button

!NOTE:
The magnification level can also be selected from
the Zoom drop-down arrow on the
Standard toolbar. Figure 10 – Zoom Dialog Box
Page Setup
Setting up the page is important so that the document is correctly aligned with the paper when it
is printed. The Page Setup… command refers to setting the layout of the document. This refers
to the border between the edge of the paper and text, or to the location of text on the paper

CHANGING MARGINS
Margins control the space between text and the top, bottom, left, and right edges of the paper

The dark section of the Ruler represents the margin, and the white section represents the work
area of the document (see Figure 11)

Figure 11 – Margins
To change the margins of a document:
1. Select the File menu on the Menu bar

2. Select the Page Setup… command. The Page Setup dialog box opens

Introduction to Microsoft Word 2003 - 10
3. Select the Margins tab if it is not already selected (see Figure 12)

4. Enter the desired margin widths in the Top:, Bottom:, Left:, and Right: spin boxes in the
Margins section

5. Click the OK button

Figure 12 – Page Setup Dialog Box: Margins Tab
CHANGING PAGE ORIENTATION
Page orientation refers to how the page will be printed. Word includes two possible page
orientations: Portrait or Landscape. Letters and memos typically use Portrait orientation

Landscape orientation is most often used for graphics, charts, spreadsheets, and drawings;
however, any text document, such as an announcement or a brochure can be printed in either
orientation

To select the desired orientation:
1. Select the File menu on the Menu bar

2. Select the Page Setup… command. The Page Setup dialog box will open

3. Select the Margins tab if it is not already selected (see Figure 12)

4. Click either the Portrait or Landscape button in the Orientation section

5. Click the OK button

CHANGING PAPER SIZE
By default, documents are created using standard letter size of 8 ½ x 11 inches. Word 2003 also
provides several predefined standard paper sizes, such as legal, executive, and envelope

To select the desired page size:
1. Select the File menu on the Menu bar

2. Select the Page Setup… command. The Page Setup dialog box opens

3. Select the Paper tab if it is not already selected (see Figure 13)

4. Click the Paper size: drop-down arrow, and choose the desired option

5. Click the OK button

Introduction to Microsoft Word 2003 - 11
Figure 13 – Page Setup Dialog Box: Paper Tab
CHANGING VERTICAL ALIGNMENT
Page alignment refers to the layout of text on the page. The possible vertical alignments are: Top,
Center, Justified, and Bottom

To align the whole document on the page:
1. Select the File menu on the Menu bar

2. Select the Page Setup… command. The Page Setup dialog box opens

3. Select the Layout tab if it is not already selected (see Figure 14)

4. Click the Vertical Alignment: drop-down arrow in the Page section and select the
desired option

5. Click the OK button

Figure 14 – Page Setup Dialog Box: Layout Tab
Introduction to Microsoft Word 2003 - 12

Word 2003 includes many enhancements to make working with the document easier, and to make the document more professional looking. A document in Word can be created as a new …

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Frequently Asked Questions

How do i open ms word 2003 documents?

If you have MS Word 2003 installed on your desktop, you'll recognize it by the icon. Whenever you open MS Word, you will open what is called a document. All files in MS Word 2003 are referred to as documents. You can open a document in one of two ways. First, you can open a new MS Word file.

Why is ms word 2003 so popular?

MS Word 2003 is so widely known and popular because it offers the most features. Better yet, all its features are easy-to-use. It doesn't matter who you are or what level of experience that you have; you can learn to use MS Word. If you have MS Word 2003 installed on your desktop, you'll recognize it by the icon.

Does microsoft office 2003 follow the fixed lifecycle policy?

Microsoft Office Word 2003 follows the Fixed Lifecycle Policy. Support dates are shown in the Pacific Time Zone (PT) - Redmond, WA, USA.

How do i insert a field in ms word 2003?

MS Word 2003 gives you several options to insert fields, pictures, graphics, drawings, page numbers, WordArt, and other items into your document. You can do many of these things in the ‘Insert' menu. Format. When you create a document, you may want to format the paragraphs or text, add borders to your pages, etc.