Microsoft Word 2003

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It is word processing application software program within windows environment.

It is a member of MS-Office Package. It is developed by Microsoft Corp. USA. It
can be used to create a letter, book let, thesis, pamphlet, inserting clip art,
picture etc. for printing.
What is Word Processing ?
Word processor refers to the use of computer to create, view, edit, format, store and
print document for future retrieval and make further revisions later. The main advantage of a
word processor over a conventional typewriter is that a word processor offer many editing and
formatting features. Word processing permits better quality document preparation with
increased speed and reduced wastage both in terms of time and material. There are many word
processing software packages available for use with personal computers. Some of the popular
word processing software packages are Word Star, Word Perfect, MS-Word etc
Note: The file extension or format of the word is .doc. The internal or executable name
of the MS-Word is winword.exe.
Starting MS-Word
Steps:
1.

Click on Start button

2.

Click Run ...

3.

Type the winword and click on Ok button.

Then a MS-Word window will appear.
1. Title Bar : - The bar top of the application window which contains the title of the
application, minimize ( - ), Maximize or restore(

) and close( X ) button.

2. Menu Bar : - The bar after title bar, which contains the name of the menu(file, edit,
view, insert, format, table, window and help). The menu bar contains the all
commands of the ms-word.
3. Standard Tool bar : - The bar below the menu bar, which contains the short
commands of the menu.(E.g new, open, save, print, print preview, cut, copy, paste,
format painter, undo, redo etc

4. Formatting Tool bar : - The bar below of the standard tool bar and above of the ruler
bar.

It also contains the short commands of the menu. It can be used to format the

text. (eg. Heading, change font, font size, bold, italic, underline, alignment, bullet and
number, color etc.
5. Ruler Bar : - The bar above of the work space (document). It can be used for
measurement of your document.
6. Scroll Bar : - There are two types of scroll bar. One is horizontal and other is vertical.
The scroll bar lets you to move left, right or up, down the document.
7. Drawing Tool Bar : - It lets you to draw any thing on the document. It is below of the
document and above of the status bar. which contains the (Draw menu, AutoShapes
menu, line, arrow, rectangle, circle, Word Art etc.
8. Status Bar : - The bar bottom of the application window which contains the
information of the document. Such page, section, line, column etc.
Saving Files

The save command can be used to store the document on the disk by giving any name.
Steps:
1.

Click on File menu

2.

Click on Save
Or, Press Ctrl + S

3.

Select your drive, folder from look in drop down list box.

4.

Type the file name

5.

Click on Save

Open An Existing File

The Open command can be used to open an existing file.
Steps:

Click on File menu

1. Click on Open
Or, press Ctrl + O

2. Select your drive and folder which contains the file form the look in drop down list
3. Select your file and click on Open

Or, You can Open icon from the Standard tool bar.
Open a New Blank Document
Steps:
1.

Click on File menu New

2.

Click on New blank document from the dialog box

Or, press Ctrl + N
Or, click on new icon from the standard tool bar.
Close a file
To close your file, use close command.
Steps:

1.

Click on File menu

2.

Click on Close
Or Press Ctrl + W
Preview The Document
The preview command can be used to preview your document before printing.
Steps:

1.

Click on File menu

2.

Click on Print Preview

Or, press Ctrl + F2
Or, Click on Print Preview Icon from the standard tool bar.
Undoing Text
The undo command can be used to recover or undoing the recently deleted text
Steps:

1.

Click on Edit Menu

2.

Click on Undo
Or, Press Ctrl + Z
Redoing Text
Again remove the undoing text, use redo command
Steps:

1.

Click on Edit menu

2.

Click on Redo
Or,press Ctrl + Y
Copying the Text

Steps:
1.

Select required text

2.

Click on Edit menu

3.

Click on Copy
Or, Press Ctrl + C

4.

Place the cursor at required place

5.

Click on Edit Paste Or, Press Ctrl + V

Moving Text
The cut command can be used to move the text from one place to another place
Steps:

1.

First Select the required text.

2.

Click on Edit Cut or Ctrl + X

3.

Place the cursor at the required place

4.

Click on Edit Paste Or Ctrl + V

electing All text
Steps

1.

Click on Edit Select All or Ctrl + A

Or Drag and drop method by the mouse.
Finding the Text
The Find command can be used to find or search the required text or word on the document.
Steps:

1.

Position the cursor at the top of the document.

2.

Click on Edit menu Find or Ctrl + F

3.

Then type the required text at find what box.

4.

Then Click on Find Next

Replacing the Text
The replace command can be used to replace the old text into new text. First find that word or
text and then replace.
Steps:

1.

Click on Edit Replace or Ctrl + H

2.

Type the old text at find what box

3.

Type the new text at the replace with box

4.

Click on Find Next and Replace

Document Views
There are four types of document views in winword or MS-Word. These are given below:

1.

Normal : - It is a default view of the MS-Word. It does not contains the drawing objects, pictures
etc. The header and footer cannot be seen. The horizontal scale or ruler bar only be seen.
Vertical ruler bar cannot be seen. Separate page can be seen as doted line.

2.

Web Page : - This view does not contains the header and footer, different pages. It can be used
to down load or open the internet documents. It contains long document.

3.

Print Layout : - This view contains the vertical and horizontal rulers. Header and footer, Drawing
objects page breaks all are can be seen. It show the document as you print on the paper. You
need not to preview the document. We can use this view to create a document.

4.

Outline View :- This view lets you to view the document in tree view structure. You can read the
document heading by heading. You can move the heading in different indents. It cannot be used
to create a document.
Show/Hide Ruler
1. Click on View menu
2. Click on Ruler
Zooming the Document
Steps:
1. Click on View menu
2. Click on Zoom
3. Select required zoom percentage from the dialog box
4. At last click on Ok button
Full Screen
The full screen command lets you to view your document in full screen. It hides all tool bars and
shows the only document
Steps:
1. Click on View menu
2. Click on Full Screen
To close the full screen Press Esc key.
Document Map
The document map divides the document in two parts. The first part contains the heading and
second part contains the normal text.
Steps:
1. Click on View menu
2. Click on Document view.
To close, again go to view and document view.
Inserting Page Number
Steps:
1. Click on Insert menu

2. Click on Page Number

3. Select Position (Header and Footer), Alignment (left, right, center) and format of the number.
4. Click on Ok button.
Inserting Date / Time
Steps:
1. Position the cursor at required place
2. Click on Insert menu
3. Click on Date/ time
4. Select required date or time from the dialog box.
5.

Click on Ok button.

Inserting Symbols
The symbol command can be used to insert the special symbols which can not be typed from
the keyboard.
Steps:
1.

Click on Insert menu

2.

Click on Symbol

3.

Select the required symbols from the dialog box

4.

Click on Insert Close

Inserting File
The file command lets you to insert the contents of the file into document.
Steps:

1.

Click on Insert menu

2.

Click on File

3.

Then a file dialog box will appear

4.

Select required file and Click on Insert

Inserting Book marks
The Book marks inserts the marks of the text at line or place of the document. If you have long
document with many pages, then you can use the book mark for search or go to the required
line or the page.
Steps:

1.

Select required line or the text

2.

Click on Insert

3.

Click on Book Mark

4.

Then type the book mark and click on Add

5.

Click on OK button.
Hyper Link

The hyper link command lets you to link the document into another document, Program and
web pages.
Steps:
1.

Select the required text for link

2.

Click on Inert menu

3.

Click on Hyper Link

4.

Then a hyper link dialog box will appear

5.

Click on File and select required file and click on Open button.

6.

If you want to link with book mark then click on book mark and select book mark name

7.

At last click on Ok button.

Caption
The caption command can be used to give the name of the table, graph, picture etc.
Steps:

1.

Insert Picture , Table etc.

2.

Position the cursor at required place

3.

Click on Insert menu

4.

Click on Caption

5.

Type the caption name form the dialog box

6.

Click on Ok button
Inserting Picture

To insert image or photo on your document flow the following Steps:

1. Click on Insert menu
2. Click on Picture
3. Click on Picture form file
4. Then The dialog box will appear select the picture
5. Click on Insert.
Insert Object
The Object command lets you to insert the different application on the word document. You can
use these applications because we can use different features which can not be done in word
document.
Steps:

1. Click on Insert menu

2. Click on Object
3. Then select required application from the dialog box
4. Click on Ok button
5. Use these application after finish click on outside the document.

Microsoft Equation 3. 0
It is an application which can be used to create the different drawings and shapes. It can be
mainly be used to create the mathematics papers.
Steps:
1.

Click on Insert menu

2.

Click on Object

3.

Select Microsoft Equation 3.0 from the dialog box

4.

Click on Ok button

5.

Use required symbols and type the text.

6.

When finish click on out side of the document

Page Break
The break command can be used to insert new page.
Steps:
1. Click on Insert Break Tick on at Page Break Ok button.
Alternate Shortcut Keys

File
New

Ctrl + N

Open

Ctrl + O, Ctrl + F12

Save

Ctrl + S, Shift + F12, Alt + Shift + F2

Save As

F12

Print Preview

Ctrl + F2

Print

Ctrl + P, Ctrl + Shift + F12

Exit

Alt + F4

Edit
Copy Format

Ctrl + Shift + C

Create Auto text

Alt + F3

Book Mark

Ctrl + Shift + F5

Copy

Ctrl + C

Find

Ctrl + F

Cut

Ctrl + X, Shift + Delete

Goto

Ctrl + G, F5

Redo/Repeat

Ctrl + Y, F4

Replace

Ctrl + H

Select All

Ctrl + A

Undo

Ctrl + Z, Alt + Backspace

Go Back

Shift + F5, Alt + Ctrl + Z

Insert Auto Text

F3, Alt + Ctrl + V

Paste Format

Ctrl + Shift + V

Insert Spike

Ctrl + Shift + F3

View
Normal

Alt + Ctrl + N

Outline

Alt + Ctrl + O

Page Laout

Alt + Ctrl + P

Insert
Insert Annotation

Alt + Ctrl + M

Column Break

Ctrl + Shift + Enter

Date Field

Alt + Shift + D

Endnote

Alt + Ctrl+E

Page Break

Ctrl + Enter

Page Field

Alt + Shift + P

Footnote

Alt + Ctrl + F

Time Field

Alt + Shift + T

Update Field

F9, Alt + Shift + U

Drop Cap
The Drop Cap command lets you to make the decorative or enlarge text of the first letter of
paragraph.
Steps:
1.

Select the first letter

2.

Click on Format menu

3.

Click on Drop Cap

4.

Then click on Dropped and select the dropped line and font

5.

At last Click on Ok button.

Change Case
The change case command can be used to convert the small case letter into capital, Title Case,
Sentence case, toggle case and also convert into small case letter
Steps:

1.

Click on Format menu

2.

Click on Change Case

Then Case dialog box will appear

3.

Tick on at required option

4.

Click on Ok button
Or, press Shift + F3
Macro
The Macro command creates the command for the tool bar or keybord short cut where text can
be records. Later we can use this command to play that recording text or things.
Steps:
1.

Click on Tools menu

2.

Click on Macro button

3.

Click on Record new Macro

4.

Select the Tool bar or keyboard

5.

If you want select tool bar then drop the new macro command at tool bar and type the macro
name and change the button.

6.

If you want to select keyboard then type the command for short key any letter with Ctrl key or
Alt key

7.

Click on Assign

8.

And at last click on Close

9.

Then type the text for recording after finishing click on stop recording.

10. To play the macro use your command.

Customization the Tools
The customize command lets you to add or remove the command form tool bar, menu bar and
keyboard short key.
Steps:
1.

Click on Tools menu

2.

Click on Customize

3.

Then a customize dialog box will appear.

4.

Select the command from the dialog box and put the tool bar. Or type the new command for
keyboard for short key.

5.

If you want to remove the command from the menu bar or tool bar, then select the tools and
drag and drop on the dialog box.

6.

At last click on OK button

Thesaurus
The Thesaurus command can be used to view the synonyms words of the related word. It is a
old dictionary.
Steps:

1.

Select required text or word

2.

Click on Tools menu

3.

Click on Language

4.

Click on Thesaurus
Creating A Table
A combination of rows and columns is called table. The Entire room of the table is called cell.
The table can be used to insert the records or list of records.
Creating a Table by using Draw Table tool bar
Steps:

1.

Click on Table menu

2.

Click on Draw Table

3.

Then select a draw table tool from the tool bar and draw on the document.

4.

Use other tools or buttons for the format the table.

Creating a table by Insert command
Steps:

1.

Click on Table menu

2.

Click on Insert

3.

Click on Table

4.

Type the number of rows or columns on the dialog box

5.

Click on Ok button.
Insert the Rows
Steps:

1.

Position the cursor at required cell.

2.

Click on Table menu

3.

Click on Insert

4.

Click on Row Above or Row Down

Insert Column
Steps:

1.

Position the cursor at required cell

2.

Click on Table menu

3.

Click on Insert

4.

Click on Column Left or Column Right

Selecting Rows:
Steps:

1.

Position the cursor at require cell

2.

Click on Table menu

3.

Click on Select

4.

Select the Row

Selecting Columns
Steps:
1.

Position the cursor at required cell

2.

Click on Table menu

3.

Click on Select

4.

Click on Column
Selecting Table
Steps:

1.

Position the cursor at any cell on the table

2.

Click on Table

3.

Click on Select

4.

Click on Table
Deleting Table, Rows or Columns
Steps:

1.

Select Table, Required Rows, or Columns

2.

Click on Table menu

3.

Click on Delete

4.

Select table, or required Rows or Columns

Merge Cell
The Merge cell command can be used to merge two or more than two select cell into one.
Steps:

1.

Select required cells

2.

Click on Table

3.

Click on Merge
Split Cell
The Split cell command divides the one cell into two or more cells.
Steps

1.

Select or position the cursor at required cell

2.

Click on Table menu

3.

Click on Split cell

4.

Type the value for number of rows and columns.

5.

Click on Ok button
Convert Text to Table
When you have typed the text by giving tab or space on the document, you can change these
text into table.
Steps:

1.

Type the text.

2.

Select the text

3.

Click on Table

4.

Click on Convert--> Text to Table

5.

Type the number or rows and columns

6.

Select the Separate text check box

7.

At last click on Ok button.

Formula
The formula command lets you to calculate the data on the table. It contains the mathematical
functions or formula. Such as =Sum( ), =Average( ), =Count( ) etc.
Steps:

1.

Position the Cursor at required cell

2.

Click on Table menu

3.

Click on Formula

4.

Select the Required function or formula

5.

Type the value (Left or above) for example, = sum(above)

6.

At last click on Ok button

Table Auto Format
The Auto format command format the table in different styles.
Steps:

1.

Select the Table

2.

Click on Table menu

3.

Click Table Auto Format

4.

Select the required format

5.

Click on Ok button
Distribute the Columns or Rows
The distribute the Columns or rows command makes the rows or column in equal size.
Steps:

1.

Select Table

2.

Click on Auto fit

3.

Select the Distribute the Column or Rows

Sort the data on the table
Steps:

1.

Select the required data or table

2.

Click on Table

3.

Click on Sort

4.

Select the column to which you want to sort.

5.

Click On Ok button

Table Properties
You can align the table, cell text, row height and column height from the table properties dialog
box.
Steps:
1.

Select the required table or required cell

2.

Click on Table menu

3.

Click on Table Properties.

4.

Then table properties dialog box will appear

5.

Specify the required option form the dialog box and click on ok button

Mail Merge
The mail merge command lets you to send the same letter in different person and address. The
letter is same but addresses are different. To create a mail merge three document will be
created.
1. Main Document : - It contains the Letter. You can type a letter in this document.
2. Data Document :- It contains the address of the persons(name, address, Phone etc.
3. Merge Document : - It contains the different pages with same letter but different
addresses.
Steps:
1. Type the letter first and save it.
2. Click on Tools menu
3. Click on Letters and Mailings
4. 3. Click on Mail Merge Wizard
5.

The tick on letter and click on Next

6.

Tick on Use the Current Document

7. Click on Next
8. Select or tick on Type a new List

9. Click on Create
10. Click on Customize from the dialog box
11. Then select field and click on Delete
if you want to rename that field Click on Rename
and type the new field.
12. After Removing all fields Click On Add
and type the new fields and again click on ADD.
13. Then Click on Ok button.
14. Type the record of the person and Click
On New Entry To enter another record.
15. After finishing the entry record then click on Close button
16. Then a save as dialog box will appear
17. Type the file name and click on save to save the data document. Ok
18. Then you will see the mail merge Tool bar.
19. Position the cursor at required place and insert the fields ( from insert merge field
button)
20. To view the record from the field click on View Merge Data <<ABC>>
21. At last Click on Merge to New Document to merge the document in different page.
22. Save that merged document and print the letter.

Envelops and Labels

The envelops and Label command lets you to create a envelops and labels (to print the address
over the envelops).
Steps:

1.

Select the address from the document if you

have

2.

Click on Tools menu

3.

Click on Letters and Mailings

4.

Click on Envelops and Labels

5.

Then a dialog box will appear

6.

If you have selected the text then it will appear at delivery address other wise type the delivery
address.

7.

Type the return Address

8.

Set the size of the envelop

9.

If you want to print the envelop then click on Print if you want to merge the envelop on the
document then click on merge to document.
Spelling Grammar

The Spelling and Grammar command lets you to check the spelling and grammar on
the document. If there is spelling mistake then red underline will appear. If grammar is
mistake then green underline will appear.
Steps:
1. Right button click at required spelling or word.
2. Then select required option (Ignore, Ignore all, add etc)
Or,
1. Click on Tools menu
2. Click on Spelling and Grammar or press F7 key
Then a spelling and grammar dialog box will appear.
3. Select required spelling or word from suggestions box.
4. Click on Change if you want to change , Click on Ignore to ignore the spelling
5. At last click on OK button

Word Count

The word count command counts the number characters with spaces, number of
characters without spaces, number of words, number of lines, number of paragraphs
and pages.
Steps:
1. Click on Tools menu
2. Click on Word Count

Auto Text
The auto text command lets you to enter any text which occurs when typing on the
document. It will appear above of the typing text. When user press the Enter key then it
will automatically inserts on the document.
Steps:
1. Click on Insert menu
2. Click on Auto text --> Again Click on Auto Text
3. Type the Auto Text (any text to insert).
4. Click on Add--> OK
Auto Correct

The Auto Correct command lets you to automatically correction the word which you are
recently typed on the document. It can be stored first, when user types on the document
it will automatically occurs on the document.
Steps:
1. Click on Tools menu
2. Click on Auto Correct
Then a Auto correct Dialog box will appear

Type the mistaken text at left side at replace text box and type the correct word at with
text box.
3. Click on Add -- > Ok button

Drawing Tool bar

The drawing tool bar can be used to draw line, circle, rectangle, different types of shapes, word
art, insert clip arts, and change the different shapes into 3D and giving the shadows.
To open Drawing tool bar
Steps:
1. Click on View menu
2. Click on Tool bars
3. Select the Drawing
Then you will see the drawing tool below of the scroll bar and above of the status bar.

Drawing Line
Steps:

1. Pick the Line tool and drag and drop on the document.

Drawing rectangle and circle

Steps:

1. Pick the circle or rectangle and drag and drop on the document.
Grouping Objects
He group command can be used to group or join two or more than objects into one.

Steps:
1. Select two or more then shapes by using shift key
2. Click Draw menu on the draw tool bar.
3. Click on Grouping

Ungrouping
The ungrouping command can be used to split one object in to main parts.
Steps:
1. Select that objects

2. Click on Draw
3. Click on Ungroup
4. Click on Out side of the object then click required part and drag.

Adding text on the circle, rectangle or different shapes

Instead of text box, you can add or type the text on the different shapes.
Steps:
1. Right button click at required shapes or object
2. Click on Add text
3. Type the text
Text Box

The text box can be used to type the text on the box. This text can be change the
direction.
Steps:
1. Pick the text box from the drawing tool bar or select text box from insert menu
2. Then drag on the document and type the text.
Creating Work Art
The Word Art creates the different types of Arts of the word, such as Banners, or different styles
of text.
Steps:
1. Click on Word Art Icon from the drawing tool bar.
2. Select Word Style from the dialog box.
3. Click on Ok button
4. type the text for the Art.
5. At last click on Ok button.

6. Use the mouse to increase, decrease and change the style of the Word Art.

Apply or change the shapes, arts, lines in to 3D box

Steps:
1. Select the required shapes.
2. Click on 3D icon
3. Select required 3D style from the dialog box.
4. If you can change color or setting then click on 3D settings and change the settings.
5. If you want to change the shading then select the required shadow from shadow
dialog box.
6. In this way you can fill color, line color, font color, line weight, dash line, arrow line
etc.

Ordering Objects or shapes

Wrapping the text
1. Insert the picture, clip art, or drawing object.
2. Click on Draw menu
3. Click on Text Wrapping
4. Select required wrapping style.

Picture Format
The picture format command can be used to format the picture. You can format the size,
Layout and Color and Line of the picture.
Steps:
1. Right button click at required picture
2. Click on Format Picture

3. Specify the required option from the dialog box

4. At last click on Ok button

Rotate or Flip the objects

Steps

1. Select required objects

2. Click on Draw menu from the drawing tool bar.
3. Click on Rotate or Flip
4. Select required Rotate or Flip

1.
2.
3.
4.
5.
6.
7.

1.
2.
3.
4.
5.
6.
7.
8.
9.

Index And Table

The index and table command lets you to create an index which is ending or last of the
book and table of contents which is front of the page containing the headings or
chapters.
Steps to create Table of contents
Define each heading of the document
Then insert the blank page on the beginning of the document.
Click on Insert menu
Click on Index and table
Click on Table of Contents
Select the tab leader and heading level
At last click on Ok button
Creating Index
Steps:
Select required text
Click on Insert menu
Click on Index and Table
Click on Index
Click on Mark Entry
Click on Mark
Click on Close
In this way repeat the steps 1 to 7 for all document's index entry.
When index entry is finish then insert the blank page and click on Insert menu

10.
11.
12.
13.

1.
2.
4.
5.
6.
7.

Click on Index and table

Click on Index
Select the tab leader and format style of the index
At last click on Ok button.
Tab Setting
The tabs command lets you to set the tab position, tab alignment(left, right, center, bar,
decimal) and tab leader.
Steps:
Click on Format menu
Click on Tabs
3. Type the value for the tab stop position.
Select the alignment.
Select the leader and click on Set
If you want to reset then click on clear or clear All
At last click on Ok button
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