Presenters:

Asha Frazier
Overview of the
Workshop
Working with Documents
Editing and Proofreading Documents
Changing the Appearance and Printing
Documents
Arranging and Printing Documents
Presenting Information in Tables and Columns
Working with Graphics
Working with Documents
Getting Started with Word 2003
Creating, Saving, and Closing Documents
Opening and Viewing Existing Documents
Deciding Which View to Use When
Getting Started with
Word 2003
On the taskbar, click start
point to All programs
point to Microsoft Office and then click
Microsoft Office Word 2003
Creating, Saving, and
Closing Documents
In this exercise, you will enter text in a new
document, add a symbol, save your new
document, and then close it.
1.On the Standard toolbar, click the New Blank
Document button (A new document window opens.)
2.With the insertion point at the beginning of the
new document, type Gardeners, Get Your Gardens
Tools Ready!, and then press
3.Press again to insert a blank line below the
heading.
Creating, Saving, and
Closing Documents
4. Type With spring just around the corner, let’s start
thinking flowers and vegetables. Let’s start planning for
this year’s garden. Let’s start celebrating blue-ribbon
zinnias and zucchini. Let’s get your garden tools ready.
Notice that you did not need to press when the insertion point
reached the right margin because the text wrapped to the next line.
5. Press two times to insert a blank line between
paragraphs, and then type Here at the Garden Company,
we realize that you need the highest quality tools to
cultivate the best gardens. And with that in mind, we
have for you the latest addition in our line of garden
tools, The Garden Map Kit.
Creating, Saving, and
Closing Documents
6. Press the ← key to move the insertion point one character to
the left, between the letter t and the period.
7. On the Insert menu, click Symbol. (Word displays the
Symbol dialog box)
8. In the Recently used symbols area of the Symbols tab,
click (the registered sign) or scroll through the list of
symbols until you find this sign, and then click it.
9. Click Insert button, and then click the Close button (Word
places the registered sign before the period in the
document.
10. On the Standard toolbar, click the Save button. ( The Save
As dialog box appears, displaying the contents of the My
Documents folder.)
Creating, Saving, and
Closing Documents
11. Click on the New Folder icon on the toolbar.
Name the folder “Creating Docs” and press Enter.
Double Click the Creating Doc folder.
12. In the File name box, double-click Gardeners,
type FirstSave, appears in the program window’s
title bar
13. At the right end of the menu bar (not the title
bar), click the Close Window button, The
FirstSave document closes
Opening and Viewing
Existing Documents
To open an existing file
On the standard toolbar, click the Open button
In the Open dialog box, navigate to the folder
that contains the file we created earlier
Double click the FirstSave document to open
To move the insertion point to the beginning or
end of the document
Press (Ctrl + Home) to move to the beginning
Press (Ctrl + End) to move to the end
Opening and Viewing
Existing Documents
To show all formatting and hidden text
On the Standard toolbar, click the Show/Hide
button
Deciding Which View to Use
When
In Word, you can view a document in variety of ways
Print Layout view – displays a document on the screen the way it will
look when the document prints
Normal view – displays the content of a document with a simplified
layout so that you can type and edit quickly
Web Layout view – displays a document on the screen the way it will
look when viewed in a Web browser
Outline view - displays the structure of a document as nested levels of
headings and body text, and provide tools for viewing and changing its
hierarchy
Deciding Which View to Use
When
In Word, you can view a document in variety
of ways
Reading Layout view – as much of the content of
the document as will fit in the screen at a size that
is comfortable for viewing
Document Map – displays a list of your
document’s headings in a separate pane so that
you can see the structure of the document while
viewing and editing its text
Editing and Proofreading
Documents
Editing a Document
Finding the Best Word
Checking Spelling and Grammar
Editing a Document
Deleting text is easy but it helps to know
how to select it. Selected text appears
highlighted on the screen.
You can select specific item as follows :
To select a word, double-click it the word.
To select a sentence, click anywhere in the
sentence while holding down the Ctrl key. The first
character in the sentence through the space
following the ending punctuation mark are selected
To select a paragraph, triple-click the paragraph
Editing a Document
After selecting text, you can move it in one of
the following ways.
Cut and Paste commands – Cut text disappears from
the document but is temporarily stored in an area of
your computer’s memory called the Office Clipboard.
 After cutting the text, you then reposition the insertion
point and paste the text in a new location somewhere in the
same document or in a different document
Copy and Paste commands – Texted that is copied
rather than cut us also stored on the Office Clipboard
but will remain in it original location after it is pasted
in the new location
Editing a Document
Drag-and-drop editing – allows you to move
selected text. You first highlight the text or
paragraph you want to move. Left click and hold
down the mouse button, drag the text to another
place, and then release the mouse button
 To copy selected text, you hold down the Ctrl key as you
drag
Finding the Best Word
In this exercise, you will use the Thesaurus
to replace one word with another.
1.Double-click the word Garden in the paragraph
the first paragraph
2.On the Tools menu, click Language, and then
click Thesaurus (The Research task pane appears,
listing synonyms for the word important.)
3.Pick a replacement word for Garden and then click
Insert on the drop-down menu
4.Close the Research task pane
Translating Text
Word provides a basic multi-language
dictionary and translation feature so that
you can look up text in the dictionary of a
different language and translate words and
phrases
Translating Text
To translate text or look up words in another language
1.To translate a word or phrase, select it. If you want to look up a
word or phrase, make sure nothing is selected
2.On the Tools menu, point to Language, and then click Translate
3.If you want to look up a word or phrase, type it in the Search for
box, and click the adjacent Start searching button (If you are
translating a selection, the word or phrase will already appears in
the “Search for” box
4.In the Translation area of the Research task pane, change the
dictionary setting in the Form and To boxes as necessary. (The
translated text appears in the bottom part of the pane)
Checking Spelling and
Grammar
As you type the text of your document, by
default Word underlines spelling and
grammar errors with color-coded wavy lines
A red line indicates that Word does not recognize
the spelling of the word, that is, the word is not
included in Word’s online dictionary
A green line indicates a possible grammar error

Note: To fix individual spelling and grammar errors quickly,

you can right-click an underlined word to display a list of
corrections from which you can choose
Changing the Appearance of
Text
Changing the Look of Characters
Changing the Look of Paragraphs
Creating and Modifying Lists
Changing the Look of
Characters
You can vary a font's basic design by changing the
following attributes:
Almost every font comes in a range of font sizes. The font sizes
is measured in points
Almost every font comes in a range of font styles. The most
common are regular (or plain), italic, bold, and bold italic
Fonts can be enhanced by applying font effects, such as
underlined, small capital letters, or shadows
A range of font colors is available in a standard palette, but you
can also specify custom colors
You can alter character spacing by pushing characters apart or
squeezing them together to achieve a desired effect
Changing the Look of
Characters
1. Select Gardeners, Get Your Gardens Tools
Ready!
2. On the Formatting toolbar, click the down arrow
to the right of the Font box, scroll the list of
available fonts, and click Monotype Corsiva
(The title at the top of the document now
appears in the new font)
3. On the Formatting toolbar, click the down arrow
to the right of the Font Size box, and click 26 in
the list
4. On the Format menu, click Reveal Formatting
Changing the Look of
Characters
5. In the Font area of the Reveal Formatting
task pane, click the Font link (the blue
underlined word) to display the Font dialog box
6. In the Effects area of the Font dialog box, select
the Outline check box
7. Click the Character Spacing tab
8. Click the down arrow to the right of the Spacing
box, and click Expanded
9. Click the up arrow to the right of the adjacent By
box until the spacing is expanded by 2 pt
(points), and then click OK
Changing the Look of
Paragraphs
In this exercise, you will set margins, change text
alignment
1.In the lower-left corner of the document window,
click the Print Layout View button, Then zoom the
page to 75%
2.On the File menu, click Page Setup
3.Type 1.5” in Top, Left, Right and Bottom text
boxes.
4.Click OK to close the Page Setup dialog box
5.Click anywhere in the first paragraph, then on the
Formatting toolbar, click the Justify button
Changing the Look of
Paragraphs
6. On the horizontal ruler, drag the First Line
Indent marker to the 0.5-inch mark
7. Click anywhere in the paragraph that starts
Arranging and Printing
Documents
Control a Document’s Design with a Template
Changing a Document’s Background
Changing a Document’s Theme
Previewing and Printing a Document
Control a Document’s
Design with a Template
A template is a document with preset formatting and
settings that acts as a basic structure for a
document. Word offers templates as a guide for
creating readable, uniform documents. For example,
blank Word documents are based on the Normal
template, which uses the following preset options:
font face and size (usually Times New Roman at 12 points)
language (usually US English)
alignment (usually flush left)
line spacing (usually single)
widow/orphan control (usually set to on)
Control a Document’s
Design with a Template
There are two basic types of templates in Word:
built-in templates and custom templates. Built-in
templates provide a preset structure for several
common types of documents, including memos,
reports, and business letters. Built-in templates for a
variety of functions are available, including the
following:
Normal documents
Faxes
Letters
Memos
Reports
Resumes
Choosing a Word
Template
1. From the File menu, select New...
The New Document task pane appears.
2. From the New Document task pane, under
Templates, click ON MY COMPUTER...
The Templates dialog box appears.
3. Select the desired tab
4. Select the desired template
5. Click OK
The template is applied to your new document.
Changing a Document’s
Background
1. Click "View," and then click "Web Layout."
2. Click "Format," and then click "Background." This
opens a palette of colors as well as other options.
3. Choose a new color: Click a color you want.
4. Choose "More Colors" if you want a broader palette or
to mix your own custom color.
5. Choose "Fill Effects." This option lets you add even
more flair -- gradients, textures or patterns -- to the
background. Experiment!
6. Use a picture: Under "Fill Effects," click "Picture." Click
"Select Picture" and browse for a file to use as your
background.
Changing a Document’s
Background
7) Add a watermark: Click "View" and then "Print
Layout." Click "Format > Background > Printed
Watermark." Select a picture or text to appear as
your watermark.
8) Change the text color: You may need to do this
to make the text easier to read on your new
background. Hit "Ctrl-A" to select all. Click
"Format" and then "Font." Select a new color
under "Font Color," and then click "Okay."
Previewing and Printing a
Document
The Print Preview feature is useful for viewing your
document prior to printing. You can also print directly
from the Print Preview screen.
1.From the File menu, select Print Preview
OR
On the Standard toolbar, click PRINT PREVIEW
Print Preview appears.
2.To print, on the Print Preview toolbar, click PRINT
To return to your document without printing, on the
Print Preview toolbar, click CLOSE
Print Preview closes.
Previewing and Printing a
Document
Printing a Document using the menu option:
1.From the File menu, select Print...
The Print dialog box appears.
2.From the Name pull-down list, select the desired
printer
3.In the Page range and Copies sections, make the
desired selections
4.To print your document, click OK
The document is printed.
Previewing and Printing a
Document
Setting a Default Printer:
To make printing faster and easier, you can set a
default printer that will automatically be used every
time you print.
1.From the Start menu, select Printers and Faxes
The Printers and Faxes window appears.
2.Right click the desired printer » select Set as
Default Printer
The default printer is set.
Presenting Information
Tables and Columns
Presenting Information in a Table
Formatting Table Information
Presenting Information in a
Table
In Word 2003, tables are mainly used to layout and organize
information on your page and are made up of rows and columns
that can be filled with text, numbers and graphics. They are very
often used instead of tabbed text to make space around text
blocks.
There are two ways to add tables to your document:
1. Inserting tables is the best choice when creating simple tables
with consistent row and column size.
2. The Draw Table feature is used for creating complex tables. Each
box within your table is referred to as a cell.
Note: Both of these can be found under Table in the Menu Bar.
Presenting Information in a
Table
Inserting Tables from the Menu bar
1.Go to the Table pull-down menu and select
Insert > Table. The Insert Table dialogue box will
appear.
2.Specify the 4 as the number of rows and 5 as
the number of columns you want in the
appropriate boxes by either typing in the number
or using the up and down arrows to the right of the
boxes.
Presenting Information in a
Table
Choose an AutoFit behavior, if necessary:
Fixed Column Width: You can specify the width of
each column or leave it to auto. This will
automatically set your columns to spread
evenly within the margins.
AutoFit to contents: Your columns’ width will
change depending on the content of each
column and will stretch to fit that content.
AutoFit to window: Your columns will spread to fit
within the window of a web browser.
Formatting Table
Information
There are some basic navigational techniques you
need to know when using tables:
Click in a cell to place your insertion point there.
Use your up and down arrows to move up and
down in your cells.
Use your Tab key or your left and right arrows
to move across from cell to cell.
If you want to REALLY use a tab (indent in your cell),
press Ctrl + Tab.
To highlight cells in your table, click and hold
down in a cell and then drag until all the cells you
want selected are highlighted.
Working with Graphics
Creating a Diagram
Inserting and Modifying a Picture
Creating WordArt
Drawing and Modifying a Shape
Creating a Diagram
In this exercise, you will insert and modify an
organization chart.
1.Press Ctrl + End to move to the end of the document
2.On the View menu, point to Toolbars, and then click
Drawing
3.On the Drawing toolbar, click Insert Diagram or
Organizational Chart button
4.Click OK
5.In the organization chart, click the top box, and type
Karen Berg
6.Click the first Box in the second row, type Kim Akers,
click the second box, type David Ortiz, click the third box
and then type Gordon Hee
Creating a Diagram
7. On the Organization Chart toolbar, click the down
arrow to the right of the Select button, and click All
Connecting Lines in the drop-down list
8. On the Format menu, click AutoShape
9. In the Line area, click the down arrow to the right of
the Color box, and in the first column of the third
row of the color palette, click the Red box
10.In the Arrows area, click down arrow to the right of
the Begin style box, click the second item in the
first row, and then click OK
Creating a Diagram
11)Click the blank area to the right of the
organization chart to deselect
12)On the standard toolbar, click File then Save As
to save the document.