Learning Objectives

By the end of this session, students are expected to be able to:

Identify parts of the Word window

Save a document in Microsoft Word

Use backspace/delete and undo/repeat functions in Microsoft Word

Cut, copy, paste and drag and drop in Microsoft Word

Use autocorrect, find and replace in Microsoft Word

Use spell check and grammar check in Microsoft Word

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Microsoft Word: is the word processing software in the Microsoft Office Suite.

It allows you to create a variety of professional-looking documents such as letters, flyers, reports and more.

When Word is launched, a new blank document, or default window, opens.

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Title Bar- displays the document name followed by a program name.

Menu Bar- contains a list of options to manage and customize documents.

Standard Toolbar- contains shortcut buttons for the most popular commands.

Formatting Toolbar- contains buttons used for formatting.

Ruler- used to set margins, indents, and tabs.

Insertions- point to the location where the next character appears.

End-of-document Marker- indicates the end of the document.

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Help- provides quick access to Help topics.

Scroll bars- used to view parts of the document.

Status bar- displays position of the insertion point and working mode buttons

Task pane- provides easy access to commonly used menus, buttons and tools.

View buttons- changes the layout view of the document to Normal View, Web Layout View, Reading Layout View, Print Layout View, or Outline View.

Office Assistant- links to the Microsoft Office help feature.

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In an effort to provide various ways in which to view your work in progress and remain organized, Word 2003 offers six different views for your document:

Normal view- best used for typing, editing, formatting and proofreading.

Web Layout view- This view shows you what your text will look like on a web page.

Reading Layout view- is best for documents that you do not need to edit.

The goal of this view is to increase legibility so that the user can read the document easily.

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Print Layout view- shows you what your document will look like when it is printed.

Under Print Layout view you can see all elements of the page.

Outline view- is used to create and edit outlines.

Outline view only shows the headings in a document.

This view is particularly handy when making notes.

Full Screen view- displays only the document that you are working on.

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Click View on the menu bar

Select the view of your choice

OR

Click one of the five buttons at the bottom left of your Word window (‘View Full Screen’ is not available in this location

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To open a menu

Click on a menu name on the menu bar.

View the commands listed under the pull-down menu.

With the menu open, drag the mouse pointer to a command and click on it to select the command (as you drag your mouse pointer over the commands, each command is highlighted in blue).

Using the Task Pane

When opened, the task pane will appear on the right side of the word window.

The task pane provides easy access to commonly used menus, buttons and tools.

By default, the Task Pane will appear when Word 2003 is first launched.

If you do not see your task pane, you can view it by either selecting certain commands or by manually opening it.

To open the ‘Task Pane’

Click on View tab in the menu bar.

Select Task Pane

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Fig: Selecting the Task Pane from the View menu

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Along the top bar of the task pane you should see small backwards and forwards buttons on the left as well as a down arrow on the right.

To view different task panes available to you, click on the down arrow

Once you have opened different task panes, you can navigate through them by clicking on the left and right arrow button on the left.

To close your task pane, click the x symbol on the far right of the bar.

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When saving a file for the first time

Click file on the menu bar

Select save (Ctrl + S)

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Choose the Save button on the Standard Toolbar.

After selecting Save from the Menu Bar or the Standard Toolbar, the “Save As” dialog box appears.

Figure

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Save As

Dialog Bo

x

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To Specify a File Location

Open the Save In drop-down list box.

Choose (C: ) if saving to your hard disk.

Name your file in the file name box.

Click Save.

If you do not choose a file name, Microsoft Word will assign a file name for you.

It assigns the first line of text in you document

If you do not specify a file location, Office uses the ‘My Documents’ folder as the default location.

So, if you can’t find a file, check ‘My Documents’

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After Naming and Saving a File Once

Click Save button on the Standard Toolbar OR

Go to the ‘File’ menu and choose Save.

You will not get a ‘Save As’ dialog box again.

Saving a File Under a New Name

If you wish to create an exact copy of an original document for editing or revising purposes, you should perform a Save As on the file and save it under a new name.

This will guarantee that you always have a saved, original copy.

Follow these steps to perform a Save As;

Click File from the menu bar

Select Save As

The Save As dialog box appears.

Type a new name for your file in the ‘File name’ box.

Click Save

Choose Save As to rename a document. Be careful not to overwrite your original file

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Backspace and Delete

Use the backspace and delete keys (on your keyboard) to erase text in your document.

The ‘Backspace’ key erases the text to the left of the insertion point one character at a time.

The ‘Delete’ key (located under the insert key) erases the text to the right of the insertion point.

Using Undo (Ctrl + Z)

The Undo command lets you ‘undo’ or delete the last change made to your document.

If you make a change or mistake that you do not want or did not mean to do, you can simply ‘undo’ your action.

This is a very useful feature.

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Word remembers up to 300 actions in a document and allows you to undo any or all of them as long as you haven’t closed the document first.

Click Edit on the menu bar.

Select Undo – this command will change names depending on the action you just took. If you accidentally deleted a sentence, it says Undo Clear.

Press Ctrl + Z on your keyboard for a shortcut to Undo OR

Undo all your recent actions by repeatedly clicking the Undo button located on the ‘Standard’ toolbar

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Notice the small list arrow next to the “Undo” button.

When you click on it, you see a list of all the separate actions you have performed on the document you are working on.

You can select as many actions as you want to undo.

For example, if you undo the 15th action in your list, you will also be undoing the 14 actions that came before the one you select.

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Using Repeat (Ctrl + Y)

The repeat feature allows you to repeat the last action and can help to save a lot of time as you create your document.

Click Edit on the menu bar.

Select Repeat – this command will change names depending on the action you just took.

If you need to format a title on one page and wish to format another title the same way using Repeat, it will say Repeat Style.

Press Ctrl + Y on your keyboard for a shortcut to repeat.

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Often in word processing, you will need to transfer information from one document to another.

Cut, Copy and paste are extremely time saving feature.

Cut, Copy and paste are located on Standard Toolbar.

Cut and Paste

The cut feature allows you to remove selected text from the document and temporarily.

Instead of having to re-type or replace this information, Word allows you to move a block.

The Office clipboard is a temporary storage file in your computer’s memory and items placed on the clipboard will remain there until you exit Word.

The Paste feature allows you to get text from the Clipboard and place it in the same or even another document.

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Copy and Paste

The Copy feature allows you to copy selected text from the document and temporarily place it on the Clipboard.

The ‘Clipboard’ is a temporary storage file in your computer’s memory.

The Clipboard can hold up to twenty-four items. Once you copy the 25th item, the first copied item is deleted.

The Paste feature allows you to select any of the collected items on the Clipboard and place it in the same or even another document.

You can copy information from many different sources including websites, e-mails, and other Office applications like Excel and PowerPoint.

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To Cut and Paste a block of text

Select the text you want to move

Click the Cut button on the Standard Toolbar

Place the insertion point where you want the text inserted.

Click the Paste button

To Copy and Paste a block of text

Select the text you want to move.

Click the Copy button on the Standard Toolbar

Place the insertion point where you want the text inserted.

Click the Paste button

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Once the item has been pasted, you can determine the formatting by clicking on the Paste Options button that appears just below your pasted selection.

Check or de-select any of the following options

Keep Source Formatting – maintains the text formatting of the original document.

Match Destination Formatting – formats the pasted text to match the text formatting in the document in which it was pasted.

Keep Text Only – removes any graphics that you may have copied along with the copied text.

Apply Style or Formatting – allow you to choose a specific format from the ‘Styles and Formatting’ menu.

Viewing the Clipboard items

Click Edit on the Menu Bar.

Select Office Clipboard.

The clipboard will appear on the right side of the Word window in the Task Pane.

The clipboard will display any of the 24 items you have copied.

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Menu Commands

Edit cut

Edit copy

Edit paste

Keyboard Shortcuts

Ctrl + C = copy

Ctrl + X = cut

Ctrl + V = paste

Become comfortable using the keyboard shortcuts to increase your speed in word processing.

If you cut, copy, or paste something you didn’t mean to, use the Undo button or choose not to save changes to your document when you close your document.

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The drag and drop method of moving text allows you to move selected text using your mouse.

This method is convenient for moving text when

Moving text from one location to another within a document.

Moving text to another document.

To drag and drop selected text

Click and hold the right mouse button until the insertion point changes into a white arrow pointing up to the left.

Left click and drag the selected text to the new location.

The mouse pointer changes to a box with a small white arrow over it, indicating you are dragging text.

When you reach the new location, release the mouse button to drop the text into place

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Once you release the mouse button, a menu list will appear that offers you the following options:

Move Here

Copy Here

Link Here

Cancel

Be sure to remove the selection highlight before pressing any key, so that you do not delete your newly moved text.

If you do accidentally delete, simply press the Undo button

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Word’s ‘AutoCorrect’ feature can assist you in word processing tasks.

AutoCorrect can help you locate misspelled words and correct them as you type.

AutoCorrect can also be customized so that commonly used words will be automatically entered without having to type the entire word.

For example

When typing the misspelled word ‘standd’ Word will automatically convert this type to the correct spelling, ‘stand’

Instead of having to write a long proper noun like, GCFLearnFree.org, you can customize AutoCorrect to automatically complete the rest of the proper noun once you type the letters GCF.

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Modifying AutoCorrect

Click Tools

Select AutoCorrect Options from the menu bar.

The AutoCorrect Options dialog box appears.

Check or de-select any of the following options

Show AutoCorrect Options buttons

Correct two initial capitals

Capitalize the first letter of the sentence

Capitalize the first letter of table cells

Capitalize names of days

Correct accidental usage of Caps Lock key

Replace text as you type

Use the ‘Replace’ box to type a word you frequently misspell or type a shorthand word to represent a longer word or phrase, such as GCFLearnFree.org.

Use the ‘With’ box to type the correct word

Click add.

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If you type a misspelled word into AutoCorrect’s ‘With’ box, AutoCorrect always misspells that word.

If AutoCorrect changes a word that you don’t want it to change

You can however point the pointer over the area where the AutoCorrect ion was made and a ‘Smart Tag’ will appear that allows you to reset the original word.

Click on the Smart Tag and a drop-down list with options to reverse the action is displayed.

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Find and Replace

Word 2003 allows you to search for specific words in your document as well as fonts, special characters and formats.

The ‘Find and Replace’ function can really help save you time and effort in your word processing goals.

For example, consider a document you are editing that displays Word XP needs to be updated to Word 2003.

Currently the document has the text, Word XP, typed again and again throughout the document.

Using Find and Replace to replace Word XP with Word 2003 will save you much time and effort in your editing process.

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Using Find (CTRL + F)

Click Edit on the menu bar

Select Find. The ‘Find and Replace’ dialog box appears.

Type a word, phrase or format in the ‘Find What’ box.

Click Find Next to start the search.

Word will jump to the first instance of this word and will highlight the word for easy location.

Continue clicking the Find Next button to find all other instances of this word.

OR

Check the ‘Highlight all items found in’ box to find all instances of the word at the same time.

Use the list box below to select all, or portions of your document.

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Using Replace (CTRL + H)

Click Edit on the menu bar.

Select Replace. The ‘Find and Replace’ dialog box appears.

Type the word, phrase or format in the ‘Find What’ box that you are searching for.

Type the word, phrase or format in the ‘Replace With’ box that will replace what is in the ‘Find What’ box.

Click Find Next to conduct your search.

When Word finds a word of phrase, do one of the following

Ignore it.

Click Replace.

Click Replace All to replace every occurrence of the selected text with the replacement text.

Click Find Next to bypass it and find the next.

Click Cancel to quit

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Using the Thesaurus (Shift + F7)

Click Tools on the menu bar.

Select Language and then follow the cascading menu to Thesaurus.

OR

Use the quick key combination Shift + F7

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Word automatically reviews your grammar and spelling as you type.

Green wavy lines are placed underneath possible grammar mistakes.

Red wavy line under possible spelling mistakes.

If you click on the suspected mistake, Word gives you one or more suggested corrections.

All of Word’s grammar and spelling errors may not be correct.

You can choose to ignore these error markings and keep typing.

Or you can correct the mistakes and/or add the corrections to Word’s dictionary.

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Place your cursor over the misspelled word and right-click.

A menu list displays the following options: boldfaced suggested spellings. Options include

Ignore All

Add to Dictionary

AutoCorrect

Language

Spelling

Look Up

Select the boldfaced suggestion to replace the incorrectly spelled word in the document.

Select Ignore, and Word ignores all future instances of this spelling in this document.

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Select Add to Dictionary, and Word adds the underlined word to the dictionary so it won’t be flagged as an error in any other document you create.

Select AutoCorrect to add the correct spelling to your list of words that Word automatically corrects as you type

Select Language to specify a word as part of another language, preventing Word from seeing this word as a mistake.

If you select Spelling, the spelling and grammar dialog box appears.

If you select Look Up, a window opens in the Task Pane and you are given general search parameters.

This feature is helpful when dealing with words, such as proper nouns, that are not found in the dictionary.

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Work out on Suspected Grammatical Mistakes

Place the cursor over the grammatical mistake and right click.

A menu list displays the following boldfaced options for grammar suggestion: Ignore, Grammar, About this Sentence.

Select Ignore and Word ignores the grammatical mistake it believes to exist.

Select Grammar, and the Grammar dialog box appears.

Select About this Sentence and the Office Assistant will offer you reasons as to why Word believes this to be a grammatical error.

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To Turn off the Red or Green Wavy Line

Choose Tools Options from the menu bar.

The ‘Options’ dialog box appears.

Click the Spelling and Grammar tab.

Un-check the ‘Check Spelling as You Type’ or ‘Check Grammar as You Type’ so the check box so that it is empty.

Click OK.

Don’t forget to use Spell and Grammar Check.

Use the Spelling and Grammar Feature

Choose the Spell Check icon from the Standard Tool Bar

Figure

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Spell

C

heck Ico

n

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Your document will be to be reviewed for spelling and grammar mistakes.

As each suspected mistake is identified you will see a suggested change in the suggestion box.

Choose one of the following options, depending on what you think of Word’s suggestions:

Click Ignore Once to ignore this one instance of the error in your document.

Click Ignore Rule to ignore this grammatical error and all other grammatical errors of this type in the document.

Click Next Sentence to take you to the next grammatical error listed in your document.

Click Change to replace the error with what is in the suggestion box.

Click Explain to open the Office Assistant, which will offer you reasons for this error.

Type in your own change directly into the document, then click Resume to continue

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