Microsoft Word 2003

Module 1
 Microsoft Word 2003
Module 1
August 2006

©2006 Hillsborough Community College - Professional Development Services

Hillsborough Community College - Professional Development Services

The material contained in this training material is copyrighted ©2006 Hillsborough

Community College Department of Professional Development Services and may not
be reproduced without express, written permission. Other trademarks, trade names,
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 Word 2003 - 1

Table of Contents
Menu Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Standard Tool Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Formatting Tool Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Viewing Tool Bars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Customizing Tool Bars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Opening an Existing Document . . . . . . . . . . . . . . . . . . . . . . . 8
Page Set-up: Margin Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Page Set-up: Paper Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Saving a New Document. . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Cut/Paste Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Copy/Paste Text. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Formatting Text: Font type, font color, font style, size. . . . . . . 15
Zoom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Word Count. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Check Spelling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Check Grammar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Thesaurus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Print Preview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

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 Microsoft Word 2003 - Module I

Objectives
Upon completion of this module, participants will know and be able to:
1. use the menu bar and various toolbars to create Word documents;
2. open an existing document or new document;
3. use page set-up features including setting margins and paper;
4. save a new or existing document;
5. manipulate text including cut/paste and copy/paste;
6. use the Views featue to view an existing document in various formats;
7. format text including font type, size, color and effects;
8. use other text features including zoom, spell check, grammar check,
thesaurus and word count;
9. use pring features including print preview.


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 Microsoft Word 2003 - Module I

Menu Bar
The Menu Bar groups Word commands into related funtions.

File - From the File menu, you create new documents, open existing documents, save documents, print
documents, adjust page settings, and exit the program.
Edit - From the Edit menu, you cut/paste or copy/paste text, delete words, find words, and replace words.
View - From the View menu, you view the document in various formats including web page format, an
outline format, create headers, create footers, and select toolbars.
Insert - From the Insert menu, you create page breaks, create section breaks, add page numbers, add pictures
and graphics, create hyperlinks, add symbols, add comments, and add text boxes.
Format - From the Format menu, you change font, change paragraph styles, add bullets, add borders, add
backgrounds, and create columns.
Tools - From the Tools menu, you check spelling, check grammar, utilize word count, track changes, and
create mail merges.
Table - From the Table menu, you create custom tables.
Window - From the Window menu, you arrange and split windows.
Help - From the Help menu, you find answers to software questions.


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Standard Tool Bar

The Standard Tool Bar provides shortcuts to the most commonly used word processing
functions.

New Document - Opens a new Microsoft Word document.

Open Folder - Opens an existing folder

Save - Saves the current document (NOTE: click Save approximately every ten minutes).

Print - Prints the current document.

Print Preview - Displays a preview of the full page prior to printing.

Spelling/Grammar Check - Checks spelling and grammar throughout the document.

Cut - Removes text or images from a document.

Copy - Selected information can be copied to another place in the document.

Paste - Places cut or copied information into a new area of a document.

Undo - Allows you to undo the previous task.

Hyperlink - Inserts a hyperlink into a document.

Tables and Borders - Displays the Tables and Borders toolbar.

Insert Table - Inserts a new table into a document.

Insert Excel Spreadsheet - Inserts an Excel Spreadsheet into a document.

Columns - Formats a document into a specified number of columns.

Drawing - Displays the Drawing toolbar.

Help - Access to Microsoft Word Help.


 Microsoft Word 2003 - Module I

Formatting Tool Bar

The Formatting Tool Bar provides shortcuts to the most commonly used text formatting
functions.

Style Box - Assigns pre-defined styles to text.

Font Type - Allows you to change font type by using the down arrow.

Font Size - Allows you to change the font size by using the down arrow.

Bold - Allows you to bold selected text.

Italic - Allows you to italicize selected text.

Underline - Allows you to underline selected text.

Align Left - Allows you to align text to the left margin of the document (NOTE: This is the default
setting.).

Center - Allows you to center text within a document.

Align Right - Allows you to align text to the right margin of the document.

Line Spacing - Allows you to change line spacing of selected text by using the down arrow.

Numbering - Allows you to create a numbered list within a document.

Bullets - Allows you to create a bulleted list within a document.

Decrease Indent - Allows you to decrease the indent of selected text (moves text to the left).

Increase Indent - Allows you to increase the indent of selected text (moves text to the right).

Borders - Allows you to apply borders around selected text.

Highlight - Allows you to highlight selected text using the mouse. Highlight color is selected using the
down arrow.

Font Color - Allows you to change the font color of selected text using the down arrow.


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Viewing Toolbars
Viewing Toolbars allows you to select
specified toolbars to use when creating your
Word document.

1. From the Microsoft Word Menu Bar, click

View>Toolbars.
2. Select the Toolbars you wish to use with your
Word document by clicking next to each toolbar.
A check mark will appear.


 Microsoft Word 2003 - Module I

Customizing Toolbars
Customizing Toolbars allows you to create
a toolbar that displays only your most
commonly used functions.

1. Click the down arrow at the end of the toolbar.

2. Click Add or Remove Buttons.
3. Select the desired toolbar.
4. Click the icons that you want the toolbar to
display.
5. Clicking Reset Toolbar will change the Toolbar
back to the default settings.

Customizing a Toolbar
Open a blank Microsoft Word 2003 document. Fol-
low the directions provided in this training module
to open a toolbar that is not already open. (Example:
Picture, Drawing, etc.) Then, follow the directions
above to customize the new toolbar by deleting and
adding icons.


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Open an Existing Document

Opening an Existing Document allows you
to search for previously created documents
and open them in Word. 2
1. From the Microsoft Word Menu Bar, click
File>Open.
2. Select the location (drive) of the existing
document. (Example: Desktop).
3. Select the folder in which the document is
stored, (Example: Word I).
4. Click the document title, (Example: word_I_
document).
5. Click Open.

Shortcut: Use the Open Folder icon on the

Standard Toolbar to locate and open an existing
document.


 Microsoft Word 2003 - Module I

Page Set-up: Margin Tab

The Margin Tab allows you to select top,

bottom, right, and left page margins; select
page orientation (portrait or landscape);
and apply the changes to the entire
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document or only to a specific section of the
document.

1. From the Microsoft Word Menu Bar, click 3

File>Page Setup>Margins Tab.
2. To change page margins, click the up/down
arrows next to the margins that need to be
changed.
3. To change page orientation, click Portrait or
Landscape.
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4. To apply the margin changes to a specific
section of the document, click the down arrow
located in the Preview section.
5. The Preview window allows you to view the
changes prior to making the changes.
6. Click OK.


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Page Set-up: Paper Tab

The Paper Tab allows you to select the size

of the paper that you are going to use to
create and print your document; select 2
the source of the paper, which may be
different for the cover page and content
pages; and apply the paper sources to the
entire document or to only a portion of the
document.

1. From the Microsoft Word Menu Bar, click

File>Page Setup>Paper Tab. 3 4
2. To change the paper size, click the down arrow
to select the paper, (Example: Letter, Legal,
etc.).
3. To change the paper source for the front/cover
page, click the desired source located under
First page.
4. To change the paper source for the remaining
pages, click the desired source located under
Other pages.
5. Click OK.

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 Microsoft Word 2003 - Module I

Saving a New Document

Saving a New Document allows you to
2
select the location where the document
will be saved; select the file where the
document will be saved; and name the 3
document.

1. From the Microsoft Word Menu Bar, click

File>Save As.
2. Select the location in which you wish to save
the document, (Example: My Documents).
3. Select the folder in which you wish to save the
document, (Example: My Captivate Projects).
4. Name the file.
5. Click Save.

Shortcut: Use the Save icon on the Standard

Toolbar to save a new document.
4

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Cut/Paste Text
Cut/Paste Text allows you to remove text
from one location in a document and place it
in a new location.

1. Highlight the text you wish to cut by positioning 1

the mouse at the beginning of the text. Then
click and drag the mouse until all of the desired
text is highlighted. Then release the mouse,
(Example: This letter will confirm . . .).
2. From the Microsoft Word Menu Bar, click
Edit>Cut.
3. Select the new location for the text by
positioning the mouse at the beginning of the
new location. Then click the mouse.
4. From the Microsoft Word Menu Bar, click
Edit>Paste.
5. The text now appears in the new location.

Shortcut: Use the Cut/Paste icons on the

5
Standard Toolbar to cut and paste text.

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 Microsoft Word 2003 - Module I

Copy/Paste Text
Copy/Paste Text allows you to duplicate text
in a document without re-typing and place
the text in a new location within the same
document.
1
1. Highlight the text you wish to copy by
positioning the mouse at the beginning of the
text. Then click and drag the mouse until all of
the desired text is highlighted. Then release the
mouse, (Example: This letter will confirm . . .).
2. From the Microsoft Word Menu Bar, click
Edit>Copy.
3. Select the new location for the text by
positioning the mouse at the beginning of the
new location. then click the mouse.
4. From the Microsoft Word Menu Bar, click
Edit>Paste.
5. The text now appears in the new location as
well as remaining in the previous location.

Shortcut: Use the Copy/Paste icons on the

Standard Toolbar to copy and paste text.
5

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View
View allows you to see a document as it will
1
appear in webpage format, print format, and
outline format.
2
From the Word Menu Bar, click View>Select 3
desired view.

1. Use Normal View for typing, editing, and

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formatting document text.
2. Use Web Layout View when creating a Web
page or a document that will be published on a
Web page.
3. Use Print Layout View to see how text,
graphics, and other document elements will
appear on the printed page. (NOTE: This is
typically the Default View.)
4. Use Outline View to see the structure of a
documednt and to move, copy, and reorganize
text by dragging headings.

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 Microsoft Word 2003 - Module I

Formatting Text
Formatting Text allows you to change the
font type, font size, font color, and font style
as well as to add special effects to the font
such as shadows and embossing.

1. Highlight the text in the document that you wish

to change.
2. From the Microsoft Word Menu Bar, click
3
Format>Font.
3. To change the font type, use the up/down
arrows to access the available font types. Click
the desired font type. 4
4. To change the font color, use the down arrow to
access the available colors. Click the desired
font color.
5. To add a special effect to the font, click the box
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of the desired effect.
6. To change the font style, click the desired style.
7. To change the font size, use the up/down arrows
to access the available sizes. Click the desired
size.
8. When all font changes have been made, click
OK.

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Shortcut: Use the Font Type
icon on the Formatting Tool Bar to change font
type.

Shortcut: Use the Font Color icon on the

Formatting Tool Bar to change font color.

Shortcut: Use the Bold, Italic and

Underline icons on the Formatting Tool Bar to
change font style.

Shortcut: Use the Font Size icon on the

Formatting Tool Bar to change font size.

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Zoom
Zoom allows you to magnify text or de-
magnify text for easier viewing.
1. From the Microsoft Word Menu Bar, click
2
View>Zoom.
2. Click the desired percentage.
3. The preview window displays the new size.
4. Click OK.
3

Word Count
Word Count allows you to obtain the total
number of words in the document, the total
number of characters with and without
spaces, and the total number of pages,
paragraphs, and lines.

1. From the Microsoft Word Menu Bar, click

Tools>Word Count.
2. When finished viewing the statistical
information, click Close.

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 Microsoft Word 2003 - Module I

Check Spelling

6
Check Spelling allows you to correct
spelling errors throughout the document. A 2
misspelled word usually has a wavy red line
underneath the word. 8
1. From the Microsoft Word Menu Bar, click 4
Tools>Spelling and Grammar.
3
2. The misspelled word is located in Not in
Dictionary, (Example: Faucalty).
3. The Suggestions window displays all words that
closely resemble the misspelled word. Click the
correct suggestion.
4. Change will change the misspelled word to the
suggested word.
5. Change All will change the misspelled word to
the suggested word throughout the document.
6. Ignore Once will ignore the misspelled word
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one time.
7. Ignore All will ignore the misspelled word
throughout the document.
8. Add to Dictionary allows you to add the
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misspelled word to the dictionary so that it will
be recognized in future documents.
9. When Check Spelling is complete, a message
will appear stating that it is complete. Click
OK.

Shortcut: Use the Spelling/Grammar icon on

the Standard Toolbar to check spelling.

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Check Grammar

5
Check Grammar allows you to correct
grammar errors. A grammar error usually
has a wavy green line underneath the word 2
or phrase. 7
1. From the Microsoft Word Menu Bar, click
4
Tools>Spelling and Grammar. Once Spelling
is complete, the Check Grammar will display.
3
2. The Negation Use window will display the
grammar error.
3. The Suggestions window will display the
recommended change.
4. Change will make the suggested change.
5. Ignore Once will ignore the suggested
grammar rule for that specific sentence.
6. Ignore Rule will ignore the suggested 6
grammar rule throughout the document.
7. Next Sentence will skip the current grammar
error and search the document for other
grammar errors. 8
8. Explain will provide an explanation of the
incorrect grammar rule.
9. When all grammar errors have been corrected,
a box will appear stating that Grammar check
is complete. Click OK.

Shortcut: Use the Spelling/Grammar icon on

the Standard Toolbar to check grammar.

Formatting Text
Open the Microsoft Word document provided. Use
the directions provided in this training module to
change page margins, font type, font size, font color,
and line spacing. Then use the cut/paste and copy/
paste features to re-arrange text. When finished, use
spell check and grammar check to correct errors.

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 Microsoft Word 2003 - Module I

Thesaurus
Thesaurus provides you with a list of
synonyms for a specific word.

1. Highlight the word you wish to replace with a

synonym.
2. From the Microsoft Word Menu Bar, click
Tools>Language>Thesaurus.
3. The Thesaurus dialog box will display a list of
suggested words. Click the word you wish to
use.
4. Click Replace.

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Print Preview
Print Preview allows you to view a document 3
prior to printing. This provides you with the
opportunity to view formatting, spacing, and
graphics placement.

1. From the Microsoft Word Menu Bar, click

File>Print Preview.
2. The full page appears in reduced size allowing
you to verify format, spacing, and graphics
placement.
3. When you are finished viewing the page, click
Close.
2
Shortcut: Use the Print Preview icon on the
Standard Toolbar to preview your document
prior to printing.

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 Microsoft Word 2003 - Module I

Print
Print allows you to print documents,
including all pages or selected pages as well
as to print multiple copies of a document or
multiple pages per sheet of paper.

1. From the Microsoft Word Menu Bar, click

File>Print.
2. Select the pages you wish to print, (Example:
All pages, only the Current page, or specified
multiple pages).
3. To print multiple copies of the document, use 2
the up/down arrows to select the number of
copies.
4. To print more than one page per sheet of paper,
use the down arrow to select the number of
pages.
5. When all selections have been made, click OK.
3
Shortcut: Use the Print icon on the Standard
Toolbar to print your document.

Create a New Document

Open a new Microsoft Word 2003 document. Use the
activity description and checklist provided to create a
letter or course syllabus. Please make sure to use all
of the Word functions as outlined in the description.

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