Introduction to Microsoft Word 2003

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Introduction to Microsoft Word 2003

• CIS 100 Introduction to Computers
• Mr. A. Craig Dixon
• Spring 2006

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Why Word 2003?

• Microsoft Word is used for two primary tasks
• Word processing creating textual documents such
  as letters, reports, and memos
• Desktop publishing creating graphical and / or
  highly stylized publications such as posters,
  bulletins, and flyers

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Anatomy of a Word Window
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Views in Microsoft Word

• Word allows you to view the documents you create
  using one of five views
• Normal view for documents that are mostly text
  maximizes the amount of usable space displayed.
• Web layout view for creating web documents using
  Word (there are better programs for this!)
• Page layout view for complex documents that
  include graphics, tables, etc. attempts to mimic
  the look and feel of the printed page
• Outline view for creating outlines
• Reading layout view displays each page on a
  single screen, using large, easily readable
  fonts.
• The view can be changed using the buttons in the
  lower right-hand corner of the Word window.

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As You Type Features

• Word has several features that are active as you
  enter text.
• Automatic spell check
• Automatic grammar check
• AutoCorrect
• AutoFormat
• AutoText
• Sometimes these features are quite helpful other
  times they are quite annoying!

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Automatic Spelling and Grammar Check

• If you type a word that is not in Words
  dictionary, it is automatically underlined with a
  red squiggly line.
• If you type a sentence that does not fit Words
  grammar model, it is automatically underlined
  with a green squiggly line.
• In either case, right-clicking the offending text
  will bring up a context menu that includes common
  ways to deal with the perceived error.

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AutoCorrect

• Word has a set of common mistakes that it
  automatically corrects for you as you type.
• Typing teh instead of the
• Typing a lower case i instead of I
• Forgetting cAPS lOCK is on
• You can control what is and is not corrected by
  clicking Tools gt AutoCorrect Options

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AutoFormat

• If Word thinks it can guess what you are trying
  to type, it will attempt to format it for you.
• ) becomes ?
• www.this.com gets hyperlinked like so
  www.this.com
• 1/2 becomes ½
• This is not always helpful. Consider

becomes
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AutoText

• Word also tries to guess what you are typing
  before you type it. It displays its guess as a
  floating label similar to a ToolTip.
• Just like the label says, you can press the Enter
  key to accept Words guess. Alternately, you can
  keep typing whatever you want.

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Formatting Text

• Word gives the user a plethora of ways to format
  text. The ones available on the formatting
  toolbar are
• Changing the font face
• Changing the font size
• Bolding, underlining, italicizing, or shadowing
• Changing the text foreground color
• Other options like super- and subscripting are
  available by clicking Format gt Font

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Font Faces

• A font face simply defines the appearance of
  every printable character.
• Though many fonts are installed on most systems,
  all font faces can be divided into one of four
  font families.
• Serif
• Sans serif
• Monospaced
• Decorative
• The font face can be changed using the font face
  combo box on the formatting toolbar.

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Font Families

• Each font family has its own particular
  characteristics and use.
• Serif all letters have serifs attached. Serif
  fonts are more readable for large blocks of text.
• Sans serif no letters have serifs attached.
  Sans serif fonts have a more modern look and are
  preferable for headings and short blocks of text.
• Monospaced all letters are the same width.
  Monospaced fonts are used primarily in computer
  coding or situations where spacing is paramount.
• Decorative letters are highly stylized.
  Decorative fonts are just that decorative.
  Because they are somewhat difficult to read, they
  should be used sparingly.

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Font Transferability

• The font faces installed on one computer may not
  be installed on another computer.
• If a computer encounters a font face that it does
  not have installed, it tries to match it with the
  closest font face that is installed, usually with
  limited success.
• There are a few font faces that are considered
  standard in each family.
• Serif Times New Roman (Times on Mac)
• Sans serif Arial (Helvetica on Mac)
• Monospaced Courier New
• Decorative no standard

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Emphasis

• Bold, italic, and underlined text all basically
  serves the same purpose to emphasize the
  content.
• As with font families, these have their
  advantages, disadvantages, and accepted uses.
• Boldface text tends to jump off the page. It
  draws the eye to it, but consequently away from
  surrounding text, so it should be used sparingly.
• Italic text implies a little less emphasis than
  bold, but doesnt draw the eye as much, so it can
  be used more liberally.
• Underlined text should also be used sparingly, as
  the underline interferes with the descenders of
  lower-case letters.
• Sometimes ALL CAPS is used for emphasis. This is
  a bad idea, since it gives the effect of
  screaming at the reader.
• Each of these effects can be applied using the
  toggle buttons in the formatting toolbar.

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Font Sizes

• Font size is measured in a unit called the point.
  A point is approximately 1/72 of an inch.
• Varying font size is an often overlooked way to
  add emphasis.
• Bigger text draws more attention and is
  considered more important.
• This technique is cleaner than any other method
  of emphasis.
• It is a good idea to vary font sizes to reinforce
  a heading-subheading hierarchy in a memo or
  report.
• The font size can be changed using the font size
  combo box on the formatting toolbar.

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Font Color

• Changing font color appropriately can jazz up a
  document. However, you should observe the
  following guidelines
• Choose a font foreground color that contrasts
  starkly with the background.
• If your document will be photocopied, use colors
  that copy well.
• Use color sparingly make it the exception rather
  than the rule.
• Remember that the color onscreen may not
  necessarily match the color on paper. Print a
  test sheet.
• The font color can be changed using the font
  color drop-down on the formatting toolbar.

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Paragraph Formatting

• Word allows the user to make certain adjustments
  to larger blocks of text like paragraphs. Some of
  these are
• Using single-, double-, or 1.5-spacing
• Using first-line or hanging indents
• Changing top, left, bottom, or right margins
• Using left- or right-aligned, centered, or
  justified text

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Paragraph Indention

• There are two main styles of paragraph indention
• Leading indention Each paragraph begins on the
  line immediately below the previous paragraph
  the paragraphs first line is indented (usually
  about ½ inch.)
• Block indention Each paragraph has a blank line
  between it and the paragraph below it the
  paragraphs first line begins flush with the left
  margin.
• Both styles are acceptable in most types of
  writing.

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Paragraph Spacing

• There are primarily three types of paragraph
  spacing
• Single-spacing each line of text begins
  immediately below the line above it.
• 1.5-spacing each line of text has a blank line
  approximately half the height of the current font
  between it and the line below it.
• Double-spacing each line of text has a blank
  line approximately the height of the current font
  between it and the line below it.
• It is usually inappropriate to use block
  indention with 1.5- or double-spacing.
• Paragraph spacing can be changed using the
  paragraph spacing drop-down on the formatting
  toolbar.

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Paragraph Alignment

• There are four types of paragraph alignments
• Left-aligned the most common by far all text
  starts from the same place on the left side (the
  left margin is flush) and ends at a different
  place on the right side (the right margin is
  ragged.)
• Right-aligned the text has a ragged left and
  flush right margin
• Centered text is centered on the page and has
  both ragged left and right margins
• Justified the internal space between letters
  and words is adjusted such that the text has both
  flush left and right margins (as in most
  newspaper columns.)
• You can adjust paragraph alignment using the
  toggle buttons on the formatting toolbar.

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Changing Page Margins

• Page margins refer to the amount of white space
  left between the edge of the paper and the
  beginning of the text.
• Margins are most easily seen in page layout view.
• Words default margins are 1-inch for top and
  bottom, and 1.25 inches for left and right.
• You can change these margins by clicking File gt
  Page Setup and changing the margin settings.
• Note A margin less than 0.7 inches is likely to
  go outside the printable boundaries of the page.

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Changing Indention

• The controls for first line, hanging, and right
  indents are located in the Word ruler, seen
  below
• The sliders for the respective indents are moved
  along the ruler by dragging.

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Changing Page Orientation

• There are two possible page orientations
• Portrait the longer side of the page is
  positioned vertically
• Landscape the longer side of the page is
  positioned horizontally
• You can change the page orientation by clicking
  File gt Page Setup and clicking the appropriate
  orientation. (If you plan to change the
  orientation, it should probably be your first
  step.)

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Lists

• Lists may occur in almost any form of writing.
  There are three main kinds of lists
• Comma-delimited the most common type of list in
  prose writing
• Bulleted used for lists that are in no
  particular order
• Numbered used for lists that are in
  chronological or priority order
• Bulleted and numbered lists take up more space in
  the document, but are often easier to dissect.

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Creating a Bulleted or Numbered List

• Select bullets or numbering by clicking the
  appropriate toggle button in the formatting
  toolbar.
• Type the first item in the list and press Enter.
  A new bullet or number will be created on the
  next line.
• When finished, click the appropriate toggle
  button a second time, or press Enter again.

Alternately, you can highlight an existing
return-delimited list and click the appropriate
toggle button.
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Formatting Bullets

• Click Format gt Bullets and Numbering
• If none of the displayed bullets are
  satisfactory, click the Customize button.
• Click Font to select a new font face, size, and
  emphasis.
• Common font faces to find bullets in are
  Wingdings, Webdings, and Symbol.
• To select a character from the selected font,
  click Character and choose from the characters
  presented.

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Formatting Numbering

• Click Format gt Bullets and Numbering
• If none of the displayed formats are
  satisfactory, click Customize
• Customize the numbering as needed using the given
  controls.

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Print Preview

• You can get a good idea of how your document will
  look when printed by using the Print Preview
  feature.
• To access Print Preview, click File, then Print
  Preview.

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Anatomy of Print Preview