Word 2003 Personal Trainer

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CHAPTER TASK: CREATE, PRINT, AND SAVE A SIMPLE MEMO

Prerequisites

A computer with Windows 2000 or XP and Word 2003 installed.
An understanding of basic computer functions (how to use the mouse and keyboard).

Welcome to your first Microsoft Word 2003 chapter. Microsoft Word is a powerful word-processing software program that gives its users the tools to create a variety of professional documents. Word automatically checks your spelling and grammar, and corrects common mistakes. For example, if one types teh, Word will automatically change it to the. It even lets you insert charts, tables, and pictures into your documents. Microsoft Word is the most widely used and, according to most reviews, the most powerful and user-friendly word-processor available. You have made a great choice by deciding to learn Microsoft Word 2003.

This chapter is an introduction to the Word basics—what you need to create, print, and save a document. If you've seen the Microsoft Word program before, you already know the screen is filled with cryptic-looking buttons, menus, and icons. By the time you've finished this chapter, you will know what many of them mean.

Your first task with Microsoft Word is an easy one: create a simple interoffice memo. Turn the page and let's get started!

Figure 1-1: The Windows Desktop.

Figure 1-2: Programs located under the Windows Start button.

Figure 1-3: The Microsoft Word program screen.

Before 2003 (some people refer to starting a program as opening or launching), make sure your computer is on—if not, turn it on! Start Word 2003 the same as you would start any other program on your computer—use the Start button. Because every computer can be set up differently (some people like to rearrange and reorder their program menu), the procedure for starting Word might be different from the one listed here.

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Figure 1-1: The Windows Desktop.

Figure 1-2: Programs located under the Windows Start button.

Figure 1-3: The Microsoft Word program screen.

Before 2003 (some people refer to starting a program as opening or launching), make sure your computer is on—if not, turn it on! Start Word 2003 the same as you would start any other program on your computer—use the Start button. Because every computer can be set up differently (some people like to rearrange and reorder their program menu), the procedure for starting Word might be different from the one listed here.

The method used to open Word may differ, depending on how your computer is organized.

Make sure your computer is on and the Windows desktop is open.

Your computer screen should look similar to the one shown in Figure 1-1.
Click the Windows Start button, located on the left-hand corner of the Windows taskbar at the bottom of the screen.

The Windows Start menu pops ups.
Move your mouse until the cursor points to All Programs .

A menu similar to the one shown in Figure 1-2 shoots out from the right side of All Programs. The programs and menus listed will depend on the programs installed on your computer, so your menu will probably look somewhat different from the illustration.
On the All Programs menu, point to

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Figure 1-4: Word 2003 features enhanced editing tools.

If you're upgrading from a previous version of Word to Word 2003, you're in luck—in most respects, Word 2003 looks and works almost the same as previous versions. In fact, the upgrade from Word 2002 to Word 2003 probably saw the fewest changes from version to version. A handy new feature in Word 2003 is enhanced editing tools that give you more control over your documents, as shown in Figure 1-4. See Table 1-1 below for what's new in Word 2003 (and a review of some of the features from Word 2002):

Table 1-1: What's New
Feature	New in	Description
	2003	Office 2003 has an open and energetic look and feel that organizes and focuses the page. Word also optimizes to the size and resolution of your screen. New task panes have been added as well: Getting Started, Help, Search Results, Shared Workspace, Document Updates, and Research.
	2003	Online information is more integrated in Office 2003. You can access the Microsoft Office Online site through your Web browser or through links in the task panes to find templates, help topics, articles, clip art, tips, and more.

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Figure 1-5: Elements of the Word .

The Word 2003 may seem confusing and overwhelming the first time you see it. What are all those buttons, icons, menus, and arrows for? This lesson will help you become familiar with the Word . See Table 1-2 for Word elements and uses. There are no step-by-step instructions for this lesson—all you have to do is look at Figure 1-5 to see what each element represents, and, most of all, relax! This lesson is only meant to help you get acquainted with the Word screen; you don't have to memorize anything.

By default, Word 2003 opens with the Standard and Formatting toolbars on the same line. In Figure 1-5, the toolbars are on two different rows. You'll learn how to change this in a later lesson regarding toolbars.

Table 1-2: The Word Program Screen
Element	What It's Used For
	Displays the name of the program you are currently using (Microsoft Word, of course) and the name of the document you are working on. A title bar appears at the top of all Windows programs.
	Displays a list of menus used to give commands to Word. Clicking on a menu name displays a list of commands. For example, clicking the Format menu name would display different formatting commands.
	Toolbars are shortcuts—they contain buttons for the most commonly used commands (instead of wading through several menus). The Standard toolbar contains buttons for the Word commands you use most frequently, such as saving, opening, and printing documents.

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Figure 1-6: The File menu

Figure 1-7: The Customize dialog box.

This lesson explains the most common way to give commands to Word—by using . Menus for all Windows programs can be found at the top of a window, just beneath the program's title bar.

Word's menus are unique. Microsoft Word 2003 displays its menu commands on the screen in three different ways:

By displaying every command possible, like in earlier versions of Word.
By hiding the commands you don't use as frequently (the more advanced commands) from view.
By displaying the hidden commands by clicking the downward-pointing arrows at the bottom of the menu, or after waiting a couple seconds.

This lesson explains how to use Word 2003's new .

Click the word File on the menu bar.

A menu drops down from the word File, as shown in Figure 1-6. The File menu contains a list of file-related commands, such as New, which creates a new file; Open, which opens or loads a saved file; Save, which saves the currently opened file; and Close, which closes the currently opened file. Move on to the next step to learn how to select a command from the File menu.
Click the word Close in the File menu.

The document window disappears because you have just closed the current document.

Notice each of the words in the menu has an underlined letter somewhere in them. For example, the

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Figure 1-8: The and toolbars squished together on the same row.

Figure 1-9: The Standard and Formatting toolbars stacked in two rows.

Figure 1-10: Displaying toolbars on separate rows.

In this lesson, we will discuss another common way to give commands to Word—by using toolbars. Toolbars are shortcuts—they contain buttons for the most commonly used commands. Instead of wading through several menus to access a command, you can click a single button on a toolbar. Two toolbars appear by default when you start Word (see Figures Figure 1-8 and Figure 1-9):

: Located either to the left or on the top, the Standard toolbar contains buttons for the commands you'll use most frequently, such as Save and Print.
: Located either to the right of or below the Standard toolbar, the Formatting toolbar contains buttons for quickly formatting fonts and paragraphs.

Position the mouse pointer over the New Blank Document button on the Standard toolbar (but don't click the mouse yet!).

A appears over the button, briefly identifying what the button is. In this case, it's "New Blank Document." If you don't know what a button on a toolbar does, simply move the pointer over it, wait a second, and a ScreenTip will appear, telling you what it does.
Click the New Blank Document button on the Standard toolbar.

Other Ways to Create a New Document: Select File

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Figure 1-11: The Font dialog box

Figure 1-12: Using a Scroll Bar.

Some commands are more complicated than others. Saving a file is a simple process—you only need to select File → Save from the menu or click the Save button on the Standard toolbar. Other commands are more complex—for example, suppose you want to change the top margin of the current document to a half-inch. Whenever you want to do something relatively complicated, you must fill out a dialog box. Filling out a dialog box is usually very easy—if you've worked at all with Windows, you've undoubtedly encountered hundreds of . Dialog boxes usually contain several types of controls, including:

Text boxes
List boxes
Check boxes
Drop-down lists (also called Combo boxes)
Buttons

It's important that you know the names of these controls, because this book will refer to them in just about every lesson. This lesson gives you a tour of a dialog box and illustrates the common controls, so you will be able to identify them and know how to use them.

Click the word Format on the menu bar.

The Format menu appears. Take a look at the items listed in the Format menu—all of them are followed by ellipses (...). The ellipses indicate that there is a dialog box behind the menu item.
Select the word Font from the Format menu.

The Font dialog box appears, as shown in Figure 1-11. Remember: the purpose of this lesson is to learn about dialog boxes, not how to format fonts (we'll get to that later). We opened the Font dialog box because it is one of the most complex dialog boxes in Microsoft Word.

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Figure 1-13: The Control (Ctrl) keys on a standard keyboard.

Figure 1-14: A shortcut menu for toolbars.

You are probably starting to realize that there are several methods for doing the same thing in Word. For example, to save a file, you can use the menu (select File → Save) or the toolbar (click the Save button). This lesson introduces you to two more methods of executing commands: menus and keystroke shortcuts.

The left mouse button is the primary mouse button, used for clicking and double-clicking. It's the mouse button you will use over 95 percent of the time when you work with Word, so what's the right mouse button for? Well, whenever you right-click something, it brings up a shortcut menu that lists all actions you can perform on an object. Whenever you're unsure or curious about what you can do with an object, click it with the right mouse button. A shortcut menu will appear with a list of commands related to the object or area that you right-clicked.

Right mouse button shortcut menus are a great way to give commands to Word, because you don't have to wade through several levels of unfamiliar menus when you want to do something.

Click the right mouse button while the cursor is anywhere inside the document window.

Right-click on an object to open a shortcut menu that lists the most important things you can do to the object.

A shortcut menu will appear where you clicked the mouse. Notice one of the items listed on the shortcut menu is Font. This is the same Font command you selected from the menu (Format → Font). Using the right mouse button shortcut method is slightly faster and usually easier to remember than using Word's menus. If you open a shortcut menu and then change your mind, you can close it without selecting anything. Here's how:

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Figure 1-15: The Program and Document close buttons.

Figure 1-16: Text in a Word document.

You're finally ready to enter text and create your first document! Before you can start entering text and creating a new document, you need to get rid of the document you used in the previous lesson. To do this, close the current document and create a new, blank document.

Click the document window's Close button (the lower Close button).

Other Ways to Close a Document: Select File → Close from the menu.

There should be two on your screen, as shown in Figure 1-15. The top-most Close button, located on the title bar of the Word program, closes Word entirely—don't click this button! The lower Close button closes the active document but won't exit Word—this is the button you should click.

Word will ask if you would like to save the document you created for later use. You don't need to save the document, so click No.
Click No .

If you have more than one document open in Word 2003, each document appears as an icon on the Windows taskbar. Additional document windows only have a single close button, located in the Word title bar. To close any additional documents, click the close button in the title bar.
Click the

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Figure 1-17: The revised document.

After typing a document, you will often discover that you need to make several changes to your text—perhaps you want to delete or rephrase a sentence. Editing a document by and text couldn't be easier. To delete text, place the insertion point to the left or right of the text you want to delete, then press either the Backspace key (deletes text to the left) or the (deletes text to the right). Inserting text is just as simple—all you need to do is place the insertion point where you want to place the new text, and start typing.

In this lesson, you'll get practice inserting and deleting text so you can revise the memo you created in the previous lesson.

You can also move the insertion point with the mouse. Move the I-beam pointer (ICON) with the mouse to the location you want and then click the left mouse button.

Press the Up Arrow Key to move the insertion point until it is one line below TO: All Staff .
Press Enter .

This will add a blank line under the "TO: All Staff" line.

You can also move the insertion point with the mouse. Move the I-beam pointer ( ) with the mouse to the location you want and then click the left mouse button.
Type FROM: Sandra Willes and press Enter twice.
Type RE: Discover Canada Meeting and press Enter

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Figure 1-18: How to select text using the mouse.

Figure 1-19: You can select a line of text using the Selection bar.

Figure 1-20: You can select more than one block of text by holding down the Ctrl key as you select the bits of text with the mouse.

When you want to edit more than one character at a time, you must select them first. Many other editing and formatting techniques, such as formatting text, also require that you select the text you want to modify. Actually, there are probably hundreds of reasons to select text in Word, so this is a task you have to learn.

Place the insertion point in front of the words little more in the first sentence of the paragraph.
Click and hold the left mouse button and drag the mouse across the words little more. When you're done (the words should be highlighted), release the left mouse button.

You can also select text using the keyboard by pressing and holding the Shift key while using the arrow keys to select the text you want. To deselect text, point the mouse and click anywhere in the document.

The words "little more" should be highlighted, as shown in Figure 1-18. Selecting text with the mouse can be a little tricky at first, especially if you don't have much experience using the mouse. While text is selected, anything you type will delete the existing selected text and replace it with the new text.
Type less

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Figure 1-21: The Open dialog box

Figure 1-22: The Lesson 1 file appears in the document window.

When you work with Word, you will sometimes need to create a new document from scratch (something you hopefully learned to do when we talked about toolbars in a previous lesson); but, more often, you'll want to work on an existing document that you or someone else has previously saved. This lesson explains how to open, or retrieve, a saved document. Refer to Table 1-6 for the description of the special folders that appear in the left column of the Open and Save As dialog boxes (as shown in Figure 1-21).

Click the on the Standard toolbar.

Another way to open a file is to select File → Open from the menu, or press Ctrl + O .

The Open dialog appears, as shown in Figure 1-21. Next, you have to tell Word where the file you want to open is located.
Navigate to and open your Practice folder.

Your computer stores information in files and folders, just like you store information in a filing cabinet. To open a file, you must first find and open the folder where it is saved. Normally new files are saved in a folder named "My Documents," but sometimes you will want to save or open files that are located in another folder.

The Open and Save dialog boxes both have their own toolbars that make it easy to browse through your computer's drives and folders. Two controls on this toolbar are particularly helpful:

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Figure 1-23: The Save As dialog box.

After you've created a document, you need to save it if you intend to use it again. Saving a document stores it in a file on your computer's hard disk, similar to putting a file away in a filing cabinet so you can use it later. Once you have saved a document, it's a good idea to save it again from time to time as you work on it. You don't want to lose all your work if the power suddenly goes out or if your computer crashes! In this lesson, you will learn how to save an existing document under a different name without changing the original document. It's often easier and more efficient to create a document by modifying one that already exists, instead of having to retype a lot of information.

You want to use the information in the Lesson 1 document that we opened in the previous lesson to create a new document. Since you don't want to modify the original document, Lesson 1, let's save it as a new document and give it a different name.

Select File → Save As from the menu.

The Save As dialog box appears, as shown in Figure 1-23. This is where you can save the document with a new name. If you only want to save changes you've made to a document (instead of them in a new file), click the Save button on the Standard toolbar, or select File → Save from the menu, or press Ctrl + S.

First, you have to specify the drive and/or folder where you want to save your document.
If necessary, navigate to and open your Practice folder.

Next, specify a new name for the document.
In the File name text box, type First Day's Memo and click Save

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Figure 1-24: Asking a question in the Word task pane.

Figure 1-25: Office Online search results.

Figure 1-26: Help text for the selected topic.

When you don't know how to do something in Windows or a Windows-based program, don't panic—just look up your question in the Word . The Word Help files can answer your questions, offer tips, and provide help for all of Word's features. Many Word users forget to use Help, but this is unfortunate, because the Help files know more about Word than most reference books do!

You can make the Word Help files appear by pressing the . Then all you have to do is ask your question in normal English. This lesson will show you how you can get help using the Word Help files.

Press the F1 key.

The F1 key is the help key for all Windows-based programs.

Another way to get help is to type your question in the Type a question for help box on the menu bar and press Enter. The results appear in the Word Help task pane.

The Word Help task pane appears, as shown in Figure 1-24.
Type How do I find and replace text? in the Search for: text box, as shown in Figure 1-24 .

You can ask Word Help questions in normal English, just as if you were asking a person instead of a computer. The program identifies keywords and phrases in your questions like "find," "replace," and "text."

Microsoft has totally changed the way Help works in Office 2003 with Office Online. Instead of searching for help in the files already stored on your computer, Office Online searches for the topic in their online database. The purpose of this feature is to provide current, up-to-date information on search topics. In their efforts to provide information on more advanced topics, however, they forgot the most basic and important ones—like finding and replacing text

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Figure 1-27: You can choose a new Office Assistant

Figure 1-28: Click the Help button

Figure 1-29: Click a link to find more information about the controls in the tab.

The Office Assistant is a cute animated character (a paper clip by default) that can answer your questions, offer tips, and provide help for all of Word's features. Many Word users don't use the Office Assistant, but it can be a very helpful tool. If you like using the Office Assistant but want a change of pace from 's antics, you can choose one of eight different Office Assistants to guide you through Word. Of course, if you really hate the Office Assistant, you can always shut it off.

The other topic covered in this lesson is how to use the Help button. During your journey with Word, you will undoubtedly come across a dialog box or two with a number of confusing controls and options. To help you understand what the various controls and options in a dialog box are for, many dialog boxes contain a Help (

) button that explains the purpose of each of the dialog box's controls. This lesson will show you how to use the Help button, but first, let's start taming the Office Assistant.

Select Help → Show the from the menu.

The Office Assistant appears.
Right-click the Office Assistant and select Choose Assistant from the shortcut menu.

The Office Assistant dialog box appears, as shown in Figure 1-27.

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Figure 1-30: The Print Preview screen.

If you've been following the previous lessons in this book and aren't skipping ahead, you should know how to create, edit, and save a document. In this lesson, we're going to cover a lot of topics—previewing and a document, and exiting the Microsoft Word program—so get ready!

Once you have created a document, you can create a printed copy of it (if your computer is connected to a printer). Before you print a document, however, it's usually a good idea to it onscreen. You can preview a document by using Word's Print Preview feature.

Click the on the Standard toolbar.

Another way to preview is to select File → Print Preview from the menu.

Your document will be previewed on the screen, as shown in Figure 1-30. The preview looks fine, so you can move on to the next step to print your document.
Click the Print button on the Print Preview toolbar.

Another way to print is to press Ctrl + P or select File → Print from the menu.

The document is sent to the default printer connected to your computer.
Click the Close button on the Print Preview toolbar.

You return to the document where you can make any changes to the document.

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Starting Word

Start Word by clicking the Start button and selecting All programs → Microsoft Office 2003 → Microsoft Office Word 2003 from the menu.

Understanding the Word Screen

Be able to identify the main components of the Word program screen.

Using Menus

To Use a Menu: Either click the menu name with the mouse pointer or press the Alt key and the letter that is underlined in the menu name.

Word 2003's personalized menus hide uncommon commands from view. To display a menu's hidden commands, click the downward-pointing arrow

at the bottom of the menu, or open the menu and wait a few seconds.

To Change How Menus Work: Select View → Toolbars → Customize from the menu, check or clear either the Always show full menus and/or Show full menus after a short delay options, then click Close.

Using Toolbars and Creating a New Document

To Use Word's Toolbars: Simply click the toolbar button you want to use. Leave the pointer over the button to display a screen tip of what the button does.

To Stack the Standard and Formatting toolbars in Two Separate Rows: Click the

button on either toolbar and select Show Buttons on Two Rows from the list.

To Create a New Document: Click the New Blank Document button on the Standard toolbar or select File → New from the menu.

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Chapter Task: Revise a Saved Memo

Prerequisites

How to start Word.
How to use menus, toolbars, dialog boxes, and shortcut keystrokes.
How to open and save a document.

Now that you have the Microsoft Word basics down, this chapter will show you how to become a sophisticated Word user. This chapter explains many basic operations, such as how to open a document and save it under a different name; how to move around in a document; how to cut, copy and paste text; how to undo any mistakes you might have made; and how to correct spelling errors.

Figure 2-1: The Open dialog box.

You can save a lot of time and energy by using the text from an existing document to create a new document. Saving an existing document under a new name does just this. In this lesson, you will save an existing file named "Lesson 2A" as a new file named "Canada Meeting Memo."

Start the Microsoft Word program.

You learned how to start Word in the previous chapter.
.

Another way to open a document is to select File → Open from the menu or press Ctrl + O .

The Open dialog box appears, as shown in Figure 2-1.
Navigate to and open your Practice folder.

Your computer stores information in files and folders, just like you store information in a filing cabinet. To open a file, you must first find and open the folder where it's saved. Microsoft Word normally saves new documents to a folder named "My Documents," but sometimes you will want to save or open documents in another folder.

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Figure 2-1: The Open dialog box.

You can save a lot of time and energy by using the text from an existing document to create a new document. Saving an existing document under a new name does just this. In this lesson, you will save an existing file named "Lesson 2A" as a new file named "Canada Meeting Memo."

Start the Microsoft Word program.

You learned how to start Word in the previous chapter.
.

Another way to open a document is to select File → Open from the menu or press Ctrl + O .

The Open dialog box appears, as shown in Figure 2-1.
Navigate to and open your Practice folder.

Your computer stores information in files and folders, just like you store information in a filing cabinet. To open a file, you must first find and open the folder where it's saved. Microsoft Word normally saves new documents to a folder named "My Documents," but sometimes you will want to save or open documents in another folder.

Word's Open and Save dialog boxes both have their own toolbars that make it easy to browse through your computer's drives and folders. Two controls on this toolbar are particularly helpful:
Look In List: Click to list the drives on your computer and the current folder, then select the drive and/or folder with the contents you want to display.

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Figure 2-2: Use the scroll bars to move from place to place in a document.

Figure 2-3: Use the Select Browse Object button to navigate a document.

Figure 2-4: The Go To tab of the Find and Replace dialog box.

As a document gets longer, it gets harder and harder to navigate through it. For example, if you were working on a 200-page novel, how would you get to the very end of the document or to page 54? This lesson will show you how to move through a Word document.

Open the document named Lesson 10A .

This document is several pages long, so it will be great for learning how to move around in a document. Don't worry—the "Canada Meeting Memo" document is still there, it's just hidden behind the Lesson 10A document. We'll return to the "Canada Meeting Memo" document in the next lesson.

One way to get around in a document is by using Word's scroll bars. The vertical scroll bar is located along the right side of the window and is used to move up and down in a document. The horizontal scroll bar is located along the bottom of the window, and is used to move from left to right when a document doesn't fit entirely on the screen. Figure 2-2 shows both of these scroll bars.
Click the scroll down button on the bottom of the vertical scroll bar several times.

When you click the arrow, the screen scrolls down one line at a time.
Click and hold the scroll down button.

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Figure 2-5: The same document in both Normal view and Print Layout view.

Figure 2-6: Displaying hidden characters in a document and document view buttons.

Word can create a variety of different types of documents: letters, brochures, and flyers—even Web pages! When you work on various types of documents, you may find that you need to change how you view the document on the screen. Word offers several different ways to view the computer screen:

Normal View: This view is good for most simple word-processing tasks, such as typing, editing, and formatting. This view does not display advanced formatting, such as page boundaries, headers and footers, or floating pictures.
Web Layout View: You will work in Web Layout view when you are creating a Web page or a document that is viewed on the Web. In Web Layout view, you can see backgrounds, text is wrapped to fit inside the window, and graphics are positioned just as they are in a Web browser.
Print Layout View: This view displays your document as it will appear when printed and is best for working in documents with images. Print Layout view uses more memory and can be slower on older computers. Figure 2-5 shows how Print Layout view differs from Normal view.
Outline View: Displays your document in classic outline form. Work in Outline view when you need to organize and develop the content of your document.
Reading Layout: This view is optimized for reading. Only necessary toolbars appear, making room for enlarged text and navigational tools.

In this lesson, you will learn how to use these view modes; zoom in or out of a document; and display characters you normally don't see, such as spaces, paragraph marks, and tabs.

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Figure 2-7: Multiple documents appear as icons on the Windows taskbar.

Figure 2-8: Displaying two documents at the same time.

One of the many benefits of Word is that you can open and work with several document files at the same time. Each document you open in Word has its own window. This lesson explains how to open and work with more than one document. You will also learn some tricks on changing the size of a window, moving a window, and arranging a window.

Click the Open button on the Standard toolbar, then

Table of Contents

Starting Word

Understanding the Word Screen

Using Menus

Using Toolbars and Creating a New Document