MS-Word 2003 Manual PDF
MS-Word 2003 Manual PDF
Chapter 1..............................................................................................................................3
Introduction to Microsoft Word...........................................................................................3
1.1 What is a Word Processor?.................................................................................3
1.2 Starting Ms-Word ..................................................................................................3
1.3 Parts of the Word Window: ................................................................................3
Chapter 2..............................................................................................................................5
Working with a Document...............................................................................................5
2.1 To Open and Existing File...................................................................................5
2.2 Navigating Through a Document...........................................................................5
2.3 Selecting Text .......................................................................................................6
2.4 Deleting text..........................................................................................................6
2.5 Moving and copying text .....................................................................................7
2.6 Find and Replace....................................................................................................7
2.7 Zooming the Screen .............................................................................................7
2.8 Undo & Redo ........................................................................................................7
Chapter 3..............................................................................................................................9
Formatting Text and Document .......................................................................................9
3.1 Formatting Text ...................................................................................................9
3.2 Paragraph Formatting.......................................................................................10
Chapter 4............................................................................................................................15
Adding Graphics to Your Document .............................................................................15
4.1 Adding a Graphic picture .................................................................................15
4.2 Deleting, Moving, and Copying Graphics .......................................................15
4.3 Drawing in your Document...............................................................................16
4.4 To Insert Word Art............................................................................................16
4.5 Inserting symbol.................................................................................................17
Chapter 5............................................................................................................................18
Page Formatting .............................................................................................................18
5.1 Adding page Numbers .......................................................................................18
5.2 Header and footer:.............................................................................................18
5.3 Footnote & Endnote...........................................................................................19
5.4. Insert Manual page Breaks ..............................................................................19
5.5 Create a table of contents ..................................................................................19
5.6 Create a cross-reference ....................................................................................20
5.7 Creating Captions ..............................................................................................20
Chapter 6............................................................................................................................21
Proofing Document........................................................................................................21
6.1 Checking Spelling & Grammar of Documents ...............................................21
6.2 Using the Thesaurus ..........................................................................................21
Chapter 7............................................................................................................................22
Tables.............................................................................................................................22
7.1 Creating a Table.................................................................................................22
7.2 To move around in a Table ...............................................................................22
7.3 Editing and Formatting a Table .......................................................................22
7.4 Merging and Splitting Cells ..............................................................................23
7.5 Changing column width and row height..........................................................23
7.6 Table Borders .....................................................................................................24
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7.7 Performing Calculations in a Table .................................................................24
7.8 Convert text to a table or vice versa.................................................................24
7.8.1 Convert text to a table .......................................................................................24
7.8.2 Convert text to a table .......................................................................................25
Chapter 8............................................................................................................................25
News Paper Style Columns................................................................................................25
8.1 Creating Columns ..............................................................................................25
8.2 Modifying Columns ...........................................................................................26
8.3 Drop Cap.............................................................................................................26
Chapter 9............................................................................................................................27
Working with Mail Merge .................................................................................................27
9.1 Creating Form Letters.......................................................................................27
9.1.3 Create and print envelopes for a mass mailing ............................................28
Chapter 10..........................................................................................................................28
Working with webpage ......................................................................................................28
10.1 Saving word document as a Web page...........................................................28
10.2 Create a Web form...........................................................................................28
Chapter 11..........................................................................................................................29
Printing document..............................................................................................................29
11.1 Print preview..........................................................................................................29
11.2 Print all or part of a single document.....................................................................29
11.2.1 Print a range of pages......................................................................................29
11.2.2 Print only odd or even pages...........................................................................30
11.2.3 Print specific pages and sections.....................................................................30
11.2.4 Noncontiguous pages ......................................................................................30
11.2.5 A range of pages within a section ...................................................................30
11.2.6 An entire section .............................................................................................30
11.2.6 Noncontiguous sections ..................................................................................30
11.2.7 A range of pages across sections ....................................................................30
11.3 Print a document in a different format...............................................................31
11.3.1 Print a draft .....................................................................................................31
11.3.2 Print in reverse order.......................................................................................31
11.3.3 Print multiple pages on one sheet of paper .....................................................31
11.3.4 Print to a file....................................................................................................31
11.4 Print multiple copies or more than one document .................................................32
11.4.1 Print more than one copy at a time .................................................................32
11.4.2 Print several documents at once......................................................................32
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Compiled by Fekadu Zebere
Chapter 1
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the page layout view button on the horizontal scroll bar, or choose page layout from the
View menu.
Outline view: - In outline view you can collapse a document to see only the main
headings or expand it to see the entire document. This makes it easy to move and copy
text and to reorganize long documents. To switch to outline view click the outline view
button on the horizontal scroll bar, or choose outline from the View menu.
Online layout: - In online layout view, you can set a minimum for size to ensure that
your document is always legible on the screen.
Minimize Max/Restore
Menu bar Title bar
Close
Standard
toolbar
Formatting toolbar
Scroll bar
Status bar
Entering Text
Word displays a blinking vertical line in the work area. This is the cursor or insertion
point, and it identifies the location in the document. Where text will be inserted and
where certain editing actions will occur. To enter text, simply type it on the keyboard.
You shouldn’t press Enter at the end of a line. Word will automatically wrap the text to a
new.
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Chapter 2
Working with a Document
To scroll Do this
Up or down one line click the up or down arrow on the vertical scroll bar.
Up or down one screen click the vertical scroll bar between the box and the Up or
down arrow.
Up or down any amount drag the scroll box up or down.
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Up or down one page click the previous page or Next Page button on the Vertical
scroll bar.
Note: - that scrolling with the mouse does not move the cursor; the cursor remains in its
original location while the screen displays another part of the document. You must click
the new location to move the cursor there.
Note: - To cancel a selection, Click anywhere on the screen on the screen or use the
keyboard moves the insertion point.
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2.5 Moving and copying text
You may want to move or copy a text to another part of the document.
To Move or Copy text
1. Select the text to be moved/copied
2. To copy the text, click Edit, Copy; or click the Copy button on the standard
toolbar; or press Ctrl + C. to move the text, click Edit, Cut; or click the Cut
button on the standard toolbar; or press Ctrl + X.
3. Move the cursor to the location where you want the text moved or copied.
4. Click Edit, Paste; or click the Paste button on the standard toolbar; or Press Ctrl
+V
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To undo multiple actions:
Click the down arrow next to the undo button.
Select the actions you want to undo.
To redo multiple actions: -
Click the down arrow next to the redo button.
Select the actions you want to redo.
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Chapter 3
Formatting Text and Document
Formatting is giving additional appearance to the text.
Copying Formatting
Once you have formatting a text to look the way you want, you can copy the formatting
other text.
To copy formatting
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1. Select the text that you have already formatted
2. Click the Format Painter button if you want to copy the format once or double
click the format painter button if you want to copy the format to several locations.
3. Shade the text, which you want to give the same format as the previous one with
the format painter button.
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5. Release the mouse button.
Note: - If your ruler is not displayed, click View, Ruler or position the mouse pointer near
the top edge of the work area for a few seconds.
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On the formatting toolbar, click the button for the alignment you. (Align Left,
Center, Align right or Justify)
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7. After typing the last item and pressing Enter, click the numbering button on the
formatting toolbar to end the list.
Note: - To remove bullets or numbers from a list but keep the text and convert it to
normal paragraphs, select the paragraphs from which you want the bullets numbering
removed and click the Bullets or Numbering button.
Applying Borders
Word’s Border command lets you improve the appearance of your documents
displaying borders around selected text.
You can apply a border to selected text or to individual paragraphs. To put a
border around text, select the text. For a paragraph, place the cursor anywhere in the
paragraph. The quickest way to apply a border is to use the Border button on the
formatting toolbar. Click the Border drop-down arrow to view palette available
border settings, and then click the desired border diagram. Click the No Borders
diagram to remove borders.
If you need more control over the appearance of your borders, you must use the
borders and shading dialog box. To open this dialog box, click Format, Borders and
Shading and then click the Borders tab if necessary.
The steps for creating a border are as follows:
1. Select the general appearance of the borders you want by clicking the
corresponding icon in the setting area.
2. In the Style list, select the desired line style, color, and width.
3. In the Preview area, click the buttons or click directly on the page diagram to
add or remove borders from the four sides of the text.
4. If you selected text before opening the dialog box, use the Apply To list to
specify whether the border is to be displayed around the selected text or the
current paragraph.
5. Click OK, and word puts your setting into effect.
You can also place borders around entire pages in your document. To do so, click Page
Border tab of the borders and shading dialog box. This tab looks and operates just as the
borders tab does in terms of specifying the border’s appearance. The one difference is
specifying where the border will be applied, which is done with the option in the Apply
To list. You have four choices:
Whole document
This section
This section- First Page Only
This section –All Except First Page
Applying shading
You can use shading to display a background color under text (such as black text on light
gray background). You can apply shading to selected text or to individual paragraphs.
Shading can be made up of a fill color, a pattern color, or a combination of both.
Here’s how to apply shading:
1. Select the text to be shaded, or position the cursor anywhere in the paragraph to
shade and entire paragraph.
2. Click Format, Borders and Shading to open the Borders a Shading dialog box. If
necessary, click the Shading tab.
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To use a fill color, select it from the palette in the fill area of the dialog box. To use
only a pattern color, click the none button.
3. To use a pattern color, select its style and color from the lists in the patterns
section of the dialog box. To use only a fill color, select the Clear style. You can
view the appearance of the selected settings in the Preview area of the dialog box.
4. If you selected text before opening the dialog box, use the Apply to list to specify
whether the fill should apply to selected text or the current paragraph.
5. Click OK.
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Chapter 4
Adding Graphics to Your Document
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4. Press Ctrl + V, or select Edit, Past, or click the Paste button on the standard
toolbar.
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4.5 Inserting symbol
It’s a command to insert symbols in-between the texts that are not available on the
keyboard.
1. Position the insertion point where the symbol is to be inserted.
2. Select Insert, symbol
3. Select the font from which the correct symbol is available
4. Select the symbol
5. Click Insert
6. Click close.
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Chapter 5
Page Formatting
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To create different headers and footers for different pages
Word’s default is to display the same header/footer on all the pages in a section or
document. One way to have different headers/footers in different parts of the
document to break the document into two or more sections.
One header/footer on the first page with different header and footer on all
other pages.
One header/footer on odd-numbered pages with another header/footer on
even-numbered pages.
To activate one or both of these options:
1. Select View, Header and Footer
2. Click the Page Setup button on the Header and Footer toolbar. Word displays the
layout tab of the page setup dialog box.
3. Select the different Odd and Even check box and/or the Different First Page box.
4. Click OK to close the page setup dialog box.
The easiest way to create a table of contents is to use the built-in outline-level formats or
heading styles. If you are already using outline-level formats or built-in heading styles,
follow these steps:
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2. On the Insert menu, point to Reference, and click Index and Tables.
3. Click the Table of Contents tab.
4. To use one of the available designs, click a design in the Formats box.
5. Select any other table of contents options you want.
You can create a cross-reference only to an item that is in the same document as the
cross-reference. To cross-reference an item in another document, you need to first
combine the documents into a master document (master document: A "container" for a set
of separate files (or subdocuments). You can use a master document to set up and manage
a multipart document, such as a book with several chapters.). The item you cross-
reference, such as a heading or bookmark, must already exist. For example, you must
insert a bookmark before you cross-reference it.
1. In the document, type the introductory text that begins the cross-reference.
A caption is a numbered label, such as "Figure 1," that you can add to a table, figure,
equation, or other item.
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Chapter 6
Proofing Document
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Chapter 7
Tables
A table let’s you organize information in a row and column format. The intersection of
rows and columns is called Cell. You can have almost any number of rows and columns
in a table. A table cell can contain text, graphics and just about every thing that word
documents can contain. The one exception is that a table can’t contain another table.
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Select multiple cells, rows, or columns Drag across the cell, row, or column;
or Select a single cell, row, or
column, and then hold down SHIFT
while you click another cell, row, or
column.
Select text in the next cell press TAB.
Select text in the previous cell press SHIFT +TAB.
Select the entire table Click the table, and then press ALT
+5 on the numeric keypad. NUM
LOCK must be Off.
Note: -you can also select rows, columns, or the entire table by clicking in the table and
then using the select commands on the Table menu, or by using keyboard shortcuts.
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4. Change the value in the Space between Columns text box to modify spacing
between columns. Changing this setting increases or decreases the amount of
space between the text in each cell and the cell’s left and right borders.
5. Click Next Column or Previous Column to change the settings for other columns
in the table.
6. Click OK. The table changes to reflect the new column settings.
When you convert text to a table, you separate text with a comma, tab, or other separator
character to indicate where a new column should begin. Use a paragraph mark to begin a
new row.
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1. Indicate where you want to divide text into columns by inserting the separator
characters you want.
For example, in a list with two words on a line, insert a comma or a tab after the
first word to create a two-column table.
Chapter 8
1. If you want only a part of the document in columns, select the text you want in
columns, or move the insertion point to the location where you want columns to
begin. Word will insert section breaks before and/or after the text as appropriate.
2. Select Format, Columns to open the columns dialog box
3. Under presets, click the column format you want.
4. Click the Apply To drop-down arrow and specify the extent to which the columns
should apply. The following options are available:
Whole Document: - This is available only if the document has not been
broken into sections.
This section: - Available only if you have broken the document into
section.
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This point forward: - Word will insert a section break at the current
cursor location and apply the new column setting to the latter of the two
sections.
5. Select the Line Between check box to display a vertical line between columns
(like in a newspaper).
6. Click OK.
Note: - 1. You can also create document with columns more than three. To do so click in
the number of columns text box and write the number of columns or use the up and down
arrows to specify the number of columns.
2. To display selected text, the current section, or the entire document in one to
four equal width columns, click the columns button on the standard toolbar and then drag
over the desired number of columns.
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Chapter 9
Click Create, Form Letters, Active Window. The active document becomes the mail-
merge main document.
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7. Click Open.
Depending on the type of data source you select, other dialog boxes may appear
asking you to provide specific information. For example, if your data source is a
Microsoft Excel workbook that has information on multiple worksheets, you need to
select the worksheet containing the information you want, and then click OK.
1. On the Tools menu, point to Letters and Mailings, and then click Mail Merge.
2. Under Select document type, click Envelopes.
The active document becomes the main document.
3. Click Next: Starting document.
Chapter 10
Note The existing document does not need to be a Web page. To create the new Web
page, click Save as Web Page on the File menu.
6. Click the form control, and on the Web Tools toolbar, click Properties .
7. Set the properties for the control by using either the Alphabetic tab or the
Categorized tab.
To set a property, click the cell to the right of the property, and then type or select
an option, such as True or False.
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8. Repeat steps 4 through 7 until you've added all the form controls you want.
Note: To enable users to submit the form after filling it in, you need to include a
Submit control or a Submit with Image control.
Because Web forms require additional support files and server support, it is
recommended that you work with your network or Web administrator.
Note: When you insert a form control, Word inserts a Top of Form boundary above the
control and a Bottom of Form boundary below the control. The boundaries appear only
when you design the form. They do not appear when you view the page in a Web
browser. To complete the form, you insert other controls within those boundaries. You
can place more than one form on the same Web page.
Chapter 11
Printing document
You can print the active document by clicking Print on the Standard toolbar.
To exit and return to the previous view of the document, click Close.
If you click Pages, you must also enter the page numbers or page ranges you want to
include, or both.
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Note: You can also select the portion of the document you want to print. Click Print on
the File menu, and then click Selection.
You can print specific pages, one or more sections, or a range of pages in more than one
section.
Type the page numbers with commas between them. Type the range of pages with a
hyphen between the starting and ending numbers in the range.
Type the section numbers with commas between them. For example, type s3,s5
Type a range of page numbers and the sections that contain them with a hyphen
between the starting and ending numbers in the range. For example, type p2s2-p3s5
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11.3 Print a document in a different format
When you print a document in draft quality, Microsoft Word does not print formatting or
most graphics, which may make the document, print faster. Some printers don't support
this option.
1. On the Tools menu, click Options, and then click the Print tab.
2. Under Printing options, select the Draft output check box.
Microsoft Word can print a document in reverse order, beginning with the last page. Don't
select this option if you're printing an envelope.
1. On the Tools menu, click Options, and then click the Print tab.
2. Under Printing options, select the Reverse print order check box.
To better see the layout of a multiple-page document, you can print multiple pages on
one sheet of paper. To do this, Microsoft Word shrinks the pages to the appropriate
sizes and groups them on the sheet.
Printing a document to a file instead of to your printer saves the document in a format that
a different printer can use.
For example, if you want to have your document printed by a commercial printing service
that uses higher-resolution printers, you can print the document to a file, and then take
that file to the commercial printer.
Note: When you print to a file, you must first determine which printer— for example, a
PostScript printer will ultimately print the file.
When you print to a file, Microsoft Word preserves information such as line and page
breaks and font spacing.
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11.4 Print multiple copies or more than one document
Note: To print a complete copy of the document before the first page of the next copy is
printed, select the Collate check box. If you prefer to print all copies of the first page and
then print all copies of subsequent pages, clear the check box.
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