Professional Documents
Culture Documents
Introduction
Word 2003 Introduction
Introduction
AutoCorrect ............................................................................................................................... 15
Adding to the AutoCorrect List........................................................................................................15
AutoCorrect Options .......................................................................................................................16
AutoText..................................................................................................................................... 17
Creating an AutoText Entry ............................................................................................................17
Inserting AutoText ..........................................................................................................................17
Spelling Options........................................................................................................................ 23
Page Breaks............................................................................................................................... 28
Page Setup................................................................................................................................. 29
Page Numbering........................................................................................................................ 31
Emailing Documents................................................................................................................. 34
Comparing Documents............................................................................................................. 41
Zoom Display............................................................................................................................. 45
Editing Text................................................................................................................................ 46
Inserting Text ..................................................................................................................................46
Deleting Text...................................................................................................................................47
The Clear Command ......................................................................................................................47
Repeating Commands....................................................................................................................48
Selecting Text............................................................................................................................ 49
Selecting Multiple Areas .................................................................................................................49
Inserting Files............................................................................................................................ 55
Character Formatting................................................................................................................ 59
Text Colour .....................................................................................................................................60
Additional Formatting Options ........................................................................................................60
Revealing Formatting................................................................................................................ 63
Indenting .................................................................................................................................... 68
Tabulation .................................................................................................................................. 69
Bar Tabs .........................................................................................................................................70
Tabs for Indenting...........................................................................................................................70
Dot Leader Tabs .............................................................................................................................70
Bulleted Lists............................................................................................................................. 71
Customising a List ..........................................................................................................................72
Outline Numbering.................................................................................................................... 76
Styles ......................................................................................................................................... 83
Modifying Styles........................................................................................................................ 87
Drawing Tables.......................................................................................................................... 93
The Tables & Borders Toolbar .......................................................................................................94
Selecting Tables........................................................................................................................ 97
Ask a Question
The "Ask a Question" box appears at the end of the menu bar. This box can be used to find help on any Word
topic.
X Click in the Ask a Question box and type the Word feature you want to know more about.
X Press [Enter]
The Search task pane will display with a list of all matching help topics.
You can change the source of Word help by clicking on the drop0down arrow of the Search box at the bottom of
the search task pane:
Close the help window by clicking on the button in the top-right corner of the window.
You can show the help task pane at any time by clicking on the Word Help button on the Standard Toolbar.
Creating Documents
When Word 2003 is launched, a new blank document is displayed automatically. If you need another
new document, click on the first button on the Standard Toolbar or press [Ctrl N].
The New Document task pane shows when you choose the File, New command and gives you a
choice of the type of document you wish to create.
If you wish to make changes to an existing document without affecting the original, click on the New
from Existing Document link on the task pane. This allows you to open a copy of any document that
can be saved without changing the original in any way
Templates
Word 2003 has a number of templates that contain standard text and formatting to be used as a base
for your documents.
Any templates you have accessed recently will be listed under the Recently Used Templates heading.
Click on the name of a template to create another document based on that template.
X Choose the category of templates using the tabs at the top of the dialog box displayed e.g.
Letters & Faxes for the standard Word letter and fax templates.
X Choose the template you wish to use.
X Click on OK.
Click on Templates on Office Online to view the Microsoft Web Site and access a library of
additional templates.
The New Document task pane will close automatically once the new document has been created. If
you wish to close this pane without creating a new document, click on the Close button in the top-
right corner of the pane.
Typing Text
To enter text in your document, simply type it! Text will appear at the cursor position - the flashing
vertical line in the main typing area of the document. If you press an incorrect key, press [Backspace]
to remove the character before retyping it.
As you reach the end of the line, Word will automatically wrap your text onto the next line. To end a
paragraph, press [Return].
In Print Layout view, the type and click feature can be used to insert text, graphics or tables into a
blank area of the document, without the need to press [Enter] first.
X Position the mouse pointer where you wish to add the text, image or table.
X Double click to position the cursor in the blank area.
When the mouse is positioned in a blank area of the document, the icon next to the mouse pointer will
show how the paragraph alignment will be set and how the new text will be inserted.
Type and click cannot be used in Normal view, Outline View or Print Preview. It cannot be used if the document
is split into newspaper columns.
This is rectified using hard spaces to keep words together. If a hard space is inserted between two
words, these words will always appear on the same line.
Keystroke Action
Automatic Hyphenation
Hyphenation can be set automatically so that long words typed at the end of the line are split in
appropriate places:
The hyphenation zone is the area before the right margin in which text will be hyphenated if typed. A larger
hyphenation zone will result in fewer words being hyphenated automatically.
If a date is inserted to update automatically, it is inserted as field - a set of codes that instructs Word
to automatically insert information into the document. Word can be set to display field codes instead
of the field result, showing dates something like this:
The following keyboard shortcuts can also be used to insert the date and time at the cursor position:
Keystroke Action
Shift Alt D Inserts the date in short format e.g. 31/12/99. The date will update automatically
whenever the document is opened.
Shift Alt T Inserts the time in short format e.g. 12:55. The time will update automatically
whenever the document is opened.
It is also possible to set the default date format - this format will be used in a number of ways:
X It will be the format that is selected by default when the Insert Date and Time dialog box is
opened.
X It will be the format that is used when the [Shift Alt D] shortcut is used.
X It will be the format used when inserting a date automatically into a header or footer.
Inserting Symbols
Symbols that do not appear on the standard keyboard can be inserted as follows:
Symbol Subsets
When you choose Normal Text or one of the text-based fonts such as Arial or Times New Roman, subsets of the
font will be listed to allow you to find the character you want quicker and easier. Click on the drop-down arrow of
the Subset box and choose the required category.
The following shortcuts can also be used to insert symbols at the cursor position. These are actually pre-set
AutoCorrect entries that can be used in Word 2003.
AutoCorrect
This feature is used to correct spelling errors as they are typed e.g. teh will automatically change to the when
[Space] or [Return] is pressed. It can also be used to enter text in full when an abbreviation is typed e.g. to enter
Excel automatically when xl is typed.
When AutoCorrect is used to correct your text, Word gives you the option of undoing this command and using the
original text you typed. Options are available via a smart tag that appears under the word that has been corrected
for you.
When you click on the AutoCorrect smart tag, a drop-down list of options is available:
AutoCorrect Options
The following options can also be selected in the AutoCorrect dialog box:
Any words added to the AutoCorrect list in Word will also be available in Excel and PowerPoint.
If the document is set to mark spelling errors automatically, errors can be added to the AutoCorrect list as follows:
X Position the mouse over the incorrect word and click the right mouse button.
X Choose AutoCorrect.
X Choose the correct replacement for the word from the list displayed.
AutoText
AutoText is used to quickly insert frequently used text, tables, graphics, etc. into a document. Once
the entry has been created, it can be used over and over again, saving time and repetitive tasks.
The AutoText toolbar can be displayed by choosing View, Toolbars and AutoText.
Any existing text can be saved as an AutoText entry, as can an image, table or other Word object.
X Create and select the text, table or graphic you wish to store as AutoText.
X Choose Insert, AutoText and New or click on the New button on the AutoText toolbar.
X Type a name for the entry and choose OK.
To remove an AutoText entry, choose Insert, AutoText and AutoText. Select the entry and click on Delete.
Click on OK to return to the document.
Inserting AutoText
X If the AutoText name is shorter than 4 characters, type the full AutoText name and press [F3].
X If the AutoText name is longer than 4 characters, it can be inserted automatically by typing the
first 4 characters of the name. When the screen tip shows the AutoText prompt, press [Return].
Note that this does not work with images stored as autotext.
If an asterisk is typed and followed by a space, automatic bulleting will be enabled and all remaining
paragraphs will be preceded by the standard round bullet point.
If a dash or hyphen is typed and followed by a space, automatic bulleting will be enabled and all
remaining paragraphs will be preceded by the standard dashed bullet point.
Click on the Bullets button of the Formatting Toolbar to remove bullets from the selected paragraph(s):
If a number or letter is typed and followed by a full stop, hyphen or closing bracket, then by a space,
automatic numbering will be enabled. This means that the next paragraph will be numbered
automatically with the next sequential number.
1. Introduction
1- Introduction
1) Introduction
Click on the Numbers button of the Formatting Toolbar to remove numbering from the selected
paragraph(s):
Border Lines
This option will insert borders automatically when specific characters are typed at the beginning of a
line.
Type To Insert
--- A single border
=== A double border
___ A thick single border
### A thick border with thin borders above & below
~~~ A wavy border
Tables
Tables can be inserted automatically using the + and - key to design the table structure. Use + to
show where a vertical line (new column) should appear and - to show the width of the column.
+-----+--------------------------------+-----------+
This option will automatically format the headings you type to match Word's standard Heading styles.
X If a line of text is typed and [Return] is pressed twice, the Heading 1 style will be applied.
X If [Tab] is pressed before a line of text, the Heading 2 style will be applied to the text.
X If [Tab] is pressed twice before a line of text, the Heading 3 style will be applied to the text.
The following options can also be set in the AutoFormat as you Type dialog box:
Option Description
Replace straight quotes Will replace the standard straight quotation marks with opening and closing
with smart quotes quotations
Ordinals with superscript Will display date ordinals in superscript text e.g.
Symbol characters with Replaces symbol characters such as dashes with symbols e.g. - will be replaced
symbols with –
*Bold* and _underlining_ Text enclosed in asterisks will be displayed in bold, while text enclosed in
with real formatting underscores will be underlined
Internet and network paths If a website URL or email address is typed, it will be changed to a hyperlink that will
with hyperlinks activate the web page or create a mail message to the email address when clicked.
You always have the choice of keeping or discarding automatic formatting changes. Whenever an
AutoFormat is applied as you type, the following symbol will display next to the text that was
formatted:
Position the mouse over this symbol and click on the drop-down arrow to show the available options.
The following image shows the options available after automatic bullets have been applied to text:
X Position the mouse over the marked word and click the right mouse button.
X Choose the correct suggestion from the list displayed.
X Alternatively, the word can be ignored by choosing Ignore All. It is also possible to add a word to
the custom dictionary so that it will not be seen as an error in any future documents. Click on Add
to Dictionary to do this.
If the document contains spelling errors, the Spelling indicator on the Status Bar will display a cross. Double click
on this indicator to find the next spelling error in the document and display the correction menu.
Spelling Options
The spelling and grammar options of Word can be set so that errors are automatically flagged or ignored.
You can disable automatic spelling and grammar in the current document only using the icon on the status bar:
Adding Hyperlinks
A hyperlink is a link to a specific part of the current document, a different document or a website.
Hyperlinks appear as underlined text and, when clicked, will activate the target automatically. The
following types of hyperlinks can be inserted into Word documents:
Inserting Hyperlinks
X Type and select the text you wish to display as a hyperlink.
X Choose Insert, Hyperlink or click on the Hyperlink button on the Standard Toolbar.
X If the document has not yet been saved, you will be prompted to save the file. Choose Yes or No
as required.
There are four options for the targets of hyperlinks created in Word:
X To link to another file, Word or other, click on the Existing File or Web Page icon. Navigate the
folders in the centre of the dialog box to find the file you wish to link to.
X To create a hyperlink to a web page, click on the Existing File or Web Page icon and type the
full URL of the page in the Address box e.g. http://www.company.com. If a link to the page has
been used recently, click on Browsed Pages to choose the link from your History list.
X To link to a heading or bookmark in the document, click on the Place in this Document icon.
Choose Heading and the appropriate heading, or Bookmark to list all bookmark names
available.
X To create an email hyperlink that will create a new mail message when clicked, click on the E-
mail Address icon and type the full Email address e.g. john_smith@company.com. If messages
created using this link should always have a specific subject, enter this in the Subject box.
Automatic hyperlinks can be inserted as you type, provided the correct AutoFormat as you Type command is
enabled. To enable the command, choose Format, AutoFormat and click on Options.
Choose the AutoFormat as you Type command and ensure the Internet and Network Paths with hyperlinks
command is checked.
X Hyperlinks to web pages can be created automatically by typing the full URL address of the
website e.g. http://www.company.com.
X Email hyperlinks can be created by typing the full email address e.g. johnsmith@company.com.
When this link is clicked, an Outlook message will be created and addressed automatically.
X Hyperlinks to files can be created by typing the computer, folder and filename e.g. \\pc-
one\data\test.doc. When clicked, the file will be opened.
Hyperlink Options
Word is set so that you need to hold [Ctrl] while clicking on a hyperlink to follow that link. If you prefer,
you can disable this option so that hyperlinks can be clicked with no key held down.
Tab Description
General The location and size of the document, creation and modification dates and the file
attributes.
Summary Title, Subject and Author of the document as well as any keywords or comments.
Statistics Displays the revision number and total editing time as well as a count of the characters,
words, lines, paragraphs and pages in the document.
Contents Lists the different parts of the file e.g. the title of the document.
Custom An area for custom properties such as Client, Publisher and Typist.
When the spelling or grammar command is used, the appropriate dictionary will be used automatically
on the marked text. The AutoCorrect command will also change depending on the language being
used. Word has a different AutoCorrect list for each supported language.
Saving Documents
Saving involves assigning a document name and placing the document in a folder on one of your computer's
drives so that it can be opened again if required.
When you save a document for the first time, you can choose either the Save or Save As command.
X Choose File, Save or File, Save As, or click on the Save button on the Standard Toolbar.
X Ensure the correct drive and folder are selected - if these are not correct, click in the Save In box
and select the drive and/or folder.
X Click in the File Name box and type a new name for the document.
X Click on Save.
If you are saving an existing document after changes have been made, it is important to know the difference
between the Save and Save As commands.
The Save command saves the current document under the existing name and replaces the original
version. Choose File, Save or click on the Save icon on the standard toolbar.
The Save As command requests a new name for the document and leaves the original document
unchanged. Choose File, Save As.
If you have a number of documents open, hold [Shift] and click on the File menu to show the Save All
command. This saves all documents using the Save command i.e. overwriting the original of each file.
You will be prompted for file names of any new documents.
If you accidentally attempt to close a document without first saving it, Word will ask if you wish to save any
changes to the document. Click on Yes to save the changes or No to exit the document and lose any changes.
Keystroke Action
Ctrl S Save
F12 Save As
Page Breaks
Word documents are paginated as they are typed – system page breaks are inserted where no more
text will fit onto a page. These breaks can be overwritten with hard (manual) page breaks, which can
be inserted anywhere in the document. Page breaks are displayed as dotted lines in Normal view -
choose View, Normal to view the document in this way.
X Position the cursor where the new page is to begin - directly before the first word to appear on the
next page
X Choose Insert, Break.
Manual page breaks are removed by clicking on the page break line and press [Delete]. System page breaks
cannot be removed - they will remain until all text fits on a single page.
Press [Ctrl Return] to quickly insert a page break at the cursor position - this can be done in any view
of Word.
Page Setup
The File, Page Setup command can be used to change page settings such as margins, orientation
and paper size. The Margins tab is used to change the left, right, top and bottom margins, as well as
the page orientation.
If the paper size has been set to A5, it is possible to print two pages on one sheet of A4 paper. Choose 2 pages
per sheet from the Multiple Pages drop-down list.
Use the Paper tab to change the paper size e.g. A4 or Letter. The Layout tab can be used to set
additional options such as the vertical spacing of the page:
If you only wish the change to apply to part of the document, select the relevant pages and choose Selected
Text in the Apply To box.
Choose View, Header and Footer to position the cursor in the header and display the Header and
Footer Toolbar.
The cursor will be positioned in the header area by default - to create a footer click on the Switch
Between Header and Footer icon on the Header and Footer toolbar.
An existing header or footer can be edited by double clicking on the header or footer text while in Print Layout
view.
Page Numbering
As well as using Headers and Footers, page numbers can be added to the document in the following
way:
X Click on Format and select the format and starting number if this should be anything other than 1.
X Click on OK
Page numbers are inserted in the header or footer area in frames. To remove an unwanted number, view the
header or footer and click on the border of the frame. Press [Delete].
Print Preview
Print Preview is used to preview the document before printing. Choose File, Print Preview or click on
the Print Preview button on the Standard Toolbar.
X Click anywhere on the page to magnify that area. Click again to return to full page view.
X To view more than one page, click on the Multiple Pages button and drag the mouse over the
number of pages to view at once.
The document can be edited in Print Preview by clicking on the Magnifier button to disable this option.
Printing Documents
The Print icon on the Standard Toolbar will send one copy of the entire document to print without any further
options being displayed.
The File, Print command can be used to set exactly what should be printed.
Emailing Documents
Word has a facility to quickly email the current document to any number of recipients. This option only
works if you are using Outlook as your email application:
An email header will be displayed at the top of the document, showing the following toolbar buttons.
X Click in the To box and type the address of the people you wish to send the file to. If you wish to
send the message to more than one person, separate each name with a semi-colon.
X Click in the Cc box and enter the names of the people you wish to copy the message to.
X If you wish to copy the message to someone without their name appearing on the message, click
on the BCC button and add their name to the Bcc box. If the Bcc line does not appear in the
email header, click on the drop-down arrow of the Options button and choose Bcc.
Opening Documents
Existing documents are opened as follows:
X Choose File, Open or click on the Open button on the Standard Toolbar.
X Click on the drop-down arrow in the Look In box and select the drive and folder in which the file is
stored.
X Select the name of the document from the list displayed and choose Open.
The last four documents opened are listed at the bottom of the File menu. Clicking on one of these names will
open the document in a single step.
The following toolbar buttons appear at the top of the Open dialog box:
The New Document task pane contains shortcuts to the last four documents opened in Word. The
task pane can be shown in one of the following ways:
If the New Document task pane does not show by default, click on the drop-down arrow at the top of
the Task Pane and choose New Document.
The Open dialog box can also be used for file management. Right click on a document name for a list
of options, including the following:
X Choose Delete to permanently delete the file. Click on Yes or No in the warning box displayed.
X Choose Rename to rename the file. Type a new name and press [Return].
The Open button contains a drop-down arrow that gives options to open the file as read-only, open a
copy of the file or to open the file in your web browser. To open the document in the standard way,
click on the Open button, away from the drop-down arrow.
If the document you wish to open is a Word 2002, 2000 or 97 file, it can be opened directly in Word
2003 without changing the Files of Type option.
Document Views
The View buttons at the beginning of the horizontal scroll bar can be used to choose the view to be
used, or choose View and the appropriate option. There are five views that can be used when
working with Word documents:
Button View
Normal view
Outline view
Normal View
This view shows text as it will print but does not show headers, footers or certain formatting options
such as columns. Only the body text of the document is displayed, with no margins or empty space at
the bottom of each page. Graphics do not always show exactly where they will be printed.
This view shows how the document would look if saved in HTML format for the Web. It can make on-
screen reading easier – text and graphics are sized to fit the screen rather than the printed page. The
document map can be used in conjunction with this view to show the main headings of the document.
This view is fully WYSIWYG (what you see is what you get) and shows pages exactly as they will
print, including margins and any blank space. Graphics and columns will display exactly as they will
print.
The white space representing top and bottom margins in print layout view can be hidden if you wish to
use this view without the additional space. Position the mouse in the dark gray area at the top or
bottom of the page - the mouse pointer shape will change. Click once to hide the white space.
Outline View
This view is used for reporting and allows you to view different levels of text and quickly reorganise
the document.
This view is designed for reading documents on screen. When this view is selected, all toolbars except the
Reading Layout and Reviewing toolbars are hidden.
Reading Documents
Reading Layout view is designed for reading documents on screen. When this view is selected, all toolbars
except the Reading Layout and Reviewing toolbars are hidden.
X Press [Alt R] or
X Click on the Read Layout view button
Your document will be repaginated so that the text fits clearly on screen. Note that the number of documents on
screen does not represent the number of pages that will print.
You can make any changes to the document in reading view - there is no need to switch to normal view first.
Automatic Reading
When you receive a Word document as an email attachment and double-click on this attachment to open it, Word
will automatically switch to reading layout view. To stop this:
Comparing Documents
If you are working with multiple documents, you can show these side by side, and synchronise them so that as
you scroll through one document, the other will be scrolled at the same time.
Click on the Close Side by Side button on the toolbar to return to viewing one document on screen.
You can show the Search pane any time you need to find a file, without the need to leave
Word. Choose File, File Search to show the task pane.
To search for text in the name, properties or content of a file or Outlook item:
X Click in the Search Text box on the Search task pane. Type the text you wish to locate.
X Click on the drop-down arrow of the Search In box to choose where you wish to search for your
data:
X Click on the drop-down arrow of the Results Should Be box and tick the items you wish to find
e.g. Excel files or Outlook contacts. You can check as many options as you wish to find.
X Click on Search.
X Click on a file in this pane to open the file for viewing or editing.
X Position the mouse at the end of the file name and click on the drop-down arrow for more options.
Click on the Modify button at the bottom of the Search pane to edit your search or perform another search.
Navigating Documents
Before editing text in an existing document, it is important to position the cursor correctly. The cursor is the
flashing vertical bar that moves along as text is typed - new text will always be placed at the cursor position in the
document.
The following cursor movement keys can also be used to move around a document:
If you are working in a large document, you can move to a specific page as follows:
Zoom Display
The magnification of the document can be changed to increase or decrease the size that the document displays
on screen. You can zoom out to display the entire page on screen or can zoom in to view the detail of a certain
part of the document.
X Click on the drop-down arrow of the Zoom box on the Standard Toolbar and choose the zoom
percentage you wish to use.
X Choose Page Width to change the display to fit the entire width of the page on screen.
X Choose Whole Page to change the display the fit the entire page on screen.
X Choose 100% to return to the standard view size.
Clicking on the Document Map button displays a new pane on the left-hand side of the screen. This
pane contains all main and subheadings of the documents, as well as [+] and [-] symbols to hide and
display detail.
Click on the Document Map button again to hide the map pane.
Editing Text
Inserting Text
As you type inside a block of text, existing text will shift to the right to make room for the new text -
this is known as Insert mode and is the default of Word 2002. If you wish to replace existing text with
your new text, this can be done using Overtype mode.
X Press the [Insert] key on the keyboard - the OVR indicator will appear on the Status Bar.
X Type the new text - this will replace any existing text at the cursor position.
X Press the [Insert] key again to return to insert mode.
Deleting Text
Characters are deleted by positioning the cursor and pressing [Delete] to remove the next character
or [Backspace] to remove the previous character.
Larger amounts of text are deleted by selecting the text and pressing [Delete].
The Clear command in the Edit menu is used to clear only the formatting from your text. The text itself
will remain, but any character or paragraph formatting will be removed.
X Select the text that contains the formatting you wish to remove.
X Choose Edit, Clear and the Formats command.
Keystroke Action
Ctrl Delete Delete all text from the cursor position to the end of the word.
Ctrl Backspace Delete all text from the cursor position to the beginning of the word.
Repeating Commands
If the Undo command has not been used, the Redo command will change to Repeat, which repeats
the action just performed.
The following keyboard shortcuts can also be used to undo, redo and repeat commands:
Keystroke Action
Ctrl Z Undo
Ctrl Y Redo
F4 Repeat
Selecting Text
You can select text using either the mouse or the keyboard - whichever you prefer. To select text using the
mouse:
You can select multiple areas of the document so that formatting can be applied to non-contiguous
text in a single step.
X Drag the mouse over the first block of text you wish to select. Release the mouse button when
complete.
X Hold [Ctrl] and drag the mouse over the next block of text, again releasing the mouse when
complete.
X Repeat the above step until all text is selected.
The following shortcuts can be used to select text with the mouse:
Select By
Word Double clicking over the word
Sentence Holding [Ctrl] and clicking anywhere over the sentence
Line Positioning the mouse in the left margin of the line and clicking once
Paragraph Positioning the mouse anywhere in the left margin of the paragraph and double clicking
Entire document Positioning the mouse anywhere in the left margin and clicking three times
The following shortcut keys can be used to move and copy text:
Keystroke Action
Ctrl C Copy
Ctrl X Cut
Ctrl V Paste
Text can also be moved or copied using the drag and drop facility:
X Position the mouse over selected text to display the white arrow shaped mouse pointer. Drag the
text to a new location and release the mouse button.
X To copy text, hold [Ctrl] while dragging and release the mouse button before releasing the [Ctrl]
key.
By default, the Clipboard Task Pane will display whenever you copy an item in Word, Excel or
PowerPoint. The Clipboard can hold 24 items and can be displayed in other applications too, allowing
you to paste Office data into these.
If the Clipboard task pane does not show by default, click on the drop-down arrow at the top of the
Task Pane and choose Clipboard.
When the task pane displays in Office, an icon will appear on the task bar at the bottom of the screen.
Use this icon to show the Clipboard in any application that you wish to paste data into.
You can remove the Clipboard icon from the task bar by clicking on the Options button at the bottom of
the Clipboard Task Pane. Uncheck the option to Show Office Clipboard Icon in Task Bar.
Once the Clipboard Task Pane is displayed, you can insert any item stored in the clipboard.
X To paste from the Clipboard, click on the item's icon on the Clipboard Task Pane.
X To paste all items from the clipboard, click on Paste All at the top of the Clipboard Task Pane.
X To clear all items from the Clipboard, click on the Clear All button at the top of the Clipboard Task
Pane.
Up to 24 items can be stored in the Clipboard. If the clipboard is full and you attempt to add another item, the
earliest item placed in the clipboard will be over-written.
Paste Options
When you paste data into your Word document, you often have a choice of how the data should be
inserted.
X After pasting your data, look in the bottom-right corner of the block of data - you will see a paste
icon.
X Position the mouse over this icon to display a drop-down arrow.
X Click on the drop-down arrow and choose how you wish to paste the data.
If you prefer, you can disable the Paste Options button so that it doesn't show each time you paste
data.
Inserting Files
It is possible to insert the entire contents of one document into another. This is useful if you wish to re-
use text that has already been created.
Finding Text
X Position the cursor where the search should begin.
X Choose Edit, Find and type the text to be located.
X Choose Find Next to find the first occurrence of the word and Find Next again until the correct
occurrence is found.
You can set Word to highlight all found text in the document, allowing you to apply a format or delete
all matching text in a single step. Check the Highlight all Items Found in box before clicking on Find
All.
Search Options
Additional search options can be set in the Find dialog box by clicking on More:
Option Description
Match Case Find only those occurrences with the exact combination of uppercase and
lowercase letters specified in the Find What box.
Find Whole Words Find occurrences that are entire words and not part of a larger word.
Only
Use Wildcards Enable use of the wildcard characters * and ?. For example, "S*n" will find all
words starting with "S" and ending with "n" while "S?n" will find only three letter
words starting with "S" and ending with "n"
Sounds Like Find words that sound the same as the search text but are spelled differently e.g.
"colour" and "color"
Find All Word Find all forms of the search text e.g. "find" and "found".
Forms
Finding Formatting
It is possible to find text that is formatted in a specific way e.g. all text using the Arial font or all text
coloured red:
Replacing Text
Word allows you to replace all occurrences of text with other text:
The following keyboard shortcuts can also be used to find and replace text
Keystroke Action
Ctrl F Find
Ctrl H Replace
Checking Spelling
The spell checker can be started in three ways:
X From the list of suggestions, choose the correct replacement that will be used when the incorrect
spelling is typed.
X Click on AutoCorrect
Changing Case
If text was typed using the wrong case - for example upper case instead of lower case, it is not necessary to
delete the text and retype it. Simply change the case of the text as follows:
Option Description
Toggle Case Reverses the case of selected text - existing capitals to small letters and vice versa
The [Shift F3] shortcut can be used to switch selected text between cases:
X If a paragraph is selected, case will switch between upper, lower and sentence.
X If a single line of text is selected, case will switch between upper, lower and title.
Character Formatting
Character formatting includes fonts, size of text, colour of text and effects such as bold and italics.
The Formatting Toolbar contains shortcuts for the following formatting options, which will be applied to the
selected text. If no text is selected, formatting will be applied to the word in which the cursor is positioned.
X Change the size of the text by clicking on the drop-down arrow of the Size box and choosing the
size in points - there are 72 points to an inch.
X Add bold, italics or underlining to the text by clicking on each button.
Press [Ctrl Space] to remove all character formatting from the selected text.
Text Colour
The colour of selected text can be changed by clicking on the drop-down arrow of the Text Colour
button on the Formatting Toolbar. Choose the required colour from the drop-down list.
Clicking on more colours will display a dialog box in which custom colour information can be entered.
In the Custom tab, enter the Red, Green and Blue values of the custom colour, or click on the
required colour in the palette.
Additional character formatting can be applied through the Font dialog box:
X The Character Spacing tab can be used to set the spacing between characters and the position
of the text from the typing line (e.g. raised or lowered).
X The Text Effects tab can be used to animate the text - this will show on screen but not when
printed!
The following keyboard shortcuts can also be used to format selected text:
Keystroke Action
Ctrl B Bold
Ctrl U Underlining
Ctrl I Italics
Shift Ctrl D Double underline
Shift Ctrl W Word underline
Shift Ctrl K Small Caps
Ctrl = Subscript
Shift Ctrl = Superscript
Shift Ctrl > Increase size of selected text
Shift Ctrl < Decrease size of selected text
For each piece of text in the document that has a different format applied, an entry will show in the
Styles and Formatting task pane. To use the same format on the selected text, simply click on that
format in the list.
To clear the formatting from the selected text, click on the Clear Formatting line at the top of the Pick
Formatting to Apply list on the task pane.
The Style and Formatting task pane can also be used to select all text that is formatted in a certain
way, making it easy to change all occurrences to show a different format.
X In the document, click on any text that contains the format you wish to change - this format will
show in the Formatting of Selected text box on the task pane.
X Click on Select All. All other text formatted in this way in the document will be selected.
X Use the Formatting Toolbar or Format, Font command to change the format as required - all
selected text will be changed.
Revealing Formatting
It is possible to view a summary of all formatting that has been applied to the selected text, allowing
you to ensure other text in the document is formatted in the same way.
If the Reveal Formatting task pane does not show by default, click on the drop-down arrow at the top
of the Task Pane and choose Reveal Formatting.
If the Styles and Formatting task pane is displayed, reveal formatting using the drop-down arrow on
the Formatting of Selected Text box.
All character and paragraph formatting applied to the selected text will be listed in the Reveal
Formatting task pane.
Aligning Text
The Alignment buttons on the Formatting Toolbar can be used to set the alignment of the current or
selected paragraphs.
X If you wish to align a single paragraph, click anywhere in that paragraph. Otherwise, select the
paragraphs you wish to format.
X Click on the appropriate Alignment button on the toolbar.
Press [Ctrl Q] to remove all paragraph formatting from the selected text, including paragraph alignment
Alignment can also be applied through the Paragraph dialog box - this is useful if you have the dialog
box active for another command.
X Click on the drop-down arrow of the Alignment box and choose the required option.
X Choose OK when complete.
Keystroke Action
Ctrl L Left Align
Ctrl E Centre
Ctrl R Right Align
Ctrl J Justify
To set paragraph spacing, choose More from the Line Spacing drop-down list on the Formatting Toolbar.
Alternatively, choose Format, Paragraph
Keystroke Action
Ctrl 1 Set line spacing to single
Ctrl 2 Set line spacing to double
Ctrl 5 Set line spacing to 1½
Ctrl 0 Set spacing before paragraph to 12pt
The [Ctrl Q] shortcut can be used to reset all paragraph formatting of the selected text, including paragraph and
line spacing.
Indenting
The ruler is used to set paragraph indenting. If the ruler is not displayed, choose View, Ruler.
X Drag the top arrow marker to the required position of the first line of the paragraph
X Drag the bottom arrow marker to the required position for remaining lines of the paragraph
X If you wish to move the first and remaining lines of the paragraph together, drag the square box to
the required position
The following buttons on the Formatting Toolbar can be used to increase or decrease the indent of all
lines of the paragraph:
Keystroke Action
Shift Ctrl T Decrease the indent of all lines of paragraph except first
Tabulation
Tabs settings control the space over which the cursor jumps when [Tab] is pressed and are used to
ensure columns of text or numbers are properly aligned. There are four main types of tabs:
Left Aligns the left side of the column over the tab setting
Right Aligns the right side of the column over the tab setting
Decimal Used with numbers to align the decimal point over the tab
To set tabs, first ensure the ruler is displayed. If not, choose View, Ruler.
X Position the cursor where the tabulation will begin or select existing text to be tabbed
X Click on the tab box at the beginning of the ruler until the required tab-type is shown.
X Click on the ruler position where the tab should appear.
X Repeat the above steps until all tabs have been set
Press [Shift Enter] between each line of the tabulation text to ensure any changes made to the tab settings of
one line affect all lines of the table.
Bar Tabs
Bar Tabs can be set where vertical lines should appear automatically in the tabulation.
X Click on the tab box at the beginning of the ruler until the bar tab setting is displayed.
The following tab-types are also available and are used to indent paragraphs rather than tabulate
them:
First line indent Click on the ruler where you wish the first line of the paragraph to begin.
Click on the ruler where you wish all lines of the paragraph except the first to
Hanging indent
line-up.
Dot leaders are used to fill the space leading up to a tab setting with a character, either dots, dashes
or underscores. The following types of leaders can be set:
For Example:
OR:
X Set the tab to which the dots will lead as normal and ensure.
X Choose Format, Tabs.
X All tabs will be displayed in the first pane of the dialog box - click on the position of the tab you
wish to add a leader to.
X Choose the required character in the Leader box.
X Choose OK.
Bulleted Lists
Bulleted lists are series of paragraphs that begin with a bullet symbol such as a circle or square. A
new bulleted list can be created in the following way:
X Position the cursor where the bullets are to begin and click on the Bullets icon on the Formatting
Toolbar
X Type each paragraph of the bulleted list, pressing [Enter] between paragraphs
X When complete, click on the Bullets icon to switch the option off
Customising a List
Bulleted lists can be formatted to include all required options - including different bullet styles, fonts
and spacing.
X Click on one of the bullet symbols in the list - all symbols will be shaded in grey.
X Double click on one of the bullet symbols to show the Bullets and Numbering dialog box.
X Click on the Bulleted tab.
X Choose one of the eight default bullet symbols, or click on the Customise button.
X Choose the required settings in the dialog box displayed and choose OK when complete.
You can also customise a bulleted list by selecting all entries in the list and choosing the Format, Bullets and
Numbering command.
Picture Bullets
Picture bullets can be added to a list, as in the following examples:
Picture bullets can be applied before or after typing your text. If you apply bullets before typing, the
picture will repeat on the next line when [Enter] is pressed.
X Position the cursor where the bullets are to begin and click on the Bullets icon on the Formatting
Toolbar
X Type each paragraph of the bulleted list, pressing [Enter] between paragraphs
X When complete, click on the Bullets icon to switch the option off
X Double click on one of the bullet symbols in the list - all symbols will be shaded in grey.
X Ensure the Bulleted tab is selected, then click on the Customise button.
X Click on the Picture button.
ClipArt will be launched automatically and all picture bullets displayed. If you wish to limit the bullets
displayed, enter a keyword in the Search box. Only bullets that match this keyword will be displayed.
Numbered Lists
Numbered lists are series of paragraphs that are numbered automatically as they are typed. If a
paragraph is inserted or removed, numbering will update automatically.
The following would result from pressing [Return] at the end of the first line:
X Position the cursor where the numbered paragraphs are to begin and click on the Numbers icon
on the Formatting Toolbar
X Type each paragraph of the numbered list, pressing [Enter] between paragraphs
X When complete, click on the Numbers icon to switch the option off
Customising a List
Numbered lists can be formatted to include all required options - including different numbering styles,
fonts and starting numbers.
X Click on one of the numbers in the list - all numbers will be shaded in grey.
X Double click on one of the numbers to show the Bullets and Numbering dialog box.
X Click on the Numbered tab.
X Choose one of the eight default bullet symbols, or click on the Customise button.
X Choose the required settings in the dialog box displayed and choose OK when complete.
You can also customise a numbered list by selecting all entries in the list and choosing the Format, Bullets and
Numbering command.
Continuing Numbering
If your document contains a number of lists, you can choose whether to restart each list at number
one, or continue numbering from the previous list. When you start a new numbered list, a smart tag is
displayed that will let you choose how to number the new list.
X Position the mouse over the smart tag to show the drop-down arrow.
X Click on the drop-down arrow and choose to continue numbering from the previous list.
If the smart tag does not display, right-click over a numbered list to choose whether to Restart Numbering or
Continue Numbering from the previous list.
Outline Numbering
Outline numbering is used to number paragraphs using a hierarchy of numbering levels.
X Position the cursor where the numbering is to begin and choose Format, Bullets and
Numbering
X Click on the Outline Numbered tab.
X Choose the style of numbering to be used or choose Customise to change one of the default
settings.
X Click on the Increase Indent icon on the Formatting Toolbar to use the next level of numbering.
X Click on the Decrease Indent icon on the Formatting Toolbar to use the previous level of
numbering.
Decrease indent
Increase indent
The following keyboard shortcuts can also be used to change the numbering level:
Keystroke Action
Shift Alt Æ Next Numbering Level
Shift Alt Å Previous Numbering Level
When the drop-down arrow of this button is clicked, the following border options are available:
The Inside and Diagonal Border options apply only to tables and not to paragraphs of text.
The Tables & Borders Toolbar offers shortcuts for adding borders of different styles, thickness and
colours:
X Use the Border Style drop-down list to choose the line style for the border
X Use the Border Thickness drop-down list to choose the line weight
X Use the Border Colour button to choose the line colour
After selecting the style, thickness and colour, use the Add / Remove Borders button to specify
where the borders should appear around the selected cells.
Use the Shade Cells drop-down list to choose a background colour for the selected cells.
When borders are removed, gridlines can be used to view the table. Choose Table, Show Gridlines
to display the gridlines.
It is possible to create a separate toolbar containing the border options. This is especially useful if you
use these commands over and over again.
X Click on the drop-down arrow of the Border button on the Formatting or Tables and Borders
toolbar.
X Click on the thick grey bar at the top of the Border menu and drag this to a suitable position on the
screen.
Border types:
Type Description
Paragraph Applies the border to the entire paragraph, regardless of the text selected.
Table Applies the border to the entire table, regardless of the cells selected.
X Choose the required pre-set option from the left-hand side of the dialog box e.g. Shadow or 3D.
X Choose OK.
X Choose the Custom option from the left-hand side of the dialog box.
X Choose the required Style, Colour and Width for the borders.
X In the Preview pane, click on the borders you wish to apply.
X Choose OK.
Border Spacing
If applying paragraph borders, the space between the border and text of the paragraph can be set as
follows:
Shading
For Example:
To obtain a lighter shade of a colour, choose that colour from the top palette. From the Pattern drop-
down list, choose the percentage of the colour you wish to display, and choose White from the
Colour drop-down list.
Choose More Colours to display a dialog box in which the Red, Blue and Green values of a custom colour can
be entered to create that colour.
Highlighting Text
Highlighting is used to mark important text and works in the same way as a highlighter pen on a piece of paper. It
is especially effective if the document will be e-mailed rather than printed.
X Click on the drop-down arrow after the Highlight button on the Formatting Toolbar
To remove the highlight from text, click on the drop-down arrow of the Highlighter button and choose None.
Drag over the highlighted text.
Copying Formatting
The Format Painter is used to copy formatting from one area of the document to another. Character
formatting such as fonts, bold and underlining can be copied, as well as paragraph formatting such as
line spacing and alignment.
X To copy character formatting, select any word(s) containing the formatting. To copy paragraph
formatting, select the entire paragraph containing the formatting to be copied.
X Click on the Format Painter button on the Standard Toolbar – the mouse pointer will display a
paintbrush.
X Drag the mouse over the new text to contain the copied formatting.
To copy formatting to more than one location, double click on the Format Painter button. Select all new text and
click on the button again to switch it off.
Changing Case
If text was typed using the wrong case - for example upper case instead of lower case, it is not necessary to
delete the text and retype it. Simply change the case of the text as follows:
Option Description
Toggle Case Reverses the case of selected text - existing capitals to small letters and vice versa
The [Shift F3] shortcut can be used to switch selected text between cases:
X If a paragraph is selected, case will switch between upper, lower and sentence.
X If a single line of text is selected, case will switch between upper, lower and title.
Styles
A style is a combination of formatting options that can easily be applied to the text in a document.
Styles speed up the formatting of a document and promote consistency - if the same style is applied
to all headings in a document, the formatting of these headings will always be identical.
A set of Heading styles is provided which should be used to format the different levels of headings in
a document. These are named Heading 1 to 9, Heading 1 being used for main headings.
The following keyboard shortcuts can also be used to apply styles to selected text:
Keystroke Action
Shift Ctrl S Activates the Style box on the Toolbar - press the arrow keys to select styles
Shift Ctrl N Applies the Normal style
Ctrl Alt 1 Applies the Heading 1 style
Ctrl Alt 2 Applies the Heading 2 style
Ctrl Alt 3 Applies the Heading 3 style
Shift Ctrl L Applies the List Bullet style
Creating Styles
If text already exists containing the formatting to be stored in the style, a style can be created quickly
as follows:
Position the cursor inside the block of text containing the formatting.
Click in the Style box on the Formatting Toolbar.
Show the Styles and Formatting task pane using the Styles and Formatting button on the Formatting
Toolbar.
X Click on the New Style button on the Styles and Formatting task pane.
X Enter a name for the style and any other settings in the top part of the dialog box:
X Use the buttons in the centre of the New Style box to add all formatting options for the new style:
X To add more advanced formatting, click on the Format button and select the format you wish to
change. Select the relevant option in the dialog box and choose OK. Repeat this step until all
formatting has been added.
By default, styles are stored in the document in which they are created. If you wish to reuse the same styles, they
can be stored in a template.
Modifying Styles
When a style is edited, all text using the style will be updated in the document.
X Show the Styles and Formatting task pane using the Styles and Formatting button on the
Formatting Toolbar
X Click on the style you wish to change - a drop-down arrow will appear. Choose Modify from the
drop-down list
X Make the changes using the Format button and the relevant formatting categories.
X Choose OK then Close to return to the document.
A style can also be modified by changing the format of any text in the document that has the style
applied to it.
X Select a piece of text that has the style applied that you wish to modify.
X Change the format of the text as normal.
X Click on the original style name in the Styles and Formatting Task pane.
X Choose Update to Match Selection.
Copying Styles
Styles are stored in the document in which they were created, and initially are only available in this
document. They can be copied between documents to eliminate the need to recreate styles over and
over again.
X Choose the styles to be copied by holding [Ctrl] and clicking on each style.
X Click on Copy.
X Choose Close when complete.
Creating Templates
Every Word document is based on a template - the default template for blank documents is
normal.dot. Templates can contain standard text and formatting that is entered automatically each
time a new document is created from the template.
As well as standard text and formatting such as margins and fonts, the following can also be stored in
the template:
Creating a Template
A new template can be created by adding all of the required elements to a new document e.g.
standard text, page setup, headers and footers and other formatting.
Appying Templates
A new document can be created from a template as follows:
If the template was stored in a subfolder of the default template folder, the subfolder name will appear as a tab
at the top of the Templates dialog box.
To use the styles and AutoText stored in a template, the template must be applied to the document.
Creating Tables
A table consists of columns, rows and cells that can contain text or graphics. Tables are used to
create tabulations, to align text and images or to place boxes around key parts of a document.
Within each cell, text wraps as it does between the margins of a document. The cell expands
vertically to fit the amount of text typed.
To create a table:
Tables can also be created by clicking on the Insert Table icon on the Standard Toolbar.
X Drag the mouse over the required number of columns and rows.
X Release the mouse button to insert the table at the cursor position.
Resizing Tables
When a table is selected, a new icon displays in the top-left corner. This icon can be used to drag the table to any
position of the screen, so that the body text of the document wraps around the table.
The icon in the bottom-right corner of the table can be used to resize the table quickly.
Drawing Tables
The table drawing tool can be used to draw customised tables containing columns and rows of any
size. Choose Table, Draw Table or click on the Tables & Borders button on the Standard Toolbar.
To draw the table itself, point the mouse where the top-left corner of the table should appear. Click
and drag the mouse to the bottom-right corner of the table.
Once the frame of the table has been created, columns and rows can be added. Add columns or rows
by pointing where the beginning of the divider line should appear - click and drag to the end of the
line.
The Tables and Borders toolbar contains buttons to format the table:
X Click on the Erase Lines button on the Tables & Borders Toolbar.
X Drag the eraser over the line to be removed.
To set the border colour before drawing any lines in the table, click on the Border Colour icon on the Tables
and Borders toolbar and select a new colour. This will be used when a new column or row divider line is drawn.
The Excel object will be stored in the Word document and, as such, can significantly increase the size
of the file.
X Drag the mouse over the required number of columns and rows for the Excel table.
X Release the mouse button to insert the table at the cursor position.
When the mouse button is released, the Excel worksheet will be inserted at the cursor position in the
document. When the object is active, Excel's menus and toolbars will be displayed - click away from
the object to display Word's toolbars and menus.
The cursor can also be positioned in any cell by clicking the mouse in the required cell.
The following keystrokes can also be used to move around the table.
Press [Ctrl Tab] to move the cursor to the next tab setting within the cell. Default tabs are set at every 0.5".
Selecting Tables
Before formatting can be applied to a table, the part of the table you wish to format must be selected. This can be
done by dragging the mouse over the cells or using the following shortcuts.
X To select a single cell, click the mouse in the left margin of the cell - (inside the cell border.
X To select a column, click the mouse just above the column - outside the cell border
X To select a row, click the mouse in the left margin - outside the cell border.
X To select the entire table, choose Table, Select, Table.
X Position the mouse pointer over the right border of the column to be changed. Drag to the left or
right to resize the column, adjusting the width of the next column to accommodate the change.
X Hold [Ctrl] and drag to resize the column, adjusting the width of all columns to the right to
accommodate the change.
X Hold [Shift] and drag to resize the column without adjusting any other columns – this will change
the overall width of the table.
For Example
This would be the result of changing the width of the first column normally - the second column is
made narrower as the first is made wider:
However, if [Shift] were held down as the first column was resized, the width of the entire table would
increase as the first column width increases. Columns 2 and 3 keep their original widths:
And if [Ctrl] was held down as the first column was resized, both columns 2 and 3 would be made
narrower as the first is made wider:
Multiple columns can be sized equally by choosing Table, AutoFit, Distribute Columns Evenly.
The AutoFit command will set the width of a column automatically to fit the longest text entry or
number within that column.
X Position the mouse pointer over the right border of the column you wish to set.
X Double click the mouse.
Multiple rows can be sized equally by choosing Table, AutoFit, Distribute Rows Evenly.
Vertical Alignment
When the row height has been changed, the text can be positioned at the top, centre or bottom of the
row:
X To insert a column or row anywhere inside the table, select the column or row that is positioned
where you wish the new column or row to appear.
X Click on the Insert Column or Insert Row button on the Standard Toolbar. These will appear in
place of the Insert Table button
X To add a row to the end of the table, position the cursor in the last cell of the table and press
[Tab].
X To add a column to the end of the table, hold [Alt] and click to the right of the last column. Click on
the Insert Table button.
The Insert button on the Tables and Borders toolbar can also be used to insert columns and rows, giving more
control as to where the new column or row will appear:
The Insert Table button can be used to insert a table inside another table. Click in the cell to contain the new
table then on the Insert Table button. Drag over the number of cells required and release the mouse button.
The Insert and Delete commands are also available on Word's shortcut menu:
To split a cell into more than one column or row, choose Table, Split Cells. Type the number of
columns and/or rows to split the cell(s) into and choose OK.
The Tables & Borders toolbar contains icons to merge and split cells.
Click on the Merge Cells button to merge selected cells or on the Split Cells button to split the active
cell.
For example:
Wrapping Text
X Choose Table, Table Properties.
X Click on the Table tab.
X In the Text Wrapping box, choose Around.
X Choose OK.
It will now be possible to click the cursor to the right of the table and type text as required. The
alignment of the table can be set as follows:
This command does not work if the table is split across pages by manual page breaks. System page breaks will
be inserted into the table automatically.
The Table tab to set the overall width of the table in inches or as a percentage of the page width. This
tab is also used to set table alignment and text wrapping around the table.
Tab Description
Row Use this tab to specify the height of the row and to set the row as a heading - a row that
will repeat automatically at the top of each page the table is displayed on.
Column Use this tab to specify the width of the column, in inches or as a percentage of the table
width.
Cell Use this tab to specify the width of a selected cell, and the vertical alignment of text within
the cell.
Table AutoFormat
It is possible to format a table using an automatic preset format. This will format all text in the table,
adding colour and borders where applicable. Word has many preset formats that can be customised if
required.
X Click anywhere in the table to be formatted - it's not necessary to select the entire table before
formatting it.
X Choose Table, Table AutoFormat or click on the AutoFormat button on the Tables and Borders
toolbar.
X Choose the required format from the list of styles displayed - a sample will be displayed.
X Click on Apply to apply the format to your table.
Custom AutoFormats
If you have the same format that you apply to tables over and over again, you can create your own
AutoFormat that you can apply to future tables with a single command.
Now, build up your new style by performing the following steps for each format to be added e.g. the
border style, background colours, etc.
X From the Apply Formatting To list, choose the part of the table that the new format will apply to
e.g. the table as a whole or the top row only.
X Next, use the buttons and drop-down lists under this box to choose the format to be applied.
You can now apply the new AutoFormat in the same way as a built-in AutoFormat, using the Table, Table
AutoFormat command.