Word 2003

Introduction

Word 2003

Introduction

Introduction
Ask a Question ............................................................................................................................ 6 Creating Documents ................................................................................................................... 7
The New Document Task Pane........................................................................................................7 Templates .........................................................................................................................................7 Closing the Task Pane .....................................................................................................................8 Typing Text .......................................................................................................................................8

Type and Click............................................................................................................................. 9 Hard Spaces and Hyphens ....................................................................................................... 10
Automatic Hyphenation ..................................................................................................................10

Inserting the Date ...................................................................................................................... 11
Something Else to Try... .................................................................................................................12

Inserting Symbols ..................................................................................................................... 13
Symbol Subsets..............................................................................................................................13

AutoCorrect ............................................................................................................................... 15
Adding to the AutoCorrect List........................................................................................................15 AutoCorrect Options .......................................................................................................................16

AutoText..................................................................................................................................... 17
Creating an AutoText Entry ............................................................................................................17 Inserting AutoText ..........................................................................................................................17

AutoFormat as you Type .......................................................................................................... 18
Automatic Bulleted Lists .................................................................................................................19 Automatic Numbered Lists .............................................................................................................19 Border Lines ...................................................................................................................................20 Tables .............................................................................................................................................20 5. Built-in Heading Styles ..............................................................................................................20 Additional AutoFormat Options.......................................................................................................21 Undoing an AutoFormat Option......................................................................................................21

Automatic Spelling and Grammar ........................................................................................... 22 Spelling Options........................................................................................................................ 23 Adding Hyperlinks .................................................................................................................... 24
Inserting Hyperlinks ........................................................................................................................24 Hyperlink Options ...........................................................................................................................25

Setting Document Properties................................................................................................... 26 Setting the Document Language ............................................................................................. 26 Saving Documents .................................................................................................................... 27
Saving an Existing Document.........................................................................................................28

Page Breaks............................................................................................................................... 28
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Page Setup................................................................................................................................. 29 Headers and Footers................................................................................................................. 30 Page Numbering........................................................................................................................ 31 Print Preview ............................................................................................................................. 32 Printing Documents .................................................................................................................. 33 Emailing Documents................................................................................................................. 34 Opening Documents ................................................................................................................. 35
The New Document Task Pane......................................................................................................36 Something Else to Try ....................................................................................................................37

Document Views ....................................................................................................................... 37
Normal View ...................................................................................................................................37 Web Layout View............................................................................................................................38 Print Layout View............................................................................................................................38 Outline View....................................................................................................................................39 Reading Layout View......................................................................................................................39

Reading Documents ................................................................................................................. 40
Automatic Reading .........................................................................................................................41

Comparing Documents............................................................................................................. 41 Searching for Files.................................................................................................................... 42 Navigating Documents ............................................................................................................. 44 Zoom Display............................................................................................................................. 45 The Document Map ................................................................................................................... 45 Editing Text................................................................................................................................ 46
Inserting Text ..................................................................................................................................46 Deleting Text...................................................................................................................................47 The Clear Command ......................................................................................................................47 Repeating Commands....................................................................................................................48

Selecting Text............................................................................................................................ 49
Selecting Multiple Areas .................................................................................................................49

Moving and Copying Text......................................................................................................... 51
Something Else to Try ....................................................................................................................51

The Clipboard Task Pane ......................................................................................................... 52
Pasting from the Clipboard .............................................................................................................53

Paste Options ............................................................................................................................ 53 Inserting Files............................................................................................................................ 55

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Finding and Replacing Text ..................................................................................................... 55
Finding Text ....................................................................................................................................55 Search Options ...............................................................................................................................56 Finding Formatting..........................................................................................................................56 Replacing Text................................................................................................................................57

Checking Spelling ..................................................................................................................... 57 Changing Case .......................................................................................................................... 58
Change Case Options: ...................................................................................................................58

Character Formatting................................................................................................................ 59
Text Colour .....................................................................................................................................60 Additional Formatting Options ........................................................................................................60

The Styles & Formatting Task Pane ........................................................................................ 62 Revealing Formatting................................................................................................................ 63 Aligning Text ............................................................................................................................. 64
Using the Paragraph Dialog Box ....................................................................................................64

Line and Paragraph Spacing.................................................................................................... 65 Indenting .................................................................................................................................... 68 Tabulation .................................................................................................................................. 69
Bar Tabs .........................................................................................................................................70 Tabs for Indenting...........................................................................................................................70 Dot Leader Tabs .............................................................................................................................70

Bulleted Lists............................................................................................................................. 71
Customising a List ..........................................................................................................................72

Picture Bullets ........................................................................................................................... 73
Applying Picture Bullets..................................................................................................................73

Numbered Lists ......................................................................................................................... 74
Creating a Numbered List...............................................................................................................75 Customising a List ..........................................................................................................................75 Continuing Numbering....................................................................................................................76

Outline Numbering.................................................................................................................... 76 Borders and Shading ................................................................................................................ 77
The Tables & Borders Toolbar .......................................................................................................78

Border and Shading Options ................................................................................................... 79
Border Spacing ...............................................................................................................................80 Shading...........................................................................................................................................80

Highlighting Text ....................................................................................................................... 81 Copying Formatting .................................................................................................................. 82

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Changing Case .......................................................................................................................... 82
Change Case Options ....................................................................................................................83

Styles ......................................................................................................................................... 83 Creating Styles .......................................................................................................................... 85
Creating Styles from Scratch..........................................................................................................85

Modifying Styles........................................................................................................................ 87 Copying Styles .......................................................................................................................... 88 Creating Templates ................................................................................................................... 89
Creating a Template .......................................................................................................................89

Appying Templates ................................................................................................................... 89
Applying a Template to an Existing Document...............................................................................90

Creating Tables ......................................................................................................................... 91
Resizing Tables ..............................................................................................................................92

Drawing Tables.......................................................................................................................... 93
The Tables & Borders Toolbar .......................................................................................................94

Embedding Tables from Excel ................................................................................................. 94 Typing Text in a Table............................................................................................................... 95 Selecting Tables........................................................................................................................ 97 Setting Column Widths............................................................................................................. 97
For Example ...................................................................................................................................98 Setting Exact Widths ......................................................................................................................98

Setting Row Height ................................................................................................................... 99
Vertical Alignment...........................................................................................................................99

Inserting and Deleting Columns and Rows .......................................................................... 100
Inserting Columns & Rows ...........................................................................................................100 Deleting Columns and Rows ........................................................................................................101

Merging and Splitting Cells .................................................................................................... 102 Wrapping Text around Tables................................................................................................ 103
For example: ................................................................................................................................103 Wrapping Text ..............................................................................................................................103

Repeating Table Headings across Pages ............................................................................. 104 Setting Table Properties ......................................................................................................... 105
Additional Table Properties ..........................................................................................................105

Table AutoFormat ................................................................................................................... 106
Custom AutoFormats....................................................................................................................106

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Introduction

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.

Click in the Ask a Question box and type the Word feature you want to know more about. 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.

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You can show the help task pane at any time by clicking on the Word Help button on the Standard Toolbar.

The Word Help button

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 button

The New Document Task Pane
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.

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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. To create a document based on a template that has not be used recently: In the Template section of the task pane, click on On My Computer.

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. Choose the template you wish to use. Click on OK. Click on Templates on Office Online to view the Microsoft Web Site and access a library of additional templates.

Closing the Task Pane
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 topright 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].

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Type and Click
In Normal view, it is not possible to click the mouse beyond the end of the document. It is only possible to type after this point if [Enter] is used to move the cursor down to the required position.

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. Position the mouse pointer where you wish to add the text, image or table. 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. Mouse Pointer Description A left tab will be inserted before the text The text will be centred The text will be right aligned

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.

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Hard Spaces and Hyphens
Sometimes you may not want text to wrap at the end of a line, as in the following example:

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.

Use the following keystrokes to insert a hard space or hyphen: Keystroke [Shift Ctrl Space] [Shift Ctrl -] Action Inserts a hard non-breaking space Inserts a hard non-breaking hyphen

Automatic Hyphenation
Hyphenation can be set automatically so that long words typed at the end of the line are split in appropriate places: Text without hyphenation:

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The same text with automatic hyphenation:

To set automatic hyphenation in a document:

Choose Tools, Language, Hyphenation. Check the Automatically Hyphenate Document box. Set the Hyphenation Zone to the width of the area you wish hyphenation to occur in. Click on OK.
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.

Inserting the Date
The date can be inserted at the cursor position as follows: Choose Insert, Date and Time. If you wish to insert a date in a language other than English, click on the drop-down arrow of the Language box and choose the required language from the list displayed. Choose the required format from the Available Formats list. Check Update Automatically if you wish to date to update each time the document is opened, so the current date is always displayed. Choose OK.

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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: { TIME \@ "dd MMMM yyyy" } To show the field result i.e. the date itself: Choose Tools, Options and the View tab. Ensure Field Codes is not checked and choose OK.

The following keyboard shortcuts can also be used to insert the date and time at the cursor position:

Keystroke Shift Alt D Shift Alt T

Action Inserts the date in short format e.g. 31/12/99. The date will update automatically whenever the document is opened. Inserts the time in short format e.g. 12:55. The time will update automatically whenever the document is opened.

Something Else to Try...
It is also possible to set the default date format - this format will be used in a number of ways: It will be the format that is selected by default when the Insert Date and Time dialog box is opened. It will be the format that is used when the [Shift Alt D] shortcut is used. It will be the format used when inserting a date automatically into a header or footer. Set the default date format as follows: Choose Insert, Date and Time. Choose the required format from the Available Formats list. Click on the Default button under the format list. Click on Yes when asked if you wish to change the default format. Click on OK to insert the date at the cursor position or Cancel to close the dialog box without inserting the date.

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Inserting Symbols
Symbols that do not appear on the standard keyboard can be inserted as follows: Choose Insert, Symbol. From the Font drop-down list, choose the font set that contains the symbol you wish to insert (see table below). Click on the symbol required. Click on Insert. When complete, click on Cancel.

The following generic font sets are available with Word:

Font Set Normal Text Symbol Monotype Sorts Wingdings

Characters Fractions and international characters Additional characters not found above e.g. mathematical and scientific characters Bullet symbols and arrows Bullet symbols and other graphics

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.

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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.

Type 1/2 1/4 3/4 (c) (r) (tm) <-<== --> ==> <=>

To insert The half symbol The quarter symbol The three quarters symbol The copyright symbol The registered symbol The trademark symbol A thin left arrow A thick left arrow A thin right arrow A thick left arrow A double headed arrow

Example ½ ¼
¾

© ® ™

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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:

Adding to the AutoCorrect List
To add any other word to the AutoCorrect list:

Choose Tools, AutoCorrect Options. Ensure the AutoCorrect tab is selected. Type the incorrect word in the Replace box and the correction in the With box. Choose OK

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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:

Position the mouse over the incorrect word and click the right mouse button. Choose AutoCorrect. Choose the correct replacement for the word from the list displayed.

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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.

Creating an AutoText Entry
Any existing text can be saved as an AutoText entry, as can an image, table or other Word object.

Create and select the text, table or graphic you wish to store as AutoText. Choose Insert, AutoText and New or click on the New button on the AutoText toolbar. 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
To insert an AutoText entry into your document: Position the cursor where the entry should appear Choose Insert, AutoText or click on the All Entries button on the AutoText toolbar. Choose Normal and the relevant name. If your entry was created while you were using a style other than Normal, your AutoText entry will be found under that style name.

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The following shortcuts can be used to insert AutoText:

If the AutoText name is shorter than 4 characters, type the full AutoText name and press [F3]. 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.

AutoFormat as you Type
Word has some formatting features that will be applied as you type the text of your document. These features can be disabled if you do not want them to apply automatically. To enable or disable the AutoFormat options: Choose Format, AutoFormat and click on Options. Choose the AutoFormat as you type tab and check/uncheck options as required Choose OK then Close when complete.

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Automatic Bulleted Lists
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): The Bullets button

Automatic Numbered Lists
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. The following would all start automatic numbering: 1. Introduction 1- Introduction 1) Introduction Click on the Numbers button of the Formatting Toolbar to remove numbering from the selected paragraph(s): The Numbers button

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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. The following line: +-----+--------------------------------+-----------+ Would insert this table when [Return] is pressed:

5. Built-in Heading Styles
This option will automatically format the headings you type to match Word's standard Heading styles.

If a line of text is typed and [Return] is pressed twice, the Heading 1 style will be applied. If [Tab] is pressed before a line of text, the Heading 2 style will be applied to the text. If [Tab] is pressed twice before a line of text, the Heading 3 style will be applied to the text.

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Additional AutoFormat Options
The following options can also be set in the AutoFormat as you Type dialog box:
Option Replace straight quotes with smart quotes Ordinals with superscript Fractions with fraction characters Symbol characters with symbols *Bold* and _underlining_ with real formatting Internet and network paths with hyperlinks Description Will replace the standard straight quotation marks with opening and closing quotations Will display date ordinals in superscript text e.g. Replaces fractions with symbols e.g. 1/2 be replaced with ½ Replaces symbol characters such as dashes with symbols e.g. - will be replaced with – Text enclosed in asterisks will be displayed in bold, while text enclosed in underscores will be underlined If a website URL or email address is typed, it will be changed to a hyperlink that will activate the web page or create a mail message to the email address when clicked.

Undoing an AutoFormat Option
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:

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Automatic Spelling and Grammar
If this option is available, all incorrectly spelled words will be marked with wavy red lines in the document. All grammatical errors will appear with green wavy lines.

To correct a marked word:

Position the mouse over the marked word and click the right mouse button. Choose the correct suggestion from the list displayed. 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.

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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.

Choose Tools, Options Click on the Spelling & Grammar tab. Tick the Check Spelling as you Type box to enable this command. Tick the Check Grammar as you Type box to enable this command. Choose OK when complete.

You can disable automatic spelling and grammar in the current document only using the icon on the status bar:

Right click over the spelling icon on the status bar. Choose to Hide Spelling Errors or Hide Grammatical Errors.

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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: A link to a bookmark in the same document. A link to a different Word document. A link to an Office document, e.g. an Excel spreadsheet or Access database. A link to a website An email link to create a new Outlook mail message, automatically addressed to a specific email address.

Inserting Hyperlinks
Type and select the text you wish to display as a hyperlink. Choose Insert, Hyperlink or click on the Hyperlink button on the Standard Toolbar. If the document has not yet been saved, you will be prompted to save the file. Choose Yes or No as required.

The Hyperlink button

There are four options for the targets of hyperlinks created in Word:

Setting the hyperlink: 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.

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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. 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. To create an email hyperlink that will create a new mail message when clicked, click on the Email 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.
Press [Ctrl K] to insert a hyperlink in the active cell.

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.

To insert automatic hyperlinks: Hyperlinks to web pages can be created automatically by typing the full URL address of the website e.g. http://www.company.com. 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. Hyperlinks to files can be created by typing the computer, folder and filename e.g. \\pcone\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. Choose Tools, Options and click on the Edit tab. Uncheck the Use CTRL + Click to follow hyperlink option. Click on OK.

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Setting Document Properties
The properties of a document can be set to save additional information about the file e.g. the author, keywords, etc.

The following categories are available: Tab General Summary Statistics Contents Custom Description The location and size of the document, creation and modification dates and the file attributes. Title, Subject and Author of the document as well as any keywords or comments. Displays the revision number and total editing time as well as a count of the characters, words, lines, paragraphs and pages in the document. Lists the different parts of the file e.g. the title of the document. An area for custom properties such as Client, Publisher and Typist.

To set the properties of the open document: Choose File, Properties Click on the tab of the area you wish to view or edit Choose OK when complete

Setting the Document Language
Word 2003 supports English, French and Spanish by default and other languages can be acquired to add to this feature. Multiple language support allows you to mark different areas of the same document as different languages. The relevant spell and grammar checker will be used automatically in these areas.
To mark an area as a different language:

Select the text you wish to mark. Choose Tools, Language, Set Language or double click on the Language Indicator on the Status Bar. From the list displayed, choose the language you wish to use and click on OK.

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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.

Choose File, Save or File, Save As, or click on the Save button on the Standard Toolbar.
The Save button

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. Click in the File Name box and type a new name for the document. Click on Save.

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Saving an Existing Document
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.

The following keyboard shortcuts can also be used to save documents:

Keystroke Ctrl S F12

Action Save 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. A system page break:

A manual page break:

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Ensure Page Break is selected and click on OK.
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:

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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.

Headers and Footers
The header is used to set text that will appear at the top of each page, while the footer is used for text that will appear at the bottom of each page. Unless the document is split into sections, the header and footer will apply to all pages - regardless of the cursor position when the header/footer is created. Choose View, Header and Footer to position the cursor in the header and display the Header and Footer Toolbar.

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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.

Type any standard text to appear in the header and footer. Click on the Page Number, Number of Pages, Date or Time icons to insert these automatic features. Click on the drop-down arrow in the Insert AutoText box to insert additional text such as the filename and total pages of the document. Click on Close when complete.

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: Choose Insert, Page Numbers. Choose the Position and Alignment for the number.

Click on Format and select the format and starting number if this should be anything other than 1. Click on OK

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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.
The Print Preview button

The Print Preview toolbar will be displayed.

Click anywhere on the page to magnify that area. Click again to return to full page view. 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.

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Click on One Page to return to viewing a single page at a time. The Shrink to Fit button can be used to reduce the size of all text in the document so that it fits onto a single page. Each time this button is clicked, the document will be resized to fit on one less page. Click on Close or press [Esc] to exit Print Preview and return to the document.

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 Print button

The File, Print command can be used to set exactly what should be printed.

Choose File, Print to display the Print dialog box Click on the drop-down arrow in the Name box to choose a different printer if required In the Page Range box, choose All to print the entire document or Current Page to print the page on which the cursor is positioned. If you wish to print multiple pages, click in the Pages box and type the pages to be printed e.g. 1-2, 8 to print pages 1,2,3 and 8 Increase or decrease the number of Copies as required Choose OK to print the selected pages

Press [Ctrl P] to display the Print dialog box.

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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:
Click on the E-mail button on the Standard Toolbar.

The Email button

An email header will be displayed at the top of the document, showing the following toolbar buttons.

To address and send the message: 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. Click in the Cc box and enter the names of the people you wish to copy the message to. 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.

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Enter a Subject for the message. Click in the Introduction box and type any introductory text for the email e.g. what the file is about or any instructions for the recipients. Click on Send a Copy when complete.

Opening Documents
Existing documents are opened as follows: Choose File, Open or click on the Open button on the Standard Toolbar.
The Open button

The following buttons appear on the left of the dialog box:

To open a file in a location other than those above: Click on the drop-down arrow in the Look In box and select the drive and folder in which the file is stored. 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.

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The following toolbar buttons appear at the top of the Open dialog box:

The Back button is used to trace recently opened folders. The Tools menu contains housekeeping options e.g. Add the current folder to Favourites. The Views button contains options to display files in the various ways e.g. as large icons or with details such as the file size and modification date.

The New Document Task Pane
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: Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane. 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.

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Something Else to Try
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: Choose Delete to permanently delete the file. Click on Yes or No in the warning box displayed. 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 Web layout view Print layout view Outline view Reading layout 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.

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Web Layout View
This view shows how the document would look if saved in HTML format for the Web. It can make onscreen 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.

Print Layout View
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.

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Outline View
This view is used for reporting and allows you to view different levels of text and quickly reorganise the document.

Reading Layout View
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.

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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. To switch to reading layout view:

Click on the Read button on the Standard Toolbar or
The Read button

Press [Alt R] or 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.

The following toolbar shows in Reading Layout view:

You can make any changes to the document in reading view - there is no need to switch to normal view first.

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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:

Choose Tools, Options Click on the General tab Uncheck the Allow Starting in Reading Layout option Click on OK

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.

Ensure the documents you wish to compare are open Choose Window, Compare Side by Side With If you have more than two documents open, choose the document you wish to compare with Click on OK

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The Compare side by side toolbar will display automatically:

Click on the Close Side by Side button on the toolbar to return to viewing one document on screen.

Searching for Files
The Search task pane allows you to search for text contained in either: An Office document e.g. an Excel spreadsheet An Outlook item e.g. an email message or calendar appointment A web page, either on your company Intranet or the Internet 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: Click in the Search Text box on the Search task pane. Type the text you wish to locate. Click on the drop-down arrow of the Search In box to choose where you wish to search for your data:

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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. Click on Search. All results will be shown in the Search pane. Click on a file in this pane to open the file for viewing or editing. 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.

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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 cursor can be positioned as follows:

Click the mouse in the relevant position. If the position is not displayed on screen, use the vertical scroll bar to display the position before clicking the mouse The following cursor movement keys can also be used to move around a document:
Keystroke Left or Right arrow Up or Down arrow Ctrl + Left arrow Ctrl + Right arrow Ctrl + Up arrow Ctrl + Down arrow Home End Ctrl + Home Ctrl + End Ctrl + Page Up Ctrl + Page Down Shift + F5 Moves the Cursor... One character to the left or right One line up or down To the beginning of the current or previous word To the beginning of the next word To the beginning of the current or previous paragraph To the beginning of the next paragraph To the beginning of the current line To the end of the current line To the top of the document To the bottom of the document To the top of the previous page To the top of the next page Switches between the last 3 places at which text was edited

If you are working in a large document, you can move to a specific page as follows:

Choose Edit, Go To or press [Ctrl G]. Type the number of the page you wish to move the cursor to. Click on Go To or press [Enter]. When the correct location is displayed, click on Close or press [Escape].

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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.

Click on the drop-down arrow of the Zoom box on the Standard Toolbar and choose the zoom percentage you wish to use. Choose Page Width to change the display to fit the entire width of the page on screen. Choose Whole Page to change the display the fit the entire page on screen. Choose 100% to return to the standard view size.
The Zoom box

A document at 100% view:

The same document at 50% view:

The Document Map
The Document Map button on the Standard Toolbar is used to navigate long documents by selecting main and subheadings.
The Document Map button

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.

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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. Press the [Insert] key on the keyboard - the OVR indicator will appear on the Status Bar. Type the new text - this will replace any existing text at the cursor position. Press the [Insert] key again to return to insert mode.

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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
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. Select the text that contains the formatting you wish to remove. Choose Edit, Clear and the Formats command.

The following keyboard shortcuts can also be used to delete text:

Keystroke Ctrl Delete Ctrl Backspace

Action Delete all text from the cursor position to the end of the word. Delete all text from the cursor position to the beginning of the word.

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Undo, Redo and Repeat
The Undo command allows you to reverse commands that have already been executed, including restoring deleted text. There is no set number of commands that can be undone - this depends on your computer memory. Use one of the following methods: Choose Edit, Undo as many times as required Press [Ctrl Z] as many times as required Click on the Undo button on the Standard Toolbar as many times as required Click on the drop-down arrow after the Undo icon and select the last command you wish to undo
The Undo button

If you change your mind about undoing a command, it can be redone: Choose Edit, Redo or press [Ctrl Y] as many times as required Click on the drop-down arrow after the Redo icon and select the last command you wish to redo
The Redo button

Repeating Commands
If the Undo command has not been used, the Redo command will change to Repeat, which repeats the action just performed. Choose Edit, Repeat as many times as required Click on the drop-down arrow after the Repeat / Redo icon and select the last command you wish to redo

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The following keyboard shortcuts can also be used to undo, redo and repeat commands:

Keystroke Ctrl Z Ctrl Y F4

Action Undo Redo Repeat

Selecting Text
You can select text using either the mouse or the keyboard - whichever you prefer. To select text using the mouse:

Drag the mouse over a block of text to select it or Click at the beginning of the block and hold [Shift] while clicking at the end of the block.

Selecting Multiple Areas
You can select multiple areas of the document so that formatting can be applied to non-contiguous text in a single step. Drag the mouse over the first block of text you wish to select. Release the mouse button when complete. Hold [Ctrl] and drag the mouse over the next block of text, again releasing the mouse when complete. Repeat the above step until all text is selected.

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The following shortcuts can be used to select text with the mouse:
Select Word Sentence Line Paragraph Entire document By Double clicking over the word Holding [Ctrl] and clicking anywhere over the sentence Positioning the mouse in the left margin of the line and clicking once Positioning the mouse anywhere in the left margin of the paragraph and double clicking Positioning the mouse anywhere in the left margin and clicking three times

It is also possible to select large areas of text using the keyboard: Keystroke Shift Home Shift End Shift Ctrl Home Shift Ctrl End Ctrl A Will Select All text from the cursor position to the beginning of the current line All text from the cursor position to the end of the current line All text from the cursor position to the beginning of the document All text from the cursor position to the end of the document The entire document

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Moving and Copying Text
Text can be moved or copied using the standard Cut, Copy and Paste commands which are available in the Edit menu or the Standard Toolbar. Select the text to be moved or copied Choose Edit, Copy to copy the text or Edit, Cut to move the text Position the cursor where the text should appear Choose Edit, Paste to insert the text
The Copy button The Cut button The Paste button

The following shortcut keys can be used to move and copy text: Keystroke Ctrl C Ctrl X Ctrl V Action Copy Cut Paste

Something Else to Try
Text can also be moved or copied using the drag and drop facility: 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. To copy text, hold [Ctrl] while dragging and release the mouse button before releasing the [Ctrl] key.

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The Clipboard Task Pane
It is possible to hold multiple entries in the Clipboard - allowing you to copy and paste more than one item at a time. The Clipboard Task Pane is used to choose the item you wish to paste at that time. 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: Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane. 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.

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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.

Pasting from the Clipboard
Once the Clipboard Task Pane is displayed, you can insert any item stored in the clipboard.

To paste from the Clipboard, click on the item's icon on the Clipboard Task Pane. To paste all items from the clipboard, click on Paste All at the top of the Clipboard Task Pane. 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. After pasting your data, look in the bottom-right corner of the block of data - you will see a paste icon. Position the mouse over this icon to display a drop-down arrow. Click on the drop-down arrow and choose how you wish to paste the data.

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If you prefer, you can disable the Paste Options button so that it doesn't show each time you paste data. Choose Tools, Options. Click on the Edit tab. Uncheck the Show Paste Options Buttons option. Click on OK.

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Inserting Files
It is possible to insert the entire contents of one document into another. This is useful if you wish to reuse text that has already been created. Position the cursor where the text should be inserted. Choose Insert, File. Click on the drop-down arrow in the Look In box and select the drive and folder in which the document is stored. Select the name of the file from the list displayed. Choose OK to insert the file.

Finding and Replacing Text
The Find command allows you to locate specific text in your document while Replace allows you to change one or all occurrences of the text automatically. Find and replace can also be used to locate or replace formatting.

Finding Text
Position the cursor where the search should begin. Choose Edit, Find and type the text to be located. 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.

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Search Options
Additional search options can be set in the Find dialog box by clicking on More:

Option Match Case

Description

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" Find words that sound the same as the search text but are spelled differently e.g. "colour" and "color" Find all forms of the search text e.g. "find" and "found".

Sounds Like Find All Word 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: Position the cursor where the search should begin. Choose Edit, Find or [Ctrl F]. Click on More. Click on Format and choose the type of formatting to locate e.g. Font or Style. From the resulting dialog box, choose the formatting you wish to locate and click on OK. Click on Find Next to find the next occurrence of the formatting.

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Replacing Text
Word allows you to replace all occurrences of text with other text: Choose Edit, Replace. Type the text to be located in the Find What box and the replacement text in the Replace With box. Choose Find Next to find the next occurrence of the word, Replace to replace a single occurrence or Replace All to replace all occurrences.

The following keyboard shortcuts can also be used to find and replace text

Keystroke Ctrl F Ctrl H

Action Find Replace

Checking Spelling
The spell checker can be started in three ways: 1. Choose Tools, Spelling and Grammar or 2. Click on the Spelling icon on the Standard Toolbar or 3. Press [F7]
The Spelling button

When a spelling error is found, the following options are available: Click on Ignore Once to ignore this occurrence of the word
Click on Ignore All to ignore all occurrences of the word Click on Add to Dictionary to add the word to the custom dictionary - this is useful for names of people, etc. that do not appear in the standard dictionary Click on a replacement word in the Suggestions list or edit the red text as required. Choose Change to change this occurrence of the word or Change All to change all occurrences. To add an incorrect spelling to the AutoCorrect list so that it is corrected automatically in future:

From the list of suggestions, choose the correct replacement that will be used when the incorrect spelling is typed. Click on AutoCorrect

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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:

Selected the text to be changed Choose Format, Change Case. Choose the required case from the options displayed. Click on OK.

Change Case Options:
Option Sentence Case Lower Case Upper Case Title Case Toggle Case Description Capitalises the first letter in each sentence Converts all text to small letters Converts all text to capital letters Capitalises the first letter of each word 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:

If a paragraph is selected, case will switch between upper, lower and sentence. If a single line of text is selected, case will switch between upper, lower and title.

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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.

To format your text using the Formatting Toolbar: Select the text you wish to format. Change the font by clicking on the drop-down arrows of the Font box and choosing the required option. Font names will display as they will look in the document:

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. 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.

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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.
The Text Colour button

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 Formatting Options
Additional character formatting can be applied through the Font dialog box: Select the text you wish to format Choose Format, Font In the Font tab, choose the font, size and style for the selected text.

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The Font dialog box contains two additional tabs: 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). 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 Ctrl B Ctrl U Ctrl I Shift Ctrl D Shift Ctrl W Shift Ctrl K Ctrl = Shift Ctrl = Shift Ctrl > Shift Ctrl <

Action Bold Underlining Italics Double underline Word underline Small Caps Subscript Superscript Increase size of selected text Decrease size of selected text

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The Styles & Formatting Task Pane
The Style and Formatting task pane allows you to quickly apply formatting to your text, based on the formatting of other text in your document. Using this task pane, you can re-use the same formatting options without the need to create styles. Show the Style and Formatting task pane as follows: Click on the Styles and Formatting button on the Formatting Toolbar.
The Styles and Formatting button

Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane. 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.

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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. 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. Click on Select All. All other text formatted in this way in the document will be selected. 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. Show the Reveal Formatting task pane as follows: Choose View, Task Pane or Right click over any toolbar displayed on screen and choose Task Pane. 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.

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Aligning Text
The Alignment buttons on the Formatting Toolbar can be used to set the alignment of the current or selected paragraphs.

If you wish to align a single paragraph, click anywhere in that paragraph. Otherwise, select the paragraphs you wish to format. Click on the appropriate Alignment button on the toolbar.
Press [Ctrl Q] to remove all paragraph formatting from the selected text, including paragraph alignment

Using the Paragraph Dialog Box
Alignment can also be applied through the Paragraph dialog box - this is useful if you have the dialog box active for another command. Select the text you wish to format. Choose Format, Paragraph.

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Click on the drop-down arrow of the Alignment box and choose the required option. Choose OK when complete.

The following shortcuts can also be used to align selected paragraphs:
Keystroke Ctrl L Ctrl E Ctrl R Ctrl J Action Left Align Centre Right Align Justify

Line and Paragraph Spacing
Line spacing controls the space between individual lines of the paragraph while paragraph spacing controls the space between paragraphs. Line spacing example:

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Paragraph spacing example:

To set line spacing:

Select the text you wish to change Click on the Line Spacing button on the Formatting Toolbar Choose the required spacing option e.g. 2.0 for double line spacing

To set paragraph spacing, choose More from the Line Spacing drop-down list on the Formatting Toolbar. Alternatively, choose Format, Paragraph

Increase or decrease the spacing Before and After the paragraph Choose OK when complete.

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The following shortcuts can also be used to change spacing:
Keystroke Ctrl 1 Ctrl 2 Ctrl 5 Ctrl 0 Action Set line spacing to single Set line spacing to double Set line spacing to 1½ 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.

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Indenting
The ruler is used to set paragraph indenting. If the ruler is not displayed, choose View, Ruler.

Drag the top arrow marker to the required position of the first line of the paragraph Drag the bottom arrow marker to the required position for remaining lines of the paragraph 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:
Decrease indent by 0.5" Increase indent by 0.5"

More specific indenting can be set as follows: Select the paragraphs to be indented and choose Format, Paragraph. Choose the required settings from the dialog box displayed and choose OK when complete.

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The following keyboard shortcuts can also be used to indent text: Keystroke Ctrl T Shift Ctrl T Ctrl M Shift Ctrl M Action Indent all lines of paragraph except the first by 0.5" Decrease the indent of all lines of paragraph except first Indent all lines by a further 0.5" Decrease the indent of all lines by 0.5"

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: Tab Type Left Centre Right Decimal Description Aligns the left side of the column over the tab setting Centres the column over the tab setting Aligns the right side of the column over the tab setting Used with numbers to align the decimal point over the tab

The following document shows examples of all 4 tab types:

To set tabs, first ensure the ruler is displayed. If not, choose View, Ruler.

Position the cursor where the tabulation will begin or select existing text to be tabbed Click on the tab box at the beginning of the ruler until the required tab-type is shown. Click on the ruler position where the tab should appear. 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.

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To change the tab settings of an existing tabulation:

Select all lines of the tabulation you wish to change. On the ruler, position the mouse over the tab setting you wish to change. Click and drag the setting to a new position - all text of the tabulation should alter accordingly.

Bar Tabs
Bar Tabs can be set where vertical lines should appear automatically in the tabulation. Click on the tab box at the beginning of the ruler until the bar tab setting is displayed.
The Bar Tab setting

Click on the ruler where the vertical line should appear.

Tabs for Indenting
The following tab-types are also available and are used to indent paragraphs rather than tabulate them: First line indent Hanging 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 line-up.

Dot Leader Tabs
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:

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For Example:

OR:

To set dot leader tabs: Set the tab to which the dots will lead as normal and ensure. Choose Format, Tabs. 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. Choose the required character in the Leader box. 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: Position the cursor where the bullets are to begin and click on the Bullets icon on the Formatting
Toolbar

Type each paragraph of the bulleted list, pressing [Enter] between paragraphs When complete, click on the Bullets icon to switch the option off

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The Bullets button

Customising a List
Bulleted lists can be formatted to include all required options - including different bullet styles, fonts and spacing. Click on one of the bullet symbols in the list - all symbols will be shaded in grey.

Double click on one of the bullet symbols to show the Bullets and Numbering dialog box. Click on the Bulleted tab. Choose one of the eight default bullet symbols, or click on the Customise button. Choose the required settings in the dialog box displayed and choose OK when complete.

To select a new bullet symbol after clicking on the Character button: Choose the required font from the drop-down list. Click on the required bullet symbol before clicking on OK.

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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:

Applying Picture Bullets
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. Position the cursor where the bullets are to begin and click on the Bullets icon on the Formatting
Toolbar

Type each paragraph of the bulleted list, pressing [Enter] between paragraphs When complete, click on the Bullets icon to switch the option off
The Bullets button

Double click on one of the bullet symbols in the list - all symbols will be shaded in grey.

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Ensure the Bulleted tab is selected, then click on the Customise button. 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. For example, with the following list:

The following would result from pressing [Return] at the end of the first line:

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Creating a Numbered List
A new numbered list can be created in the following way: Position the cursor where the numbered paragraphs are to begin and click on the Numbers icon on the Formatting Toolbar Type each paragraph of the numbered list, pressing [Enter] between paragraphs When complete, click on the Numbers icon to switch the option off The Numbers button

Customising a List
Numbered lists can be formatted to include all required options - including different numbering styles, fonts and starting numbers. Click on one of the numbers in the list - all numbers will be shaded in grey.

Double click on one of the numbers to show the Bullets and Numbering dialog box. Click on the Numbered tab. Choose one of the eight default bullet symbols, or click on the Customise button. Choose the required settings in the dialog box displayed and choose OK when complete.

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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. Position the mouse over the smart tag to show the drop-down arrow. 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. Position the cursor where the numbering is to begin and choose Format, Bullets and Numbering Click on the Outline Numbered tab. Choose the style of numbering to be used or choose Customise to change one of the default settings.

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The level of selected paragraphs is changed as follows: Click on the Increase Indent icon on the Formatting Toolbar to use the next level of numbering. 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 Shift Alt Shift Alt

Action Next Numbering Level Previous Numbering Level

Borders and Shading
Borders can be applied to paragraphs and tables using the Borders button on the Formatting Toolbar.
The Borders Button

When the drop-down arrow of this button is clicked, the following border options are available:

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The Inside and Diagonal Border options apply only to tables and not to paragraphs of text.

The Tables & Borders Toolbar
The Tables & Borders Toolbar offers shortcuts for adding borders of different styles, thickness and colours: Select the table cells or text you wish to format. Click on the Tables & Borders button on the Standard Toolbar - this will display the Table toolbar
The Tables & Borders button

The following border options are available:

Use the Border Style drop-down list to choose the line style for the border Use the Border Thickness drop-down list to choose the line weight 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. Click on the drop-down arrow of the Border button on the Formatting or Tables and Borders toolbar. Click on the thick grey bar at the top of the Border menu and drag this to a suitable position on the screen.

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Border and Shading Options
The Borders & Shading dialog box offers additional options for adding borders and shading to selected text, paragraphs or table cells.

Select the table cells or text you wish to format. Choose Format, Borders & Shading. In the Apply To box, choose the type of border you wish to apply. Border types:
Type Text Paragraph Cell Table Description Applies the border only to the selected text. Applies the border to the entire paragraph, regardless of the text selected. Applies the border only to the selected cell(s). Applies the border to the entire table, regardless of the cells selected.

To add a pre-set border: Choose the required pre-set option from the left-hand side of the dialog box e.g. Shadow or 3D. Choose OK. To add a custom border: Choose the Custom option from the left-hand side of the dialog box. Choose the required Style, Colour and Width for the borders. In the Preview pane, click on the borders you wish to apply. Choose OK.

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The following preview pane displays when adding Paragraph borders:

Border Spacing
If applying paragraph borders, the space between the border and text of the paragraph can be set as follows: Select the text you wish to format. Choose Format, Borders & Shading. Choose the required border type and settings. Click on Options. Set the amount of space to appear between the text and the border using the Top, Bottom, Left and Right boxes. Choose OK

Shading
Shading can be applied to the selection as follows: Select the text you wish to format. Choose Format, Borders & Shading. Click on the Shading tab. Choose the background colour for the shading from the palette displayed. If you wish to mix this with a second, foreground colour, choose the type of Pattern required from the drop-down list. Choose the foreground colour from the Colour drop-down. Choose OK.

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For Example: To obtain a lighter shade of a colour, choose that colour from the top palette. From the Pattern dropdown 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.

An example of highlighted text:

To highlight text in a document:

Click on the drop-down arrow after the Highlight button on the Formatting Toolbar
The Highlight button

Select the colour you wish to use.

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Drag the mouse over the text to be highlighted. Click on the Highlighter button or press [Esc] to switch the option off.
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. 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. Click on the Format Painter button on the Standard Toolbar – the mouse pointer will display a paintbrush.
The Format Painter button

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:

Selected the text to be changed Choose Format, Change Case. Choose the required case from the options displayed. Click on OK.

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Change Case Options
Option Sentence Case Lower Case Upper Case Title Case Toggle Case Description Capitalises the first letter in each sentence Converts all text to small letters Converts all text to capital letters Capitalises the first letter of each word 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:

If a paragraph is selected, case will switch between upper, lower and sentence. 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.

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Select the text to be formatted. Click in the Style box of the Formatting Toolbar.
The Style Box

Choose the required style from the list displayed.

The following keyboard shortcuts can also be used to apply styles to selected text:

Keystroke Shift Ctrl S Shift Ctrl N Ctrl Alt 1 Ctrl Alt 2 Ctrl Alt 3 Shift Ctrl L

Action Activates the Style box on the Toolbar - press the arrow keys to select styles Applies the Normal style Applies the Heading 1 style Applies the Heading 2 style Applies the Heading 3 style Applies the List Bullet style

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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.
The Style Box

Type a name for the new style and press [Return]

Creating Styles from Scratch
Show the Styles and Formatting task pane using the Styles and Formatting button on the Formatting Toolbar.
The Styles and Formatting button

Click on the New Style button on the Styles and Formatting task pane. Enter a name for the style and any other settings in the top part of the dialog box:

Use the buttons in the centre of the New Style box to add all formatting options for the new style:

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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.

Choose OK when all formats have been added to the style.

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.

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Modifying Styles
When a style is edited, all text using the style will be updated in the document. Show the Styles and Formatting task pane using the Styles and Formatting button on the
Formatting Toolbar

The Styles and Formatting button

Click on the style you wish to change - a drop-down arrow will appear. Choose Modify from the drop-down list

Make the changes using the Format button and the relevant formatting categories. 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. Select a piece of text that has the style applied that you wish to modify. Change the format of the text as normal.

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Click on the original style name in the Styles and Formatting Task pane. 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. Choose Tools, Templates and Add-Ins. Click on the Organiser button. Ensure that the documents that you want to copy from and to are displayed. If the document you wish to copy from is not displayed: Choose Close File then Open File. Click on the drop-down arrow in the Files of Type box and choose Word Documents. Click on the drop-down arrow in the Look In box and select the drive and folder in which the document is stored. Select the name of the file from the list displayed and choose Open.

To copy the styles: Choose the styles to be copied by holding [Ctrl] and clicking on each style. Click on Copy. Choose Close when complete.

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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: Styles - named collections of formatting that can be applied to text as required. AutoText - glossaries of standard text that can be inserted into the document as required. Toolbars - custom sets of buttons that can be used to perform common tasks. Macros - named collections of commands that can be run automatically as required.

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. Choose File, Save As. In the Save As Type box, choose Document Template. The default template folder will be selected. Type a name for the template and choose Save.

Appying Templates
A new document can be created from a template as follows: In the Templates section of the New Document task pane, click on On My Computer. 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.

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Choose the template you wish to use. Click on OK.

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.

Applying a Template to an Existing Document
To use the styles and AutoText stored in a template, the template must be applied to the document. Ensure the document is open. Choose Tools, Templates and Add-Ins. Click on Attach. Locate the template you wish to attach to the document and click on Open. To update all styles in the document to reflect those in the template, check the Automatically update document styles. Choose OK.

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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: Position the cursor where the table should appear Choose Table, Insert, Table Enter the number of columns and rows required and choose OK.

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Tables can also be created by clicking on the Insert Table icon on the Standard Toolbar.
The Insert Table button

Drag the mouse over the required number of columns and rows. 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.

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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.
The Tables & Borders button

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.

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The Tables & Borders Toolbar
The Tables and Borders toolbar contains buttons to format the table:

Lines can be removed as follows: Click on the Erase Lines button on the Tables & Borders Toolbar. 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.

Embedding Tables from Excel
Embedding allows you to use all of the features from another program without leaving the current applications. It can be used to insert Excel spreadsheets into a Word document - all features of Excel will be available, although Word will still be the primary application. The Excel object will be stored in the Word document and, as such, can significantly increase the size of the file.

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To embed an Excel Table: Click on the Insert Excel Worksheet button on the Standard Toolbar.
The Insert Excel Worksheet button

Drag the mouse over the required number of columns and rows for the Excel table. 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.

Typing Text in a Table
The cursor is positioned automatically in the first cell of the table. As you type, text will wrap in the first cell, as it does when typing normally in the document. Press [Tab] to move to the next cell in the table. Press [Shift Tab] to move to the previous cell. To insert a new line in the current cell, press [Enter].
The cursor can also be positioned in any cell by clicking the mouse in the required cell.

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The following keystrokes can also be used to move around the table.
Keystroke Alt Home Alt End Alt PgUp Alt PgDn Moves the cursor to... To the first cell of the current row To the last cell of the current row To the first cell of the current column To the last cell of the current column

Press [Ctrl Tab] to move the cursor to the next tab setting within the cell. Default tabs are set at every 0.5".

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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.

To select a single cell, click the mouse in the left margin of the cell - (inside the cell border. To select a column, click the mouse just above the column - outside the cell border To select a row, click the mouse in the left margin - outside the cell border. To select the entire table, choose Table, Select, Table.

Cells of a table can also be selected as follows:

Setting Column Widths
When a table is created, the columns are sized equally to fit the space between the left and right margins of the document. Column widths can be set as follows: 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. Hold [Ctrl] and drag to resize the column, adjusting the width of all columns to the right to accommodate the change.

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Hold [Shift] and drag to resize the column without adjusting any other columns – this will change the overall width of the table.

For Example
Given the following table

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:

Setting Exact Widths
Selected columns can be set to a specific width as follows: Select the columns to be sized and choose Table, Table Properties Select the Column tab Enter or choose the width for the columns Choose OK Multiple columns can be sized equally by choosing Table, AutoFit, Distribute Columns Evenly.

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The AutoFit command will set the width of a column automatically to fit the longest text entry or number within that column. Position the mouse pointer over the right border of the column you wish to set. Double click the mouse.

Setting Row Height
Row height can be changed by positioning the mouse at the bottom of the row to be adjusted and dragging the new mouse pointer up or down.

Selected rows can be set to a specific height as follows: Select the rows to be sized and choose Table, Table Properties. Select the Row tab Choose Exactly from the Row Height Is drop-down list In the Specify Height box, type or select the new height for the selected rows Choose OK 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: Select the text to be changed. Click on the Tables & Borders button on the Standard Toolbar – an additional toolbar will be displayed.
The Tables & Borders button

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Click on the Alignment button on the new toolbar.
The Alignment button

Select the required alignment option from the submenu displayed:

Inserting and Deleting Columns and Rows
Inserting Columns & Rows
Columns and rows can be inserted as follows: 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.

Click on the Insert Column or Insert Row button on the Standard Toolbar. These will appear in place of the Insert Table button
The Insert Column button The Insert Row button

To add a row to the end of the table, position the cursor in the last cell of the table and press [Tab].

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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.

Deleting Columns and Rows
Columns and rows can be deleted as follows: Select the column(s) or row(s) to be deleted Choose Table, Delete and the appropriate option - Columns, Rows or Cells.

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The Insert and Delete commands are also available on Word's shortcut menu: Select the column(s) or row(s) to be inserted or deleted. Click the right mouse button to display all commands relevant to the selection.

Merging and Splitting Cells
Word allows you to connect cells of a table vertically and/or horizontally. Similarly, you can split cells into more than one column or row if required. Choose Table, Merge Cells to connect selected cells.

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.

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The Tables & Borders toolbar contains icons to merge and split cells. The Tables & Borders button Click on the Merge Cells button to merge selected cells or on the Split Cells button to split the active cell.

Wrapping Text around Tables
Text can be wrapped around a table so that it appears to the left or right of the table as it is typed.

For example:

Wrapping Text
Choose Table, Table Properties. Click on the Table tab. In the Text Wrapping box, choose Around. Choose OK.

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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: Choose Table, Table Properties. Click on the Table tab. In the Alignment box, choose Left, Centre or Right as required. Choose OK

Repeating Table Headings across Pages
This option is used to repeat heading rows of a table that spans more than one page in the document. The rows set as headings will automatically display and print at the top of each page on which the table appears. Select the rows to be repeated at the top of each page. Choose Table, Heading Rows Repeat.

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.

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Setting Table Properties
The Table, Table Properties dialog box contains options to set the size, alignment, wrapping and column / row settings of the table. 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.

Additional Table Properties
The other tabs are used as follows:

Tab Row Column Cell

Description 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. Use this tab to specify the width of the column, in inches or as a percentage of the table width. Use this tab to specify the width of a selected cell, and the vertical alignment of text within the cell.

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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. Click anywhere in the table to be formatted - it's not necessary to select the entire table before formatting it. Choose Table, Table AutoFormat or click on the AutoFormat button on the Tables and Borders toolbar.

The AutoFormat button

Choose the required format from the list of styles displayed - a sample will be displayed. 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. Click anywhere in the table to be formatted with the new style. Choose Table, Table AutoFormat or click on the AutoFormat button on the Tables and Borders toolbar. Click on the New button. In the Name box, enter a name by which to identify the new format. From the Style Based On list, choose a style to form the basis of your new style. Choose the style that most closely matches your new format, as this will mean you have to make less manual changes to the style.

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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. 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. Next, use the buttons and drop-down lists under this box to choose the format to be applied.

Repeat the above steps until the new AutoFormat is complete. Click on OK
You can now apply the new AutoFormat in the same way as a built-in AutoFormat, using the Table, Table AutoFormat command.

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