Creating a Document in Microsoft Word 2003

I. Introduction
Microsoft Word is a versatile tool that you can use for a variety of purposes, such as creating documents, mail merges, and newsletters. With Word, you can initiate commands by using the keyboard or the mouse, by selecting commands from pull-down menus, or by using toolbars (bars of buttons used to access commands with a mouse click). This guide contains instructions for using Word to create, save, edit, and print a document.

II. Starting Word
You can access Microsoft Word in any computer lab on campus. The procedures for accessing Word are generally the same is each lab. If these procedures do not apply to the particular lab you are using, check with the lab personnel for other instructions. Follow these steps to access Microsoft Word: 1. Click on the Start menu 2. Click on Programs 3. Click on Microsoft Word. A new, blank document will appear

III. Viewing the Word screen
The title of the document, the Menu bar, Toolbars, and a ruler appear at the top of the window. The insertion point, or cursor, which is indicated by a blinking, vertical line, appears in the document. The Status bar, which is at the bottom of the screen, indicates the mode and the location of your cursor. When you move the mouse over a toolbar button, the name or description of the button will display.

IV. Creating a document
To enter text in your document, simply type. The text will appear where the cursor is located, which is called the insertion point. When your typing reaches the end of a line, the text will wrap, which means that text will automatically flow onto the next line. To move your cursor to a new line or to create a blank line, press [Enter].

V. Saving a document
The first time that you save a new document, you need to give the file a name and indicate where you want to save the file. For example, you can save the file on the hard disk in your computer, on a floppy disk, or on a USB flash drive. 1. Go to the File menu and choose Save or go to the Toolbar and click on the Save button, as shown above. The Save As dialog box will appear. 2. Make sure that the Save in: field displays the drive or folder where you want to save the document. If not, click on the down arrow to the right of the Save in: field to display a list of drives and folders. Then, click on the drive or folder where you want to save your file. 3. Click in the File name: field box and then type a name for your file. If the field box contains text, double-click on the box to overwrite the text. Note that Word will automatically assign .doc to the filename to identify the file as a Word document. For example, if you call the file textfile, the full file name will be textfile.doc.

4. Next, check that “Word Document” displays in the Save as type: field. If not, click on the down arrow to the right of the field and select Word Document from the drop-down list. 5. Finally, click on Save. Note: As you work on your document, you can go to the File menu and select Save or you can click on the Save icon to automatically save the file by the same name and to the same location. If you want to change the name of the file and/or save the file to another location, go to the File menu and choose Save As.

VI. Selecting text
When you edit a document, you may want to format some of the text, such as underline a word or change margins. To do this, you must first select the text that you want to format. The following are some common text selections: Part of a word/s Click at the beginning of the selection and hold down the mouse button while you slide the mouse. When the desired text is highlighted, release the mouse button. This is called dragging. Word Double-click on the word. Paragraph Triple-click on any word in the paragraph. Entire document From the Edit menu, choose Select all.

VII. Deleting text
To delete text one character at a time to the left of the insertion point, press the [Backspace] key. To delete one character at a time to the right of the insertion point, press the [Delete] key. To delete a block of text, select the text and then press the [Delete] key.

VIII. Inserting text
To insert text, position the insertion point by clicking the mouse once where you want to insert the text. Then type your text.

IX. Replacing text
To replace text, first select the text to be replaced and then type the new text. The new text will replace the highlighted selection.

X. Formatting text
A. Using the bold feature To apply or remove a bold typeface, first select the desired text and then go to the Toolbar and click on the Bold button. B. Using the underline feature To add underlining to or remove underlining from text, select the desired text and then go to the Toolbar and click on the Underline button.

C. Using the italic feature To apply or remove an Italics typeface, first select the desired text and then go to the Toolbar and click on the Italic button.

XI. Changing the font
To change the font of your text, first select the desired text. Then go to the Toolbar and click on the triangle to the right of the Font field to display a pop-up list. Then click on the desired font.

XII. Changing the font size
To change the font size of your text, first select the desired text. Then click on the triangle to the right of the Font size field to display a pop-up-list. Then click on the desired font size.

XIII. Setting margins
The margin markers are displayed as small triangles on the ruler: one for setting the right margin, and two for setting the left margin. Margin settings are applied from the cursor point forward in a document. To set the margins for existing text, first select the text and then follow the steps below. A. To set the left margin: Drag the rectangle underneath the bottom left margin marker to a new location on the ruler. The two left margin markers will move with it. Note: The top left margin marker allows you to position the first line of a paragraph. B. To set the right margin: Drag the right margin marker to a new location on the ruler.

XIV. Changing line spacing
When you open a new document, Microsoft Word sets the line spacing at single. If you wish, you can change the spacing between the lines or paragraphs in your document. To change the line spacing: 1. Highlight the text for which you want to change the line spacing. 2. From the Format menu, select Paragraph. 3. At the Paragraph window check that the Indents and Spacing tab is selected. 4. At the Line spacing: box, click on the down arrow and select a spacing option. Note that the Preview box shows a sample of the spacing that you selected. 5. Finally, click on OK.

XV. Checking spelling and grammar
As you create a document, wavy red and/or green underlines may display in the text. The red underline identifies a word that the dictionary does not recognize; the green underline indicates a possible grammar error. Note that if you do not select text, spelling and grammar are checked from the cursor forward in document. To access the spelling and grammar checker:

1. Go to the Tools menu and choose Spelling and Grammar or go to the Toolbar and click on the Spelling and Grammar button, as shown above. 2. The first word not found in the predefined dictionary or the first questionable grammar usage will appear in the upper box and any suggested change(s) will appear in the lower box. You have the following options: • To disregard the suggestions, click on Ignore Once. • To choose one of thee suggestions, click on your selection and then click on Change. • To make your own change, type the new text in the upper box and then click on Change. • To avoid checking subsequent occurrences of the same word, click on Ignore All. • To add a word to the custom dictionary, click on Add to Dictionary. • To exit from the spelling checker, click on Cancel. 3. When the spelling and grammar check is complete, a message window will appear. Click on OK to return to your document.

XVI. Printing a document
You can print all or specific pages of your document and you can also print more than one copy. Note: At Marygrove College, printing facilities and policies vary from one computer lab to another. At most labs, you can print your paper on a line printer, while some labs also offer laser or color printing for a fee. For more information at individual labs, ask a lab consultant on duty. A. To print a document on a PC: 1. Click on the File menu and select Print or go to the Toolbar and click on the Print button, as shown above. The dialog box will display. 2. Under the Page range, you can indicate the page(s) that you want to print by clicking on All or Current page. You can also select a range of pages by clicking on Pages and typing the page range in the box. For example, if you want to print pages 3 to 6, you would type 3-6 in the box. Also, if you want to print more than one copy, go to the box under Copies and click on the arrow to select the number of copies. 3. Finally, click OK.

XVII. Exiting from Word
To exit from the Word program, go to the File menu and choose Exit. If you did not save your changes, you will be prompted to do so. To save your changes, click on Yes; to discard your changes, click on No.