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Word 2003
By the end of this lesson, learners should be able to:
- Indent text
- Create Hanging Indents
Indent Text
An indent is the space between your margin and your text. Don't confuse the margin and the indent. The indent feature is often used to set a first-line indent for paragraphs.
To Indent One or More Lines of Text:
- You can use the Paragraph dialog box or select the blue Indentation link under Paragraph on the Task Pane. This method allows for a great amount of precision for setting left and right indents. Indenting is measured in inches. You can change the indent in tenths of inches.
- In the Indentation section, you can click the increment arrows to enter the amount of indentation.
OR
- Use the Increase/Decrease Indent buttons on the Formatting toolbar.
 Clicking the Increase/Decrease Indent buttons is the most convenient way of setting a left or right indent. Each time you click the Increase or Decrease Indent button your text is moved by the default .5 inches.
Remember, there is a difference between indents and tabs. If you set a tab, only one line of text is indented. If you click one of the indent buttons or set an indent in the Paragraph dialog box, all of the text you type afterwards will be indented.
Hanging Indents
When all the lines in a paragraph are indented except the first line, a hanging indent is created. Hanging indents are not standard in documents such as business letters, but you may see examples of the hanging indent on web pages, newsletters, and often on bibliographic entries. Hanging indents are used for the MLA bibliographic format.
To Create a Hanging Indent:
- Choose Reveal Formatting on the Task Pane.
- Click the blue link, Indentation, under the Paragraph heading.
OR
- Click Format on the menu bar.
- Select Paragraph.
- In the Indentation section, you will see a Special: drop down menu with some options.
- Select the Hanging Indent option in the Special: drop down menu.
- You may specify the amount of indentation in the By: box by clicking on the increment arrows. These increments are measured in inches.
Challenge!
- Open the cover letter document.
- Place the insertion point at the end of the first paragraph.
- Select Enter twice.
- Write a paragraph stating the skills you have that qualify you for the job.
- Select Format from the menu.
- Select Paragraph
.
- Select the Hanging Indent option in the Special: drop down box, which is located in the Indention section of the dialog box.
- In the By: drop down menu, click the increment arrow until it read .8".
- Click OK.
- Watch the ruler at the top of the document and you will see the .8” hanging indent
.
- Open Edit on the main menu and select Undo to cancel the change you made. This challenge was done simply so you could view how the Indent feature works.
- Save and close the document.
Word 2003
Lesson 9: Margins
By the end of this lesson, learners should be able to:
- Use Page Setup Dialog Box
- Adjust Margins using the Page Setup Dialog Box
Using Page Setup to Specify Margins
In order to change the margins (space along the top, left, right and bottom) in your document, you will need to access the Page Setup dialog box.
- Click File on the menu bar.
- Select Page Setup.
- Select Margins tab in the Page Setup dialog box.
OR
- Choose Reveal Formatting on the Task Pane and click on the blue link, Margin, under the Section heading.
- You can change the margin in precise steps by clicking on the up or down arrows next to the margin that you wish to change or you may type a number in the text box next to the margin you wish to change.
- Click OK.
More Options on the Page Setup Dialog Box
The Page Setup dialog box gives you several other options for controlling the look of your document. Not only can you control how your document looks on screen, but you can also manage how your document will be printed. The Margins, Paper and Layout Tab all contain valuable tools.
Margins Tab
- Click the Default button in the lower left corner of the Page Setup dialog box to set (or reset) Word's default margins.
- You can choose to apply these new margins to the whole document or from this point forward by using the drop-down menu, Apply to:.
- Change the Page Orientation by clicking on either the Portrait box (8.5 x 11) or the Landscape box (11 x 8.5).
Paper Tab
The default paper size is 8.5 x 11, but you can change the paper size entirely. You can even customize the paper size to include note cards, envelopes, photo paper, index cards, and much more.
Layout Tab
The Layout Tab includes options to customize page numbering, borders, and headers/footers. A nice feature on the Layout Tab is creating a Title Page for your document.
To Create a Title Page for Your Document:
- Enter the text you want on your title page.
- Click File on the Standard toolbar.
- Select Page Setup from the menu bar.
- Click the Layout tab.
- Under Vertical Alignment, you will find the following options:
- Top: Default. Text lines up with top margin.
- Center: Text on page is centered between the top and bottom margins.
- Justified: Text is spread out so each line is same distance apart.
- Bottom: Text lines up with the bottom page.
Challenge!
Adjust the margins in a document.
- Open the cover letter document.
- Set the margins so the top margin is 2 inches and all other margins are 1 inch.
- Verify that the Page Orientation is set to Portrait.
- Change the Paper Size of the document to be 8.5" x 11".
- Save your changes and close the document.
Word 2003
Lesson 8: Set Line and Paragraph Spacing
Set Line and Paragraph Spacing
- Set line spacing
- Set paragraph spacing
Line Spacing
Document text can be formatted to show a number of line spacing options. The most common spacing options are single-spaced and double-spaced.
Line spacing is measured in lines or points.
When line spacing is measured in points, it is referred to as leading (rhymes with wedding). When you reduce the leading you automatically bring the lines of text closer together, sometimes making it difficult to read. Increasing the leading will space the lines out, allowing for improved readability. For example, the 10 point font usually uses 12 point leading. This is the default and, in general, should be used.
To Format Line Spacing:
- Select the text you want to format.
- Choose Reveal Formatting on the Task Pane and click on any of the blue links under the Paragraph heading.
OR
- Click Format on the menu bar.
- Select Paragraph. The Paragraph dialog box appears.
- Click on the Indents and Spacing tab.
- In the Line spacing drop down menu, you may select single, 1.5, or double spacing. The default is single spacing.
- Click OK.
OR
- Select the text you want to format.
- Click on the Line Spacing button on the Formatting Menu.
- Select an option from the drop-down menu.
Paragraph Dialog Box
You can use the At Least, Exactly and Multiple options in the Paragraph Dialog Box to customize your line spacing. If you select one of these options you will need to use the At: box to further define your selection.
When you make a line spacing change, it affects only the text in a paragraph that contains the insertion point.
Paragraph Spacing
Just as you can add spacing between lines in your document, you can also choose spacing options between each paragraph. Typically, extra spaces are added between paragraphs, headings, or subheadings. Extra spacing between paragraphs adds emphasis and makes a document easier to read.
Choose extra space:
- Before each paragraph.
- After each paragraph.
- Or, before and after each paragraph.
To Specify Paragraph Spacing:
- Select the text you want to format.
- Choose Reveal Formatting on the Task Pane and click on any of the blue links under the Paragraph heading.
OR
- Click Format on the menu bar.
- Select Paragraph, The Paragraph dialog box appears.
- Click the Indents and Spacing tab.
- Alignment: Choose left, right, center, or justified.
- Indentation: Adjust the left and right margins by clicking the up and down arrows. Use the Special drop-down menu to select the first line as having the indent or to create a hanging indent.
- Spacing: To emphasize a block of text, click the up and down arrows.
- Preview: Gives an idea how your text will look.
Challenge!
- Open the cover letter document.
- Select the text in paragraph 1 and change the line spacing from 1.5 lines to single space.
- Use the line spacing and paragraph spacing features to practice how the features can change your document.
- Be sure to use the Undo feature (from Edit on the main menu or the Undo arrow on the toolbar) to undo any of the changes you may have made while exploring these features.
- Save and close the document.
Word 2003
Lesson 7: Align Text
By the end of this lesson, learners should be able to:
- Use alignment buttons to align text
Aligning Text
Aligning text can be invaluable when trying to format your document to meet certain standards. Most documents have text that is left aligned. However, if you were creating a greeting card or advertisement, you might need to know how to center align, right align or justify your text.
Align Text Using the Alignment Buttons:
- Select the text you want to align.
- Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.
Read on to view examples of aligned text.
Aligning Text
Below you will view examples of text that are aligned using the left, right, center, and justified alignment buttons.
Challenge!
- Download and save the Cover Letter Word document to complete challenges 7 through 13. Need help? How to Download a file.
- Open the cover letter document.
- Left align the entire letter.
- Delete the placeholder information and type the proper information for the Date, Address Block, and the Signature.
- Save and close the document.
Lesson 6: Spell and Grammar Check
By the end of this lesson, learners should be able to:
- Use Spell and Grammar Check
Spell and Grammar Check
Not only does Word allow you to Undo possible mistakes in your document and Paste corrections, it also automatically reviews your grammar and spelling as you type. Green wavy lines are placed underneath possible grammar mistakes and a red wavy line under possible spelling mistakes. All of Word's grammar and spelling errors may not be correct, so you can choose to ignore these error markings and keep typing, or you can correct the mistakes and/or add the corrections to Word's dictionary.
Check Spelling as you Type
Word puts a red wavy line under possible spelling mistakes. If you click on the suspected misspelling, Word gives you one or more suggested corrections.
To Use Spell Check as You Type:
- Place your I-Beam over the misspelled word and right-click.
- A menu list displays the following options: boldfaced suggested spellings, Ignore All, Add to Dictionary, AutoCorrect, Language, Spelling and Look Up.
- Select the boldfaced suggestion to replace the incorrectly spelled word in the document.
- Select Ignore, and Word ignores all future instances of this spelling in this document.
- Select Add to Dictionary, and Word adds the underlined word to the dictionary so it won't be flagged as an error in any other document you create.
- Select AutoCorrect to add the correct spelling to your list of words that Word automatically corrects as you type.
- Select Language to specify a word as part of another language, preventing Word from seeing this word as a mistake.
- If you select spelling, the Spelling and Grammar dialog box appears.
- If you select Look Up, a window opens in the Task Pane and you are given general search parameters. This feature is helpful when dealing with words, such as proper nouns, that are not found in the dictionary.
Check Grammar as you Type
Word puts a green wavy line under possible grammar mistakes.
To Work on Suspected Grammatical Mistakes:
- Place your I-beam over the grammatical mistake and right-click.
- A menu list displays the following options: boldfaced grammar suggestion, Ignore, Grammar, About this Sentence.
- Select Ignore, and Word ignores the grammatical mistake it believes to exist.
- Select Grammar, and the Grammar dialog box appears.
- Select About this Sentence, and the Office Assistant will offer you reasons as to why Word believes this to be a grammatical error.
Spelling and Grammar Dialog Box
To Use the Spelling and Grammar Dialog Box:
- Choose one of the following options, depending on what you think of Word's suggestions:
- Click Ignore Once to ignore this one instance of the grammatical error in your document.
- Click Ignore Rule to ignore this grammatical error and all other grammatical errors of this type in the document.
- Click Next Sentence to take you to the next grammatical error listed in your document.
- Click Change to replace the error with what is in the Suggestion box.
- Click Explain to open the Office Assistant, which will offer you reasons for this error.
 If the red and green wavy lines distract you, you can turn them off:
- Choose Tools Options from the menu bar. The Options dialog box appears.
- Click the Spelling & Grammar tab.
- Un-check the Check Spelling as You Type or Check Grammar as You Type so the check box so that it is empty.
- Click OK.
Don't forget to use Spell and Grammar Check!
Did You Know?
Have you ever realized after typing a long paragraph that you accidentally left the Caps Lock on and all your letters are in Upper Case? Fortunately, you will not have to re-type the text to correct this mistake. Word offers a quick solution by allowing you to either select the Upper Case text and pressing Shift + F3 or clicking Format on the menu bar and selecting Change Case. Choose the correct option from the Change Case Dialog Box.
Challenge!
- Open the personal letter document.
- Use the Spelling and Grammar feature to check the document.
- Save and close the document.
Congratulations! If you have completed these challenges, then you have completed your first personal letter in Word 2003.
Word 2003
Lesson 5: Use AutoCorrect and Find and Replace
By the end of this lesson, learners should be able to:
- Use AutoCorrect
- Use Find
- Use Replace
AutoCorrect
Word's AutoCorrect feature can assist you in word processing tasks. AutoCorrect can help you locate misspelled words and correct them as you type. AutoCorrect can also be customized so that commonly used words will be automatically entered without having to type the entire word.
Examples:
When typing the misspelled word, stannd, Word will automatically convert this typo to the correct spelling, stand.
Instead of having to write a long proper noun like, GCFLearnFree.org, you can customize AutoCorrect to automatically complete the rest of the proper noun once you type the letters GCF.
Modifying AutoCorrect:
- Click Tools
- Select AutoCorrect Options from the menu bar. The AutoCorrect Options dialog box appears.
- Check or de-select any of the following options:
- Show AutoCorrect Options buttons.
- Correct two initial capitals.
- Capitalize the first letter of the sentence.
- Capitalize the first letter of table cells.
- Capitalize names of days.
- Correct accidental usage of Caps Lock key.
- Replace text as you type.
- Use the Replace: box to type a word you frequently misspell or type a shorthand word to represent a longer word or phrase, such as GCFLearnFree.org.
- Use the With: box to type the correct word.
- Click Add.
If you type a misspelled word into AutoCorrect's With: box, AutoCorrect always misspells that word.
If AutoCorrect changes a word that you don't want it to change, you can hover the pointer over the area where the autocorrection was made and a Smart Tag will appear that allows you to reset the original word. Click on the Smart Tag and a drop-down list with options to reverse the action is displayed.
Find and Replace
Word 2003 allows you to search for specific words in your document as well as fonts, special characters and formats. The Find and Replace functionality can really help save you time and effort in your word processing goals.
For example, consider a document you are editing that displays Word XP needs to be updated to Word 2003. Currently the document has the text, Word XP, typed again and again throughout the document. Using Find and Replace to replace Word XP with Word 2003 will save you much time and effort in your editing process.
Using Find - CTRL + F
- Click Edit on the menu bar
- Select Find. The Find and Replace dialog box appears.
- Type a word, phrase or format in the Find What box.
- Click Find All to start the search.
- Word will jump to the first instance of this word and will highlight the word for easy location.
- Continue Clicking the Find All button to find all other instances of this word.
OR
Check the Highlight all items found in: box to find all instances of the word at the same time. Use the list box below to select all, or portions of your document.
You can perform a more detailed search by clicking the More button on the Find and Replace dialog box:
- Click Edit on the menu bar
- Select Find. The Find and Replace dialog box appears.
- Type a word, phrase or format in the Find What box.
- Click More to conduct a detailed search.
- Click the Search list box if you want to limit your search to a specific part of the document.
- Use the check boxes to limit your search.
- Click Format if you want to limit your search to words in a specific Font, Paragraph, Tab, Language, Frame, Style or Highlight.
- Click Special to search for punctuation marks or section breaks.
- Click Find Next to start the search.
Using Replace - CTRL + H
- Click Edit on the menu bar.
- Select Replace. The Find and Replace dialog box appears.
- Type the word, phrase or format in the Find What: box that you are searching for.
- Type the word, phrase or format in the Replace With: box that will replace what is in the Find What: box.
- Click Find Next to conduct your search.
- When Word finds a word of phrase, do one of the following:
- Ignore it.
- Click Replace.
- Click Replace All to replace every occurrence of the selected text with the replacement text.
- Click Find Next to bypass it and find the next.
- Click Cancel to quit.
Did You Know?
Thesaurus: a book of words that have the same or nearly the same meaning
Are you having trouble finding the right word to use? Word offers a Thesaurus feature that can help you find just the right word.
Using the Thesaurus:
- Click Tools on the Menu Bar.
- Select Language and then follow the cascading menu to Thesaurus.
OR
- Use the quick key combination, Shift + F7
Challenge!
- Open the personal letter document.
- Use the Find and Replace feature to change the name of the person you are writing from "Tom" to "Sally."
- Go to Tools >> AutoCorrect Options. Look at the functions that AutoCorrect can do for you.
- Save and close the document.
Word 2003
Lesson 4: Cut, Copy, Paste and Drag and Drop
Page 1
By the end of this lesson, learners should be able to:
- Cut, copy and paste
- Drag and drop
Page 2
Cut, Copy, Paste
Often in word processing, you will need to transfer information from one document to another. Instead of having to re-type or replace this information, Word allows you to move a block of text (a word, sentence, paragraph, page, document, or graphic). Cut, Copy and Paste are extremely time-saving features. The Cut, Copy and Paste buttons are located on the Standard toolbar.
Cut and Paste:
- The Cut feature allows you to remove selected text from the document and temporarily place it on the Office Clipboard.
- The Clipboard is a temporary storage file in your computer's memory. Items placed on the Clipboard will remain there until you exit Word.
- The Paste feature allows you to get text from the Clipboard and place it in the same or even another document.
Copy and Paste:
- The Copy feature allows you to copy selected text from the document and temporarily place it on the Clipboard.
- The Clipboard is a temporary storage file in your computer's memory.
- The Clipboard can hold up to twenty-four items. Once you copy the 25th item, the first copied item is deleted.
- The Paste feature allows you to select any of the collected items on the Clipboard place it in the same or even another document.
You can Copy information from many different sources including Websites, Emails, and other Office applications like Excel and PowerPoint.
Page 3
Working with Blocks of Text
To Cut and Paste a Block of Text:
- Select the text you want to move.
- Click the Cut button on the Standard Toolbar.
- Place the insertion point where you want the text inserted.
- Click the Paste button.
To Copy and Paste a Block of Text:
- Select the text you want to move.
- Click the Copy button on the Standard Toolbar.
- Place the insertion point where you want the text inserted.
- Click the Paste button.
- Once the item has been pasted, you can determine the formatting by clicking on the Paste Options button that appears just below your pasted selection. Check or de-select any of the following options:
- Keep Source Formatting - maintains the text formatting of the original document.
- Match Destination Formatting - formats the pasted text to match the text formatting in the document in which it was pasted.
- Keep Text Only - removes any graphics that you may have copied along with the copied text.
- Apply Style or Formatting - allows you to choose a specific format from the Styles and Formatting menu.
Page 4
Viewing the Clipboard items:
- Click Edit on the Menu Bar.
- Select Office Clipboard.
- The Clipboard will appear on the right side of the Word window in the Task Pane.
- The Clipboard will display any of the 24 items you have copied.
Menu Commands:
- Edit
 cut
- Edit copy
- Edit paste
Keyboard Shortcuts:
- Ctrl+C = copy
- Ctrl+X = cut
- Ctrl+V = paste
Become comfortable using the keyboard shortcuts to increase your speed in word processing.
If you cut, copy, or paste something you didn't mean to, use the Undo button or choose not to save changes to your document when you close your document.
Page 5
Drag and Drop
The drag and drop method of moving text allows you to move selected text using your mouse.
This method is convenient for moving text when:
- Moving text from one location to another within a document.
- Moving text to another document.
To Drag and Drop Selected Text:
Drag:
- Select the text you wish to move.
- Place the mouse pointer anywhere on the selected text without clicking.
- Click and hold the left mouse button until the insertion point changes into a white arrow pointing up to the left.
- Left click and drag the selected text to the new location.
Drop:
- During this process, the mouse pointer changes to a box with a small white arrow over it, indicating you are dragging text.
- When you reach the new location, release the mouse button to drop the text into place.
- Once you release the mouse button a menu list will appear that offers you the following options:
- Move Here
- Copy Here
- Link Here
- Create Hyperlink Here
- Cancel
(Be sure to remove the selection highlight before pressing any key, so that you do not delete your newly moved text. IF you do accidentally delete, simply press the Undo button).
Page 6
Challenge!
- Open the personal letter document.
- Use the Drag and Drop feature to move the first sentence of the letter (“My daughter just got…”) to the end of the final paragraph of the letter.
- Use the mouse to select the paragraph you wrote (3rd paragraph).
- Use the Copy, Paste, and Cut features to move the 3rd paragraph so it is the second paragraph of the letter.
- Save and close the document.
Lesson 3: Use Backspace/Delete and Undo/Repeat
By the end of this lesson, learners should be able to:
- Use backspace and delete
- Use undo and repeat
Backspace and Delete
Use the backspace and delete keys (on your keyboard) to erase text in your document.
- The backspace key erases the text to the left of the insertion point one character at a time.
- The delete key (located under the Insert key) erases the text to the right of the insertion point.
Using Undo - Ctrl + Z
Have you made a mistake in your document and needed to go back and make changes, but you thought it was too late? Good news! Word offers a feature that helps prevent this from happening.
The Undo command lets you "undo" or delete the last change made to your document. As you can imagine, this is a very useful feature. If you make a change or mistake that you do not want or did not mean to do, you can simply "undo" your action.
Word remembers up to 300 actions in a document and allows you to undo any or all of them as long as you haven't closed the document first.
To Use Undo:
- Click Edit on the menu bar.
- Select Undo - this command will change names depending on the action you just took. If you accidentally deleted a sentence, it says Undo Clear.
- Press Ctrl + Z on your keyboard for a shortcut to Undo.
OR
- Undo all your recent actions by repeatedly clicking the Undo button located on the Standard toolbar.
Notice the small list arrow next to the Undo button. When you click on it, you see a list of all the separate actions you have performed on the document you are working on. You can select as many actions as you want to undo.
IMPORTANT: If you undo an action in the middle of the list, you will also undo all the actions above the one you select. For example, if you undo the 15th action in your list, you will also be undoing the 14 actions that came before the one you select.
Using Repeat - Ctrl + Y
The Repeat feature allows you to repeat the last action and can help to save a lot of time as you create your document.
To Use Repeat:
- Click Edit on the menu bar.
- Select Repeat - this command will change names depending on the action you just took. If you need to format a title on one page and wish to format another title the same way using Repeat, it will say Repeat Style.
- Press Ctrl + Y on your keyboard for a shortcut to Repeat.
Challenge
- Open the personal letter document.
- Click Enter twice.
- Write a new paragraph and discuss the following:
- Challenges you face as a distance learner.
- What you hope to gain from completing tutorials.
- Any other important points about distance learning.
- Practice using the Backspace, Delete, Undo, and Repeat functions as you type your paragraph.
- Move the insertion point to the end of the final sentence in the letter and click Enter twice.
- Write a Closing (i.e., Sincerely, Yours Truly, etc.).
- Save the document using the Save icon on the Standard Toolbar.
- Close the document.
Lesson 2: Save and Save As
By the end of this lesson, learners should be able to:
Save As Dialog Box
After selecting Save from the Menu Bar or the Standard Toolbar, the Save As Dialog Box appears.
To Specify a File Location:
- Open the Save In: drop down list box.
- Choose 31/2 floppy (A:) if saving to a floppy disk.
- Choose (C:) if saving to your hard disk.
- Name your file in the File name: box.
- Click Save.
If you do not choose a file name, Microsoft Word will assign a file name for you. It assigns the first line of text in you document, unless you give it a different name when prompted in the File name box.
If you do not specify a file location, Office uses the My Documents folder as the default location. So, if you can't find a file, check My Documents.
After Naming and Saving a File Once:
- Click the Save button
 on the Standard toolbar.
OR
- Go to the File menu and choose Save.
You will not get a Save As dialog box again.
Saving a File Under a New Name
If you wish to create an exact copy of an original document for editing or revising purposes, you should perform a Save As on the file and save it under a new name. This will guarantee that you always have a saved, original copy.
Follow these steps to perform a Save As:
- Click File from the menu bar.
- Select Save As. The Save As Dialog Box appears.
- Type a new name for your file in the File name: box.
- Click Save.
Choose Save As to rename a document. Be careful not to overwrite your original file.
Did you Know?
Save periodically when you are working in an application. Losing information is never fun! You can quickly save by using the quick-key combination Ctrl + S.
If Word encounters a problem, it may automatically shut down without giving you the chance to Save. The Document Recovery Task Pane will appear the next time you open Word. This pane allows you to view files that were recovered when Word discontinued working properly. Select the best version of your document and make sure to save it.
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