Microsoft Office 2003
Illustrated Brief
Creating a
Document
Objectives
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Create a new document from an
existing file
Enter text in a document
Edit text
Copy and paste text
Move text
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Objectives
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Find and replace text
Check spelling and grammar
Preview and print a document
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Creating a New Document from
an Existing File
– Use the New Document task pane to
create a new document
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Creating a New Document from
an Existing File (cont’d)

Using the New Document task pane
– Use the Blank Document command to
create a new, blank document
– In the Templates section, click On my
computer to choose from a wide variety
of templates and wizards
– Use the From existing document
command to open a copy of a
document and save it with a new name
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Creating a New Document from
an Existing File (cont’d)

Using the New Document task pane
Click to open
a copy of an
existing
document and
save it with a
new name
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Click to
create a
new blank
document
Click to
choose
from
templates
and
wizards
6
Creating a New Document from
an Existing File (cont’d)

Benefits of using the From existing
document command
– Keeps the original file intact
– Lets you reuse text from another
document without having to retype it
– Lets you edit the text in the new
document
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Creating a New Document from
an Existing File (cont’d)

Select the file you want in the New
from Existing Document dialog box
then click Create New
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Creating a New Document from
an Existing File (cont’d)


A copy of the file you selected opens
Use the Save As dialog box to save
the file with a new name
New filename
appears in
title bar
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Entering Text in a Document

Tips on entering text
– To enter text in a blank document,
just start typing
– To add text in an existing document,
click to set the insertion point, then
start typing
– When the text you type reaches the
right margin, the text wraps to the
next line automatically
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Entering Text in a Document
(cont’d)

Tips on entering text
– Press [Enter] to insert a blank line and move
the insertion point to the left margin
– Click the Show/Hide ¶ button to display
paragraph marks in the document
– As you type, the AutoCorrect feature corrects
many typing errors automatically
– Possible misspellings are underlined in red,
grammatical errors in green
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Entering Text in a Document
(cont’d)

Understanding Views in Word
– A view is the way in which Word
displays your document
– The best view for entering and editing
text is Normal view
– You can switch views using the View
buttons just above the status bar
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Entering Text in a Document
(cont’d)
Paragraph
mark
Normal
View
button
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Show/Hide ¶
button
Red wavy
line
indicates
possible
spelling
error
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Editing Text

You can modify or edit text in many
ways
– Click to the right of unwanted text, then
press [Backspace]
– Click to the left of unwanted text, then
press [Delete]
– Select or highlight unwanted text, then
type new text to replace it
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Editing Text (cont’d)

Tips for editing text
– If you make a mistake as you edit, click
the Undo button and try again
– If text you type deletes characters, then
your computer is in Overtype mode;
press [Insert] to change to Insert mode
– Make sure you know how to select text;
selecting text is an important skill in
editing text
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Editing Text (cont’d)

Tips for Selecting Text
– To select any amount of text, drag over
the text, then release the mouse button
– To select a word, double-click it
– To select a sentence, press and hold
[Ctrl], then click the sentence
– To select a paragraph, triple-click
anywhere in the paragraph
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Editing Text (cont’d)

Useful keys for moving the insertion
point around the document:
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Editing Text (cont’d)

Selecting text in a document
Undo button
Selected text
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Copying and Pasting Text
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Methods for copying text from one
location to another in a document
– Use the Office Clipboard to copy and
paste text
– Drag selected text to a new location
(drag and drop method)
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Copying and Pasting Text

Using the Office Clipboard to copy
and paste text
– Open the Clipboard task pane
– Select the text you want to copy
– Click the Copy button to copy the text to
the Office Clipboard, a temporary
storage area for copied items
– Click in the location you want to place
the copied text, then click the Paste
button to insert the text
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Copying and Pasting Text (cont’d)

What’s the difference between the Office
Clipboard and Windows Clipboard?
– Both are temporary storage areas on your
computer for copied items
– The Windows Clipboard can store only one
copied item at a time
– The Office Clipboard stores up to 24 items
– You must open the Clipboard task pane to
activate the Office Clipboard
– The Office Clipboard is only available with
Office programs
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Copying and Pasting Text (cont’d)

Copying text using the Office Clipboard
Selected text
that was
copied to
Office
Clipboard
Clipboard
task pane
shows
copied item
Paste button
Copy button
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Copying and Pasting Text

Copying text using drag and drop
method
– Select the text you want to copy, press
and hold [Ctrl], drag the text to a new
location, then release the mouse button
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Copying and Pasting Text (cont’d)

Using Copy and Paste vs. Drag and
Drop
– Text that is copied gets placed on the
Office Clipboard or Windows Clipboard
– Text that is dragged does not get
copied to the Office Clipboard or
Windows Clipboard
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Copying and Pasting Text (cont’d)

Copying text by dragging it
Dragged
text does
not get
copied to
the
Clipboard
task pane
Pointer
shape
shows text
is being
dragged
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Moving Text
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You can move text from one location
to another using these methods:
– Using the Cut and Paste commands
– Dragging selected text to a new
location
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Moving Text (cont’d)

Using the Office Clipboard to move
text
– Open the Clipboard task pane
– Select the text you want to move
– Click the Cut button to copy the text to
the Office Clipboard
– Click in the location you want to place
the text, then click the Paste button to
insert it
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Moving Text (cont’d)

Moving text using the drag and drop
method
– Select the text you want to copy, drag
the selected text to a new location, then
release the mouse button
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Moving Text (cont’d)

Tip for selecting text you want to
move:
– Place the mouse pointer in the
selection bar, the area to the left of the
left margin, then click to select an entire
line of text
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Moving Text (cont’d)

Moving selected text using theCut
and Paste buttons Cut button
Click in
selection
bar to select
entire line of
text
Cut text will
appear in
Clipboard
task pane
Paste
button
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Finding and Replacing Text

You can replace a word or phrase in
a document with another word or
phrase using the Replace command
– Click Edit on the menu bar, then click
Replace
– The Find and Replace dialog box
opens
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Finding and Replacing Text
(cont’d)

Using the Find and Replace dialog
box
Found text
is selected
in
document
Type new,
replacement text
here
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Type text
here that
you want to
find and
replace
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Finding and Replacing Text
(cont’d)

Benefits of using the Find and
Replace dialog box
– Saves time and ensures accuracy
– You can use the Replace All command
to replace all instances of a word or
phrase
– You can use the Find Next command to
review each occurrence individually
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Checking Spelling and Grammar

Word provides tools to ensure your
documents are free of errors
– AutoCorrect feature corrects errors as
you type (changes “teh” to “the”)
– Word identifies possible misspellings
with red wavy underlines
– Word identifies possible grammatical
errors with green wavy underlines
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Checking Spelling and Grammar
(cont’d)

Understanding the Spelling checker
– Word compares each word you type to
its built-in dictionary
– Words that are not in dictionary are
marked with a red wavy underline
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Checking Spelling and Grammar
(cont’d)

Fixing spelling errors
– Right-click a word with a red wavy
underline, then click a correctly spelled
alternative on the shortcut menu
– Open the Spelling and Grammar dialog
box to check for spelling and
grammatical errors
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Checking Spelling and Grammar
(cont’d)

Correcting spelling errors
Spelling
and
Grammar
button
Red wavy line
indicates
possible
misspelled
word
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Right-click to
open shortcut
menu with
correctly
spelled
alternatives
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Checking Spelling and Grammar
(cont’d)

Using the Spelling and Grammar
dialog box
Click to leave
Possible
misspelled
word appears
in red here
Word
suggests
alternative
spellings
here
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selected
occurrence
unchanged
Click to leave
all
occurrences
unchanged
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Checking Spelling and Grammar
(cont’d)

Using the Grammar checker
– Grammar errors include extra spaces,
or instances of passive voice
– Possible grammar errors are marked
with green underline
– Fix changes just as you would fix
spelling errors
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Checking Spelling and Grammar
(cont’d)

Understanding smart tags
– Smart tags are items Word has identified as a
certain data type
– Smart tags are marked by dotted purple
underline
– Place the pointer over a smart tag, click the
Smart Tag Options button to open menu, then
choose appropriate command to perform an
action
– Example: if a smart tag is a name, you can
send mail to it
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Previewing and Printing a
Document

Before printing, you can view a
document in Print Preview
– Print Preview shows how a document
will appear on the printed page
– Use Print Preview to check your
document’s overall appearance
– Previewing a document before printing
is a good way to save paper
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Previewing and Printing a
Document (cont’d)

Using Print Preview
– Click the Print Preview button on the
Standard toolbar
– Use the Zoom pointer to change the
magnification level of the view
– Use the Magnifier button to make edits
in Print Preview
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Previewing and Printing a
Document (cont’d)

Print Preview window
Multiple
Pages button
Magnifier
button
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Previewing and Printing a
Document (cont’d)

Printing a document
– Click the Print button
OR
– Click File on the menu bar, then click
Print to open the Print dialog box
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Previewing and Printing a
Document (cont’d)

Using the Print dialog box
Your default
printer
appears here
Type specific
pages to print
here if you
don’t want to
print them all
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Type
number of
copies to
print here
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Previewing and Printing a
Document (cont’d)
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Descriptions of other views you can
use to view a document
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Summary
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Use Word to create documents
Use the From existing document
command to create a new document
that’s based on an existing one
Enter and edit text using keyboard
Copy and move text in a document
using Cut, Copy, and Paste
commands or by dragging it
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Summary (cont’d)
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

Use Find and Replace dialog box to
replace unwanted text with new text
Use Spelling and Grammar checker
to ensure error-free documents
Preview a document before printing it
to ensure it looks the way you want
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