Introduction to Microsoft Word 2003
CIS 100: Introduction to Computers
Mr. A. Craig Dixon
Spring 2006
Why Word 2003?
 Microsoft Word is used for two primary
tasks:
processing – creating textual
documents such as letters, reports, and
memos
 Desktop publishing – creating graphical
and / or highly stylized publications such as
posters, bulletins, and flyers
 Word
Introduction to Microsoft Word
2003
2
Anatomy of a Word Window
Standard
toolbar
Formatting
toolbar
Task pane
Horizontal
ruler
Vertical
ruler
Content
pane
Status bar
View buttons
Introduction to Microsoft Word
2003
3
Views in Microsoft Word
 Word allows you to view the documents you create using one
of five views:





Normal view for documents that are mostly text; maximizes the
amount of usable space displayed.
Web layout view for creating web documents using Word (there
are better programs for this!)
Page layout view for complex documents that include graphics,
tables, etc.; attempts to mimic the look and feel of the printed
page
Outline view for creating outlines
Reading layout view displays each page on a single screen,
using large, easily readable fonts.
 The view can be changed using the buttons in the lower right-
hand corner of the Word window.
Introduction to Microsoft Word
2003
4
“As You Type” Features
 Word has several features that are active as
you enter text.
Automatic spell check
 Automatic grammar check
 AutoCorrect
 AutoFormat
 AutoText

 Sometimes these features are quite helpful;
other times they are quite annoying!
Introduction to Microsoft Word
2003
5
Automatic Spelling and Grammar Check
 If you type a word that is not
in Word’s dictionary, it is
automatically underlined with
a red squiggly line.
 If you type a sentence that
does not fit Word’s grammar
model, it is automatically
underlined with a green
squiggly line.
 In either case, right-clicking
the offending text will bring
up a context menu that
includes common ways to
deal with the perceived error.
Misspelled
word flagged
Improper
grammar
flagged
Introduction to Microsoft Word
2003
6
AutoCorrect
 Word has a set of common mistakes that it
automatically corrects for you as you type.
Typing “teh” instead of “the”
 Typing a lower case “i” instead of “I”
 Forgetting cAPS lOCK is on

 You can control what is and is not corrected
by clicking Tools > AutoCorrect Options…
Introduction to Microsoft Word
2003
7
AutoFormat
 If Word thinks it can guess what you are trying to type, it
will attempt to format it for you.



:) becomes 
www.this.com gets hyperlinked like so: www.this.com
1/2 becomes ½
 This is not always helpful. Consider:
becomes
Introduction to Microsoft Word
2003
8
AutoText
 Word also tries to guess what you are
typing before you type it. It displays its
guess as a floating label similar to a
ToolTip.
 Just like the label says, you can press the
Enter key to accept Word’s guess.
Alternately, you can keep typing whatever
you want.
Introduction to Microsoft Word
2003
9
Formatting Text
 Word gives the user a plethora of ways to
format text. The ones available on the
formatting toolbar are:
Changing the font face
 Changing the font size
 Bolding, underlining, italicizing, or shadowing
 Changing the text foreground color

 Other options like super- and subscripting are
available by clicking Format > Font…
Introduction to Microsoft Word
2003
10
Font Faces
 A font face simply defines the appearance of every
printable character.
 Though many fonts are installed on most systems, all
font faces can be divided into one of four font families.




Serif
Sans serif
Monospaced
Decorative
 The font face can be changed using the font face
combo box on the formatting toolbar.
Introduction to Microsoft Word
2003
11
Font Families
 Each font family has its own particular
characteristics and use.




Serif – all letters have serifs attached.
Serif fonts are more readable for large
blocks of text.
Sans serif – no letters have serifs
attached. Sans serif fonts have a more
modern look and are preferable for
headings and short blocks of text.
Monospaced – all letters are the same
width. Monospaced fonts are used
primarily in computer coding or situations
where spacing is paramount.
Decorative – letters are highly stylized.
Decorative fonts are just that… decorative.
Because they are somewhat difficult to
read, they should be used sparingly.
Introduction to Microsoft Word
2003
Serifs present
No serifs present
Uniform letter width
12
Font Transferability
 The font faces installed on one computer may not be
installed on another computer.
 If a computer encounters a font face that it does not
have installed, it tries to match it with the closest font
face that is installed, usually with limited success.
 There are a few font faces that are considered
standard in each family.




Serif – Times New Roman (Times on Mac)
Sans serif – Arial (Helvetica on Mac)
Monospaced – Courier New
Decorative – no standard
Introduction to Microsoft Word
2003
13
Emphasis
 Bold, italic, and underlined text all basically serves the same
purpose… to emphasize the content.
 As with font families, these have their advantages,
disadvantages, and accepted uses.




Boldface text tends to “jump off the page.” It draws the eye to it,
but consequently away from surrounding text, so it should be used
sparingly.
Italic text implies a little less emphasis than bold, but doesn’t draw
the eye as much, so it can be used more liberally.
Underlined text should also be used sparingly, as the underline
interferes with the descenders of lower-case letters.
Sometimes ALL CAPS is used for emphasis. This is a bad idea,
since it gives the effect of screaming at the reader.
 Each of these effects can be applied using the toggle buttons in
the formatting toolbar.
Introduction to Microsoft Word
2003
14
Font Sizes
 Font size is measured in a unit called the point. A
point is approximately 1/72 of an inch.
 Varying font size is an often overlooked way to add
emphasis.

Bigger text draws more attention and is considered more
important.
 This technique is cleaner than any other method of
emphasis.
 It is a good idea to vary font sizes to reinforce a
heading-subheading hierarchy in a memo or report.
 The font size can be changed using the font size
combo box on the formatting toolbar.
Introduction to Microsoft Word
2003
15
Font Color
 Changing font color appropriately can “jazz up” a
document. However, you should observe the
following guidelines:




Choose a font foreground color that contrasts starkly with the
background.
If your document will be photocopied, use colors that copy
well.
Use color sparingly; make it the exception rather than the
rule.
Remember that the color onscreen may not necessarily
match the color on paper. Print a test sheet.
 The font color can be changed using the font color
drop-down on the formatting toolbar.
Introduction to Microsoft Word
2003
16
Paragraph Formatting
 Word allows the user to make certain
adjustments to larger blocks of text like
paragraphs. Some of these are:
 Using
single-, double-, or 1.5-spacing
 Using first-line or hanging indents
 Changing top, left, bottom, or right margins
 Using left- or right-aligned, centered, or
justified text
Introduction to Microsoft Word
2003
17
Paragraph Indention
 There are two main styles of paragraph
indention:
Leading indention – Each paragraph begins on the
line immediately below the previous paragraph;
the paragraph’s first line is indented (usually about
½ inch.)
 Block indention – Each paragraph has a blank line
between it and the paragraph below it; the
paragraph’s first line begins flush with the left
margin.

 Both styles are acceptable in most types of
writing.
Introduction to Microsoft Word
2003
18
Paragraph Spacing
 There are primarily three types of paragraph spacing:



Single-spacing – each line of text begins immediately below
the line above it.
1.5-spacing – each line of text has a blank line
approximately half the height of the current font between it
and the line below it.
Double-spacing – each line of text has a blank line
approximately the height of the current font between it and
the line below it.
 It is usually inappropriate to use block indention with
1.5- or double-spacing.
 Paragraph spacing can be changed using the
paragraph spacing drop-down on the formatting
toolbar.
Introduction to Microsoft Word
2003
19
Paragraph Alignment
 There are four types of paragraph alignments:




Left-aligned – the most common by far; all text starts from
the same place on the left side (the left margin is flush) and
ends at a different place on the right side (the right margin is
ragged.)
Right-aligned – the text has a ragged left and flush right
margin
Centered – text is centered on the page and has both
ragged left and right margins
Justified – the internal space between letters and words is
adjusted such that the text has both flush left and right
margins (as in most newspaper columns.)
 You can adjust paragraph alignment using the toggle
buttons on the formatting toolbar.
Introduction to Microsoft Word
2003
20
Changing Page Margins
 Page margins refer to the amount of white space left
between the edge of the paper and the beginning of
the text.

Margins are most easily seen in page layout view.
 Word’s default margins are 1-inch for top and bottom,
and 1.25 inches for left and right.
 You can change these margins by clicking File >
Page Setup… and changing the margin settings.
Note: A margin less than 0.7 inches is likely to go
outside the printable boundaries of the page.
Introduction to Microsoft Word
2003
21
Changing Indention
 The controls for first line, hanging, and
right indents are located in the Word
ruler, seen below:
First-line indent slider
Right indent slider
Hanging indent slider
 The sliders for the respective indents
are moved along the ruler by dragging.
Introduction to Microsoft Word
2003
22
Changing Page Orientation
 There are two possible page orientations:
 Portrait – the longer side of the page is positioned
vertically
 Landscape – the longer side of the page is
positioned horizontally
 You can change the page orientation by
clicking File > Page Setup… and clicking the
appropriate orientation. (If you plan to change
the orientation, it should probably be your first
step.)
Introduction to Microsoft Word
2003
23
Lists
 Lists may occur in almost any form of writing.
There are three main kinds of lists:
Comma-delimited – the most common type of list
in prose writing
 Bulleted – used for lists that are in no particular
order
 Numbered – used for lists that are in chronological
or priority order

 Bulleted and numbered lists take up more
space in the document, but are often easier
to dissect.
Introduction to Microsoft Word
2003
24
Creating a Bulleted or Numbered List
Select bullets or numbering by
clicking the appropriate toggle
button in the formatting toolbar.
Numbering Bullets
2. Type the first item in the list and
press Enter. A new bullet or
number will be created on the next
line.
3. When finished, click the
appropriate toggle button a second
time, or press Enter again.
Alternately, you can highlight an existing return-delimited
list and click the appropriate toggle button.
1.
Introduction to Microsoft Word
2003
25
Formatting Bullets
Click Format > Bullets and
Numbering…
If none of the displayed bullets
are satisfactory, click the
Customize… button.
Click Font… to select a new
font face, size, and emphasis.
1.
2.
3.
•
4.
Common font faces to find bullets
in are Wingdings, Webdings, and
Symbol.
To select a character from the
selected font, click Character…
and choose from the
characters presented.
Introduction to Microsoft Word
2003
26
Formatting Numbering
1. Click Format > Bullets
and Numbering…
2. If none of the displayed
formats are satisfactory,
click Customize…
3. Customize the
numbering as needed
using the given controls.
Introduction to Microsoft Word
2003
27
Print Preview
 You can get a good idea of how your
document will look when printed by
using the Print Preview feature.
 To access Print Preview, click File, then
Print Preview.
Introduction to Microsoft Word
2003
28
Anatomy of Print Preview
Print
button
Zoom
level
combo
box
Magnifier
button
Close
button
One page
button
Multiple
pages
button
Introduction to Microsoft Word
2003
29