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Terminology
Pointer The graphic figure which moves on the screen when the mouse is moved. It changes shape depending on position, but is an I-shaped beam, in the document, or is usually an arrow () shape elsewhere on the screen.
Point Move the mouse so the pointer is on the specified item.
Click Press the left mouse button once then release it immediately.
Double Click Press the left mouse button twice in quick succession.
Right Click Press the right mouse button once then release it immediately.
Drag and Drop Press the left mouse button and hold it down while moving the mouse. Let go when you have dragged the object to the required position.
Screen buttons In this leaflet, on-screen button icons are indicated by bold text, as are Menu items.
Key Shortcuts: You may choose to use the key combinations in this leaflet such as <Ctrl>+<Z> - this means, hold down the first key(s) (e.g.<Ctrl>), whilst pressing once, the last key (e.g. <Z>).
START and EXIT WORD
Starting Word
- Click the Start button, then select Programs, Microsoft Office and Microsoft Word 2003
…or… double click on the Word 2003 icon on the Desktop
…or… single click on the Word 2003 icon on the Quick Launch portion of the TaskBar.
Exiting Word
See the section on Saving Files and then….
- Click File on the Menu Bar and then click Exit
…or…click the Close icon in the top, right corner of the screen.
OPENING, SAVING and CLOSING FILES
Opening New Files
- Click File on the Menu Bar, click New…. and then click Blank Document
…or… click the New Blank Document icon for a Normal, blank document (or choose a template).
Opening Existing Files
- Click File on the Menu Bar and then click Open…
…or…click on the Open icon on the ToolBar.
- In the Open dialogue box and from the Look in: drop-down menu, select the drive (e.g. H:) and then the folder which contains your file.
- Files are saved in folders that are contained in a hierarchical structure with a drive name at the top, e.g. (H:). You may need to click on the drive name first then double-click on individual folders.
To open files on a floppy disk:
- Click on 3½ Floppy (A:).
- Locate the folder, click on the file name that you want to open and then click on the Open button.
To open recently used files:
- Click File on the Menu Bar and then click on the name of the file that you wish to reopen from the list that displays at the bottom of the File sub-menu window
Saving New Files and Existing Files to a New Location
- Click File on the Menu Bar and then click Save.
…or… click on the Save icon on the ToolBar.
- The Save As dialogue box will appear. Either, accept the default location (H: drive), or find the folder in which you wish to save the file (see Opening Existing Files) and select the required file type.
If you wish to save to a floppy disk:
- make sure that you have a floppy disk in the disk drive, and that there is enough space left on it to store your document.
- From the Save in: drop-down menu, select 3½ Floppy (A:)
- A new document will never have been saved before, so you will need to give it a name. Type the name of your document in the File Name: box. The system will automatically add .doc to the end of your filename, so you do not need to type this.
- After naming the file, click on Save …or… press the<Enter> key.
Saving Existing Files to the same location
- Click File on the Menu Bar and then click Save
…or… click on the Save icon on the ToolBar.
Saving Existing Files to a new location
- Click File on Menu Bar, click Save As… and enter File Name.
Closing Files
- If you have saved the file, click File on Menu Bar and then Close.
- If you have not saved your file before closing, you will be prompted to save the file first.
- Closing a file without saving it results in losing all your work.
- If you have saved your file previously and now close it without saving it again, any changes made since your last save will be lost.
ENTERING and EDITING TEXT
Typing Text
Text automatically flows down to the next line, word-wrapping as you type. DO NOT press <Enter> at the end of a line, unless you wish to force the cursor onto a new line, e.g. when creating a new paragraph.
Moving Around the Document Window
- Move the Pointer to the part of the text you wish to work on.
- Click the left mouse button, the cursor moves to the new position.
- Press <Ctrl>+<Home> takes you to the start of the document.
- Press <Ctrl>+<End> takes you to the end of the document.
- Use the keyboard arrow keys (with/without <Ctrl>).
- Use the scrollbars on the sides of the Document Window.
Inserting Text
Insert text
- Move the cursor to where you wish to begin and start typing.
Insert a Blank Line
- Press <Enter> twice, at the end of the first paragraph.
Overtype
- Move the cursor to the point where you wish to begin overtyping, and then press the <Insert> key. The box in the Status Bar (at the bottom of screen) that says “OVR” will appear in bold type.
- Type the new text. Press the <Insert> key again when you have finished, to return to the normal Insert mode.
Deleting Text
- If to the left of the cursor, press the <Backspace> key.
- If to the right of the cursor, press the <Delete> key.
Selecting Text
If you wish to move, copy, delete or reformat areas of text which are more than one character long, you will need to select them first.
Using the Mouse
- Point to the first letter of the text area you want to select.
- Press and hold the left mouse button whilst dragging the mouse to the end of the text area you want. The text is selected as you drag.
- Release the mouse button and the block will remain selected.
Using the Keyboard
- Position the cursor before the text you want to select.
- Use a combination of <Shift> (or <Ctrl>+<Shift>) and any one of the arrow, <Home>, <End>, <Page Up> or <Page Down> keys
- If you select the wrong text, press any arrow key (or click the left mouse button) to de-select it.
Moving or Copying Text
- Select the text to be moved or copied and click Edit on Menu Bar.
- Click on Cut to move the text …or… Copy to copy the text.
- Move the cursor to where you want the text to be placed.
- Click Edit on the Menu Bar, and then click on Paste
…or… use ToolBar icons (don’t forget to select text first):
Cut  or Copy  , or Paste  …or…
use <Ctrl+X> to Cut, <Ctrl+C> to Copy, <Ctrl+V> to Paste.
FORMATTING
To format text you have already typed, you must select it first (see Selecting Text). If you do not select any text the formatting generally takes effect from the current cursor position onwards.
Font of the Text (Size and Style)
- Click Format on the Menu Bar and then click Font.
- Select the options, as required, and click on OK.
- You can also use the Formatting ToolBar icons. If hidden, click View on the Menu Bar, then ToolBars and then tick Formatting.
Margins of the Whole Document
- Click File on the Menu Bar and then click Page Setup.
- Select the Margins tab, change options, as required, and click OK.
Margins in a Section of the Document
- Position the cursor in the section (see Sections) where you want the different margins to apply.
- Click File on the Menu Bar and then click Page Setup.
- In the Margins tab, select “This Section” from the Apply To: drop-down menu if you want the margins to apply only to this section
…or… “This Point Forward” if you want the margins to apply for the rest of the document, and click on OK.
Alignment of Text
- Click the following icons on the Formatting ToolBar:
 Left  Centre  Right  Justify
- The default justification is usually Left, e.g., lines form a straight edge on the left hand margin of the document.
Indent Text
- Click Format on the Menu Bar, then click Paragraph and then select the Indents and Spacing tab.
- Set the Left/Right indentation boxes to what you require, e.g. setting both left and right to 1” will indent text an extra 1” from each margin …or… click the Special box and choose the required option, the By: box will be set to a default setting, change if required and click on OK.
…or… click on Help, Show the Office Assistant, click and type in your question.
- To hide The Assistant from the Desktop, right click on it, and select Hide …or… Click Help, Hide the Office Assistant.
Bullets and Numbering
- Click Format on the Menu Bar, click Bullets & Numbering…., select the required format and click on OK.
Line Spacing
- Click Format on the Menu Bar, click Paragraph…. and select the Indents and Spacing tab.
- Choose the type of spacing you require by selecting from the Line Spacing drop-down menu and click on OK.
Headers and Footers
- Click View on the Menu Bar and then click Header and Footer.
- Type or edit the desired text in the Header section
…or…click the Switch Between Header and Footer icon on the ToolBar to edit the Footer section.
- Unclick the Same as Previous icon to cut links with the previous section and create a different header or footer.
- Close the Header and Footer ToolBar.
Page Numbers
- Click Insert on the Menu Bar and then click Page Numbers….
- Set options from, Position, Alignment, Show Number on First Page, and click on OK
…or… Click the Format button to change the Number Format, e.g., 1, 2, 3; i, ii, iii; a, b, c; etc.
- If you need different numbering in different Section(s), insert the 1st page number in the Start At: box, and click on OK.
SECTIONS
Section Breaks are needed to format “sections” of the document differently in terms of Margins and Page Numbers.
- Position the cursor where the new Section will start, and then click Insert, Break.
- Under Section break types, choose Continuous to start the new section immediately after the cursor
…or… Next Page to start the new section on the next page.
TABLES
Insert a Table
- Position the cursor where the table will begin and click Table on the Menu Bar, then Insert, and then Table.
- Set the Number of Columns and Number of Rows, and choose one of the AutoFit options, and click on OK.
Table Format
- Select the entire or part of the table you want to format.
- Click Format on the Menu Bar, and then Borders and Shading.
- Select the Borders tab, choose a Setting type (Grid or Box), choose the Style of the grid (or border), etc., and click on OK.
- You can also choose which parts of each of the cells in the selection to format by clicking on the diagram in the Preview section.
- Use the Shading tab to add colour shading to a cell and the Page Border tab to add a border around the entire page.
SPELLING, ERRORS and WORD COUNT
Check the Spelling in the Document
- Click Tools on the Menu Bar and then click Spelling and Grammar…, or click on the Spelling and Grammar icon
…or… press the <F7> key.
Undo Command
- Click the Undo Typing icon, or click Edit on the Menu Bar and then click Undo Typing ..or.. use <Ctrl>+<Z>.
Repeat/Redo Command
- Click the Redo Typing icon, or click Edit on the Menu Bar, and then click Repeat Typing
..or.. use <Ctrl>+<Y>.
Both the Undo and Redo operations are recursive, i.e. you can undo/redo X previous commands by performing Undo/Redo X times.
Word Count and Document Statistics
- Click File on the Menu Bar and then click Properties.
- Click Statistics tab to get information such as Word Count and Total Editing Time, and General tab for file Location and Size.
PRINT PREVIEW
- Click File on the Menu Bar and then Print Preview
…or… click the Print Preview icon on the ToolBar
- Click and drag the Multiple Pages icon to set the number of pages to view on the screen.
Edit from Print Preview
- Click in the area you wish to edit.
- Click the Magnifier toggle icon to off and start editing.
- Click the Magnifier icon to on and return to Print Preview.
- Click on Close to return to the normal Word window.
PRINTING
- Click File on the Menu Bar and then click Print….
…or… click the Print icon on the ToolBar.
- In the Print dialogue box, select the Page range option you require:
- The Current Page option prints the page the cursor is on.
- The Pages option allows you to select a range of pages.
- The Selection option will print any pre-selected text.
- Change the number in the No. of Copies box if required.
- Click on OK when finished.
Help
- Click on the Help icon or press the <F1> key or click on Help, Microsoft Office Word Help, type in your search request and click on Start searching
…or… click on Help, Show the Office Assistant, click and type in your question.
- To hide The Assistant from the Desktop, right click on it, and select Hide …or… click Help, Hide the Office Assistant.
For help in any dialogue box, click on its Help icon (top right) and then on the item that you need help with.
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