Word 2003 In Pictures
by Sarah Fowlie
www.inpics.net
Word 2003 In Pictures Copyright
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Table of Contents Word Basics .................................................... 1 Create a new document......................................................................... 2 Cut, copy and paste ............................................................................. 12 Format words ....................................................................................... 22 Format paragraphs .............................................................................. 35 Use bullets and numbering ................................................................. 47 Adjust page settings............................................................................ 53 Check spelling...................................................................................... 59 View pages ........................................................................................... 63
Long Documents ........................................... 77 Format text with styles ........................................................................ 78 Find and replace................................................................................... 98 Set tabs ............................................................................................... 103 Insert breaks....................................................................................... 108 Employ headers and footers ............................................................. 114
TABLE OF CONTENTS
i
Special Features .........................................127 Format pages in columns ................................................................. 128 Employ drop caps.............................................................................. 131 Insert pictures .................................................................................... 134 Draw and paint ................................................................................... 145 Employ tables .................................................................................... 156
Advanced Word............................................173 Employ mail merge............................................................................ 174 Employ templates .............................................................................. 196 Print envelopes and labels ............................................................... 205 Use the thesaurus.............................................................................. 212 Count words....................................................................................... 215 Insert table of contents ..................................................................... 217
ii
TABLE OF CONTENTS
Word Basics In this section, you’ll learn how to: • Create a new document • Cut, copy and paste • Format words • Format paragraphs • Use bullets and numbering • Adjust page settings • Check spelling • View pages
WORD BASICS
1
Create a new document Type text 1.
Start Microsoft Word 2003. You should see a screen that looks like this:
2
WORD BASICS
2.
Close the Getting Started pane.
3.
In the blank document, type: Fax Cover Sheet at the top of the page.
WORD BASICS
3
4.
Press the ENTER key on your keyboard twice. The document should look like this:
Tip: Pressing the ENTER key twice should add two blank lines between the words Fax Cover Sheet and the blinking cursor.
4
WORD BASICS
5.
Type: To: John Smith
6.
Press the ENTER key on your keyboard.
7.
Type: From: Melissa Jones then press ENTER.
8.
Type: Fax number: 888-555-1874 then press ENTER. WORD BASICS
5
9.
Type: Date: January 1, 2004 then press ENTER.
10.
Type: Total number of pages: 5 The document should now look like this:
6
WORD BASICS
Create a folder for your document 1.
On the Menu Bar, click File, then Save.
WORD BASICS
7
2.
When the Save As window appears, create a new folder in the My Documents folder called Word Documents. Tip: To create this new folder, first select the My Documents folder in the Save in drop-down list.
8
WORD BASICS
Then click the
icon.
When the New Folder window appears, type: Word Documents
in the Name box.
WORD BASICS
9
Then click the
button.
The Word Documents folder should appear in the Save in box.
10
WORD BASICS
Save the document 1.
In the File name box, type: Fax Cover Sheet
2.
Click the
button.
WORD BASICS
11
Cut, copy and paste Move text 1.
Click at the beginning of the words Fax number: 888-555-1874
2.
12
Holding your mouse button down, drag over the words to highlight them.
WORD BASICS
3.
Click the
icon.
Tip: Your Standard and Formatting toolbars may share one row
at the top of the window. Some buttons may be hidden: Hidden Icons
To see all the buttons, click the Formatting toolbar’s handle (the light gray dotted vertical line)…
…and drag the Formatting toolbar down so it occupies a second row. WORD BASICS
13
Now the toolbars should be stacked one above the other:
Some menu commands also may be hidden. To make all the menu commands appear, click the double arrows at the bottom of the menu:
To see what an icon does, rest your mouse on it for a full second. A yellow label will appear that tells you what it does:
14
WORD BASICS
4.
Click at the beginning of the last line on the page to place the cursor there.
5.
Click the
icon.
WORD BASICS
15
Your document should now look like this:
16
WORD BASICS
Copy text 1.
On the Menu Bar, click Edit, then Select All.
2.
Click the
icon.
WORD BASICS
17
3.
Click the
icon.
This should create a new document. You should now have two Word windows open, and a new blank document:
18
WORD BASICS
Paste text 1.
Click the
icon.
All the text from the document Fax Cover Sheet should appear in the new document:
2.
Click the
icon to save the new document.
WORD BASICS
19
20
3.
Save the document as Fax Cover Sheet Copy in the Word Documents folder.
4.
On the Menu Bar, click Window, then Fax Cover Sheet.
WORD BASICS
This should return you to the original document:
WORD BASICS
21
Format words Change font
22
1.
Highlight the words Fax Cover Sheet.
2.
Click the drop-down arrow next to the Font list.
3.
When the Font list appears, click Arial.
WORD BASICS
The text should look like this:
4.
Click in white space on the page to un-highlight the text.
WORD BASICS
23
Using Fonts Fonts, or letter shapes, fall into two main categories: Serif and Sans Serif. Serif fonts have little “feet” at the bottom of letters, like Times New Roman:
Sans Serif fonts, like Arial, don’t have “feet” at the bottom of letters:
For the main text of a document, you may want to use a serif font. Their “feet” lead your eye across the page, and make long passages easier to read. You may want to use a sans serif font for headings. This makes a nice contrast: Sans Serif Heading The heading of this descriptive paragraph is in a sans serif font. See how it draws attention to this paragraph below it?
24
WORD BASICS
Change font size 1.
Highlight the words Fax Cover Sheet again. Then click the drop-down arrow next to the Font Size list.
2.
When the Font Size list appears, click 16.
WORD BASICS
25
3.
Click in white space on the page to deselect the text. The words Fax Cover Sheet should now be larger:
4.
26
Save the document.
WORD BASICS
Change font style 1.
Highlight the words Fax Cover Sheet, then click the
icon.
The text should look like this:
2.
Click the
icon again to un-bold the text.
The text should look like this:
WORD BASICS
27
3.
Click the
icon.
The text should now look like this:
28
4.
Click the
icon again to un-italicize the text.
5.
Click the
icon one more time.
WORD BASICS
6.
Click in white space on the page to de-select the text. The text should look like this:
WORD BASICS
29
Change font color
30
1.
Highlight the words Fax Cover Sheet.
2.
Click the drop-down arrow next to the
3.
When the Font Color grid appears, click Teal.
WORD BASICS
icon.
4.
Deselect the text. The text should now be teal-colored.
5.
Save the document.
WORD BASICS
31
Apply text effects
32
1.
Highlight the words Fax Cover Sheet.
2.
On the Menu Bar, click Format, then Font.
WORD BASICS
3.
When the Font window appears, check the All Caps checkbox.
4.
Click the
button.
WORD BASICS
33
5.
Save the document. It should now look like this:
34
WORD BASICS
Format paragraphs Change paragraph alignment 1.
Make sure the words FAX COVER SHEET are still highlighted, then click the
icon.
The document should look like this:
WORD BASICS
35
2.
Click the
icon.
The text FAX COVER SHEET should shift to the center of the page.
36
WORD BASICS
Indent paragraphs 1.
Click at the end of the last line to place your cursor there.
2.
Press ENTER twice to start a new line and create a little space below the last line of text.
3.
Type the phrase: Here is the travel information you requested. Please contact me if you have any additional questions.
4.
Click the
icon.
WORD BASICS
37
The document should now look like this:
5.
Click the
icon again.
The text should indent further:
38
WORD BASICS
6.
Click the
icon.
The text should go back to its previous indent:
7.
Save the document.
WORD BASICS
39
Change line spacing 1.
Make sure the cursor is still in the paragraph that begins Here is the travel… Then in the Menu Bar, click Format.
2.
40
When the menu appears, click Paragraph.
WORD BASICS
3.
When the Paragraph window appears, click Double in the Line spacing drop-down list.
4.
Click the
button.
WORD BASICS
41
The paragraph should now be double-spaced:
42
WORD BASICS
Apply borders 1.
Click the first line, FAX COVER SHEET, to place your cursor in it.
2.
On the menu bar, click Format.
3.
When the menu appears, click Borders and Shading.
WORD BASICS
43
4.
When the Borders and Shading window appears, make sure the Borders tab is on top. Then in the Style list, click Double Line.
44
WORD BASICS
5.
In the Width list, click 1 ½ pt.
WORD BASICS
45
6.
Click the
button.
The paragraph should now have a double-line border around it:
7.
46
Save the document.
WORD BASICS
Use bullets and numbering Apply bullets 1.
Highlight the lines from To: John Smith through Total Number of Pages: 5
2.
Click the
icon.
WORD BASICS
47
The lines should now look like this:
Tip: If you want to just start a new line under the same bullet,
use a soft return. Soft returns start a new line instead of a new paragraph. To do a soft return, place your cursor at the end of a line, hold down the SHIFT key on your keyboard, then press ENTER. Example: • Paragraph. • New Paragraph. It gets its own bullet. • Paragraph. Soft-returned line beneath paragraph. Since it’s in the same paragraph, it doesn’t get its own bullet.
48
WORD BASICS
Apply numbering 1.
Click the
icon.
The lines should now look like this:
WORD BASICS
49
2.
Click the
icon again to change the lines back to bulleted.
Tip: Sometimes Word carries over numbering from a previous
numbered list into a new list.
To restart numbering, place the cursor in the first line of the numbered list. On the Menu Bar, click Format, then Bullets and Numbering. Make sure the Numbered tab is on top, then click the Restart numbering radio button.
50
WORD BASICS
Change bullet character 1.
On the Menu Bar, click Format, then Bullets and Numbering.
2.
When the Bullets and Numbering window appears, click the Diamonds bullet.
WORD BASICS
51
3.
Click the
button.
The lines should now look like this:
4.
52
Save the document.
WORD BASICS
Adjust page settings Set margins 1.
On the Menu Bar, click File, then Page Setup.
Tip: If you can’t see Page Setup, click the double down arrows at the bottom of the File menu.
WORD BASICS
53
2.
Make sure the Margins tab is on top. Then enter 0.75” for the Top, Bottom, Left and Right margins.
3.
54
Click the
WORD BASICS
button.
Change orientation 1.
On the Menu Bar, click File, then Page Setup.
2.
When the Page Setup window appears, click Landscape.
This changes the page orientation to horizontal.
WORD BASICS
55
3.
Click Portrait.
This will change the page orientation back to vertical.
56
WORD BASICS
Set paper size 1.
At the top of the Page Setup window, click the Paper tab.
2.
Click the drop-down arrow under Paper size, then click Legal.
WORD BASICS
57
3.
Change paper size back to Letter.
4.
Click the
button.
The new .75” page margins should take effect.
5.
58
Save the document.
WORD BASICS
Check spelling 1.
Change the words FAX COVER SHEET at the top of the page to read Faxe Cover Sheet.
2.
Click in blank white space on the page. A red squiggly line should appear under the word Faxe:
Click the
icon.
WORD BASICS
59
The Spelling and Grammar window should appear, with the word Faxe in the top half of the window.
3.
60
Choose the correct spelling of Fax from the list of suggestions.
WORD BASICS
4.
Click the
5.
When the Spell Check Complete window appears, click the
button.
button.
AutoCorrect You might notice that Microsoft Word automatically corrects common spelling errors. If you type teh, it will automatically change it to the.
6. This feature is called AutoCorrect. You can see all of the entries for 7. AutoCorrect by clicking Tools, then AutoCorrect Options. 8. You can even add AutoCorrect entries for common typos you make.
9.
Change the words Fax Cover Sheet back to All Caps.
10.
Save the document. Tip: You can also right click on a word with a red squiggly line.
A list of alternate spellings will appear in the pop up menu.
WORD BASICS
61
Grammar check By default, Microsoft Word checks grammar as well as spelling. Grammatical errors are underlined with a green squiggly line. A grammar check will run when you perform a spell check. To correct grammar, right-click on the underlined words and choose alternative phrasing. Keep in mind that the grammar check is only 75%-80% accurate. If you don’t want Microsoft Word to run grammar checks, when you run a spell check, uncheck the Check Grammar box in the Spelling and Grammar window.
62
WORD BASICS
View pages Employ different page views 1.
At the bottom of the screen, click the
icon.
Tip: If the icon is depressed, you are already in Print Layout
View.
WORD BASICS
63
2.
Click the
icon.
Tip: Note that you no longer see the edges of the page.
64
WORD BASICS
Different page views There are four views in Microsoft Word: Print, Normal, Web, and Outline. Print Layout View shows not only formatting, but the layout of the document.
Normal View concentrates on the text and formatting, and doesn’t show all the formatting of a document, like columns.
The Web Layout View simulates the look of Web pages in a Web browser.
The Outline View creates a hierarchy for long documents.
WORD BASICS
65
Show/Hide invisible symbols 1.
Click the
icon.
Tip: Note that symbols representing hard returns, spaces, tab
characters and soft returns appear. The Show/Hide icon The Show/Hide icon displays invisible formatting symbols. It can be very helpful for troubleshooting. Paragraph symbols represent hard returns.
The dots between words represent spaces.
Right arrows represent tab characters.
Bent arrows represent soft returns.
2.
Click the
icon again.
The symbols should disappear. 66
WORD BASICS
Change the Zoom level 1.
Click the drop-down arrow next to the Zoom box.
2.
When the Percentage list appears, click 200%.
3.
At the bottom of the screen, click the
icon.
WORD BASICS
67
4.
Click the Zoom drop-down arrow again, then click 75%.
The screen should look like this:
68
WORD BASICS
5.
Click the Zoom drop-down arrow again, then click Page Width.
The screen should look like this:
WORD BASICS
69
Preview a document 1.
Click the
icon.
The screen should look like this:
70
WORD BASICS
2.
Click once near the top of the document.
WORD BASICS
71
The view should zoom in so the text is legible:
72
WORD BASICS
3.
Click on the page again. The view should zoom out:
4.
Click the
5.
Save the document.
icon.
WORD BASICS
73
Print a document 1.
On the Menu Bar, click File, then Print.
The Print window should appear.
74
WORD BASICS
Notice the options available:
2.
Click the
3.
Save and close the document Fax Cover Sheet.
button.
WORD BASICS
75
76
WORD BASICS
Long Documents In this section, you’ll learn how to: • Format text with styles • Find and replace • Set tabs • Insert breaks • Employ headers and footers
LONG DOCUMENTS
77
Format text with styles Download a document 1.
Open a Web browser and go to: www.inpics.net/books/word2003
2.
Place the cursor over the ParisGuide.doc link, then click your right mouse button. Tip: All Word Documents have the extension .doc.
Just like the extension .ppt identifies a file as a PowerPoint presentation,.doc identifies a file as a Word document.
3.
78
When the menu appears, click Save Target As.
LONG DOCUMENTS
4.
When the Save As window appears, navigate to the Word Documents folder in the My Documents folder, so it appears in the Save in box.
5.
Click the
button.
This will save ParisGuide.doc in the Word Documents folder.
6.
Close the browser.
LONG DOCUMENTS
79
Open an existing document
80
1.
On the Standard toolbar, click the
2.
Click the drop-down arrow in the Look in list, then click the My Documents folder.
LONG DOCUMENTS
icon.
3.
From the list of folders and files, double-click Word Documents.
It should appear in the Look in box.
4.
Click ParisGuide.doc once to select it. Then click the
button.
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81
Apply styles
82
1.
Click in front of the first word, Paris, to place your cursor there:
2.
Click the drop-down arrow next to the Style list.
3.
When the Style list appears, click Heading 1.
LONG DOCUMENTS
4.
Click in front of the word Overview in the second line:
5.
Click the drop-down arrow next to the Style list.
6.
In the Style list, click Heading 2.
LONG DOCUMENTS
83
7.
Save the document in the Word Documents folder as Paris Guide. It should look like this:
84
LONG DOCUMENTS
Create new styles 1.
Scroll down about 2/3 of the way down the document.
2.
Highlight the words Atelier Montparnasse $$
3.
Make this text bold and italic.
LONG DOCUMENTS
85
4.
Change the font size to 14 points.
5.
Click inside the Style box to highlight its contents
then type: Hotel Name
6.
86
Press the ENTER key on your keyboard.
LONG DOCUMENTS
7.
Click the drop-down arrow beside the Style box. Hotel Name should be listed among the styles.
8.
Highlight Esméralda $$
LONG DOCUMENTS
87
9.
Click the drop-down arrow next to the Style box. When the list of styles appears, click the Hotel Name style.
This should apply the Hotel Name style to the text. The text Esméralda $$ should now look like this:
88
LONG DOCUMENTS
Modify a style 1.
Click in front of the word Overview to place your cursor there.
The Heading 2 style should appear in the Style box:
2.
On the Menu Bar, click Format, then Styles and Formatting.
LONG DOCUMENTS
89
When the Styles and Formatting pane appears, place your cursor on the Heading 2 style.
3.
90
Click the drop-down arrow that appears next to it.
LONG DOCUMENTS
4.
In the drop-down list that appears, click Modify.
LONG DOCUMENTS
91
92
5.
When the Modify Style window appears, click the button.
6.
When the list appears, click Font.
LONG DOCUMENTS
7.
In the Font style box, click Italic.
8.
Click the
button twice.
The text should now look like this:
LONG DOCUMENTS
93
9.
94
Close the Styles and Formatting pane by clicking its
LONG DOCUMENTS
icon.
Practice 1.
In the Paris Guide document, apply the Heading 2 style to the text What to See Where to Eat and Where to Stay
2.
Apply the Hotel Name style to the text George V $$$$ and Paris Hôtel des Tuileries $$$
3.
Format the text Restaurant Georges so it’s bold and italic.
LONG DOCUMENTS
95
4.
Save the formatting for Restaurant Georges as a style named Restaurant:
5.
Apply the Restaurant style to the text Café Beaubourg Tante Marguerite and Bistrot Côte Mer
6.
96
Change the Restaurant style so it’s not italic.
LONG DOCUMENTS
7.
Save the Paris Guide document. When you’re done, it should look like this:
LONG DOCUMENTS
97
Find and replace Find words 1.
Place the cursor at the beginning of the Paris Guide document.
2.
On the Menu Bar, click Edit, then Find.
3.
When the Find and Replace window appears, type: See in the Find what box.
98
LONG DOCUMENTS
4.
Click the
button.
5.
Click the
button.
The word see should be highlighted:
LONG DOCUMENTS
99
Replace words
100
1.
Place the cursor at the top of the document.
2.
Click Edit, then Replace.
LONG DOCUMENTS
3.
When the Find and Replace window appears, make sure the Replace tab is on top, then type: Paris in the Find what textbox.
4.
In the Replace with textbox, type: the City of Light
LONG DOCUMENTS
101
5.
Click the
button.
The first instance of Paris is highlighted.
6.
Click the
button twice.
Painters try to capture the beauty of Paris… is the next text found.
7.
Click the
button.
The word Paris should be replaced by the City of Light.
102
8.
Click the
9.
Save the Paris Guide document.
LONG DOCUMENTS
button.
Set tabs 1.
Scroll down to the text Where to Stay in the document.
2.
Highlight the four lines under Rates.
Notice the tab symbol in the ruler:
3.
Click the
icon to the left of the ruler.
It should change to a
tab.
LONG DOCUMENTS
103
Tip: If the ruler is not visible, click View on the Menu Bar, then click Ruler.
4.
Click the
icon again.
It should change to a
5.
Click the
icon again.
It should change to the
104
LONG DOCUMENTS
tab.
tab.
6.
7.
Click 5 more times on the
icon.
It should cycle back to the
tab.
Place your cursor at 2 inches on the ruler, then click.
A tab should be set, with the hotel rates centered vertically on the tab marker.
LONG DOCUMENTS
105
8.
Place the mouse pointer on the tab marker, then drag it to the left 0.5 inches so it rests on 1.5.
The hotel rates should move closer to the $ symbols:
9.
106
Save the Paris Guide document, then close it.
LONG DOCUMENTS
Practice 1.
Open Paris Guide.
2.
Highlight the four lines under Prices per entrée.
3.
Set a right-aligned tab at 1.5". The page should look like this:
4.
Save the Paris Guide document, then close it.
LONG DOCUMENTS
107
Insert breaks Insert a page break
108
1.
Open Paris Guide.
2.
On the first page of the document, click in front of the word Overview to place your cursor there.
3.
On the Menu Bar, click Insert, then Break.
4.
When the Break window appears, make sure Page Break is selected.
LONG DOCUMENTS
5.
Click the
button.
The word Overview should move to the next page.
LONG DOCUMENTS
109
Insert a section break Section breaks Section breaks allow you to format different parts of a document differently. By breaking up a document into different sections, you can apply different page numbers or margins to different parts of the same document.
1.
Scroll to the text What to See then click in front of the W.
2.
110
On the Menu Bar, click Insert, then Break.
LONG DOCUMENTS
3.
When the Break window appears, click Next Page under Section Break Types.
4.
Click the
button.
What to See should move to the next page.
5.
Save the document.
LONG DOCUMENTS
111
Practice 1.
Insert a Next Page Section Break before each of the following headings: Where to Eat Where to Stay
2.
Insert a Page Break before Sacré Coeur and Bistrot Côte Mer
112
LONG DOCUMENTS
3.
Save the document. It should look like this:
LONG DOCUMENTS
113
Employ headers and footers Insert page numbers 1.
Return to the first page of the Paris Guide document.
2.
On the Menu Bar, click View, then Header and Footer.
A dotted-line rectangle indicates the header area.
114
LONG DOCUMENTS
The Header and Footer toolbar should appear, with the document text grayed out:
Tip: You can move the Header and Footer toolbar out of the
way by clicking the toolbar’s Title Bar (the colored bar where it says Header and Footer) and dragging it to a new location.
LONG DOCUMENTS
115
In this case, it’s been dragged up to the top of the page, beneath the other toolbars:
3.
In the Header and Footer toolbar, click the
The footer area should now be displayed:
116
LONG DOCUMENTS
icon.
4.
In the Header and Footer toolbar, click the
5.
On the Header and Footer toolbar, click the
6.
Scroll to the bottom of the page.
icon.
icon.
The page number should be visible at the bottom of the page.
Tip: If you don’t see the page number, make sure you are in
Print Layout view. Headers and footers are not visible in Normal view.
7.
Save the document.
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117
Insert headers 1.
On the Menu Bar, click View, then Header and Footer.
2.
In the Header area, type: Paris Guide
3.
On the Header and Footer toolbar, click the
icon.
Paris Guide should now be at the top of every page.
118
LONG DOCUMENTS
Remove headers/footers from first page 1.
Double-click on the header Paris Guide to view the Header area.
2.
On the Menu Bar, click File, then Page Setup.
LONG DOCUMENTS
119
3.
When the Page Setup window appears, make sure the Layout tab is on top. Then check the Different First Page checkbox.
4.
Click the
button.
The header should disappear from page one:
120
LONG DOCUMENTS
5.
On the Header and Footer toolbar, click the
icon.
It should take you to page 2, where the header should be visible:
LONG DOCUMENTS
121
Set different headers and footers Using different headers/footers For long documents like manuals and proposals, you might want to give each new section (or chapter) of the document a different header and/or footer. If a section break has been inserted at the beginning of each new chapter, you can create different headers and footers for each chapter.
122
1.
Highlight the words Paris Guide in the header.
2.
Type the word Overview to replace Paris Guide.
LONG DOCUMENTS
3.
On the Header and Footer toolbar, click the
icon.
It should take you to page 3. The Header area on page 3 should indicate Section 2.
Section 2 is the What to See section of the document, but its header still says Overview.
4.
On the Header and Footer toolbar, click the
icon to turn it off.
LONG DOCUMENTS
123
124
5.
Change Overview to What to See.
6.
On the Header and Footer toolbar, click the
7.
Save the Paris Guide document and close it.
LONG DOCUMENTS
icon.
Practice 1.
Open Paris Guide.
2.
Return to the Header/Footer view.
3.
Go to Section 3, Where to Eat.
4.
Change the Header for Section 3 to read Where to Eat.
5.
Change the Header for Section 4 to read Where to Stay. Go to Print Preview and observe the headers and footers. Each section should have the correct header.
LONG DOCUMENTS
125
6.
126
Save and close the document.
LONG DOCUMENTS
Special Features In this section, you’ll learn how to: • Format pages in columns • Employ drop caps • Insert pictures • Draw and paint • Employ tables
SPECIAL FEATURES
127
Format pages in columns 1.
Using your browser, go to: www.inpics.net/books/word2003
2.
Download Newsletter.doc and save it in the Word Documents folder in the My Documents folder.
3.
Open Newsletter.doc in Word.
4.
Highlight the text from the first headline Travel prices hit rock bottom to the end of the document.
128
SPECIAL FEATURES
5.
On the Menu Bar, click Format, then Columns.
6.
When the Columns window appears, click the Two option.
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129
7.
Make sure Selected Text appears in the Apply To box. Then click the
button.
Tip: If you don’t highlight text first, columns will be applied to the
entire document. The document should now look like this:
8.
130
Save it in the Word Documents folder.
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Employ drop caps 1.
Click in the first paragraph: Airlines are dropping prices…
2.
On the Menu Bar, click Format, then Drop Cap.
SPECIAL FEATURES
131
132
3.
When the Drop Cap window appears, click Dropped in the Position section.
4.
Choose Tahoma from the Font list.
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5.
Click the
button.
The paragraph should now begin with a dropped capital letter:
SPECIAL FEATURES
133
Insert pictures 1.
Click at the beginning of the text Your Guide to Worldwide Travel
2.
134
On the Menu Bar, click Insert, Picture, then Clip Art.
SPECIAL FEATURES
3.
When the Clip Art pane appears, type: travel in the Search for box, then click the
button.
SPECIAL FEATURES
135
4.
Scroll down to the picture of the globe and the suitcase.
Then place your cursor on it. When the down-facing arrow appears, click it.
136
SPECIAL FEATURES
5.
When the drop-down menu appears, click Insert.
6.
Close the Clip Art pane.
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137
The document should now look like this:
138
SPECIAL FEATURES
Move and resize pictures 1.
Click and drag the picture to the top of the second column.
SPECIAL FEATURES
139
2.
Click and drag the resize handle up and to the right about an inch.
This should make the picture larger:
140
SPECIAL FEATURES
Tip: Resizing from a corner handle ensures the picture will
resize proportionally. If you use the middle handles to resize, the picture will be stretched horizontally or vertically, and will be out of proportion:
If you accidentally distort the picture, just select the picture, then icon on the Picture toolbar. This returns the picture click the back to its original size.
SPECIAL FEATURES
141
Wrap text around pictures 1.
On the Picture toolbar, click the
icon.
Tip: If you don’t see the Picture toolbar, click View on the Menu Bar, then Toolbars, then Picture.
2.
142
When the drop-down menu appears, click Square.
SPECIAL FEATURES
The document should now look like this:
SPECIAL FEATURES
143
Tip: If the picture disappears…
…scroll down to the bottom of the first column and the picture should be there. Then just click and drag the picture back to the top of the second column.
3.
144
Save the document.
SPECIAL FEATURES
Draw and paint Draw shapes 1.
Place the cursor at the top of the document and click the icon.
The Drawing toolbar should appear at the bottom of the window.
SPECIAL FEATURES
145
2.
Click the
icon.
A drawing canvas should appear at the top of the page.
Tip: A drawing canvas automatically appears when you click on
any of the drawing tools. The canvas allows you to move and resize multiple shapes together. You can specify whether you want to use the drawing canvas: On the Menu Bar, click Tools, then Options. When the Options window appears, click the General tab. Then you can check or uncheck the Automatically create drawing canvas when inserting AutoShapes check box.
146
SPECIAL FEATURES
3.
In the upper left corner of the page, outside of the drawing canvas, click and drag diagonally to draw a rectangle about 1 inch wide by ½ inch tall.
Tip: Make sure you draw the rectangle outside of the drawing
canvas.
4.
On your keyboard, press the DELETE key to delete the rectangle.
5.
Click the
icon on the Drawing toolbar again.
SPECIAL FEATURES
147
6.
On your keyboard, hold down the SHIFT key. Then click and drag to draw a square in the upper left corner of the page outside of the drawing canvas.
Tip: Holding the SHIFT key down when drawing creates a
square, a circle or other proportional shape.
148
7.
Delete the square.
8.
On the Drawing toolbar, click the
SPECIAL FEATURES
icon.
9.
When the menu appears, click Stars and Banners, then click the first star.
10.
Click and drag in the upper left corner of the page (outside the drawing canvas) to draw a 1.5 inch star.
SPECIAL FEATURES
149
Change shape color 1.
On the Drawing toolbar, click the arrow next to the
2.
When the color grid appears, click Yellow.
The document should now look like this:
150
SPECIAL FEATURES
icon.
Add text to a shape 1.
On the Drawing toolbar, click the
2.
Click in the middle of the star.
icon.
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151
3.
In the text box, type: Paris from $299!
4.
152
Click and drag the right resize handle about a ¼ inch to the right.
SPECIAL FEATURES
This should make the star wider and all of the text visible.
5.
Center the text in the textbox. The star should look like this:
SPECIAL FEATURES
153
6.
Change the font in the text box to Tahoma.
If necessary, click the star and drag it to the top of the page so it’s not blocking any of the text.
154
SPECIAL FEATURES
7.
Save the document. It should now look like this:
SPECIAL FEATURES
155
Employ tables Insert a table 1.
Click in the blank line above the text Vacation Planning Tips For Bargain Shoppers
2.
156
On the Menu Bar, click Table, Insert, then Table.
SPECIAL FEATURES
3.
When the Insert Table window appears, enter 3 for the columns and 3 for the rows.
4.
Click the
button.
The document should now look like this:
SPECIAL FEATURES
157
5.
Press the TAB key on your keyboard to move the cursor to the second cell of the table.
6.
Type: Paris
158
SPECIAL FEATURES
7.
Type this information in the table cells: Boston Chicago
Paris London $299 $259 $379 $299
The document should now look like this:
Tables vs. tabs If you just want to line up a couple of items, tabs work well. For large sets of information, tables work better. Tables also provide more formatting options for borders and shading.
SPECIAL FEATURES
159
Add rows and columns 1.
Make sure the cursor is in the last cell of the table, then press the TAB key on your keyboard. This should insert a new row in the table.
2.
In the new row, type: Los Angeles $299
3.
$359
Place your cursor above the word London. When the cursor turns into an arrow
, click.
This should highlight the last column of the table:
160
SPECIAL FEATURES
4.
On the Menu Bar, click Table, Insert, then Columns to the Right.
5.
When the new column appears, type: Boston Chicago Los Angeles
6.
Paris $299 $379 $299
London $259 $299 $359
Rome $319 $399 $399
Click to the left of the first cell in the table, with your cursor an arrow: .
This should highlight the entire first row.
SPECIAL FEATURES
161
7.
On the Menu Bar, click Table, Insert, then Rows Above.
8.
In the first cell of the table, type: Bargain Airfares
9.
Save the document. The table should look like this:
162
SPECIAL FEATURES
Merge cells 1.
Click in the first cell of the first row, then drag across to the last cell. This should highlight the first row.
2.
On the Menu Bar, click Table, then Merge Cells.
SPECIAL FEATURES
163
3.
Bold and center the text in the first row.
Tip: Formatting text in a table works the same way as in the rest
of a document. By clicking on icons in the toolbars, you can apply bullets and other formats to text contained in table cells.
164
SPECIAL FEATURES
Change column width 1.
Place the cursor between the first and second columns.
Click and drag the column divider to the right.
The first column should get wider, while the second column gets narrower.
SPECIAL FEATURES
165
2.
On the Menu Bar, click Table, AutoFit, then AutoFit to Contents.
The table should now look like this:
166
SPECIAL FEATURES
Apply borders and shading 1.
Highlight the entire first row of the table.
2.
On the Menu Bar, click Format, then Borders and Shading.
SPECIAL FEATURES
167
3.
When the Borders and Shading window appears, click the Shading tab. Then click Lavender in the last row of the color grid.
Then click the
4.
168
Right-click on the table.
SPECIAL FEATURES
button.
5.
When the menu appears, click Borders and Shading.
SPECIAL FEATURES
169
6.
When the Borders and Shading window appears, make sure the Borders tab is on top. Then click None for the Setting.
7.
170
Click the
SPECIAL FEATURES
button.
8.
Save and close the document. It should look like this:
9.
Print Preview the document. You’ll see the table’s border lines disappear.
10.
Close the Print Preview window.
SPECIAL FEATURES
171
172
SPECIAL FEATURES
Advanced Word In this section, you’ll learn how to: • Employ mail merge • Employ templates • Print envelopes and labels • Use the thesaurus • Count words • Insert a Table of Contents
ADVANCED WORD
173
Employ mail merge Mail merges Mail merges take information from an outside data source, and merge it with a Word document. It’s a great way to create form letters or labels with very little work. For instance, you might use a mail merge to plug different names and addresses into the same basic form letter, creating a customaddressed letter for hundreds of people. The mail merge might get names and addresses from a Microsoft Access database. It could get them from Word document, with all the names and addresses stored in a table. It could get them from a Microsoft Outlook address book, or even a Microsoft Excel spreadsheet.
174
ADVANCED WORD
Set up the mail merge 1.
Go to: www.inpics.net/books/word2003 and download Addresses.doc to the Word Documents folder on your computer.
2.
On the Standard toolbar, click the
3.
On the Menu Bar, click Tools, Letters and Mailings, then Mail Merge.
icon.
ADVANCED WORD
175
4.
176
In the Mail Merge pane, make sure Letters is selected.
ADVANCED WORD
Then click Next: Starting document.
5.
Make sure Use the current document is selected.
ADVANCED WORD
177
Then click Next: Select recipients.
178
ADVANCED WORD
6.
Make sure Use an existing list is selected. Then click Browse.
ADVANCED WORD
179
7.
180
When the Select Data Source window appears, double-click Addresses.doc in the Word Documents folder.
ADVANCED WORD
8.
When the Mail Merge Recipients window appears, click the button.
ADVANCED WORD
181
Tip: Addresses.doc is the data source for your form letter. It is
a Microsoft Word document with all the names and addresses for your form letter arranged in a table.
If you want to use an Access database as your data source, change the file type to Microsoft Access when you click Open Data Source. After navigating to your file, you will be asked what table or query
in the database you want to use.
182
ADVANCED WORD
9.
In the Mail Merge pane, click Next: Write your letter.
ADVANCED WORD
183
Set up the form letter 1.
At the top of the blank document, type: June 14, 2004
2.
184
Press the ENTER key on your keyboard four times.
ADVANCED WORD
3.
In the Mail Merge pane, click Address block.
ADVANCED WORD
185
186
4.
When the Insert Address Block window appears, click Joshua Randall Jr. in the recipient’s name format list.
5.
Click the
6.
Press ENTER twice.
ADVANCED WORD
button.
7.
In the Mail Merge pane, click Greeting line.
ADVANCED WORD
187
188
8.
When the Greeting Line window appears, click Joshua in the Greeting line format name list.
9.
Click the
ADVANCED WORD
button.
10.
Press ENTER twice, then type: Enclosed is the itinerary for your upcoming trip. Bon voyage! The document should now look like this:
11.
Press ENTER twice, then type: Best Regards,
ADVANCED WORD
189
12.
Press ENTER four times, then type: Joe Addler The document should look like this:
190
ADVANCED WORD
Perform the merge 1.
In the Mail Merge pane, click Next: Preview your letters.
The document should look like this:
ADVANCED WORD
191
2.
192
Click Next: Complete the merge.
ADVANCED WORD
3.
Click Edit individual letters…
4.
When the Merge to New Document window appears, click the button. Make sure All is selected.
It should create a 5-page document with a different form letter on each page.
ADVANCED WORD
193
5.
Save the document as Itinerary Letters in the Word Documents folder.
6.
Close the document.
7.
Close the Mail Merge pane.
Then close the document without saving changes.
194
ADVANCED WORD
Practice 1.
Start a new document.
2.
Create a mail merge letter using Addresses.doc as the data source.
3.
Insert the date at the top of the letter.
4.
Insert the address block.
5.
Insert the greeting line.
6.
For the text of the letter type: Thank you for your interest in our summer European tours. I’ve enclosed an invitation to our Escape from it All party. You’ll be able to learn more about our tours at this party. I hope to see you there. Sincerely, Joe Addler
7.
Preview the merge document.
8.
Complete the mail merge.
9.
Save the merged letters as a document named Party Letters in the Word Documents folder.
10.
Close the document.
ADVANCED WORD
195
Employ templates Templates Templates are documents in which all the formatting and layout has already been done. When you create a new document using a template, all you do is plug in your information. For instance, when writing a letter, you can start with the Letter template. Just plug in the name and address of the recipient, the body text, and your letter is ready.
196
1.
On the Menu Bar, click File, then New.
2.
In the New Document pane, under Templates, click On my computer.
ADVANCED WORD
3.
When the Templates window appears, click the Letters & Faxes tab.
4.
Click Elegant Letter.
5.
Click the
button.
ADVANCED WORD
197
6.
When a new document opens, click the text [Click here and type company name]
7.
Type: ONE WORLD TRAVEL
198
ADVANCED WORD
8.
Click the text [Click here and type recipient’s address]
9.
Type: Sandy Williams 1235 South Street Philadelphia, PA 12345
ADVANCED WORD
199
10.
Click the text [Click here and type your name]
11.
Type: Joe Addler
200
ADVANCED WORD
12.
Highlight the text [Click here and type job title]
13.
Press the DELETE key on your keyboard.
ADVANCED WORD
201
14.
Replace the text Dear Sir or Madam with Dear Sandy
15.
Highlight the paragraph that begins Type your letter here.
202
ADVANCED WORD
16.
Type: Thank you for your interest in our 10-day Italian Wine and Olive Tour. I have enclosed a pamphlet that details the tour.
17.
Save the document in the Word Documents folder as Sandy Letter.
18.
Close the document.
ADVANCED WORD
203
Practice 1.
Create a new document using the Professional Fax template.
2.
Type One World Travel for the Company Name.
3.
Type 123 Main Street for the return address.
4.
Enter the following information for sending the fax: To: Mary August Fax: 202-555-1345 Phone: 202-555-1344 Re: Flight Confirmation From: Joe Addler No. of Pages: 1
5.
Replace the Comments section with the following text: You are confirmed for flight 345 to London on American Airlines. You will depart from Dulles on 3/4/04 at 4:44pm. Bon Voyage!
204
6.
Save the document in the Word Documents folder as August Fax Sheet.
7.
Close the document.
ADVANCED WORD
Print envelopes and labels Print envelopes 1.
Open the document Sandy Letter.
2.
On the Menu Bar, click Tools, Letters and Mailings, then Envelopes and Labels.
3.
When the Envelopes and Labels window appears, make sure the Envelopes tab is on top.
4.
Click in the Delivery Address box, then type: Sandy Williams 1235 South Street Philadelphia, PA 12345
ADVANCED WORD
205
5.
Click in the Return address box and type: One World Travel 123 Main Street Hampstead, MD 21704 The window should look like this:
206
ADVANCED WORD
6.
Click the
button.
Tip: If this window appears, click the
7.
On the Standard toolbar, click the envelope.
button:
icon to Print Preview the
Tip: The Envelopes and Labels window should show you
which way to load the envelope into your printer.
ADVANCED WORD
207
8.
208
Click the
ADVANCED WORD
button to exit Print Preview.
Print labels 1.
In the Menu Bar, click Tools, Letters and Mailings, then Envelopes and Labels.
2.
When the Envelopes and Labels window appears, click the Labels tab.
ADVANCED WORD
209
210
3.
Click the
4.
Click 5160 in the list of labels, then click the
ADVANCED WORD
button.
button.
Tip: Microsoft Word has the settings for many different label
sizes. It uses the number assigned by Avery, a common brand of labels. Other brands of labels will often list the Avery label number.
5.
Click the
6.
Save the document as Sandy Labels in the Word Documents folder.
7.
Close the document.
button.
ADVANCED WORD
211
Use the thesaurus
212
1.
Make sure the document Sandy Letter is open.
2.
Click the word pamphlet.
3.
On the Menu Bar, click Tools, Language, then Thesaurus.
ADVANCED WORD
4.
When the Thesaurus window appears in the Research pane, click the drop-down arrow beside brochure.
5.
When the list appears, click Insert.
ADVANCED WORD
213
The document should now look like this:
6.
214
Save and close Sandy Letter.
ADVANCED WORD
Count words 1.
Open your browser and go to: www.inpics.net/books/word2003
2.
Download ParisGuideFinished.doc and save it in the Word Documents folder.
3.
Open ParisGuideFinished.doc.
4.
Save it as Paris Guide Advanced in the Word Documents folder.
5.
On the Menu Bar, click Tools, then Word Count.
ADVANCED WORD
215
When the Word Count window appears, it should show 1,055 words.
6.
216
Close the Word Count window.
ADVANCED WORD
Insert table of contents Table of contents Microsoft Word will generate a table of contents based on text that is formatted using the Heading styles. You must use Styles to generate a table of contents.
1.
Go to page 2 of the document Paris Guide Advanced.
2.
Insert a page break in front of the word Overview.
3.
Go back one page to the blank page.
4.
Click at the top of the blank page to put your cursor there.
ADVANCED WORD
217
5.
218
On the Menu Bar, click Insert, Reference, then Index and Tables.
ADVANCED WORD
6.
When the Index and Tables window appears, click the Table of Contents tab.
7.
Click the
button to accept the default settings.
ADVANCED WORD
219
The page should look like this:
8.
220
Save and close Paris Guide Advanced.
ADVANCED WORD
Glossary Accessories Additional programs, such as WordPad, included with the Windows operating system. Bullet A symbol used at the beginning of each line in a list of items. Bulleted lists can be used to outline points in a document. Cell The rectangular-like space between 2 horizontal and 2 vertical lines of a table. Clipboard A place in computer memory where information that’s been cut or copied is temporarily stored. Column A vertical set of cells in a table. Copy A command that duplicates selected text or graphics. It sends the information to the Clipboard so you can put it somewhere else. Cut A command that removes selected text or graphics. It sends the information to the Clipboard so you can put it somewhere else. Data Source A file that contains the information you wish to insert into a mail merge document. Data source files can be tables saved as Word documents, Microsoft Excel files, Microsoft Access files, or contacts in Microsoft Outlook.
GLOSSARY
221
Drawing Canvas An area in which you can draw shapes. The shapes in the drawing canvas can be moved and resized as a group. Drop Cap A large initial letter at the beginning of a paragraph. The top of the letter is aligned with the top of the text in the line, and the rest of the text in the paragraph flows around the large initial letter. Footer An area in the bottom margin of each page of a document where you can insert text, numbers, or graphics that print on each page, such as page numbers. Formatting toolbar A row of icons that contains commands for formatting text. Hard Return A command that ends the current line of text and starts a new paragraph. Header An area in the top margin of each page of a document where you can insert text, numbers, or graphics that print at the top each page, such as a chapter heading. Indent Moves the text of a paragraph either further away, or closer to either the left or right margin. Line Spacing The amount of space between the lines of text in a paragraph. Double spacing creates a blank line of space between each line of text in the paragraph. Mail Merge A process that takes information from an outside data source, such as an address list, and combines it with a Word document, such as a letter to create and merge form letters and mailing lists. 222
GLOSSARY
Menu Bar A horizontal bar across the top of the Word window that contains written commands. Page Break A break that ends the current page and starts a new page. Page Margins The blank space between the edge of the page and where the text begins. You can set different amounts of space for the top, bottom, left and right sides of the page. Page Orientation The horizontal or vertical layout of text on a page. Paste A command that places text or graphics from the Clipboard into a document. Row A horizontal set of cells in a table. Section Break A break that ends the current section and begins a new section. Sections allow you to vary the layout of a document. Section A portion of the document bounded by section breaks. You can vary the layout of each portion, i.e. with different page numbering, different columns, or different headers or footers. Soft Return A break that ends the current line of text and starts a new line. You can use a soft return to start a new line in a bulleted or numbered list without creating a new bullet or number.
GLOSSARY
223
Standard Toolbar A row of icons that contains frequently-used commands such as saving, copying, and pasting text. Style A set of formatting characteristics you apply to text. Styles help format long documents without repetitive formatting. Styles also help keep formatting consistent throughout the document. Table A display of columns and rows that can contain text and/or graphics in the cells. Tab A marker that allows you to line up text at the left, right, center, or against a decimal character. Templates A document in which all formatting and layout has already been done. You can just add the necessary text to the document. There are templates for letters, faxes, and even reports.
224
GLOSSARY
Where To Get In Pictures Books If you liked this book, and would like to buy more like it, visit: www.inpics.net
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