Microsoft Office 2003- Illustrated Introductory, Premium Edition

1
Microsoft Office 2003- Illustrated Introductory,
Premium Edition
Getting Started

• with Word 2003

2
Objectives

• Understand word processing software
• Start Word 2003
• Explore the Word program window
• Start a document
• Save a document

3
Objectives

• Print a document
• Use the Help system
• Close a document and exit Word

4
Unit Introduction

• Microsoft Word is a word processing program used
  to create
• Letters
• Memos
• Newsletters
• Research papers
• Web pages
• Business cards
• Resumes
• Financial reports
• Other types of documents

5
Understanding Word Processing Software

• A word processing program is software that allows
  you enter, edit, and format text and graphics
• Copy and move text
• Format text with fonts and color
• Format and design page layout
• Insert tables, charts, diagrams, and graphics
• Use mail merge to create form letters
• The files you create using Word are called
  documents

6
Understanding Word Processing Software (cont.)
Header
Formatted text
Column
Graphic
Chart
Table
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Understanding Word Processing Software (cont.)

• Plan a document before you create it
• Identify
• Message
• Audience
• Needed elements (charts, tables, etc.)
• Appropriate tone and look for the document
  (formal, playful, etc.)
• The purpose of and audience for a document
  determine its design

8
Starting Word 2003

• Use the Start button on the taskbar to open Word

Word program icon
Start button
9
Starting Word 2003 (cont.)
I-beam pointer

• The Word program window opens and displays a
  blank document
• The insertion point indicates where text appears
  when you type

Blank document
Insertion point
10
Starting Word 2003 (cont.)

• The mouse pointer changes shape depending on its
  location in the Word program window
• Each pointer is used for a different purpose

11
Starting Word 2003 (cont.)

• Word includes different views, or ways of
  displaying a document
• Print Layout view displays a document as it will
  look when printed
• Normal view displays a simplified layout view of
  a document without margins or graphics
• Web Layout view displays a document as it will
  look when viewed on a computer screen using a Web
  browser

12
Starting Word 2003 (cont.)

• Word document views (cont.)
• Outline view displays the headings in a document
  in outline form
• Reading Layout view displays document text in a
  way that makes it is easy to read and annotate
• Full Screen view displays only the document
  window on screen

13
Exploring the Word Program Window
Task pane
Menu bar
Toolbars
Scroll bar
Document window
Ruler
View buttons
Status bar
14
Exploring the Word Program Window (cont.)

• The Word program window
• Title bar displays the program and document names
• Menu bar contains the names of the Word menus
• Clicking a menu name opens a menu of commands
• The Type a question for help box on the menu bar
  is used to access the Word Help system
• Standard and Formatting toolbars contain buttons
  for common operating, editing, and formatting
  commands

15
Exploring the Word Program Window (cont.)

• The Word program window (cont.)
• Task pane provides quick access to Word editing,
  formatting, and research features
• Document window displays the current document
• Rulers show margin, tab, and indent settings

16
Exploring the Word Program Window (cont.)

• The Word program window (cont.)
• Scroll bars are used to display different parts
  of the document in the document window
• View buttons are used to switch between Word
  document views
• Status bar shows page information, the location
  of the insertion point, and the on/off status of
  several Word features

17
Starting a Document

• Begin a new document by typing in a blank
  document in the document window
• Word includes a word-wrap feature
• As you type, the insertion point moves
  automatically to the next line in the document
  when you reach the right margin
• Press Enter only when you want to start a new
  paragraph

Wrapped text
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Starting a Document (cont.)

• Insert text in a document by clicking to move the
  insertion point and then typing
• Delete text by pressing the Backspace or
  Delete key
• Backspace deletes the text before the insertion
  point
• Delete deletes the text after the insertion
  point

19
Starting a Document (cont.)

• Automatic feature indicators might appear as you
  type

20
Saving a Document

• To store a document permanently, you must save it
  as a file
• When you save a file you give it a name, called a
  filename, and indicate the location to store the
  file
• A filename identifies the file
• Files can be stored on an internal hard disk, on
  a floppy disk or CD, or in another location
• Saving a file allows you to close the file and
  open it later for editing or printing

21
Saving a Document (cont.)

• Save a file for the first time using the Save
  button on the Standard toolbar or the Save
  command on the File menu
• Assign a filename and a file location to a
  document using the Save As dialog box

Location of the file
Filenames should be brief and descriptive
.doc file extension indicates the file is a Word
document
22
Saving a Document (cont.)

• After you save a file for the first time, save
  frequently as you work
• Saving updates the stored copy of the file with
  your changes
• Save changes using the Save button or the Save
  command

23
Saving a Document (cont.)

• The Document Recovery feature
• Recovers documents lost when Word freezes or
  power is interrupted
• The Document Recovery task pane opens the next
  time you open Word
• Displays original and recovered versions of the
  file
• You can open and review each version of the file
• Save the file version you want to keep
• Document Recovery is not a substitute for saving
  your work often

24
Printing a Document

• Before printing a document, examine it for errors
  in Print Preview

25
Printing a Document (cont.)

• Print Preview shows a document as it will look
  when printed
• Enlarge the view of the document to see details
• Reduce the view to see the overall layout
• Edit the document text in Print Preview
• Print the document from Print Preview
• Click the Print Preview button on the Standard
  toolbar to open Print Preview

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Printing a Document (cont.)

• After proofing a document and correcting any
  errors, you are ready to print it
• Click the Print button on the Standard toolbar or
  on the Print Preview toolbar to print
• Print button uses the default print settings
• Prints a single copy of the entire document
• Use the Print command on the File menu to change
  the print settings before printing
• Number of copies
• Page range
• Default printer

27
Printing a Document (cont.)

• Change the print settings in the Print dialog box

Number of copies
Default printer
Pages to print
28
Using the Help System

• Word includes an extensive Help system
• Help topics include definitions, instructions,
  and useful tips for working with Word
• For quick access to Help topics, type a keyword
  or question in the Type a question for help box
  on the menu bar
• If working with an active Internet connection,
  searching the Help system returns Help topics
  from the Microsoft Office Online Web site

29
Using the Help System (cont.)

• Methods for getting Help in Word

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Using the Help System (cont.)

• The Word Help task pane

Search for Help topics
Access information on the Microsoft Office Online
Web site
Browse the Table of Contents for the Help system
31
Using the Help System (cont.)

• To open the Word Help task pane
• Click the Microsoft Office Word Help button on
  the Standard toolbar
• Click the Microsoft Office Word Help command on
  the Help menu
• Press F1

32
Using the Help System (cont.)

• Help topics appear in the Microsoft Office Word
  Help window

Print the Help topic
Help topic
Click a link to expand the Help topic
Related Help topics
33
Closing a Document and Exiting Word

• When you are finished working on a document, you
  are ready to close it
• Save a document before closing it
• Click the Close Window button on the menu bar or
  the Close command on the File menu to close the
  document
• Closing a document closes the current document
  only the Word program window remains open

34
Closing a Document and Exiting Word (cont.)
Close button closes the Word program window
Close Window button closes the current document
35
Closing a Document and Exiting Word (cont.)

• When you are ready to close Word
• Save and close all open documents before closing
  Word
• Click the Close button on the title bar or the
  Exit command on the File menu to close Word
• Closing Word closes all open documents and the
  Word program window

36
Summary

• When you start Word, a blank document opens in
  the document window
• To create a new document, begin typing in the
  blank document
• Save the new document with a descriptive filename
• As you edit the document, save your changes to it
  often

37
Summary (cont.)

• Preview the document in Print Preview before
  printing it
• Save, print, and then close the document
• When you are finished editing and creating
  documents, close all open files, and then close
  Word