1. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 1
PowerPoint Presentation to Accompany
GO! with Microsoft®
Office 2003
Word 2003
Chapter 1
Creating Documents With Microsoft Word

2. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 2
Objectives
• Create and Save a New Document
• Edit Text
• Select, Delete, and Format Text
• Create Footers and Print Documents

3. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 3
Objectives
• Navigate the Word Window
• Add a Graphic to a Document
• Use the Spelling and Grammar
Checker
• Preview and Print Documents, Close
a Document, and Close Word
• Use the Microsoft Help System

4. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 4
Create and Save a New
Document
Start Menu Programs
within the
folder
Word
Program
Folder of
Programs
Windows
Taskbar
Start Button
All
Programs

5. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 5
Create and Save a New
Document
Standard
toolbar
Title Bar
Word
document
window
Toolbar
Options
button
Insertion
point
Formatting
toolbar
Ruler
Task Bar
Horizontal
scroll bar
Status bar
Task pane
Menu bar
Scroll box
Vertical
scroll bar

6. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 6
Create and Save a New
Document
• Microsoft Word Screen Elements
– Title bar – Displays program icon, name of
document, and name of program
– Menu bar – Contains list of menu names –
categories of commands
• To display a menu, click menu name
– Standard toolbar – Contains buttons for
some common commands in Word
• May occupy an entire row or share with
Formatting toolbar

7. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 7
Create and Save a New
Document
– Formatting Toolbar – Contains buttons for
some common formatting options in Word
• May occupy an entire row or share a row with
Standard toolbar
– Ruler – Displays the location of margins,
indents, columns, and tab stops
– Vertical Scrollbar – Enables you to move up
and down in a document to display text that
is not visible

8. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 8
Create and Save a New
Document
– Horizontal scroll bar – Enables you to move
left and right in a document to display text
that is not visible
– Scroll box – Provides a visual indication of
your location in a document
• Can also be used with the mouse to drag a
document up and down

9. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 9
Create and Save a New
Document
– Toolbar Options button – Displays list of all
the buttons associated with a toolbar
• Also enables you to place the Standard and
Formatting toolbars on separate rows or on the
same row
– Word document window – Displays the
active document.

10. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 10
Create and Save a New
Document
– Insertion Point – Indicates, with a blinking
vertical line, where text or graphics will be
inserted
– Task Pane – Displays commonly used
commands related to the current task
– Taskbar – Displays the Start button and the
name of any open documents
• May also display shortcut buttons for other
programs
– Status bar – Displays the page and section
number and other Word settings

11. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 11
Create and Save a New
Document
• Turning on Toolbars
– If a toolbar is missing, point to an existing
toolbar or to the menu bar, then click the right
mouse button
– On the shortcut menu, point to the toolbar
you want to display, and then click the left
mouse button
– Alternatively, display the View menu, click
Toolbars, then click the toolbar you want to
display

12. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 12
Create and Save a New
Document
• Creating a New Document
• When Word Program is opened, start
typing to create a new document
• Save your changes frequently
– Click the small Close button in upper right
corner of the Getting Started task pane
– If necessary, to left of horizontal scroll bar,
click the Print Layout View button
• Provides view of document exactly the way it will
look when printed

13. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 13
Create and Save a New
Document
– Notice Document1 displays on blue title
bar
• Word displays the document file name in both the
blue title bar at the top of the screen and on a
button in the taskbar at the lower edge of the
screen
• The new unsaved document displays Document
followed by a number; the number depends on
how many times you have started a new
document during your current Word session

14. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 14
Create and Save a New
Document
Insertion
point
Print Layout
View button
Default
document
name

15. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 15
Create and Save a New
Document
• Five ways to begin a new Word
document:
– Start Word program; a new blank document
displays
– On Standard toolbar, click New Blank
Document button
– From menu bar, click File, then click New
– From Getting Started task pane, under Open,
click Create a new document

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Create and Save a New
Document
– From New Document task pane, under New,
click Blank document

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Create and Save a New
Document
• Displaying Formatting Marks
– Pressing Enter, Spacebar, or Tab on the
keyboard places a character in the document
to represent these keystrokes
– These characters do not print and are
referred to as formatting marks or
nonprinting characters

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Create and Save a New
Document
• To Display Formatting Marks
– Click the Show/Hide ¶ button
• Notice paragraph marks display at the end of
every paragraph
• Every time you press Enter key, a new paragraph
is created and paragraph mark is inserted
– Click the Show/Hide ¶ button to turn off the
display of nonprinting characters
– Then click the Show/Hide ¶ button once more
to turn on

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Create and Save a New
Document
Paragraph
symbol
Show/Hide
button

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Create and Save a New
Document
• Entering Text and Inserting Blank
Lines
– Business letters follow a standard format,
containing the following parts:
• Current date – the date line
• Inside address – Name and address of person
receiving the letter
• Salutation – a greeting
• Subject – (optional)
• Body of the letter

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Create and Save a New
Document
• Complimentary closing – closing line with
parting farewell
• Writer’s identification – name or job title (or
both) of the writer
• Some letters include the initials of the person who
typed the letter and a list of enclosures –
documents included with the letter

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Create and Save a New
Document
– With insertion point blinking to the left of the
default first paragraph mark, type Sept
• A ScreenTip displays September (Press ENTER
to Insert)
• This feature is called AutoComplete
• After typing the first few characters,
AutoComplete suggests commonly used words
and phrases to enter

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Create and Save a New
Document
ScreenTip

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Create and Save a New
Document
– After pressing Enter, to finish the word
September, press Spacebar once, type 12,
2007 and press Enter
• AutoComplete may offer to fill in current date
To ignore the suggestion, type as indicated
• The first paragraph is complete and the insertion
point is positioned at the beginning of the next line
• A paragraph can be a single line or blank line by
pressing Enter.

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Create and Save a New
Document
• A purple dotted underscore may display under the
date, depending on your Word setup
• The underscore indicates that Word has flagged
this as a recognizer, which indicates that Word
recognizes this as a date

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Create and Save a New
Document
• The subject line follows the salutation
– The subject line is optional, but you should
include a subject line in most letters to
identify the topic
– The purple dotted line under the street
address is another recognizer, indicating that
you could add the address to your Microsoft
Outlook address book or perform other useful
tasks with the address

27. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 27
Create and Save a New
Document
• Creating Folders for Document
Storage and Saving a Document
– In the same way that you use file folders to
organize your paper documents, Windows
uses a hierarchy of electronic folders to keep
your electronic files organized
– When you save a document file, the
Windows operating system stores your
document permanently on a storage medium

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Create and Save a New
Document
– Changes that you make to existing
documents, such as changing text or typing
in new text, are not permanently saved until
you perform a Save operation
– Determine where you will be storing your
projects
• On your own disk, USB flash drive
• On your own hard drive
• On a college network
– Be sure storage location is available or
connected to your computer

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Create and Save a New
Document
– Word commands are organized in menus –
lists of commands within a category
– The menu bar at the top of the screen
provides access to the Word commands

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Create and Save a New
Document
• Microsoft Windows operating system
recognizes file names with spaces, but
some operating systems do not
– To facilitate sending your files over the
Internet using a course management system,
in the textbook you will be instructed to save
files using an underscore instead of a space

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Create and Save a New
Document
Underscore
characters in
file name

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Create and Save a New
Document
– As you type, the insertion point moves to the
right, when it approaches the right margin,
Word determines whether or not the next
word in the line will fit within the established
right margin
– If the word does not fit, Word will move the
entire word down to the next line; this feature
is called word wrap

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Create and Save a New
Document
• Spacing between sentences
– Although you may have learned to press
Spacebar two times at the end of a sentence,
common practice now is to space only once
between sentences

34. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 34
Edit Text
• The Backspace and Delete keys remove text
from the screen one character at a time
• Backspace removes a character to the left of
the insertion point
• Delete removes a character to the right of the
insertion point
• You can insert characters in the middle of
existing text, or overtype text to the right of the
insertion point

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Edit Text
• Inserting new text and overtyping existing
text
– When you place the insertion point in the middle of a
word or sentence and start typing, the existing text
moves to the right to make space for your new
keystrokes
– This is called insert mode and is the default setting
in Word
– Pressing the Insert key once turns on overtype
mode, in which existing text is replaced as you type

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Select, Delete, and Format Text
• Selecting text refers to highlighting, by
dragging with your mouse, areas of text
so that the text can be edited, formatted,
copied, or moved
• Word recognizes a selected area of text
as one unit, to which you can make
changes

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Select, Delete, and Format Text
• Formatting text is the process of setting
the overall appearance of the text within
the document by changing the layout,
color, shading, emphasis, or font
characteristics of text

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Select, Delete, and Format Text
• Selecting Text in a Document
– A portion of text – Click to position the
insertion point at beginning of text you want
to select, hold down Shift key, and then click
at the end of the text you want to select
– Alternatively, hold down the left mouse button
and drag from the beginning to the end of the
text you want to select

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Select, Delete, and Format Text
– A word – Double-click the word
– A sentence – Hold down Control key and
click anywhere in the sentence
– A paragraph – Triple-click anywhere in the
paragraph
• Alternatively, move the pointer to the left of the
line, into the margin area
• When the pointer changes to a right-pointing
white arrow, double-click

40. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 40
Select, Delete, and Format Text
– A line – Move the pointer to the left of the
line
• When the mouse pointer turns to a right-pointing
white arrow, click once
– One character at a time – Position the
insertion point at the left of the first character,
hold down Shift key and press right arrow key
or left arrow key as many times as desired

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Select, Delete, and Format Text
– A string of words – Position the insertion
point to the left of the first word, hold down
Shift key and Ctrl key, and then press left
arrow key or right arrow key
– Consecutive lines – Hold down Shift key
and press up arrow key or down arrow key
– Consecutive paragraphs – Hold down Shift
key and Ctrl key and press up arrow key or
down arrow key

42. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 42
Select, Delete, and Format Text
– The entire document – Hold down Control
key and press A key
• Alternatively, move the mouse pointer to the left of
the line
• When the pointer turns to a right-pointing white
arrow, triple-click

43. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 43
Select, Delete, and Format Text
• Changing Font and Font Size
– A font is a set of characters with the same
design and shape
• There are two basic types of fonts – serif and
sans serif
– Serif fonts contain extensions or lines on the
ends of the characters and good choices for
large amounts of text because they are easy
to read
• Examples of serif fonts include Times New
Roman, Garamond, and Century Schoolbook

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Select, Delete, and Format Text
– Sans serif fonts do not have lines on the
ends of characters
– Sans serif fonts are good choices for
headings and titles
• Examples of sans serif fonts include Arial,
Verdana, and Comic Sans MS

45. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 45
Select, Delete, and Format Text
Examples of Serif and Sans Serif Fonts
Serif Fonts Sans Serif Fonts
Times New Roman Arial
Garamond Verdana
Century Schoolbook Comic Sans MS

46. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 46
Select, Delete, and Format Text
• Fonts are measured in points, with one
point equal to 1/72 of an inch
– A higher point size indicates a larger font size
– For large amounts of text, font sizes between
10 point and 12 point are good choices
– Headings and titles are often formatted using
a larger font size
– The word point is abbreviated as pt

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Select, Delete, and Format Text
Font size
Selected text
Font size
button

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Select, Delete, and Format Text
• To move quickly in a long list
– You can move quickly to any font by typing
the first (or even first and second) letter of the
font name after you click the Font arrow

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Select, Delete, and Format Text
• Adding Emphasis to Text
– Font styles emphasize text and are a visual
cue to draw the reader’s eye to important text
– Font styles include bold, italic, and underline,
although underline is not commonly used for
emphasis
– You can add emphasis to existing text, or
turn the emphasis on before you start typing
the word or phrase and then turn it off

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Create Footers and Print
Documents
• Information in headers and footers helps
to identify a document when it is printed
• A header is information that prints at the
top of every page, and a footer is
information that prints at the bottom of
every page

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Create Footers and Print
Documents
Floating
toolbar
Header
area

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Navigate the Word Window
• Because most Word documents are
larger than the Word window, use scroll
bars to navigate – move within – a
document
• Keyboard shortcuts are another way to
navigate your document quickly
• Keyboard shortcuts provide additional
navigation techniques that you cannot
accomplish with scroll bars

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Navigate the Word Window
• A ScreenTip
– A small box that displays information about,
or the name of, a screen element
– The page number and total number of pages
in the document are displayed in the status
bar

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Navigate the Word Window
Navigating a Document Using Keyboard
Shortcuts
To Move Press
To the beginning of a document +
To the end of a document +
To the beginning of a line
To the end of a line
To the beginning of the previous word +

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Navigate the Word Window
Navigating a Document Using Keyboard
Shortcuts
To Move Press
To the beginning of the next word +
To the beginning of the current word
(if insertion point is in the middle of a
word)
+
To the beginning of the previous
paragraph
+

56. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 56
Navigate the Word Window
Navigating a Document Using Keyboard
Shortcuts
To Move Press
To the beginning of the next
paragraph
+
To the beginning of the current
paragraph (if insertion point is in the
middle of a paragraph)
+
Up one screen
Down one screen

57. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 57
Navigate the Word Window
• There are five ways to view your
document on the screen:
– Print Layout view displays the page
borders, margins, text and graphics as they
will look when you print the document
– Normal View simplifies the page layout for
quick typing, and shows a little more text on
the screen than the Print Layout view
• Graphics, headers, and footers do not display

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Navigate the Word Window
– Web Layout View shows how the document
will look when saved as a Web page and
viewed in a Web browser
– Reading Layout View creates easy-to-read
pages that fit on the screen to increase
legibility
• Each screen page is labeled with a screen
number, rather than a page number

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Navigate the Word Window
– Outline View shows the organizational
structure of your document by headings and
subheadings and can be collapsed and
expanded to look at individual sections of a
document

60. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 60
Navigate the Word Window
• Using the Zoom Button
– To zoom means to increase or decrease the
viewing area of the screen
– You can zoom in to look closely at a
particular section of a document, and then
zoom out to see a whole page on the screen
– You can also zoom to view multiple pages on
the screen

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Add a Graphic to a Document
• Images can be inserted into a document
from many sources
• Clip art images – predefined graphic
images included with Microsoft Office or
downloaded from the Web – can make
your document more interesting and
visually appealing

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Use the Spelling and Grammar
Checker
• As you type, Word compares your words
to those in the Word dictionary and
compares your phrases and punctuation
to a list of grammar rules
• Words that are not in the Word dictionary
are marked with a wavy red underline
• Phrases and punctuation that differ from
the grammar rules are marked with a
wavy green underline

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Use the Spelling and Grammar
Checker
• Because a list of grammar rules applied
by a computer program can never be
exact, and because a computer dictionary
cannot contain all known words and
proper names, you will need to check any
words flagged by Word as misspellings or
grammar errors

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Use the Spelling and Grammar
Checker
• Word does not check for usage
– For example, Word will not flag the word sign
as misspelled, even though you intended to
type sing a song rather than sign a song,
because both are legitimate words contained
within Word’s dictionary

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Use the Spelling and Grammar
Checker
• Checking individual spelling and
grammar errors
– One way to check spelling and grammar
errors flagged by Word is to right-click the
flagged word or phrase and, from the
displayed shortcut menu, select a suitable
correction or instruction

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Use the Spelling and Grammar
Checker
– Press Control key + Home key to move the
insertion point to the top of the document
– Scroll down the first page and scan the text
on the screen to locate green and red wavy
underlines

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Use the Spelling and Grammar
Checker
• Checking spelling and grammar in an
entire document
– Initiating the spelling and grammar checking
feature from the menu or toolbar displays the
Spelling and Grammar dialog box, which
provides more options than the shortcut
menus

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Use the Spelling and Grammar
Checker
Spelling and Grammar Dialog Box Buttons
Button Action
Ignore Once Ignores the identified word one
time, but flags it in other
locations in the document
Ignore All Discontinues flagging any
instance of the word anywhere
in the document

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Use the Spelling and Grammar
Checker
Spelling and Grammar Dialog Box Buttons
Button Action
Add to
Dictionary
Adds the word to a custom
dictionary, which can be edited.
This option does not change
the built-in Office dictionary
Change Changes the identified word to
the word highlighted under
Suggestions

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Use the Spelling and Grammar
Checker
Spelling and Grammar Dialog Box Buttons
Button Action
Change All Changes every instance of the
word in the document to the
word highlighted under
Suggestions

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Use the Spelling and Grammar
Checker
Spelling and Grammar Dialog Box Buttons
Button Action
AutoCorrect Adds the flagged word to the
AutoCorrect list, which will
subsequently correct the word
automatically if misspelled in
any documents typed in the
future

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Use the Spelling and Grammar
Checker
Spelling and Grammar Dialog Box Buttons
Button Action
Ignore Rule
(Grammar)
Ignores the specific rule used
to determine a grammar error
and removes the green wavy
line
Next Sentence
(Grammar)
Moves to the next identified
error

73. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 73
Use the Spelling and Grammar
Checker
Spelling and Grammar Dialog Box Buttons
Button Action
Next Sentence
(Grammar)
Moves to the next identified
error
Explain
(Grammar)
Displays the rule used to
identify a grammar error

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Use the Spelling and Grammar
Checker
Spelling and Grammar Dialog Box Buttons
Button Action
Options Displays the Spelling and
Grammar tab of the Options
dialog box

75. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 75
Use the Microsoft Help System
• As you work with Word, you can get
assistance by using the Help feature
• You can ask questions, and Help will
provide you with information and step-by-
step instructions for performing tasks

76. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 76
Covered Objectives
• Create and Save a New Document
• Edit Text
• Select, Delete, and Format Text
• Create Footers and Print Documents

77. with Microsoft Office 2003 © 2007 Pearson Prentice Hall 77
Covered Objectives
• Navigate the Word Window
• Add a Graphic to a Document
• Use the Spelling and Grammar
Checker
• Preview and Print Documents, Close
a Document, and Close Word
• Use the Microsoft Help System