Word 2003

Getting Started
 Word 2003 Getting Started

Getting Started

What is Word? ............................................................................................................................. 3

Starting Word .............................................................................................................................. 4

Screen Layout ............................................................................................................................. 4

The Title Bar .....................................................................................................................................4
The Menu Bar ...................................................................................................................................5
Ask a Question .................................................................................................................................6
Additional Menu Text........................................................................................................................7
The Ruler ..........................................................................................................................................8
The Typing Area ...............................................................................................................................8
The Vertical Scroll Bar......................................................................................................................9
The Horizontal Scroll Bar..................................................................................................................9
Document Views.............................................................................................................................10
The Status Bar................................................................................................................................10

Toolbars ..................................................................................................................................... 11
The Standard Toolbar.....................................................................................................................11
The Formatting Toolbar ..................................................................................................................12
The AutoText Toolbar .....................................................................................................................12
The Control Toolbox .......................................................................................................................13
The Database Toolbar....................................................................................................................13
The Drawing Toolbar ......................................................................................................................14
The Forms Toolbar .........................................................................................................................14
The Frames Toolbar .......................................................................................................................15
The Mail Merge Toolbar .................................................................................................................15
The Outlining Toolbar .....................................................................................................................15
The Picture Toolbar ........................................................................................................................16
The Reviewing Toolbar...................................................................................................................16
The Tables & Borders Toolbar .......................................................................................................17
The Visual Basic Toolbar................................................................................................................17
The Web Toolbar ............................................................................................................................18
The Web Tools Toolbar ..................................................................................................................18
The Word Count Toolbar ................................................................................................................19
The WordArt Toolbar ......................................................................................................................19

Task Panes ................................................................................................................................ 20

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 Word 2003 Getting Started

What is Word?
Word 2003 is a word processing application that can be used to create a range of documents, from simple letters
and faxes to complex reports.

Documents can include:

Borders, shading and other formatting

Tables of text and figures
Graphics and diagrams
Newspaper-style columns
Tables of contents and indexes

You can exchange information between Word, Excel and PowerPoint as required, for example:

You can copy text, images and even entire slides from PowerPoint into a Word document
You can copy any worksheet range or chart from Excel into Word

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 Word 2003 Getting Started

Starting Word
Once you have switched on your computer and logged on to Windows, and you have previously installed Word,
you are ready to launch the application and start creating and editing documents.

If you have a Word icon on your desktop, you can double-click on this to launch Word.

If you don't have an icon on your desktop, you can launch Word via the Start menu.

X Click on the Start button to display the Start Menu

X Click on the green All Programs arrow - a sub-menu will be displayed
X Choose Microsoft Office
X Choose Microsoft Office Word 2003

If you are using Windows 2000, or the classic Start menu of Windows XP, choose Start, Programs, Microsoft
Office and Microsoft Office Word 2003.

Screen Layout

The Title Bar

The title bar is positioned at the top of the screen and displays the name of the application as well as
the name of the current document. If the current document has not been saved, the word "Document"
will appear followed by a sequential number matching the number of documents created in the current
session.

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Word 2003 Getting Started

The standard Windows controls appear at the end of the Title Bar:

X Click on Minimise to hide the window and place it on the Task Bar. Click on the Task Bar button
to restore the window.
X Click on Maximise to enlarge the window so that it fills the entire screen.
X Click on Restore to return the window to its original size.
X Click on Close to close Word.

The Menu Bar

The menu bar is positioned under the Title Bar and is used to access all of the available commands of
Word.

Word 2003's menus are personalised - they show only the commands used most often. When Word
is launched, the most popular options display in each menu - these can be selected as follows:

X Click on the required menu name to display a list of available commands then click on the
required command.
X Alternatively, hold [Alt] and press the underlined letter in the menu name. To open the File menu,
for example, press [Alt F]. Once the menu is open, press the underlined letter of the command
you wish to run.
X To cancel a menu without running a command, click anywhere in the main part of the screen.

To select an option not displayed in the menu by default:

X Click on the menu in the menu bar.

X Click on the menu again to display the full menu or click on the arrow at the bottom of the menu to
expand it.

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 Word 2003 Getting Started

Once you have selected a menu item from the full menu, it will appear automatically in the Personalised menu.

Ask a Question

The "Ask a Question" box appears at the end of the menu bar. This box can be used to find help on any Word
topic.

X Click in the Ask a Question box and type the Word feature you want to know more about.
X Press [Enter] to display a drop-down list of related help topics.

X Click on the topic you want to read about.

X The help topic will display in a new window. Click on the close button in the top-right corner of the
help window to close this when complete.

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Word 2003 Getting Started

Additional Menu Text

Some menu commands display additional text. This can often provide clues on what will happen
when the menu command is selected.

X A menu command followed by three dots indicates that a dialog box will be displayed when the
menu command is selected. The dialog box will offer further choices and selections.
X A menu command followed by a right arrow-head indicates that a sub-menu will be displayed
when the command is selected.
X A tick in front of the menu command indicates that the option can be either on or off, and is
currently on.
X An icon in front of the menu command indicates that there is a toolbar shortcut for the menu
command. To run the command without using the menu, click on the icon on the toolbar.
X A key combination after the name of the command indicates that there is a keyboard shortcut for
the menu command. To run the command without using the menu, press the given keystroke
combination.
X If a command is greyed out, this means that the command cannot be used at present. For
example, the Edit, Copy command will be greyed out if no text is currently selected

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 Word 2003 Getting Started

The Ruler

The ruler allows you to set tabs and indenting and shows the position of text between the left and right
margins of the page. The ruler can be hidden or re-displayed by choosing View, Ruler. The option will
be ticked if the ruler is currently displayed.

The following diagram shows some of the symbols that you may see on the ruler:

The Typing Area

The typing area is the large white area below the ruler and above the horizontal scroll bar. This is where you type
the text that makes up the document. A flashing cursor shaped as a vertical line will indicate the position where
you typing will appear. The cursor can be moved by clicking the mouse in a different position of the text area, or
by using the arrow keys on the keyboard.

The short horizontal line below any text indicates the bottom of the document.

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 Word 2003 Getting Started

The Vertical Scroll Bar

The vertical scroll bar is positioned at the right hand edge of the screen. The scroll bar is used to move
around large documents and contains other useful shortcuts for navigating documents.

The vertical scroll bar contains the following elements:

The Previous Page and Next Page buttons at the bottom of the vertical scroll bar are used to browse
through the pages of a document. The objects through which these buttons browse can be changed
as follows:

X Click on the Browse button at the bottom of the vertical scroll bar
X Select the type of object you wish to browse e.g. section or table
X Use the Previous Page and Next Page buttons to browse the selected objects
X Click on the Browse button and choose Browse by Page to return to normal

The Horizontal Scroll Bar

The horizontal scroll bar is positioned along the bottom of the screen, just above the Status Bar. The scroll bar
is used to move around large documents and contain other useful shortcuts for viewing documents.

The horizontal scroll bar contains the following elements:

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 Word 2003 Getting Started

Document Views

There are four main views in which you can work in Word:

Normal view shows text as it will print but does not show headers, footers or certain formatting options
Web Layout view is used to make on-screen reading easier – text and graphics are sized to fit the screen
rather than the printed page
Print Layout view is fully WYSIWYG (what you see is what you get) and shows the document exactly as it
will print
Outline view is used for reporting and allows you to view different levels of text and quickly reorganise the
document
Reading layout view is designed for reading documents on screen. When this view is selected, all toolbars
except the Reading Layout and Reviewing toolbars are hidden.

The Status Bar

The status bar appears at the bottom of the screen and shows the cursor position within the document as well as
other messages and indicators. The following diagram shows the different areas of the status bar:

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 Word 2003 Getting Started

Toolbars
Toolbars provide shortcuts to commonly used tasks and allow you to execute commands with a single click of the
mouse button. Two toolbars are displayed by default - the Standard and Formatting toolbars.

The Standard Toolbar

The Formatting Toolbar

The Standard and Formatting toolbars are displayed on the same line. As with the menus, the most
frequently used icons are placed on the toolbars, with less frequently used icons hidden from view.

To choose an icons not currently in view:

X Click on the right arrow at the end of the toolbar.

X Click on the button you wish to use. The button will be added to the toolbar automatically.

The Standard Toolbar

The standard toolbar contains shortcuts for frequently used tasks such as saving, printing and spell check. The
following diagram shows the icons of the Standard Toolbar.

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 Word 2003 Getting Started

The Formatting Toolbar

The formatting toolbar is located under the standard toolbar and contains formatting shortcuts such as bold,
justification and borders.

The AutoText Toolbar

Used to create and use AutoText entries

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 Word 2003 Getting Started

The Control Toolbox

Used with macros to create customised dialog boxes

The Database Toolbar

Used with mail merge documents and other database tables, this toolbar contains options for sorting, managing
fields and finding records

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 Word 2003 Getting Started

The Drawing Toolbar

Used to create and format drawing objects such as lines, arrows and boxes

The Forms Toolbar

Used with Word’s form feature to quickly add form items and change properties

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 Word 2003 Getting Started

The Frames Toolbar

Used with Word's web features to add and maintain frames to show multiple documents on one screen

The Mail Merge Toolbar

Used with Word's mail merge feature to create standard letters to multiple recipients

The Outlining Toolbar

Used to enter and manipulate different levels of text in more complex documents

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 Word 2003 Getting Started

The Picture Toolbar

Used to insert and format graphic images

The Reviewing Toolbar

Used to track changes in shared documents, this toolbar contains options for comments, revisions and version
control

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 Word 2003 Getting Started

The Tables & Borders Toolbar

Used to draw, erase and format tables

The Visual Basic Toolbar

Used to record, play and edit macros

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 Word 2003 Getting Started

The Web Toolbar

Used when connected to the World Wide Web, this toolbar contains shortcuts for navigating web pages

The Web Tools Toolbar

Used to add elements to web pages, such as form fields, video clips and scrolling text

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 Word 2003 Getting Started

The Word Count Toolbar

Used to keep track of the number of words and other elements in your documents

The WordArt Toolbar

Used to add and format WordArt effects

The following is an example of WordArt - effects that can be added to text and positioned anywhere on the
worksheet.

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 Word 2003 Getting Started

Task Panes
The task pane displays on the right-hand side of the screen and provides easy access to related topics. The
following Task Panes are available in Word:

Task Pane Example Description

Getting This task pane shows when you start Word.

Started It allows you to search for help on any topic,
or open a recently-used document.

Help This task pane lets you search for help on

any Word topic. You can also view help-
related website and visit community and
download sites.

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Word 2003 Getting Started

Task Pane Example Description

Search This task pane shows the results of the last

Results search you performed in Help.

ClipArt This allows you to search for ClipArt images

on your computer and the web, based on any
keywords you enter.

Research The Research task pane allows you to find

reference information from a number of sources
without leaving Office 2003. You can insert any
found information into your document.

Clipboard It is possible to hold multiple entries in the

Clipboard - allowing you to copy and paste
more than one item at a time. The Clipboard
Task Pane is used to choose the item you
wish to paste at that time.

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Word 2003 Getting Started

Task Pane Example Description

New Allows you to create a new blank document,

Document or a document based on a template or an
existing document. This task pane also
provides one-click access to recently opened
documents so that they can be opened again
at any time.

Shared If you have access to Sharepoint, you can

Workspace use this task pane to add items to shared
workspaces, or access items that colleagues
have added.

The Document Updates task pane allows

you to synchronise local and shared
workspace documents.

Protect This task pane is used to protect documents

Document and set the types of changes that can be
made.

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Word 2003 Getting Started

Task Pane Example Description

Styles and This task pane is used to format the text of

Formatting your document based on formatting applied
to other text elsewhere in the document. The
task pane can also be used to clear
formatting from text and create styles.

Reveal This task pane gives details of all formatting

Formatting applied to the selected text. Character
formatting such as fonts, size and colour is
given, as well as paragraph formats such as
line spacing and indenting.

The pane can be extended to show page

formatting such as margins and paper size.

Mail Merge This task pane guides you through the mail
merge process, allowing you to create
personalised letters, emails, envelopes or
labels to a large number of recipients.

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Word 2003 Getting Started

Task Pane Example Description

XML This task pane allows you to format your

Structure document using XML elements.

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