The Visibooks Guide to Word 2003 9781597060196, 1597060194

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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 ........................................... 79 Format text with styles ........................................................................ 80 Find and replace................................................................................. 100 Set tabs ............................................................................................... 105 Insert breaks....................................................................................... 110 Employ headers and footers ............................................................. 116

TABLE OF CONTENTS

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Special Features .........................................133 Format pages in columns ................................................................. 134 Employ drop caps.............................................................................. 137 Insert pictures .................................................................................... 140 Draw and paint ................................................................................... 151 Employ tables .................................................................................... 162

Advanced Word............................................181 Employ mail merge............................................................................ 182 Employ templates .............................................................................. 204 Print envelopes and labels ............................................................... 213 Use the thesaurus.............................................................................. 220 Count words....................................................................................... 223 Insert table of contents ..................................................................... 225

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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

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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:

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WORD BASICS

Create a folder for your document 1.

On the Menu Bar, click File, then Save.

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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

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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.

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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

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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:

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4.

Click at the beginning of the last line on the page to place the cursor there.

5.

Click the

icon.

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Your document should now look like this:

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Copy text 1.

On the Menu Bar, click Edit, then Select All.

2.

Click the

icon.

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3.

Click the

icon.

This should create a new document. You should now have two Word windows open, and a new blank document:

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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.

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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.

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This should return you to the original document:

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Format words Change font

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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.

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The text should look like this:

4.

Click in white space on the page to un-highlight the text.

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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?

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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.

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3.

Click in white space on the page to deselect the text. The words Fax Cover Sheet should now be larger:

4.

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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:

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3.

Click the

icon.

The text should now look like this:

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4.

Click the

icon again to un-italicize the text.

5.

Click the

icon one more time.

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6.

Click in white space on the page to de-select the text. The text should look like this:

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Change font color

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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.

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Apply text effects

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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.

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5.

Save the document. It should now look like this:

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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:

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2.

Click the

icon.

The text FAX COVER SHEET should shift to the center of the page.

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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.

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The document should now look like this:

5.

Click the

icon again.

The text should indent further:

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6.

Click the

icon.

The text should go back to its previous indent:

7.

Save the document.

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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.

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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.

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The paragraph should now be double-spaced:

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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.

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4.

When the Borders and Shading window appears, make sure the Borders tab is on top. Then in the Style list, click Double Line.

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5.

In the Width list, click 1 ½ pt.

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6.

Click the

button.

The paragraph should now have a double-line border around it:

7.

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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.

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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.

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Apply numbering 1.

Click the

icon.

The lines should now look like this:

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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.

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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.

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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.

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2.

Make sure the Margins tab is on top. Then enter 0.75” for the Top, Bottom, Left and Right margins.

3.

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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.

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3.

Click Portrait.

This will change the page orientation back to vertical.

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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.

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3.

Change paper size back to Letter.

4.

Click the

button.

The new .75” page margins should take effect.

5.

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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.

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The Spelling and Grammar window should appear, with the word Faxe in the top half of the window.

3.

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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.

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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.

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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.

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2.

Click the

icon.

Tip: Note that you no longer see the edges of the page.

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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.

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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.

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4.

Click the Zoom drop-down arrow again, then click 75%.

The screen should look like this:

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5.

Click the Zoom drop-down arrow again, then click Page Width.

The screen should look like this:

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Preview a document 1.

Click the

icon.

The screen should look like this:

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WORD BASICS

2.

Click once near the top of the document.

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The view should zoom in so the text is legible:

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3.

Click on the page again. The view should zoom out:

4.

Click the

5.

Save the document.

icon.

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Print a document 1.

On the Menu Bar, click File, then Print.

The Print window should appear.

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Notice the options available:

2.

Click the

3.

Save and close the document Fax Cover Sheet.

button.

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Practice: Word Basics 1.

Create a new, blank document.

2.

Save it in the Word Documents folder that’s in the My Documents folder. Give it the file name Directions.

3.

At the top of the page, type: Directions to One World Travel

4.

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Below the words Directions to One World Travel, insert a numbered list with these items:

•

Head north on Main Street

•

Turn right on 1st Avenue

•

Go three blocks

•

One World Travel is on the right

•

415 1st Avenue

WORD BASICS

5.

Format the words Directions to One World Travel as Arial, 18 point text, bold and centered.

6.

Give the words the special effect Small Caps.

7.

Move the words Go three blocks up one line, so they’re above Turn right on 1st Avenue. Tip: Use Cut and Paste.

8.

Increase the indent of the numbered list.

9.

Change the line spacing of the entire document to Double.

10.

Change all the page margins to 1.5".

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11.

Perform a spell check and correct any misspellings. The document should look like this:

12.

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Save and close the Directions document.

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

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Format text with styles Download a document 1.

Open a Web browser and go to: www.visibooks.com/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.

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When the menu appears, click Save Target As.

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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.

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Open an existing document

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1.

On the Standard toolbar, click the

2.

Click the drop-down arrow in the Look in list, then click the My Documents folder.

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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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Apply styles

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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.

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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.

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7.

Save the document in the Word Documents folder as Paris Guide. It should look like this:

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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.

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4.

Change the font size to 14 points.

5.

Click inside the Style box to highlight its contents

then type: Hotel Name

6.

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Press the ENTER key on your keyboard.

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7.

Click the drop-down arrow beside the Style box. Hotel Name should be listed among the styles.

8.

Highlight Esméralda $$

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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:

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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.

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When the Styles and Formatting pane appears, place your cursor on the Heading 2 style.

3.

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Click the drop-down arrow that appears next to it.

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4.

In the drop-down list that appears, click Modify.

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5.

When the Modify Style window appears, click the button.

6.

When the list appears, click Font.

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7.

In the Font style box, click Italic.

8.

Click the

button twice.

The text should now look like this:

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9.

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Close the Styles and Formatting pane by clicking its

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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.

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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.

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Change the Restaurant style so it’s not italic.

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7.

Save the Paris Guide document. When you’re done, it should look like this:

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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.

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4.

Click the

button.

5.

Click the

button.

The word see should be highlighted:

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Replace words

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1.

Place the cursor at the top of the document.

2.

Click Edit, then Replace.

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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

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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.

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8.

Click the

9.

Save the Paris Guide document.

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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.

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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

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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.

tab should be set, with the hotel rates centered vertically A on the tab marker.

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8.

tab marker, then drag it to Place the mouse pointer on the the left 0.5 inches so it rests on 1.5.

The hotel rates should move closer to the $ symbols:

9.

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Save the Paris Guide document, then close it.

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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.

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Insert breaks Insert a page break

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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.

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5.

Click the

button.

The word Overview should move to the next page.

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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.

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On the Menu Bar, click Insert, then Break.

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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.

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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

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3.

Save the document. It should look like this:

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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.

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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.

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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:

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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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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.

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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.

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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:

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5.

On the Header and Footer toolbar, click the

icon.

It should take you to page 2, where the header should be visible:

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123

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.

124

1.

Highlight the words Paris Guide in the header.

2.

Type the word Overview to replace Paris Guide.

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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.

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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.

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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.

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6.

128

Save and close the document.

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Practice: Long Documents 1.

Using your browser, go to: www.visibooks.com/books/word2003

2.

Download Constitution.doc to the Word Documents folder in the My Documents folder.

3.

Open Constitution.doc.

4.

Apply the Heading 1 style to the text THE UNITED STATES CONSTITUTION

5.

Apply the Heading 2 style to the text: Article I Article II Article III

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129

6.

Format the text Section 1 so it’s bold, italic, and in the Arial font.

130

7.

Save the formatting as a style named Section.

8.

Apply the Section style to the text in each of the 9 Sections in Article I.

9.

Change the Section style so it’s not italic.

LONG DOCUMENTS

10.

Find the number 25 and replace it with the words twenty-five throughout the document.

11.

Insert a Next Page Section Break before Article II, Article III, and Article IV.

12.

Add page numbers to all of the pages.

13.

Save and close the file.

14.

Open Constitution.doc.

15.

Apply the Heading 2 style to the text: Article IV Article V Article VI Article VII

16.

Apply the Section style to text in each of the 4 sections in Article II.

17.

Insert a Next Page Section Break before Article V, Article VI, and Article VII.

LONG DOCUMENTS

131

132

18.

Create a different header for each section so the article number appears in the header.

19.

When you’re finished, the document should look like this:

20.

Save the document in the Word Documents folder, then close it.

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

133

Format pages in columns 1.

Using your browser, go to: www.visibooks.com/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.

134

SPECIAL FEATURES

5.

On the Menu Bar, click Format, then Columns.

6.

When the Columns window appears, click the Two option.

SPECIAL FEATURES

135

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.

136

Save it in the Word Documents folder.

SPECIAL FEATURES

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

137

138

3.

When the Drop Cap window appears, click Dropped in the Position section.

4.

Choose Tahoma from the Font list.

SPECIAL FEATURES

5.

Click the

button.

The paragraph should now begin with a dropped capital letter:

SPECIAL FEATURES

139

Insert pictures 1.

Click at the beginning of the text Your Guide to Worldwide Travel

2.

140

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

141

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.

142

SPECIAL FEATURES

5.

When the drop-down menu appears, click Insert.

6.

Close the Clip Art pane.

SPECIAL FEATURES

143

The document should now look like this:

144

SPECIAL FEATURES

Move and resize pictures 1.

Click and drag the picture to the top of the second column.

SPECIAL FEATURES

145

2.

Click and drag the resize handle up and to the right about an inch.

This should make the picture larger:

146

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

147

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.

148

When the drop-down menu appears, click Square.

SPECIAL FEATURES

The document should now look like this:

SPECIAL FEATURES

149

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.

150

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

151

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.

152

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

153

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.

154

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

155

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:

156

SPECIAL FEATURES

icon.

Add text to a shape 1.

On the Drawing toolbar, click the

2.

Click in the middle of the star.

icon.

SPECIAL FEATURES

157

3.

In the text box, type: Paris from $299!

4.

158

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

159

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.

160

SPECIAL FEATURES

7.

Save the document. It should now look like this:

SPECIAL FEATURES

161

Employ tables Insert a table 1.

Click in the blank line above the text Vacation Planning Tips For Bargain Shoppers

2.

162

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

163

5.

Press the TAB key on your keyboard to move the cursor to the second cell of the table.

6.

Type: Paris

164

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

165

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:

166

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

167

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:

168

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

169

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.

170

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

171

2.

On the Menu Bar, click Table, AutoFit, then AutoFit to Contents.

The table should now look like this:

172

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

173

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.

174

Right-click on the table.

SPECIAL FEATURES

button.

5.

When the menu appears, click Borders and Shading.

SPECIAL FEATURES

175

6.

When the Borders and Shading window appears, make sure the Borders tab is on top. Then click None for the Setting.

7.

176

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

177

Practice: Special Features 1.

Using your browser, go to: www.visibooks.com/books/word2003

2.

Download PartyInvitation.doc to the Word Documents folder in the My Documents folder on your computer.

3.

Open PartyInvitation.doc.

4.

Save the document as Invitation in the Word Documents folder.

5.

Insert a piece of clipart at the top of the document and align it to the right. Tip: Search for the word “party” to pick your clipart.

6.

Resize the clipart to approximately 3" in width.

7.

On the line above We’re located at… insert a 2 column, 6 row table.

178

SPECIAL FEATURES

8.

Enter the following text into the table: Agenda 5-6pm 6-6:30pm 6:30-7pm 7-7:30pm 7:30-8

Mingle Tours to Italy Tours to France Tours to Spain Questions and Answers

9.

Merge the cells in the first row, then bold and center the word Agenda.

10.

Apply Pale Blue shading to the first row.

11.

Resize the table’s column widths to AutoFit their contents.

12.

Apply a Drop Cap to the letter C in Come join us…

SPECIAL FEATURES

179

13.

Save the document Invitation. It should look something like this:

14.

180

Close the document.

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

181

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.

182

ADVANCED WORD

Set up the mail merge 1.

Go to: www.visibooks.com/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

183

4.

184

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

185

Then click Next: Select recipients.

186

ADVANCED WORD

6.

Make sure Use an existing list is selected. Then click Browse.

ADVANCED WORD

187

7.

188

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

189

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.

190

ADVANCED WORD

9.

In the Mail Merge pane, click Next: Write your letter.

ADVANCED WORD

191

Set up the form letter 1.

At the top of the blank document, type: June 14, 2004

2.

192

Press the ENTER key on your keyboard four times.

ADVANCED WORD

3.

In the Mail Merge pane, click Address block.

ADVANCED WORD

193

194

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

195

196

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

197

12.

Press ENTER four times, then type: Joe Addler The document should look like this:

198

ADVANCED WORD

Perform the merge 1.

In the Mail Merge pane, click Next: Preview your letters.

The document should look like this:

ADVANCED WORD

199

2.

200

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

201

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.

202

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

203

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.

204

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

205

6.

When a new document opens, click the text [Click here and type company name]

7.

Type: ONE WORLD TRAVEL

206

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

207

10.

Click the text [Click here and type your name]

11.

Type: Joe Addler

208

ADVANCED WORD

12.

Highlight the text [Click here and type job title]

13.

Press the DELETE key on your keyboard.

ADVANCED WORD

209

14.

Replace the text Dear Sir or Madam with Dear Sandy

15.

Highlight the paragraph that begins Type your letter here.

210

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

211

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!

212

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

213

5.

Click in the Return address box and type: One World Travel 123 Main Street Hampstead, MD 21704 The window should look like this:

214

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

215

8.

216

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

217

218

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

219

Use the thesaurus

220

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

221

The document should now look like this:

6.

222

Save and close Sandy Letter.

ADVANCED WORD

Count words 1.

Open your browser and go to: www.visibooks.com/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

223

When the Word Count window appears, it should show 1,055 words.

6.

224

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

225

5.

226

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

227

The page should look like this:

8.

228

Save and close Paris Guide Advanced.

ADVANCED WORD

Practice: Advanced Word 1.

If you haven’t already downloaded Addresses.doc, go to: www.visibooks.com/books/word2003 and download Addresses.doc to the Word Documents folder.

2.

Create a new document using the Contemporary Letter template.

3.

Enter One World Travel for the Company Name.

4.

For the Company Address, type: 123 Main Street Hampstead, MD 21074

5.

For the Slogan, type: We take all the work out of your vacation.

6.

For the text of the letter, type: Thank you for your interest in our fall Paris tours. I’ve enclosed an itinerary for the tour. I’ll call you next week to answer any questions you may have.

7.

Type Joe Addler as the sender of the letter, and delete the title placeholder.

8.

Create a mail merge letter using Addresses.doc as the data source. ADVANCED WORD

229

230

9.

Select the recipient address placeholder, and insert the address block.

10.

Select Sir or Madam, and insert the greeting line.

11.

Preview the merge document.

12.

Complete the mail merge.

13.

Save the merged letters in the Word Documents folder as Paris Tour Letters.doc.

14.

Create an envelope for the letter to Robert Beal.

15.

Save and close the document.

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

231

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. 232

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

233

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.

234

GLOSSARY

Where to Get Visibooks If you liked using this book, and would like to use more like it, visit: www.visibooks.com

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