03 53971X ch01.qxd 9/8/03 8:59 AM Page 3 1 C H A P T E R Getting Started with Word 2003 ✦ ✦ ✦ ✦ In This Chapter W hether you’ve been using Microsoft Word for years, or are new to the program, this chapter helps you get started quickly. Long-term users will find a number of interesting new features, while newcomers should be able to get a feel for the program and what’s available.
03 53971X ch01.qxd 4 9/8/03 8:59 AM Page 4 Part I ✦ The Fundamentals Here’s a quick way to place the Word program on your desktop using a shortcut: 1. Minimize all programs so that you can see the Windows desktop. 2. Click the Start button to open the Windows Start menu. 3. Click the Programs submenu, and find the Microsoft Word menu option. 4. Point at the Word option in the Programs menu. 5.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 5 Chapter 1 ✦ Getting Started with Word 2003 View button Figure 1-1: The Open dialog box, showing the Details view. With the Views button (the little icon second from the right) on the Open dialog box toolbar, you can change the display of your files. Click the drop-down arrow on the right side of the button and play with the various views offered: ✦ Large Icons: Displays each file as a large icon with its name underneath.
03 53971X ch01.qxd 6 9/8/03 8:59 AM Page 6 Part I ✦ The Fundamentals Tip With Word 2003, you can quickly open any Word document by double-clicking the file name in Windows Explorer, on the desktop, or in a My Computer folder. Word is automatically launched, and the document is opened. Opening documents automatically with Word By creating a new shortcut, you can open a specified document at the same time you open Word 2003 itself: 1. Right-click the Windows desktop and choose New ➪ Shortcut. 2.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 7 Chapter 1 ✦ Getting Started with Word 2003 Touring the Word Environment The Word 2003 environment includes the elements that make up your interface with it, and Figure 1-2 labels the main components of the Word screen. The title bar at the top of the screen displays the program name (Microsoft Word). The Document1 file name is the default file name assigned to a new document.
03 53971X ch01.qxd 8 9/8/03 8:59 AM Page 8 Part I ✦ The Fundamentals The text area The text area of the window occupies the bulk of the screen; it is where you create, edit, format, and view your document files. The blinking vertical bar is called the insertion point. It indicates where text is to be entered into a document. You also use the insertion point to specify the point from which you want to select or edit text. In a window’s text area, the mouse pointer appears in the shape of an I-beam.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 9 Chapter 1 ✦ Getting Started with Word 2003 Word automatically displays the Reviewing toolbar. If you are working on a picture or drawing, Word may display the Picture or Drawing toolbar. The Standard and Formatting toolbars are normally anchored just below the menu bar. When you display other toolbars, however, they either appear stacked in the order that you display them or float on-screen like small windows.
03 53971X ch01.qxd 10 9/8/03 8:59 AM Page 10 Part I ✦ The Fundamentals Table 1-1: The Standard Toolbar Buttons Button Name Action New Blank Document Opens a new document based on the current default settings. Open Opens an existing document or template. Word displays the Open dialog box, where you can locate and open the desired file. Save Saves the active document or template under its current name.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 11 Chapter 1 ✦ Getting Started with Word 2003 Button Name Action Insert Hyperlink Opens a dialog box for inserting a URL in your document. You can create a link to a file on your own computer, the Internet, or an office-wide network. Tables and Borders Opens the Tables and Borders toolbar. Insert Table Inserts a table. To select the number of rows and columns, drag over or past the sample table that is displayed.
03 53971X ch01.qxd 12 9/8/03 8:59 AM Page 12 Part I ✦ The Fundamentals Note Your toolbar may have other buttons; many programs automatically add buttons to the toolbar. (Some programs, such as Adobe Acrobat, even create their own toolbars.) Some label printers add an icon to the toolbar so that you can highlight text and click the button to send the text to a label.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 13 Chapter 1 ✦ Getting Started with Word 2003 Button Name Action I (Italics) Italicizes text. U (Underline) Underlines words and spaces. Align Left Aligns the current or selected paragraph along the left indent. Align Left is the default setting. Center Centers the current or selected paragraph between indents. Align Right Aligns the current or selected paragraph along the right indent.
03 53971X ch01.qxd 14 9/8/03 8:59 AM Page 14 Part I ✦ The Fundamentals The Task Pane Word provides another, special form of toolbar called a task pane. This pane is displayed automatically under certain conditions, and a variety of commands also open it. You can choose View ➪ Toolbars ➪ Task Pane or Tools ➪ Research to open a particular task pane setting. The task pane is actually a dozen or so specialized toolbars in one. Choosing Tools ➪ Research opens the Research task pane.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 15 Chapter 1 ✦ Getting Started with Word 2003 Table 1-3: The Task Panes CrossReference Task Pane Name Purpose Home Provides a quick way to open existing or new documents, and links to Microsoft’s Office Web site and online news. Help Provides a way for you to access information about Word, both in Help files on your computer and online. New Document Tools for starting new documents, including the ability to find templates on Microsoft’s Web site.
03 53971X ch01.qxd 16 9/8/03 8:59 AM Page 16 Part I ✦ The Fundamentals The ruler Word 2003’s horizontal ruler shows and also adjusts the margin indent and tab settings of paragraphs. The ruler is displayed across the top of the window to provide you with a quick way to change paragraph indents, adjust margins, change the width of newspaper-style columns, change the width of table columns, and set tab stops using the mouse. To display and hide the ruler, choose the View ➪ Ruler command.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 17 Chapter 1 ✦ Getting Started with Word 2003 The status bar At the bottom of the window is the status bar, which displays information regarding the status of the document and the task you are currently performing. For example, when you save a document, the status bar displays a dotted line that reflects the amount of the file that has been saved.
03 53971X ch01.qxd 18 9/8/03 8:59 AM Page 18 Part I ✦ The Fundamentals Office Assistant By now, you have probably met the animated Office Assistant icon that pops up whenever Word 2003 starts. The Word 2003 Assistant works out of the box, which means it has no window around it, so it takes up less screen real estate. Office Assistant is available to provide help with Word 2003 using a natural language interface.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 19 Chapter 1 ✦ Getting Started with Word 2003 Press the Tab key to move, in order, through the control settings and buttons—from upper left to lower right in the dialog box. (Pressing Shift+Tab takes you through the options and controls in the opposite direction.) You also can use the mouse to choose a control setting by clicking the setting. If a label for a setting, group of settings, or button is dimmed, that item is not available.
03 53971X ch01.qxd 20 9/8/03 8:59 AM Page 20 Part I ✦ The Fundamentals Check box Tab Drop-down list box Text box Option button Help button Command button Figure 1-9: Two dialog boxes showing the various components. Table 1-4: Dialog Box Components Control Setting Action Tab Separates groups of options. Clicking the tab or pressing Alt and the underscored character in the tab name displays the additional options. Option button Selects a single option from multiple options in a group.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 21 Chapter 1 ✦ Getting Started with Word 2003 Note Control Setting Action Command button Instructs Word to perform the appropriate task or display additional information. For example, the OK button saves your control setting changes and exits the dialog box. If the name on the command button is followed by an ellipsis (. . .
03 53971X ch01.qxd 22 9/8/03 8:59 AM Page 22 Part I ✦ The Fundamentals Table 1-5: Mouse Function Terms Term Meaning Click Quickly press and release the left mouse button while the mouse pointer is on an object, such as a menu command, an icon, or a button. Right-click Quickly press and release the right mouse button while the mouse pointer is on an object, such as a menu command, an icon, or a button.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 23 Chapter 1 ✦ Getting Started with Word 2003 Figure 1-10: The shortcut menu for working with text in a document. Undo and Repeat As you work, it helps to keep the Undo command in mind. The Undo command is located in the Edit menu, and it cancels the most recent commands or actions that you’ve completed. Clicking on the arrow to the right of the Undo button on the Standard toolbar displays a dropdown list of the most recent actions that can be undone.
03 53971X ch01.qxd 24 9/8/03 8:59 AM Page 24 Part I ✦ The Fundamentals Working with Document Views With Word, you can view your documents from several different perspectives. Changing views in Word does not change the document, however. It only changes your view of that document. Think of Word’s different views as being similar to looking at an object through a magnifying glass. As you change the angle or the distance of the magnifying glass, the object appears to change as well.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 25 Chapter 1 ✦ Getting Started with Word 2003 3. Select the Draft Font and Picture Placeholders options in the View tab. 4. Click OK or press Enter. Web Layout view Choosing View ➪ Web Layout shows how any document would appear as a Web document. Unlike the Web Page Preview command (on the File menu), however, this view allows you to view how a document would appear as a Web page without starting Microsoft Internet Explorer.
03 53971X ch01.qxd 26 9/8/03 8:59 AM Page 26 Part I ✦ The Fundamentals Figure 1-12: The Reading Layout view. Outline view Outline is a specialized view that you can use to organize a document. In Outline view, you can collapse and expand portions of the document so that you see only the headings of your choice. You also can quickly and easily move as well as copy large portions of a document in Outline view.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 27 Chapter 1 ✦ Getting Started with Word 2003 Figure 1-13: A document in Outline view. Figure 1-14: The Document Map view.
03 53971X ch01.qxd 28 9/8/03 8:59 AM Page 28 Part I ✦ The Fundamentals Full Screen view Wish you could hide all Word’s menus, toolbars, and rulers and have the whole screen for writing? If so, use the Full Screen view, shown in Figure 1-15. This view simply removes all the components around the document—the toolbars, menu bar, status bar, and, unfortunately, even the scroll bars. Figure 1-15: The Full Screen view. Begin by selecting one of the other views; then choose View ➪ Full Screen.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 29 Chapter 1 ✦ Getting Started with Word 2003 Print Preview To use the Print Preview view, choose File ➪ Print Preview or click the Print Preview button on the Standard toolbar. This view is intended for the final review before printing—to make sure that all the pages are laid out correctly, with the correct headers and footers, paragraphs breaking in the right places, images sitting correctly, and so on.
03 53971X ch01.qxd 30 9/8/03 8:59 AM Page 30 Part I ✦ The Fundamentals If you make changes to the Normal.dot template that you later regret, you can change back to the default Normal.dot template by deleting the Normal.dot file. You can find out where this file is located by choosing Tools ➪ Options, clicking the File Locations tab, and then looking at what’s listed beside the User Templates entry. After you delete Normal.dot, Word automatically creates a new Normal.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 31 Chapter 1 ✦ Getting Started with Word 2003 instructions to walk you through creating a document. They prompt you to fill in information, which the wizard inserts into the document. Creating a complex document—such as an agenda, an award, a newsletter, or a resume—from scratch could take hours, but using Word’s wizards, these documents take only a few minutes. Figure 1-16: The New Document task pane.
03 53971X ch01.qxd 32 9/8/03 8:59 AM Page 32 Part I ✦ The Fundamentals Figure 1-17: The Letter Wizard dialog box. Saving a Document Until you save a document to a disk (either hard or floppy), that document exists only in your computer’s memory. When saving a new document, you must name the file and also specify where you want it to be saved. Word 2003 can store files using any number of formats. The most common are the .doc and .htm formats. The .
03 53971X ch01.qxd 9/8/03 8:59 AM Page 33 Chapter 1 ✦ Getting Started with Word 2003 Figure 1-18: The Save As dialog box. The next time you save your document, you won’t have to type a name, of course. Pressing Ctrl+S will quickly save the file. Caution Get into the habit of pressing Ctrl+S frequently, to reduce the chance of losing work due to a computer problem! Word helps you to save and protect your documents in many ways. The option settings determine how and when you save your documents.
03 53971X ch01.qxd 34 9/8/03 8:59 AM Page 34 Part I ✦ The Fundamentals CrossReference Before you decide to dive right in and begin using Word to create Web pages, read Chapter 26. The bullet list near the beginning of that chapter provides some things you might want to consider when you’re deciding how best to create Web pages. Getting Help in Word Word offers several types of help, as well as different help interfaces.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 35 Chapter 1 ✦ Getting Started with Word 2003 Using the Office Assistant By default, the Office Assistant is always on the screen. Click the icon to receive help on any subject, and a box appears that prompts you for a search phrase. Press Enter, and the Help task pane opens with the search results. Right-click the Office Assistant to display a pop-up menu of Office Assistant options. Choosing Hide hides the assistant, but only during the current session.
03 53971X ch01.qxd 36 9/8/03 8:59 AM Page 36 Part I ✦ The Fundamentals Figure 1-20: The Microsoft Word Help task pane. Browsing the Help Contents The Table of Contents link displays a Table of Contents for Help topics (see Figure 1-21). The book icons that appear in the Contents tab are referred to as chapters. Click a book to show all the Help pages in that topic. Click an entry with a ? icon to open a Help window displaying information about that subject.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 37 Chapter 1 ✦ Getting Started with Word 2003 Figure 1-21: The Help Table of Contents box. Helping WordPerfect users Word 2003 goes out of its way to help ease your transition from WordPerfect to Word. There is a separate Help dialog box for WordPerfect users, and you can even turn on an option that automatically tells you how to use a Word feature when you press a WordPerfect keystroke combination.
03 53971X ch01.qxd 38 9/8/03 8:59 AM Page 38 Part I ✦ The Fundamentals Figure 1-22: The Help task pane, along with a Help window containing explanatory text. Figure 1-23: The Help for WordPerfect Users dialog box. The Help Text button closes the dialog box and opens a message box carrying the help text for the item you selected.
03 53971X ch01.qxd 9/8/03 8:59 AM Page 39 Chapter 1 ✦ Getting Started with Word 2003 Word formatting and WordPerfect Reveal Codes The main conceptual difference between Word and WordPerfect involves how formatting is applied. Word is a paragraph-oriented system, and it does not use codes in the same way as WordPerfect. If you have used HTML, you’ll understand how WordPerfect works—it tags text to define formatting.
03 53971X ch01.qxd 40 9/8/03 8:59 AM Page 40 Part I ✦ The Fundamentals Figure 1-24: The Word message box asks if you want to save your files. Summary This chapter has oriented you to the Word environment and shown you how to create documents quickly using the core Word tools. For example, you can now do the following: ✦ Start Word and create new documents in a variety of ways. Use File ➪ New (Ctrl+N) to create documents using wizards and templates.
