Microsoft Word 2003

Screen Layout

Menus

When you begin to explore Word XP, you will notice a significant change in
the menu structure if you are familiar with previous versions of Word. The menus
in Word XP display only the commands you have recently used. To view all
options in each menu, you must click the double arrows at the bottom of the

Microsoft Word 1
menu. The images below show the Format menu collapsed (left) and expanded
(right) after the double arrows at the bottom of the menu were clicked:

Follow the steps below to display all frequently used buttons on the toolbar:

1. Select View|Toolbars|Customize from the menu bar.

2. Click on the Options tab.
3. Check the Show Standard and Formatting toolbars on two rows check
box.

Shortcut Menus
These features allow you to access various Word commands faster than using
the options on the menu bar. View shortcut menus by right-clicking with the
mouse. The options on this menu will vary depending on the element that was
right-clicked. For example, the shortcut menu below is produced by right-clicking
on a bulleted list.

Microsoft Word 2003 2

Actions such as "Decrease Indent" and "Increase Indent" are only applicable to
lists and therefore only appear on the list shortcut menu. The shortcut menus are
helpful because they only display the options that can be applied to the item that
was right-clicked and, therefore, prevent searching through the many menu
options.

Toolbars
Many toolbars displaying shortcut buttons are also available to make editing and
formatting quicker and easier. Select View|Toolbars from the menu bar to select
the toolbars. The toolbars that are already displayed on the screen are checked.
Add a toolbar simply by clicking on the name.

Customizing Toolbars
There may be certain actions on a toolbar that you do not use and there may
also be commands that you execute often but that are not located on any toolbar.
Word toolbars can be customized so these commands can be added and
deleted.

Microsoft Word 2003 3

 1. Select View|Toolbars|Customize and click the Commands tab.

2. By highlighting the command categories in the Categories box, the

choices will change in the Commands box to the right.
3. Select the command you would like to add to the toolbar by selecting it in
the Commands box.
4. Drag the command with the mouse to the desired location on the toolbar
and release the mouse button.
5. Remove a button from the toolbar by clicking and dragging the button off
the toolbar.
Working With a Document
There are several ways to create new documents, open existing documents, and
save documents in Word:

Create a New Document

1. Click the New Document button on the menu bar.
2. Choose File|New from the menu bar.
3. Press CTRL+N (depress the CTRL key while pressing "N") on the
keyboard.
Open an Existing Document
1. Click the Open File button on the menu bar.
2. Choose File|Open from the menu bar.
3. Press CTRL+O on the keyboard.

Each method will show the Open dialog box. Select the drive the
file was saved on, choose the file, and click the Open button.

Microsoft Word 2003 4

Save a Document
1. Click the Save button on the menu bar.
2. Select File|Save from the menu bar.
3. Press CTRL+S on the keyboard.
Navigate to the location where you would like to save the
document. Make a note of the drive where the document is saved
for future reference.
Renaming Documents
To rename a Word document while using the program, select File|Open and find
the file you want to rename. Right-click on the document name with the mouse
and select Rename from the shortcut menu. Type the new name for the file and
press the ENTER key.

Working on Multiple Documents

Several documents can be opened simultaneously if you are typing or editing
multiple documents at once. All open documents are listed under the Window
menu as shown below. The current document has a checkmark beside the file
name. Select another name to view another open document or click the button
on the Windows taskbar at the bottom of the screen.

Microsoft Word 2003 5

Close a Document
Close the current document by selecting File|Close or click the Close icon if it's
visible on the Standard Toolbar.

Margins

Page Margins
The page margins of the document can be changed using the rulers on the page
and the Page Setup window. The ruler method is discussed first:
1. Move the mouse over the area where the white ruler changes to gray.

2. When the cursor becomes a double-ended arrow, click with the mouse
and drag the margin indicator to the desired location.
3. Release the mouse when the margin is set.
The margins can also be changed using the Page Setup dialog box:

Microsoft Word 2003 6

 1. Select File|Page Setup and choose the Margins tab in the dialog box.

2. Enter margin values in the Top, Bottom, Left, and Right boxes. The
Preview window will reflect the changes.
3. If the document has Headers and/or Footers, the distance this text
appears from the edge of the page can be changed.
4. Change the orientation from Portrait or Landscape by clicking on the
corresponding image.
5. Click OK when finished.
~ The smallest page margin you can use on the laser printers at McKendree
College is .3”. Ink jet is .5”.
Page Size and Orientation
Change the orientation page within the Page Setup dialog box.

Microsoft Word 2003 7

 1. Select File|Page Setup and choose the Paper Size tab.

2. Select the proper paper size from the scroll menu.

Headers and Footers
A header is text that is added to the top margin of every page such as a
document title or page number and a footer is text added to the bottom margin.
Follow these steps to add or edit headers and footers in the document:
1. Select View|Header and Footer from the menu bar. The Header and
Footer toolbar will appear and the top of the page will be highlighted as
shown below.

2. Type the heading in the Header box. You may use many of the standard
text formatting options such as font face, size, bold, italics, etc.
3. Click the Insert AutoText button to view a list of quick options available.
 Please note: If you choose author, it may not be set up. To change
author, see heading below.
4. Use the other options on the toolbar to add page numbers, the current
date and time.
5. To edit the footer, click the Switch Between Header and Footer button
on the toolbar.

Microsoft Word 2003 8

 6. When you are finished adding headers and footers, click the Close button
on the toolbar.
Change Author

Click on Tools|Options
Click on the User Information tab
Type in desired information.

Formatting

Page Numbers
Follow these instructions for another way to add page numbers to a document.
1. Select Insert|Page Numbers from the menu bar and the following dialog
box will appear.

2. Select the position of the page numbers by choosing "Top of page" or

"Bottom of page" from the Position drop-down menu.
3. Select the alignment of the page numbers in the Alignment drop-down
menu.
4. If you do not want the page number to show on the first page (if it is a title
page, for example), uncheck the Show number of first page box.
5. Click OK when finished.
Print Preview and Printing
Preview your document by clicking the Print Preview button on the standard
toolbar or by selecting File|Print Preview. When the document is ready to print,
click the Print button from the Print Preview screen to print to default printer
(please make sure you know the location of your default printer settings, or
sensitive documents such as tests may print to an unsecure printer) or select
File|Print to change printers.

Typing and Inserting Text

To enter text, just start typing! The text will appear where the blinking
cursor is located. Move the cursor by using the arrow buttons on the
keyboard or positioning the mouse and clicking the left button. The
keyboard shortcuts listed below are also helpful when moving through
the text of a document:
Move Action Keystroke
Beginning of the line HOME
End of the line END
Top of the document CTRL+HOME
End of the document CTRL+END

Selecting Text
To change any attributes of existing text it must be highlighted first. Select the
text by dragging the mouse over the desired text while keeping the left mouse
button depressed, or hold down the SHIFT key on the keyboard while using the
arrow buttons to highlight the text. The following table contains shortcuts for
selecting a portion of the text:

Selection Technique
Whole word double-click within the word

Microsoft Word 2003 9

Whole paragraph triple-click within the paragraph
Several words or drag the mouse over the words, or hold down SHIFT while
lines using the arrow keys
Entire document choose Edit|Select All from the menu bar, or press
CTRL+A
Deselect the text by clicking anywhere outside of the selection on the page or
press an arrow key on the keyboard.

Deleting text
Use the BACKSPACE and DELETE keys on the keyboard to delete text.
Backspace will delete text to the left of the cursor and Delete will erase text to the
right. To delete a large selection of text, highlight it using any of the methods
outlined above and press the DELETE key.

Formatting Text
The formatting toolbar is the easiest way to change many attributes of text. If the
toolbar as shown below isn't displayed on the screen, select View|Toolbars and
choose Formatting.

Font Style

Alignment

 Style Menu - Styles are explained in detail later in this tutorial.

 Font Menu - Click the arrowhead to the right of the font name box to view
the list of fonts available. Scroll down to the font you want and select it by
clicking on the name once with the mouse. A serif font (one with "feet"
circled in the illustration below) is recommended for paragraphs of text that
will be printed on paper as they are most readable. The following graphic
demonstrates the difference between serif (Times New Roman on the left)
and sans-serif ("no feet", Arial on the right) fonts.

 Font Size - Click on the white part of the font size box to enter a value for
the font size or click the arrowhead to the right of the box to view a list of

Microsoft Word 2003 10

 font sizes available. Select a size by clicking on it once. A font size of 10 or
12 is best for paragraphs of text.
 Font Style - Use these buttons to bold, italicize, and underline text.
 Alignment - Text can be aligned to the left, center, or right side of the
page or it can be justified across the page.
 Numbered and Bulleted Lists - Lists are explained in detail later in this
tutorial.
 Increase/Decrease Indent - Change the indentation of a paragraph in
relation to the side of the page.
 Outside Border - Add a border around a text selection.
 Highlight Color - Use this option to change the color behind a text
selection. The color shown on the button is the last color used. To select a
different color, click the arrowhead next to the image on the button.
Highlight will only put color over the text; it will not fill in table cells,
headers, or footers.
 Font Color - This option changes the color of the text. The color shown on
the button is the last color chosen. Click the arrowhead next to the button
image to select another color.

The Font dialog box allows you to choose from a larger selection of
formatting options. Select Format|Font from the menu bar to access the
box. Please see above instructions for more detailed information. Notice
that there is a preview pane at the lower end of the Font box. You can
preview your selections before you choose them.

Format Painter
A handy feature for formatting text is the Format Painter located on the standard
toolbar. For example, if you have formatting a paragraph heading with a certain
font face, size, and style and you want to format another heading the same way,
you do not need to manually add each attribute to the new headline. Instead, use
the Format Painter by following these steps:
1. Place the cursor within the text that contains the formatting you want to
copy.
2. Click the Format Painter button in the standard toolbar. Notice that your
pointer now has a paintbrush beside it.
3. Highlight the text you want to add the same format to with the mouse and
release the mouse button.

Microsoft Word 2003 11

To add the formatting to multiple selections of text, double-click the Format
Painter button instead of clicking once. The format painter then stays active until
you press the ESC key to turn it off.

Undo
Feel free to experiment with various text styles. You can always undo your last
action by clicking the Undo button on the standard toolbar or selecting Edit|
Undo... from the menu bar. Click the Redo button on the standard toolbar or
select Edit|Redo... to erase the undo action.

Paragraph Attributes
Format a paragraph by placing the cursor within the paragraph and selecting
Format|Paragraph from the menu bar.

Alignment - horizontal text alignment for the paragraph

Indentation - distance the text is indented from the left and right edges
of the page

Spacing - distance the indented text is from the text above and below
the paragraph

Special - select special indents for first lines and hanging indents

Line spacing - set the line spacing for the text

Moving (Cutting) Text

Highlight the text that will be moved and select Edit|Cut from the menu bar, click
the Cut button on the standard tool bar, or press CTRL+X at once. This will move
the text to a clipboard.

To move a small amount of text a short distance, the drag-and-drop method may
be quicker. Highlight the text you want to move, click and hold the selection with
the mouse, drag the selection to the new location, and release the mouse button.

Microsoft Word 2003 12

Copying Text
To copy text, highlight the text you want copied, choose Edit|Copy, click the
Copy button on the standard toolbar, or press CTRL+C to copy the text to the
clipboard.

Paste Text
To paste copied or cut text, move the cursor to the location you want to move the
text to and select Edit|Paste from the menu bar, click the Paste button on the
standard toolbar, or press CTRL+V.

The Clipboard
Elements that are cut or copied from Word are placed onto Word's clipboard. Up
to 12 items can be stored. You can view the elements on the clipboard by
selecting View|Toolbars|Clipboard from the menu bar. The clipboard
automatically clears when rebooting the system.

Place the mouse arrow over each element in the clipboard to view the contents of
each item and click on an element to add its contents to the document. Click
Paste All to add all of the items to the document at once. Click the Clear
Clipboard button (the icon with an "X" over the clipboard image) to clear the
contents of the clipboard.

Columns
To quickly place text in a column format, click the Columns button on the
standard toolbar and select the number of columns by dragging the mouse over
the diagram. This will affect the entire document.

For more column options, select Format|Columns from the menu bar. The
Columns dialog box allows you to choose the properties of the columns. Select
the number and width of the columns from the dialog box.

Microsoft Word 2003 13

Drop Caps
A drop cap is a large letter that begins a paragraph and drops through several
lines of text as shown below.

Add a drop cap to a paragraph by following these steps:

1. Place the cursor within the paragraph whose first letter will be dropped.
2. Select Format|Drop Cap from the menu bar.
3. The Drop Cap dialog box allows you to select the position of the drop cap,
the font, the number of lines to drop, and the distance from the body text.
4. Click OK when all selections have been made.
5. To modify a drop cap, select Format|Drop Cap again to change the
attributes, or click on the letter and use the handles to move and resize the
letter.
Styles
The use of styles in Word will allow you to quickly format a document with a
consistent and professional look. Paragraph and character styles can be saved
for use in many documents.

Microsoft Word 2003 14

Applying a Style
1. Place the cursor in the paragraph where the style will be applied.
2. Click the Style drop-down menu on the Formatting toolbar and select a
style by clicking on it.
3. To apply the same style to multiple paragraphs, double click the Format
Painter button on the standard toolbar and click in all the paragraphs
that the style should be applied to. Press the ESC key to disable the
Format Painter.
Apply a Style from the Style Dialog Box
Choose from a larger selection of styles from the Style dialog box.

1. Click in the paragraph you want to add a style to.

2. Select Format|Style and Formatting... from the menu bar.
3. From the List drop-down menu at the bottom, choose All styles to view
all the styles available.
4. The styles are displayed in the Styles list. Preview each style by clicking
once on the name. Paragraph styles are preceded by the paragraph
symbol ( ) and character styles are preceded by an "a" icon ( ).The current
style will be highlighted with a box around it. Highlight the style you want to
apply to the paragraph and close the window.

Microsoft Word 2003 15

Create a New Style from a Model
To create a style from text that is already formatted in a document, follow these
steps:
1. Place the cursor in the paragraph you would like to set as a new style.
2. Click the Style box on the formatting toolbar so the style name is
highlighted.

3. Delete the text in the field and type the name of the new style.
4. Press the ENTER key to save the new style.
Create a Simple Style from the Style Dialog Box
1. Select Format|Style and Formatting... from the menu bar and click the
New Style button on the Style dialog box to access the New Style dialog
box.

2. Type the name for the new style in the Name field.
3. Select "Paragraph", "Character", “Table”, or “List” from the Style type
drop-down menu.
4. Select the formatting you desire for that element.
5. Click OK to set the style and close the New Style dialog box.
6. Click on the newly created style in the Style and Formatting dialog box to
apply the new style to the current paragraph.
Modify or Rename a Style
An existing style can be changed from the Style dialog box.
1. Select Format|Style and Formatting... from the menu bar.

Microsoft Word 2003 16

 2. Highlight the style from the Styles list that you want to modify, click on the
drop down menu arrow at the right side and click the Modify button.

3. Use the same methods to modify the style from the Modify Style dialog
box that were used for the New Style box.
4. To only rename the style, type a new name in the Name field.
5. Click OK when you are finished making modifications.
Delete a Style
Preset styles created by Word cannot be deleted, but to delete a style you have
made, follow these steps:
1. Select Format|Style and Formatting... from the menu bar
2. Highlight the style from the Styles list that you want to delete.
3. Click on the drop down menu arrow at the right side and click Delete.
4. You will be asked if you really want to delete the style. Click Yes.
Bulleted and Numbered Lists
To create a bulleted or numbered list, use the list features provided by Word.
1. Click the Bulleted List button or Numbered List button on the
formatting toolbar.
2. Type the first entry and press ENTER. This will create a new bullet or
number on the next line. If you want to start a new line without adding
another bullet or number, hold down the SHIFT key while pressing
ENTER.
3. Continue to type entries and press ENTER twice when you are finished
typing to end the list.
Use the Increase Indent and Decrease Indent buttons on the formatting
toolbar to create lists of multiple levels.

NOTE: You can also type the text first, highlight the section, and press the
Bulleted List or Numbered List buttons to add the bullets or numbers.
Nested Lists

To create a nested list, such as a numbered list inside of a bulleted list, follow
these steps:

Microsoft Word 2003 17

 1. Type the list and increase the indentation of the items that will make up the
nested list by clicking the Increase Indent button for each item.

2. Highlight the items and click the Numbered List button on the formatting
toolbar.
Formatting Lists
The bullet image and numbering format can be changed by using the Bullets
and Numbering dialog box.
1. Highlight the entire list to change all the bullets or numbers, or
Place the cursor on one line within the list to change a single bullet.
2. Access the dialog box by selecting Format|Bullets and Numbering from
the menu bar or by right-clicking within the list and selecting Bullets and
Numbering from the shortcut menu.

3. Select the bullet list style from one of the seven choices given. Click the
Numbered tab to choose a numbered list style.
4. Click OK when finished.
Tables
Tables are used to display data and there are several ways to build them in
Word. Begin by placing the cursor where you want the table to appear in the
document and choose one of the following methods.

Insert a Table
There are two ways to add a table to the document using the Insert feature:
1. Click the Insert Table button on the standard toolbar. Drag the mouse
along the grid, highlighting the number of rows and columns for the table.

Microsoft Word 2003 18

 2. Or, select Table|Insert|Table from the menu bar. Select the number of
rows and columns for the table and click OK.

Inserting Rows and Columns

Once the table is inserted, insert additional rows by placing the cursor in the row
you want to be adjacent to. Select Table|Insert|Rows Above or Rows Below.
Or, select an entire row and right-click with the mouse. Choose Insert Rows from
the shortcut menu.

Much like inserting a row, add a new column by placing the cursor in a cell
adjacent to where the new column will be added. Select Table|Insert|Columns
to the Left or Columns to the Right. Or, select the column, right-click with the
mouse, and select Insert Columns. Column widths will be automatically
adjusted even if you have preset them to a set width.

Moving and Resizing a Table

A four-sided moving arrow and open box resizing handle will appear on the
corners of the table if the mouse is placed over the table. Click and drag the four-
ended arrow to move the table and release the mouse button when the table is
positioned where you want it. Click and drag the open box handle to resize the
table. Change the column widths and row heights by clicking the cell dividers and
dragging them with the mouse.

Tables and Borders Toolbar

The Tables and Borders toolbar allows you to add border styles, shading, text
effects, alignment, and more options to your table. Access the toolbar by clicking
Table|Draw Table or View|Toolbars|Tables and Borders.

You will need to highlight the cells of the table you want to format.
Click and drag the mouse over the cells, or use the following shortcuts:
Selection Menu Method Mouse Method
Click the bottom, left corner of the cell
One cell Table|Select|Cell
when a black arrow appears
Click outside the table to the left of the
One row Table|Select|Row
row
One column Table|Select| Click outside the table above the column

Microsoft Word 2003 19

 Column when a black arrow appears
Click outside the table to the left of the
Several rows (none)
row and drag the mouse down
Several
(none) Click outside the table above the column
columns
Entire table Table|Select|Table Triple-click to the left of the table

Table Properties
Use the Table Properties dialog box to modify the alignment of the table with the
body text and the text within the table. Access the box by selecting Tables|Table
Properties.

 Size - Check the Preferred width box and enter a value if the table should
be an exact width.
 Alignment - Highlight the illustration that represents the alignment of the
table in relation to the text of the document.
 Text wrapping - Highlight "None" if the table should appear on a separate
line from the text or choose "Around" if the text should wrap around the
table.
 Borders and Shading - Select from a number of border styles, colors,
and widths. Click the Shading tab to change the background color and
pattern.

 Options - Click the Options button on the Table Properties window. To

change the spacing between the document text and the table borders

Microsoft Word 2003 20

 under Default cell margins. Check the Allow spacing between cells
box and enter a value to add space between the table cells.

Adding Clip Art

To add a clip art image from the Microsoft library to a document, follow these
steps:
1. Select Insert|Picture|Clip Art from the menu bar.

2. To find an image, click in the white box called Search. Type in keywords
describing the image you want to use and press enter.
3. Click once on the image you want to add to the document or click on the
drop down arrow to the right of the picture.
Insert to add the image to the document.
Copy to copy image.
Preview/Properties to view the image full-size before adding it to the
document.
Edit Key Words will let you change your search options.
4. Continue selecting images to add to the document and click the Close
button in the top, right corner of the ClipArt window to stop adding clip art
to the document.
Add An Image from a File
Follow these steps to add a photo or graphic from an existing file:
1. Select Insert|Picture|From File on the menu bar.
2. Browse to find the image on your computer.

Microsoft Word 2003 21

 3. Highlight the file name from the list and click the Insert button.

Editing A Graphic
Activate the image you wish to edit by clicking on it once with the mouse.
Eight handles will appear around the graphic. Click and drag these handles to
resize the image. The handles on the corners will resize proportionally while
the handles on midpoints of the straight lines will stretch the image. More
picture effects can be changed using the Picture toolbar. Select View|
Toolbars|Picture from the menu bar to activate it.

Auto Shapes
The AutoShapes toolbar will allow you to draw many different geometrical
shapes, arrows, flow chart symbols, stars, and banners on the document.
Activate the AutoShapes toolbar by selecting Insert|Picture|AutoShapes or
View|Toolbars|AutoShapes from the menu bar, or clicking the AutoShapes
button on the Drawing toolbar. Click each button on the toolbar to view the
options for drawing the shape.

 Lines - After clicking the Lines button on the AutoShapes toolbar, draw a
straight line, arrow, or double-ended arrow from the first row of options
by clicking the respective button. Click in the document where you would
like the line to begin and click again where it should end. To draw a
curved line or freeform shape, select curved lines from the menu (first
and second buttons of second row), click in the document where the line
should appear, and click the mouse every time a curve should begin. End
creating the graphic by clicking on the starting end or pressing the ESC
key. To scribble, click the last button in the second row, click the mouse in
the document and hold down the left button while you draw the design. Let
go of the mouse button to stop drawing.
 Connectors – Use these buttons to connect lines together.
 Basic Shapes - Click the Basic Shapes button on the AutoShapes toolbar
to select from many two- and three-dimensional shapes, icons, braces,
and brackets. Click on the shape and then click on the slide where you
want to insert the shape. When the shape has been made, it can be
resized using the open box handles and other adjustments specific to

Microsoft Word 2003 22

 each shape can be modified using the yellow diamond handles.

 Block Arrows - Select Block Arrows to choose from many types of two-
and three-dimensional arrows. Drag-and-drop the arrow in the
document and use the open box and yellow diamond handles to adjust the
arrowheads. Each AutoShape can also be rotated by first clicking the Free
Rotate button on the drawing toolbar . Click and drag the green handles
around the image to rotate it. The tree image below was created from an
arrow rotated 90 degrees.

 Flow Chart - Choose from the flow chart menu to add flow chart
elements to the document and use the line menu to draw connections
between the elements.

 Stars and Banners - Click the button to select stars, bursts, banners,
and scrolls.

 Call Outs - Select from the speech and thought bubbles, and line call
outs. Enter the call out text in the text box that is made.

 More AutoShapes - Click this button to choose from a list of clip art
categories.
Each of the submenus on the AutoShapes toolbar can become a
separate toolbar. Just click and drag the gray bar across the top of the
submenus off of the toolbar and it will become a separate floating
toolbar.

AutoCorrect
Word automatically corrects many commonly misspelled words and punctuation
marks with the AutoCorrect feature. To view the list of words that are
automatically corrected, select Tools|AutoCorrect. This may be a hidden feature
so click the double arrows at the bottom of the Tools menu listing if the
AutoCorrect choice is not listed.

Microsoft Word 2003 23

Many options including the accidental capitalization of the first two letters of a
word and capitalization of the first word of the sentence can be automatically
corrected from this page. If there are words you often misspell, enter the wrong
and correct spellings in the Replace and With fields.

Tools
Spelling and Grammar Check
Word will automatically check for spelling and grammar errors as you type unless
you turn this feature off. Spelling errors are noted in the document with a red
underline. Grammar errors are indicated by a green underline. To disable this

Microsoft Word 2003 24

feature, select Tools|Options from the menu bar and click the Spelling and
Grammar tab on the dialog box. Uncheck "Check spelling as you type" and
"Check grammar as you type", and click OK.

To use the spelling and grammar checker, follow these steps:

1. Select Tools|Spelling and Grammar from the menu bar.

2. The Spelling and Grammar dialog box will notify you of the first mistake
in the document and misspelled words will be highlighted in red.

3. If the word is spelled correctly, click the Ignore button or click the Ignore
All button if the word appears more than once in the document. If it is a
word that you use regularly, click the Add to Dictionary button to add the
word to the dictionary.
4. If the word is spelled incorrectly, choose one of the suggested spellings in
the Suggestions box and click the Change button or Change All button
to correct all occurrences of the word in the document. If the correct
spelling is not suggested, enter the correct spelling in the Not In
Dictionary box and click the Change button.
As long as the Check Grammar box is checked in the Spelling and Grammar
dialog box, Word will check the grammar of the document in addition to the
spelling. If you do not want the grammar checked, remove the checkmark from
this box. Otherwise, follow these steps for correcting grammar:
1. If Word finds a grammar mistake, it will be shown in the box as the spelling
errors. The mistake is highlighted in green text.

2. Several suggestions may be given in the Suggestions box. Select the

correction that best applies and click Change.
3. If no correction is needed, click the Ignore button.

Microsoft Word 2003 25

Synonyms
Word XP has a new feature for finding synonyms. Simply right-click on the word
and select Synonyms from the shortcut menu. From the list of suggested words,
highlight the word you would like to use or click Thesaurus... for more options.

Thesaurus
To use the thesaurus, highlight the word you want an alternate for and then
select Tools|Language|Thesaurus from the menu bar or select it from the
Synonyms shortcut menu as detailed above.

A list of meanings and synonyms are given in the window. Double-click on the
words in the Alphabetical List box or click the Look Up button to view similar
words. Double-click words in the Replace with Synonym box to view synonyms
of those words. Highlight the word you would like to add and click the Replace
button.

Table of Contents
Word will automatically create a Table of Contents page if a document is
designed using Heading and Paragraph styles (see the Styles section). Follow
the steps on this page to create a Table of Contents.

Mark Table of Contents Entries

1. Highlight a heading that you would like to appear in the Table of Contents
(TOC).

Microsoft Word 2003 26

 2. Press ALT+SHIFT+O and the Mark Table of Contents Entry box will
appear.

3. Entry - Rename the entry if you would like a different heading to appear in
the TOC.
4. Table identifier - Select "C".
5. Level - Choose "1" for first-level heading, "2" for second-level heading,
etc.
6. Click the Mark button.
7. The document will be toggled to "reveal codes" view and notice the TOC
field code. To hide all codes click the Show/Hide codes button on the
standard toolbar.
8. Select another heading to add to the TOC, or click the Close button on the
Mark Table of Contents Entry dialog box.
Generate a Table of Contents
After you have marked all the headings for your TOC, follow these steps to
generate the Table of Contents.
1. Place the cursor where you would like the TOC to appear in the document.
2. Select Insert|Reference|Index and Tables from the menu bar. Click on
the Table Contents tab.

3. Customize the appearance of the TOC from the Table of Contents tab.
You may choose a preset design from the Formats drop-down menu. A
preview of each design will be shown in the Print Preview window.
4. Check the Show page numbers box if you would like page numbers to
show on the TOC. Check the Right align page numbers box if the page
numbers should appear on the right side, then select the Tab leader
between the heading and the page number. Uncheck the box if the page
numbers should appear right next to the heading.
5. Click OK.
Keyboard Shortcuts
Keyboard shortcuts can save time and the effort of switching from the keyboard
to the mouse to execute simple commands. Print this list of Word keyboard
shortcuts and keep it by your computer for a quick reference. Note: A plus sign
indicates that the keys need to be pressed at the same time.

Microsoft Word 2003 27

Action Keystroke Action Keystroke
Document actions Text Style
Open a file CTRL+O Font face CTRL+SHIFT+F
New file CTRL+N Font size CTRL+SHIFT+P
Close a file CTRL+W Bold CTRL+B
Save As F12 Italics CTRL+I
CTRL+S or Underline CTRL+U
Save
SHIFT+F12 Double
CTRL+SHIFT+D
Print Preview CTRL+F2 underline
Print CTRL+P Word
CTRL+SHIFT+W
Show/Hide underline
CTRL+*
paragraph symbols All caps CTRL+SHIFT+A
Spelling and Change case SHIFT+F3
F7
grammar Subscript CTRL+=
Help F1 Superscript CTRL+SHIFT+=
Find CTRL+F Make web
CTRL+K
Replace CTRL+H hyperlink
Go To CTRL+G
Tables
Cursor movement Go to next cell Tab
Select all - entire Go to previous
CTRL+A SHIFT+Tab
document cell
Select from cursor Go to
SHIFT+Home
to beginning of line beginning of ALT+PageUp
Select from cursor column
SHIFT+END
to end of line Highlight to
Go to beginning of beginning of ALT+SHIFT+PageUp
HOME column
line
Go to end of line END Go to end of
ALT+PageDown
Go to beginning of column
CTRL+Home Highlight to ALT+SHIFT+PageDo
document
Go to end of end of column wn
CTRL+End Go to
document
beginning of ALT+Home
Formatting row
Cut CTRL+X Highlight to
Copy CTRL+C beginning of ALT+SHIFT+Home
row
Paste CTRL+V
Go to end of
Undo CTRL+Z ALT+End
row
Redo CTRL+Y
Highlight to
Format painter CTRL+SHIFT+C ALT+SHIFT+End
end of row
Left alignment CTRL+L Column break CTRL+SHIFT+Enter
Center alignment CTRL+E
Right alignment CTRL+R Miscellaneous
Justified CTRL+J Copyright © ALT+CTRL+C
Delete previous Date field ALT+SHIFT+D
CTRL+Backspace
word
Go to
Apply bulleted list CTRL+SHIFT+L ALT+CTRL+F
footnotes
Indent CTRL+M Show/Hide ¶ CTRL+SHIFT+8
Page break CTRL+Enter Thesaurus SHIFT+F7

All Shortcuts
This list shows only the most common keyboard shortcuts. To print a list of all the shortcuts in
Word, follow these steps:
1. Select Tools|Macro|Macros from the menu bar.
2. From the Macros In drop-down menu, select Word Commands.
3. Select ListCommands from the macro listing.
4. Click the Run button.
5. Choose Current Menu and Keyboard Settings from the popup window and click OK.

Microsoft Word 2003 28

6. Word will automatically open a new document containing a table of keystrokes. Print the
document.

Microsoft Word 2003 29