Word 2003 for IGCSE ICT
Short Description
A guide to Using Word 2003 in IGCSE ICT practical exams...
Description
Word 2003 Copyright 2009 Steve Copley www.igcseict.info This work is licensed under the Creative Commons Attribution Non-Commercial 3.0 License To view a copy of this license, visit http://creativecommons.org/licenses/by-nc/3.0/
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Setting Up Word 1.1
Setting some Important Options
5
1.2
Setting up the Toolbars you Need
7
Setting Up Your Page 2.1
Setting the Paper Size
9
2.2
Changing the Page Orientation
11
2.3
Changing the Size of the Page Margins
13
2.4
Adding a Header and a Footer
15
2.5
Setting a Different Header and Footer on the First Page
18
Changing the Format of Text 3.1
Changing the Text Font
21
3.2
Changing the Colour of Text
23
Changing Text Layout 4.1
Altering the Alignment of Text
25
4.2
Altering the Line Spacing of Text
28
4.3
Altering the Indentation of Paragraphs
30
4.4
Indenting Only the First Line of a Paragraph
31
4.5
Placing Text into Columns
32
Reorganising Your Document 5.1
Finding a Specific Block of Text
35
5.2
Moving Text Around
36
5.3
Adding Page Breaks
38
5.4
Adding Column Breaks
40
Inserting and Adjusting Images 6.1
Adding ClipArt to Your Document
43
7
8
6.2
Inserting an Image from a File
46
6.3
Cropping an Image
48
6.4
Adjusting the Size of an Image
50
6.5
Rotating an Image
52
6.6
Flipping an Image
53
6.7
Changing How Text Wraps Around an Image
54
Inserting and Editing Tables 7.1
Adding a New Table
57
7.2
Adding and Deleting Rows and Columns
59
7.3
Merging Table Cells
61
7.4
Changing the Borders (Lines) of a Table
62
7.5
Changing the Background Colour (Shading) of Table Cells
63
Checking Spelling in Your Document 8.1
Running a Spell Check
65
Setting Up Word
Word 2003 - 4
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Setting some Important Options There are some important settings that you should change when working on documents for the exam. This lesson will show you which settings to change
Open the Options window Click the Tools menu, then Options...
Set the measurement units to centimetres Go to the General tab and check / change the Measurement Units to centimetres
Word 2003 - 5
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Stop the computer resizing your print-outs Go to the Print tab and untick the Allow A4/Letter paper resizing box
Word 2003 - 6
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Setting up the Toolbars you Need Word has many toolbars that can be shown or hidden. This lesson will show you how to only show the toolbars you need
Make sure the correct toolbars are visible Click the View menu, then go to Toolbars. You only need the Standard, Formatting and Drawing toolbars to be visible. Untick any other toolbars
Move the Formatting toolbar under the Standard toolbar By default Word places the Standard and Formatting toolbars side-by-side. Unless you have a very wide monitor, this can mean some useful buttons get hidden.
Use the 'handle' with the four dots at the left of the Formatting toolbar to drag it down then across
Placing the Formatting toolbar under the Standard toolbar makes all of the buttons visible
Word 2003 - 7
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Setting Up Your Page
Word 2003 - 8
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Setting the Paper Size This lesson will show you how to alter the size of the paper that you are working on
Document paper size is very important! Your document might look ok - on the screen it's hard to tell if the paper is A4 or not.
Open the Page Setup window Click the File menu...
Then click Page Setup...
Word 2003 - 9
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Set the Paper Size to A4 Go to the Paper tab, then choose A4 from the Paper Size menu
Check the page In this example, you can see that now the paper size is A4, a lot more writing fits on one page
Word 2003 - 10
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Changing the Page Orientation Some documents are best formatted with the paper aligned vertically (portrait), and some with it horizontally (landscape). This lesson will show you how to alter the page orientation
Open the Page Setup window Click the File menu...
Then click Page Setup...
Change the page Orientaton Select the Margins tab, then chose the Orientation required
Word 2003 - 11
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Check your page
Word 2003 - 12
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Changing the Size of the Page Margins The margins of a page are the white spaces around the sides of the writing. Changing the size of the margins can dramatically affect how a document looks. This lesson will show you how to alter the size of the page margins
The margins of a page are the white spaces around the sides of the writing Margins help to 'frame' the page. Margins also provide space for headers / footers, and for stapling / binding a document
Open the Page Setup window Click the File menu...
Then click Page Setup...
Word 2003 - 13
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Change the Margins Select the Margins tab, then chose the Margin sizes required Note: Usually you only need to worry about the top , bottom, left and right sizes.
Check the margins look ok
Word 2003 - 14
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Adding a Header and a Footer Headers and footers are used in documents to place items of information on every page, e.g document author, title, date, page numbers, etc. This lesson will show you how to add and edit a page header and footer
The Header of a page is the area at the top of the page, the Footer is at the bottom The Header and Footer provide places for you to add text such as: - Document title - Page number - Your name - The date Normally, the same header and footer appear on every page
Show the Header and Footer Click the View menu, then Header and Footer
Word 2003 - 15
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Header and Footer are now visible You should now see the Header and Footer area. You can now add text and other items to the Header and Footer
The Header and Footer toolbar The Header and Footer toolbar should be visible
Add text to the Header and/or Footer Simply click and type text like names, numbers, etc.
Align text in the centre or right of the Header / Footer To add text in the centre of the header / footer, move the mouse cursor to the approximate centre and double-click To add text in the right of the header / footer, move the mouse cursor to the right edge and double-click
Word 2003 - 16
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Add automatic Page Numbers Position the cursor (double-click) Then click the Page Number button on the toolbar
Add an automatic Date Position the cursor (double-click) Then click the Date button on the toolbar
Add other AutoText items Other items such as the document filename can be added from the Insert AutoText menu on the toolbar
Word 2003 - 17
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Setting a Different Header and Footer on the First Page When a document has a title page, it is common to not want to see the header / footer on this page This lesson will show you how to turn off the header / footer for the first page of a document
Headers and Footers usually appear on every page In this example, you can see the same header / footer on every page of the document, including the title page
Open the Page Setup window Click the File menu...
Then click Page Setup...
Word 2003 - 18
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Seelct the option to have a Different First Page header and footer Select the Layout tab, then tick the Different First Page option box
Check the first page You should see that there is a blank header and footer on the first page (You can still edit this header / footer - it is just different from the rest of the document)
Word 2003 - 19
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Changing the Format of Text
Word 2003 - 20
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Changing the Text Font There are thousands of different fonts that you can use for text - plain fonts, traditional fonts, fun fonts, etc. This lesson will show you how to change the font of text in your document
Select the text that you wish to change Highlight the text
Pick a font from the Font menu If you are asked to select a Serif font, use Times New Roman If you are asked to select a Sans-Serif font, use Arial
Word 2003 - 21
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Pick a font size from the Size menu Pick a size from the menu list (all sizes are points) If the size you need is not in the list, just type in the size and press Enter
Select Bold, Italic or Underline style Use the toolbar buttons to make the text... - BOLD - ITALIC - UNDERLINED
Check the final result looks ok
Word 2003 - 22
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Changing the Colour of Text Changing the colour of text can make it more attractive, or highlight important parts of a document This lesson will show you how to change the colour of text in your document
Highlight the tex that you want to change Highlight the text with the cursor
Pick a colour from the Text Colour toolbar menu The Text Colour menu can be accessed from the toolbar (Alternatively you can click the Format menu, then Font)
Check the final text colour looks ok
Word 2003 - 23
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Changing Text Layout
Word 2003 - 24
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Altering the Alignment of Text Text alignment describes how a block of text 'lines up' at the edges This lesson will show you how to alter the alignment of text
Select the text that you want to change Highlight the text
Select the alignment required The Text Alignment toolbar buttons are: Left, Centre, Right and Justify (Alternatively you can click the Format menu, then Paragraph and change the Alignment there)
Word 2003 - 25
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Left aligned The text is adjusted so that the left edge lines up straight. (The right edge is 'ragged')
Centre aligned The text is adjusted so that the centre of each line lines up straight (Both the left and right edges are 'ragged')
Word 2003 - 26
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Right aligned The text is adjusted so that the right edge of each line lines up straight (The left edge is 'ragged')
Fully justified text The text is adjusted so that the both the left and right edges line up straight (Neither edge is 'ragged')
Word 2003 - 27
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Altering the Line Spacing of Text Space can be added between lines of text to make it easier to read (or so that there is space to add comments, e.g. by a teacher) This lesson will show you how to adjust the line spacing of text
Select the text that you want to adjust Highlight the text
Chose the line spacing required The Line Spacing toolbar menu is located next to the Text Alignment buttons Chose: - 1.0 (single) - 1.5 - 2.0 (double) (Alternatively you can click the Format menu, then Paragrah, and adjust the Line Spacing there)
Word 2003 - 28
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Check that the text looks ok You should now see spaces between the lines of text
E.g. Double line spacing should mean that there is a whole blank line between every line of text.
Word 2003 - 29
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Altering the Indentation of Paragraphs Text can be indented (pushed across the page) to emphasise it This lesson will show you how to adjust the indentation of text
Select the text that you want to indent Highlight the paragraph(s) Note: You can highlight any type of paragraph, including bulleted lists or numbered lists
Use the Indent buttons to change the indentation The left button decreases the indent (moves the paragraph left) The right button increases the indent (moves the paragraph right)
See the text indentation change As you click the buttons, you can watch the highlighted text indent change. You can see how big the indentation is by watching the ruler (in this example, it is just over 2.5cm)
For more accuracy, use the Paragraph formatting window Click the Format menu, click Paragraph and then adjust the Left Indentation value
Word 2003 - 30
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Indenting Only the First Line of a Paragraph Often (e.g. in novels) the first line of prargraphs are indented. This lesson will show you how to indent only the first line of a paragraph
Select the paragraphs that you want to change Highlight the text
Open the Paragraph formatting window Click the Format menu, then Paragraph...
Set the First Line indentation Chose First Line from the Special menu, and enter a value for the indent
Check the text looks ok Each paragraph should now have an indented first line
Word 2003 - 31
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Placing Text into Columns It is hard to read long lines of unbroken text, so it is common to place text in columns. This lesson will show you how to put text into columns
Select the text that you want to put into columns Highlight the text. (If you want to highlight the all of the text, use the Select All keyboard shortcut Ctrl-A)
Open the Columns settings window Click the Format menu, then Columns... (Note: There is a toolbar button to set the number of columns, but it doesn't allow you to control exact width, spacing, etc.)
Word 2003 - 32
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Select the number of columns, spacing, etc. Chose: 1. The number of columns 2. The space (gap) you want between the columns 3. If you want the columns to be equal width 4. If you want a line between the columns
Check the columns look ok In the example you can see that the text is in two columns, with a 1.5cm gap, and a line between
Word 2003 - 33
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Reorganising Your Document
Word 2003 - 34
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Finding a Specific Block of Text Sometimes you need to find a specific bit of text in your document. This lesson will show you how to quickly find text.
Open the Find window Click the Edit menu, then Find... Alternatively, you can use the keyboard shorcut: Ctrl-F
Search for the text you want to find Type in the text that you are looking for, then click Find Next The computer will search your document, and if it finds the text, it will highlight it
Word 2003 - 35
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Moving Text Around Sometimes you decide that you want to move some text from one part of your document to another This lesson will show you how to easily move a block of text
Find the text that you want to move Find the text and decide where you want to move it to
Select the text Highlight the text
Word 2003 - 36
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Cut the text from its present location Click the Cut toolbar button (the scissors) Alternatively you can use the keyboard shortcut: Ctrl-X Or, you can right-click the slected text, and pick Cut from the pop-up menu
Paste the text into its new position Click where you want the text to go (Note: you might have to add in some blank lines to make room) Click the Paste toolbar button (the clipboard) Alternatively you can use the keyboard shortcut: Ctrl-V Or, you can right-click and pick Paste from the pop-up menu
Check the document After you have moved your text you might need to add or remove blank lines to make it look ok.
Word 2003 - 37
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Adding Page Breaks Page breaks allow you to force parts of your document to start on a new page. This lesson will show you how to insert a page break.
Click where the page break should go Click just in front of the line that you want to push down onto a new page
Open the Break window Click the Insert menu, then Break...
Word 2003 - 38
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Select a Page Break Chose the normal Page Break
Check the document You should see that the text has been pushed down onto the next page because of the page break
Word 2003 - 39
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Adding Column Breaks A column break is similar to a page break, but moves text to the start of a new column rather than a page This lesson will show you how to insert a column break
Click wher you want the column break to go Click just before the text that you want to push into the next column
Open the Break window Click the Insert menu, then Break...
Word 2003 - 40
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Insert the column break Select a Column Break
Check the document You should see that the text has been pushed over to the top of the next column
Word 2003 - 41
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Inserting and Adjusting Images
Word 2003 - 42
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Adding ClipArt to Your Document ClipArt images can enhance your document. This lesson will show you how to insert ClipArt images
Click where you want your image to go Click at the location you want your ClipArt
Open the ClipArt search pane Click the ClipArt button in the Drawing toolbar
Alternatively, click the Insert menu, then Picture, then ClipArt
Word 2003 - 43
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
The ClipArt search pane is visible The ClipArt search pane will open on the right side of the window
Search for the image you want Type in a key word or two. Note: Word will search your computer, and also online . This may take some time - be patient!
Word 2003 - 44
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Insert the image that you want Click the ClipArt image that you like.
Check the image The image will be inserted into your document at the location you clicked
Word 2003 - 45
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Inserting an Image from a File Adding images can enhance your document. This lesson will show you how to insert images that are saved as files on your computer
Click where you want your image to go Click at the location you want your ClipArt
Open the Insert Picture window Click the Insert Picture button in the Drawing toolbar
Alternatively, click the Insert menu, then Picture, then From File...
Word 2003 - 46
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Find the image and insert it When the file browser window open, go to the folder containing your pictures. Select the picture you want, and click Insert
Check your document Your image will be inserted at the place you clicked before
Word 2003 - 47
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Cropping an Image Sometimes an image contains sections that you don't want. You can crop (trim) these away. This lesson will show you how to crop an image
Select the image that you want to crop The Picture toolbar should appear. (If the toolbar does not appear, right-click the image and click Show Picture Toolbar)
Select the Crop tool Click the Crop button on the toolbar. You should see your cursor change to the cropping cursor
Decide which part of the image you want to keep Which part of the image do you want to focus on?
Word 2003 - 48
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Crop the image Drag the image edges inwards to crop the edges off Note: you need to drag the 'handles' (the small, black squares)
Word 2003 - 49
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Adjusting the Size of an Image If an image is too large or too small, you will need to resize it. This lesson will show you how to resize an image
Select the image that you want to resize Click the image
Drag the corners to resize Always drag the corners, not the sides. This will ensure the aspect ratio (the ratio of the height to the width) of your image stays constant
Word 2003 - 50
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
To specify exact measurements, open the Format Picture window Right-click the image and click Format Picture (Alternatively, you can just double-click the image)
Go to the Size tab Set the height / width If you need the height to width ratio (the aspect ratio) to stay constant, you can tick the Lock Aspect Ratio box
Word 2003 - 51
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Rotating an Image This lesson will show you how to rotate images
Select the image that you want to rotate Click on the image
Rotate the image Click the Draw menu on the Drawing toolbar Click Rotate or Flip Choose Rotate Left or Rotate Right
Check the image The image will have rotated
Word 2003 - 52
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Flipping an Image This lesson will show you how to flip (make a mirror image of) an image
Select the image you want to flip Click on the image
Flip the image Click the Draw menu on the Drawing toolbar Click Rotate or Flip Choose Flip Horizontal or Flip Vertical
Check the image You should now see a flipped (mirror image) of the image
Word 2003 - 53
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Changing How Text Wraps Around an Image Text can be made to flow (wrap) around images in different ways. This lesson will show you how you can adjust text wrapping for images
Select the image Click the image
The Picture toolbar should be shown If the toolbar is not visible, right-click the image and select Show Picture Toolbar
Chnage the text wrapping for the image Click the Text Wrapping button (the dog) and select: - Square to make text flow around the image - Behind to put the image under the text - In Front of Text to put the image over the text - Top and Bottom to make the text sit above and below the image Usually, Square is the setting that you will want
Word 2003 - 54
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
See how the text flows around the image In this example, the wrapping is set to Square and the text flows around the image
Move the image to the required position As you move the image, the text will reposition to flow around it
Word 2003 - 55
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Inserting and Editing Tables
Word 2003 - 56
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Adding a New Table Tables are used to display data in rows and columns. This lesson will show you how to insert a new table into your document
Choose where you want the table to go Click to place the cursor
Insert the table Go to the Table button on the toolbar
Then click with the mouse and, with the button held down, drag to select how many rows and columns you want
Alternatively, you can click the Table menu, select Insert and then Table...
Word 2003 - 57
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Your new table You will see the table inserted where you clicked the cursor
Add data to your table Click in the cells and type the data Note: to get from cell to cell, press the TAB key
Alter the fotmatting of the table cells Just like any other text, you can select the table cells and alter font, bold, alignment, etc. Cell column widths can be adjusted by dragging the vertical table borders
Word 2003 - 58
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Adding and Deleting Rows and Columns This lesson will show you how to insert or delete rows and columns in your tables
Go to the table that you want to alter This table has four columns - we want to add a fifth one on the right side This table has five rows - we want to delete the bottom row
Select where the new column should go Highlight the place where you want the new column to go
Add a new column Click the Table menu, go to Insert, then pick where to want the new column to go In this example, we will add the column to the right of the one we highlighted
You can see the new column added on the right
Select the row to delete Highlight the row that you want to delete
Word 2003 - 59
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Delete the row Click the Table menu, pick Delete, then click Rows
You can see that the row has been deleted
Word 2003 - 60
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Merging Table Cells This lesson will show you how to merge (join) table cells
Highlight the cells to be merged Click and drag to highlight several cells
Merge the cells Right-click the cells and pick Merge Cells from the pop-up menu
The cells have been merged into one
Repeat for other cells as needed Cells can be merged vertically and horizontally
Word 2003 - 61
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Changing the Borders (Lines) of a Table The lines around a table and between rows and columns are called borders. This lesson will show you how to change table borders
Highlight the table Click and drag to highlight the table (Note: you can just select a group of cells if you only want to change part of the table)
Open the Borders and Shading window Click the Format menu, then click Borders and Shading...
Alter the borders as required Select the Borders tab then: Click All to adjust every border in the table Shose the line Style, Colour and Width
Chek the table borders The table borders should now have the settings you chose
Word 2003 - 62
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Changing the Background Colour (Shading) of Table Cells Shading cells in a table is a good way of highlighting special cells, such as headings This lesson will show you how to change the shading of table cells
Highlight the cells that you want to shade Click and drag to hightlight the cells
Open the Borders and Shading window Click the Format menu, then click Borders and Shading...
Select the colour for the shading Select the Shading tab then pick a colour for the cell shading Note: Selecting No Fill will clear any previous shading
Check the table You should see your shading colour applied to the selected cells
Word 2003 - 63
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Checking Spelling in Your Document
Word 2003 - 64
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
Running a Spell Check It is always important to check the spelling of your work The lesson will show you how to check for spelling mistakes
Right-click words that are underlined in red Mis-spelled words are automatically underlined with a red, wiggly line Right-click the word and spelling suggestions will be shown in the menu Click the correct spelling to change the word
Check the spelling of the whole document Click the Spelling and Grammar button on the toolbar
Fix highlighted spelling errors The computer will search your document for spelling errors If it finds one, it will be highlighted and suggestions shown Pick the correct spelling and click Change Note: If the spelling is actually correct (e.g. someone's name), then click Ignore
Word 2003 - 65
Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed
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