MS Word 2003 Quick Reference

See also: alphabetical index

Document Basics

Creating New Documents. Phisical structure of a document. Logical Structure of a document. Presentation structure of the document.

Basic Editing - using your mouse and menu.

Selecting text, Cut, Copy, and Paste. Typewriters could not do this!

Undo and Redo. NOTE: One important thing Undo doesn't undo is a file save. When you save over a previous file, the old file is gone for good.

Save and Save As. Web Page saves in HTML/XML. Web Page, Filtered saves a more stripped-down version of HTML. Single File Web Page saves an MHT file. Note that MHT Web Archive files can be read only by Microsoft Internet Explorer. Rich Text Format saves RTF - standard file format for exchanging data with other word processing programs. Plain Text. Word 97 creates simplified RTF.

Opening recent documents and navigation to most recent files.

Backup. Open Options menu and click on the Save tab. Check the Always Create Backup Copy check box. Now when you save your file, Word renames previously saved version of the file with the .bak extension. Fast Saves affect the storage format of your document. Fast Saves are evil, they are embedded with your document like a laundry list of things "to do" which is extra data, it is dangerous, so turn it off.

Layout Views

Web Layout view is designed to show how text will appear when viewed through a Web browser.

Web Layout view enhances your document's appearance for onscreen viewing

Print Layout view is slow, because it shows your document as it will appear when you print it, with headers, footers, images, and all other elements in place.

In Outline view document is structured by headings, and you can move around large chunks of the document with ease.

Reading Layout view is optimized for reading documents onscreen. It uses two-page view, like an open book.

Document Map enables you to quickly move to any location in your document

To display thumbnails, choose View, Thumbnails. Thumbnails are small photos of each page.

Choose View, Full Screen. The Full Screen toolbar appears, containing one button: Close Full Screen. If the Full Screen toolbar disappears, or if you inadvertently close it, you can press Esc key to display Word's interface again.

Zoom drop-down box to specify how much you want to enlarge or reduce your document onscreen.

The status bar includes information about where you are in your document, as well as information about what mode you're using.

Occasionally, even Normal view is too slow. For example, you may be using a relatively slow computer to edit an extremely long, complex document. One option is to display the contents of your document in Draft Font. Because this hides all text formatting, Word runs noticeably faster. To do this, first make sure that you're in Normal or Outline view. Then select Tools, Options, View and check the Draft Font check box.

Default Document View - the Normal view, actually isn't the best view for most of the work that you do with your document. Most used view is actually the Print Layout view.

Using Find, Replace: Press Ctrl+F; or choose Edit, Find. Press Ctrl+H or choose Edit, Replace.

Many documents contain paragraph marks you want to keep, as well as paragraph marks you want to eliminate. Often, imported documents contain two consecutive paragraph marks wherever a new paragraph begins. To eliminate the single paragraph marks you don't need, while retaining the double paragraph marks you do need, follow these steps: press Ctrl+H, click the More button (Search Options). Click the Special button. A pop-up list appears, showing you the special characters for which you can search. Choose "Paragraph Mark" from the list. Characters ^p^p appear. In the Replace With text box, enter text AAAA that doesn't appear elsewhere in your document. Click Replace All. Type ^p in the Find What and Replace All with a space. Now type AAAA in the Find What and Replace All with ^p.

Use Outline view when you're organizing hierarchical structure of your document, Normal view when you're editing content, and Print Layout view when you're primarily concerned about graphics and the appearance of your pages.

If you're working in Normal view and you decide to change a heading level, you might want to switch into Outline view so that you can quickly change all the subordinate headings at the same time.

Outlining Toolbar: tools for organizing and managing your outline. Increase/decrease paragraph importance: Promote to Level 1, Promote, Outline Level, Demote, and Demote to Body Text. Move paragraphs up or down in the document: Move Up, Move Down. Control paragraph display and appearance: Expand, Collapse, Show Level, Show First Line Only, and Show Formatting. Tools for Table of Contents in Outline view: Update TOC and Goto TOC.

NOTE: The Outlining toolbar can be displayed in any document view, by clicking View menu, Toolbars, Outlining; it appears by default in Outline view.

Using Go To: Press Ctrl+G.

Most Recent Location: press Shift+F5.

Basics of Formatting

Here we discuss formatting text directly in your document. The Formatting toolbar is often the quickest way to apply text formatting. Most formatting toolbar buttons toggle formatting both on and off.

For the text in your document, choose only safe fonts. Some very popular web-safe fonts are Times New Roman, Arial, Verdana and Tahoma.

Ctrl+D brings up the Font dialog box, from which you can format all aspects of the font of the text that is currently selected.

Default Font for All New Documents: Format menu, Font and set desired font and size. Hit the Default button at the bottom left of the Font dialog box.

Paragraphs Formatting and Indentation

When you type a paragraph and hit return, formatting of the paragraph is stored there. End of the paragraph is shown by the paragraph marker (¶). If you later delete a paragraph return at the end of your paragraph, the paragraph may suddenly take on the formatting of the following paragraph. Again, pressing Enter creates a paragraph mark that stores the same formatting as the previous paragraph.

You can show or hide formatting marks by clicking Tools menu, Options, View tab, and under Formatting marks, select or clear the check boxes.

Indents and Spacing tab of the Paragraph formatting dialog box. Indentation is set from the left and right edges of the margin. When Indentation Settings are set to zero, your page is controlled by the page margins. Otherwise indentation settings are added to the page margins. For example, if right-hand margin is 1-inch, and paragraph indent is 1/2-inch, then the text of the paragraph will print at 1.5 inches from the right-hand edge of the paper.

It is easier to set indentation after the paragraphs already typed. That is, if your paragraphs require different indentation, select paragraphs individually and set your indentation as required. Otherwise, you would have to change your indentation as you type, which is unnecessary and distracting.

Disappearing Table Text - check the indentation. For best results, always use a zero right indent in table text. There can be negative indent settings, too, and these can really make the formatting appear difficult to fix.

Special Indentation is for the first line of the paragraph.

The Ruler. It shows margins of your page on either side. Then, the upper triangle controls the indentation of the first line of the paragraph. Bottom triangles control the indentation of the current paragraph. The square of the at the bottom of the ruler is the same as the bottom triangle, but it will also drive the upper triangle when you move it around.

Spacing between Paragraphs. In a professionally created document, spacing between paragraphs should not be achieved at the expense of inserting empty paragraphs. Instead, use Format menu, Paragraph, and change Space Before and After text.

Field codes

Field code is a placeholder text that shows information about your data source. Field code generates a field's result. The field code includes the field characters, field type, and instructions, for example, a web link (a hyperlink).

Field results: Text or graphics inserted in a document when Microsoft Word carries out a field's instructions. When you print the document or hide field codes, the field results replace the field codes.

To show or hide the field code for a specific field, click the field or the field results, and then press SHIFT+F9. To show or hide field codes for all fields in the document, press ALT+F9.

Using Tabs

Note: To create tabs within table cells, you must hold the Ctrl key while hitting Tab.

Different tabs are chosen from the button sitting on the far left side of the horizontal ruler. It appears to have an L-shape before we begin using it, which means that you are using Left-Aligned Tab. Clicking the button will change it into an upside-down T, which suggests that your tabs will be Center-Aligned tab. Next, you can change the tabs to be Right-Aligned tab, as indicated by the reversed L shape. Next tab style indicates Decimal-Aligned Tab shown by upside-down T with a dot. In this setting, numbers with a floating point are aligned by the point sign. Bar-shaped tab | indicates a vertical separator, often used in legal and medical documents.

Alternatively, you may set the tab style via Format menu, Tabs.

Tab has two properties: the size, and the alignment. The default tab settings are visible (barely) on the horizontal ruler.

Tabs are a quick-and-dirty way of creating text that has a primitive tabular format, that is, it looks like a table.

Tab space can be filled by a dot leader instead of a white space, just as it is often used in a restaurant menu. To set, click Format menu, Tabs.

Move your mouse over the tab stop. Drag the tab stop away from the ruler in an upward or downward direction. This is an easy way to remove a tab stop. When a manual tab stop has been removed, the tab on each line will revert to the default tab stop position.

Inserting Symbols and Special Characters

To insert characters other than those present on a standard keyboard: In some cases, you may need foreign language characters. In other cases, you may need special characters, such as the section character ยง, which is often used in legal documents. Click Insert menu, Symbol. The Symbol dialog box opens, which shows the characters from the current font. Try clicking the Subset drop-down box, and choose the subset of characters you want to view. You may choose a different font from the drop-down list. When ready, select a character by clicking on it and click Insert button.

Microsoft Equation

There are many MS Word users that aren't aware that Equation Editor tool exists within MS Word. When you cannot find the symbol you want using the Insert Symbol dialog, try the Equation Editor. It is very useful for creating extended mathematical expressions.

Click Insert menu, Object and select Microsoft Equation from the option list. Numbers, variables, and ordinary mathematical operators (such as =, +, ?) can be typed directly from the keyboard. For other symbols click the appropriate button on the top row of the Equation toolbar and select from one of the options that appear in the drop-down menu. Complex expressions such as fractions, square roots, or integrals can be added by clicking the appropriate button on the bottom row of the Equation toolbar and choosing one of the drop-down options. The relative spacing for the formula is handled through the Format menu, Spacing menu, which opens the Spacing dialog box. There you can specify the line spacing, matrix row and column spacing, superscript height, subscript depth, and limit height between symbols.

Concepts of Heading Styles and Outline Levels

Heading styles are built-in styles from Heading 1 to Heading 9. IMPORTANT: Heading styles provide information to MS Word about the hierarchy of your document.

Outline levels are simply text shifting mechanisms from left to right on paper.

Body text is text that is formatted with the Body Text outline level. This is the text that does not have an Outline Level from 1 to 9 assigned to it.

When you display a blank document in Outline view, an "outlined" minus sign appears. A minus sign (-) tells you that the paragraph has no subordinate text. In other words, the paragraph has a heading style or an outline level but no lower-level sub-headings or text exist under it.

The headings will be indicated by a plus sign. A plus sign (+) tells you that the paragraph has subordinate text. This text may consist of lower-level headings and paragraphs.

In Outline View, Paragraph formatting, such as indents and line spacing, disappears. In addition, Word disabled Format and Paragraph menus: can't use them to modify paragraph formatting. Instead, Word displays its own outline indentation to make it obvious which paragraphs are at the highest/lowest level of your outline, with respect to text subordination.

Bullets and Numbering

To reset Bullets and Numbering to their default settings, click Format menu, Bullets and Numbering, Bulleted, Numbered, and Outline Numbered tabs. Use Reset button on tabbed dialogs, where available.

Numbering problem. Often, in numbered lists, a number becomes skipped or starts over at 1 again. Select the last paragraph that was properly numbered or bulleted. Hit the Format Painter button, which has a picture of a paint brush. Once you've hit the button, the format is copied. Click once anywhere in another paragraph and the same formatting is applied to it. It works best to simply click once anywhere inside the paragraph, but not on selected portions of the paragraph.

Formatting Outline Numbered Headings. Some documents, military documents are a good example, must have every paragraph numbered.

To format outline numbering for headings: click Format menu, Bullets and Numbering. Choose an outline numbering that shows headings. NOTE: Remember to reset all numbering styles in this dialog before you begin. This is because the bullet or numbering format you use last becomes the default format when you use it next time. Click Customize button. Click each numbering level in the left-hand column and set the indents and space between numbers and text as desired. Click OK.

The bullet and numbering features covered here are designed for simple lists. If you need to build complex automated multilevel numbering, select the paragraphs you want to number, or press Ctrl+A to select the entire document. Right-click in the editing window and choose Bullets and Numbering from the shortcut menu. Click the Outline Numbered tab. The tab gives you seven choices from which to select; or select one and click Customize to adapt it to your needs.

List Styles. Select the paragraphs you want to apply a list style to. Click Format menu, Bullets and Numbering. Click the List Styles tab. Select a list style from the List Styles scroll box. Click OK.

Paragraph Breaks Between Pages

Click Format menu, Paragraph. Click Line and Page Breaks tab of the dialog box. terminology: orphan is the first line of a paragraph, widow is the last line of a paragraph. Widow / Orphan control automatically makes sure that the entire paragraph prints together.

You can apply Pagination controls to a specific paragraph or paragraphs you select, or you can select the entire document and apply them universally as follows:

Keep Lines Together: prevents page break from interrupting a paragraph. In this situation, the entire paragraph is moved to the next page.

Keep with Next: if two or more paragraphs must stay together, use this setting.

Page Break Before: page break is forced to appear before the paragraph. TIP: If you have a document that must have one paragraph on each page, use Page Break Before option.

NOTE: Pagination controls don't apply to Web pages, which by definition consist of only one page apiece.

TOC, the Table of Contents

Word automates TOC creation. Click Insert menu, Reference, Index and Tables; click the Table of Contents tab, and click OK. Word inserts a TOC based on the first three heading levels in your document with a dotted-line tab leader and right-aligned page numbers.

Creating TOC for a part of a document. Select the part of the document for which you want to create TOC. Click Insert menu, Bookmark. Enter the name of the bookmark and click Add. Create and insert TOC the conventional way, as described above. Select the entire TOC, right-click, click Toggle Field Codes from the shortcut menu. Click inside the field code, next to the right bracket. Type \b followed by the name of the bookmark you created: { TOC \b MyBookmark }. Right-click on the field and choose Update Field from the shortcut menu. The Update Table of Contents dialog box appears. Click Update Entire Table, and choose OK.


Select the text that you would like to index. Click Insert menu, Reference, Index and Tables. Click the Index tab. Click Mark Entry. (Alternatively, press Alt+Shift+X.) The Mark Index Entry dialog box comes up.

Click Mark. Word inserts an { XE } field code in your document that contains the text of your entry. Because the field code is hidden text, you don't see it unless you display hidden text by clicking the Show / Hide Paragraph Marks button on the Standard toolbar.

If text in your document is not the same as the text you are using for index entry, simply edit the text of the Main Entry field.

After you mark the index entry, the dialog box remains open. If you want, you can create a second entry in the same location. This is called double-posting, and it reflects the fact that different readers will look in different places in your index for the same information. In professional indexing, double-posting is widespread, and even triple-posting is not unheard of: three different entries for the same location in the document are, in fact, quite common.

While Mark Index Entry dialog box stays open, you can click the document, navigate elsewhere in the document, select the text you want to index, and repeat the steps to mark the new entry.

Index Subentries. Often, it's not enough to create a main index entry. Subentry gives a better sense of the subject.

Cross - Referenced "See" Index Entries. By default, Word includes a page number along with each index entry. If instead of a page reference you want to refer to a different index entry, you need a cross-reference. Set up index entry as you normally would. Click the Cross-Reference option button and enter the cross-reference text you want to include, next to the word "See." You don't have to use the word "See," which MS Word provides as a suggestion. You can replace it with a different text of referring to other index entries.

Compiling Index. Place insertion point where you want the index to be created, typically at the end of the document. Click Insert menu, Reference, Index and Tables, and click the Index tab.

Often using index just plain unnecessary. A 100-page document may not need an index, particularly if it already has a well-defined table of contents.

Fastest Method to Creating an Index: arguably, the easiest way to create an index is by using the concordance file method. Search for the word "concordance" under Word's help for instructions. For simplicity, print your document and highlight with a highlighter pen every word that should be indexed. You would have to highlight each word only one time. Then, create a concordance file according to Word's Help.


Footnotes are notes to th ereader that appear at the bottom of a particular page inside the document. Endnotes are notes at the end of a document, or at the end of a section.

To insert a standard footnote, place your insertion point where you want the footnote mark to appear, and press Alt+Ctrl+F, or click click Insert menu, Reference, Footnote. Footnotes and Endnotes dialog box opens. Word inserts a note reference mark containing a number and and opens the Footnote pane for editing. To insert a standard endnote, place your insertion point where you want the endnote mark to appear, and press Alt+Ctrl+D.

Page Format

Page Header. A header is text that appears at the top of each page. Click View menu, Header and Footer. Click the Switch Between Header and Footer button on the Header and Footer toolbar. To enter text, simply start typing.

By default, two tabs are set as part of the formatting in the Header and Footer styles: a center tab and a right tab. Text you type at the left margin is aligned, of course, with the left margin of the header or footer pane. If you press Tab and type, the text you type appears centered between the left and right margins. Similarly, if you press Tab again and type, text you type aligns with the right margin.

By default, the header and footer you create appear on every page of the current section of your document.

The Header and Footer toolbar help you to: Insert AutoText, Insert Page Number, Insert Number of Pages, Format Page Number, Insert Date, and Insert Time.

Button Function
Insert AutoText Enables you to choose from a series of preformatted headers and footers that specify page numbers, author's name, date, filename, or other information
Insert Page Number Inserts a field that displays the correct page number on all pages
Insert Number of Pages Inserts a field that displays the number of pages in the entire document
Format Page Number Displays the Page Number Format dialog box, which enables you to control page number formatting and numbering
Insert Date Inserts a field that displays the current date
Insert Time Inserts a field that displays the current time
Page Setup Displays the Layout tab of the Page Setup dialog box, where you can specify different headers and footers for odd and even pages, or for the first page
Show/Hide Document Text Toggles between displaying document text in the background (in gray) or showing no text in the background
Link to Previous Specifies that a header (or footer) contain the same text as the header or footer in the preceding section
Switch Between Header Toggles between displaying the current section's header or footer and Footer
Show Previous Displays the header associated with the preceding section, if any
Show Next Displays the header associated with the next section, if any
Close Closes the Header and Footer pane

You can insert page numbers without working in the Header and Footer toolbar, like this: click anywhere in your document. Insert, Page Numbers. The Page Numbers dialog box appears. Choose your options and click OK. If you want more control over how your page number is formatted, click Format and establish settings in the Page Number Format dialog box.

If you create sections in your document, you can create various headers and footers in your document.

Page Footer. A footer is text that appears at the bottom of each page. Click View menu, Header and Footer. Click the Switch Between Header and Footer button on the Header and Footer toolbar. Instructions are the same as for the Page Header.

Page Border. To add a border around a page, click Format menu, Borders and Shading, and display the Page Border tab.

Borders and Shading around words, paragraphs, table cells, and tables. Select word, paragraph, or table by clicking the Select Table icon at the upper-left corner of the table. Click Format menu, Borders and Shading, and choose the Borders tab.

Document Sections

Sections give you a way to establish different settings for different parts of the same document.

For example, suppose that your document is formatted (like most documents) in Portrait mode. The pages are taller than they are wide. What if you need to insert a page containing a table that appears sideways (Landscape mode).

Sections enable: Column formatting, Footnote and endnote appearance and location, Headers and footers, Page and line numbering, Paper size and orientation.

Position your insertion point where you need to begin the new section. Word will insert the break immediately before the insertion point. To divide your document into sections, click Insert menu, Break and creating the section in the Break dialog box.

A Next Page section break starts the new section at the top of the next page in your document. Both onscreen and when you print, Word starts a new page at the section break.

A Continuous section break starts the new section at the insertion point. Onscreen in Normal view, you see a section break, but in Print Layout and Web views and when you print, the break is transparent.

An Even Page section break starts the new section on the next even-numbered page. If the section break falls on an even-numbered page, Word leaves the next odd-numbered page blank.

An Odd Page section break starts the new section on the next odd-numbered page. Similar to the Even Page section break, if the section break falls on an odd-numbered page, Word leaves the next even-numbered page blank. This is commonly required in books, which often start all new chapters on a right-hand page.

After you insert a section break, you have two sections that contain the same page formatting. To change the formatting in one section, place the insertion point anywhere within that section and make your format changes using the Page Setup dialog box. Page Setup formatting changes such as changing the paper orientation from portrait to landscape to accommodate a wide table in the section then apply just to the section unless you change the Apply To setting to Whole Document.

In the same way that paragraph marks store all the formatting for a paragraph, the section break mark that appears after a section stores all the section formatting data for that section. After you establish formatting for a section, you may want to copy that formatting to another section, and you can do so easily by copying the section break mark. Simply select the section break and click the Copy button. Then, move the insertion point to the end of the text you want to format and click the Paste button. You get a new section break that includes all the same formatting as the one you copied.

You can search for section breaks. Open the Find dialog box and, if necessary, click the More button to display the additional Find options. Then, click the Special button and choose Section Break.

You can delete a section break the same way you delete any text. For example, you can place the insertion point on the section break and press the Delete key.

Track Changes

The quickest way to start tracking changes is to double-click the TRK button in the status bar, or press Ctrl+Shift+E.

With Track Changes turned on, you can edit a document normally, and Word keeps visual track of all the text you add and delete by color coding the changes based on the user making them. Then, you (or your colleague) can walk through the changes, deciding which to accept, which to reject, and which to modify.

New text is underlined, and deletions are marked with balloons. New text you add appears in color, with underlining.

To set various options, click Show menu, Reviewing Toolbar, Options to display the Track Changes dialog box. The Track Changes dialog box appears.

Protecting your privacy: how to remove hidden data in Microsoft Word documents

Microsoft documentation will tell you the following: "To delete all changes in Word 2002 or Word 2003, click Show menu, Reviewing toolbar, and hover over the Reject Change button (the one with the red cross). Click on the arrow you see to the right of the button. Choose Reject all Changes in Document."

Unfortunately, this is not so simple! Using Track Changes potentially stores A LOT of hidden text in your document, which is your original wording. So what happens if you once typed "a clown", but later decided to change that to "great guy" ?

Anybody who uses Word risks exposing sensitive information. Word inserts metadata (information about data) to help identify author names, document titles, keywords, print and save dates, and names of people who have reviewed and saved a document. Metadata can also spill the beans about your place of business: your company or organization's name, the name of the network server or hard drive on which the document is saved and any comments added.

Some of this data is easily seen in Word. And some can be viewed only by opening the document in a specialized program. Regardless, the data is there. Be aware of this, since exposing too much can be disastrous if others discover the information.

The software company Bitform studied Word, Excel and PowerPoint files on the websites of several Fortune 100 companies. Bitform was able to identify thousands of user names from these documents.

There are a number of ways to ensure that your personal or company data stays with you:

Turn off Fast Save. This feature speeds up saving a document by saving only changes made to a document. However, text that you delete from a document may still remain. Microsoft recommends turning off this feature to eliminate any chance of deleted text remaining in the document. Click Tools, then Options. Click the Save tab. Clear the "Allow fast saves" check box and click OK.

You can remove personal information from a document when you save it. In Word 2002 and 2003, click Tools, then Options, Security tab. Under Privacy options, select "Remove personal information from file properties on save" and click OK. In Word 2000, click Tools, Options. Select the User Information tab. Clear the information in Name, Initials and Mailing Address and click OK.

Turn off the Track Changes tool. In Word 2002 and 2003, click Tools, then Track Changes. In Word 2000 and earlier versions, click Tools, Track Changes, Highlight Changes. Click to clear the check mark in the "Track Changes while editing" box.

You can tell if the Track Changes feature is on by looking at the status bar (located at the bottom of every document). When Track Changes is enabled, TRK appears in the status bar. When Track Changes is disabled, TRK is dimmed.

Track Changes must be disabled before writing the document. Otherwise, any changes made will not be removed.

Finally, a free Microsoft tool removes hidden data from Word, Excel and PowerPoint. The Remove Hidden Data add-in tool ( will delete hidden text and comments from individual files or a batch of files at once.


MS Word allows Tables to be inserted into a document. Tables consist of horizontal rows and vertical columns. Intersections of rows and columns are referred to as cells. Hitting Tab key within a cell makes the cursor jump to the next cell. Hitting Ctrl+Tab creates the tab within the cell.

To create a new table in your document, click Table menu, Insert, Table and complete your work inside the Insert Table dialog box.

Insert Table dialog box option Fixed Column Width accepts value in inches to be used as a starting value when a column is added.

Insert Table dialog box option AutoFit to Contents enables MS Word to widen or narrow table columns based on the contents you type. For existing tables, AutoFit setting can be changed later. Select the table. Click Table menu, AutoFit, and set or change options as you prefer.

Insert Table dialog box option AutoFit to Window turns on the functionality that will adjust cell widths according to the width of the screen of the user who is viewing the document. This feature works only with documents saved as Web pages and viewed from either a Web browser or MS Word.

In some cases, your agencies or publishers will not accept Word tables. In such case, use click Table menu, Convert, Table to Text feature to replace table cells with tabs and other text. The table is converted to paragraph text.

When entering data into a cell, you can create paragraph marks and line breaks the same way you normally do: press Enter to add a paragraph mark, or Shift+Enter to add a line break.

If MS Word automatically capitalizes first letters of cell text, click Tools menu, AutoCorrect Options. Click the AutoCorrect tab and clear the Capitalize First Letter of Table Cells check box.

To select a column, click Table menu, Select, Column.

To select a row, click Table menu, Select, Row.

To select a cell, click Table menu, Select, Cell.

To select a block of cells, click in the upper-left cell you want to select and drag the mouse pointer across all the other cells you want to select, highlighting them.

To select the entire table, click anywhere inside the table. A table selection marker will appear at the upper-left corner of the table. Click the table selection marker.

Every cell in a Word table contains an end-of-cell marker. To avoid copying the cell itself, you must avoid copying this marker. To see end-of-cell markers in your table, click the Show/Hide Paragraph Marks button on the Standard toolbar. As you type in a cell, the end-of-cell marker moves to stay just ahead of your typing.

To insert a row, select the row and click Table menu, Insert, Rows Below. If you select more than one row, same number of new rows will be inserted.

To add a new column, select a column (click Table menu, Select, Column), then click Table menu, Insert, Columns to the Left or Columns to the Right.

To delete the column, click Table menu, Delete, Columns.

To delete selected rows, click Table menu, Delete, Rows.

To delete the entire table, click Table menu, Delete, Table.

To merge cells, select the cells you want to merge and click Table menu, Merge Cells.

To split a cell, right-click inside the table cell you want to split. and choose Split Cells from the shortcut menu. MS Word displays the dialog box.

To split a table, click in the row you want to become the first row of the second table, then click Table menu, Split Table.

If a long table continues for several pages, and you want each page to display table headings, a "a repeating heading row" technique is used. To create a repeating heading row, select the row and click Table menu, Heading Rows Repeat. Note, that you must include the first row of the table.

Table rows may break across pages, making the document hard-to-understand. Sometimes these breaks may contain empty white space on the following page. These types of "widow" and "orphan" lines are difficult to read and understand. To avoid this, select a row, or rows, or the entire table, and then right-click. Click the Table Properties from the shortcut menu and click the Row tab. Clear the Allow Row to Break Across Pages check box and click OK.

Right-click on the table and choose Table Properties from the shortcut menu. Then click the Table tab. Here, you can set options: table alignment on the page, fixed table width, how text wraps around the table (along with text wrap positioning options).

To adjust row heights, select the row or rows you want to adjust. Click Table menu, Table Properties. Click the Row tab. Check the Specify Height check box, and specify options as you prefer.

To adjust column widths, select the columns you want to adjust. Click Table menu, Table Properties. Click the Column tab. Check the Specify Width check box. Enter the Column Width properties.

To control text alignment inside an individual cell, Select the cell or cells you want to adjust, right-click to display the shortcut menu, and click the right arrow next to the Cell Alignment command. Then choose one of the nine menu options that appear.

To create a table using existing text, first make sure that the text contains a separator character Word can use to identify where it should start new table cells and rows. It's common for documents to use tabs or commas in locations where you'll want new cells and to use paragraph marks in locations where you'll want new rows. However, as long as the document is consistent, Word lets you work with any separator characters that may be present. When ready, select the text you want to convert, then click Table menu, Convert, Text to Table. The Convert Text to Table dialog box appears. Set options and try to convert.

If you want to sort items in a table in numeric or alphabetical order, or organize table rows by date, click Table menu, Sort, and work from the Sort dialog box. You can specify up to three levels of sorting, using column headers of your table. If you have a table with a header row, you don't want to include the top row in the sort. To avoid sorting the top row, click Header Row option. Sort Options dialog box allows to "Sort Column Only", "Case Sensitive".

Common Terms

Format - Changing the way things look in your document, for example changing the style of some text.

Margins - The blank area around the edge of a printed page. You can adjust how much of the page is taken up by margins.

Font - Different text styles are referred to as fonts.

Serif - A serif font has small decorative lines added to each letter such as the small lines at the top and bottom of a capital letter I. This text uses an example of a serif font.

Sans-Serif (without Serifs) - A Sans-serif font doesn't include the decorative lines.

Alignment - How things are lined up on the page. For example, centre aligned text will be lined up with the centre of the page.

Tabs - Even spaces that can be used to line things up on a page.

Header - Information that can be repeated at the top of each page, such as the title of the document. In this document you can see Using Microsoft Word repeated at the top of each page in the header.

Footer - Information that can be repeated at the bottom of each page, such as the page number at the bottom of these pages.

AutoCorrect and AutoFormat

Microsoft Word includes an AutoCorrect feature which will automatically correct common mistakes as soon as you type them. In addition to common typing and spelling errors, it can also correct mistakes such as. Another similar feature called AutoFormat can change the appearance of certain text you type.