Venturi Ms Word 2003 Training Guide (M. Combs)

Venturi Staffing Partners
Training
Course: Microsoft Word Version: 2003 Manual Essentials Date: August 2005

Restore headers, footers, 3. Under Print and Web Layout options,
select the White space between
and margins pages (Print view only) check box.

When you open a document, is the insertion Missing headers and footers on the first
point at the top left corner of the page, as page
if there were no top margin or header If you see headers and footers on every
(header and footer: A header, which can page except the first page, the Different
consist of text or graphics, appears at the first page option may be selected.
top of every page in a section. A footer
appears at the bottom of every page. 1. Make sure you're in print layout
Headers and footers often contain page view.
numbers, chapter titles, dates, and author 2. If your document is divided into
names.)? Or is the header or footer missing sections, click in a section or
from the first page of your document? select multiple sections in which
Missing white space you want the header or footer to
appear on the first page.
The setting for showing white
space between pages may have 3. On the File menu, click Page Setup,
been turned off. To show white and then click the Layout tab.
space between pages, do the 4. Clear the Different first page
following: check box.
1. On the View menu, click Print Notes
Layout.
 Headers and footers appear only in print
2. On the Tools menu, click Options, layout view, print preview, and in printed
and then click the View tab. documents.
 When you save your document as a Web
page, the headers and footers no longer

appear or print. However, they are
retained in the Web document so that
they appear when you go back to the .doc
format of the document. If you create a
Web page that uses frames, you can also
create a header or footer by adding a
header frame or a footer frame.

Convert from Word to PDF and from PDF to
Word
Convert documents between File converters can convert a Word
PDF and Word document to a PDF file and vice versa.
Although Microsoft does not provide these
Converting Documents converters, several third-party tools are
The Portable Document Format (PDF) file available.
format is commonly used to share Word Convert a PDF file into the Word file
documents among readers who might not format
have Word installed on their computers.
The format preserves a document's layout If you are working on a file in PDF format
and prevents editing in Word. Although and you want to edit the file in Word, you
Word does not provide a direct way to save can convert it to a Word document. Many
documents in this format, many third-party third-party providers listed on the
software products provide the capability to Microsoft Office Marketplace Web site
convert Word documents to PDF and to provide converters that do this. Check the
convert PDF files into the Word file listings for providers that offer PDF-to-
format. Word conversion.

Word supports other ways that you can Convert a Word document to PDF
share documents so that the layout is Many third-party providers offer software
preserved and editing is prevented. The for converting Word documents to PDF
method you choose depends on what you files. For example, some of the Office
want to do and the software that readers Marketplace providers that provide PDF-to-
of your document have. Word converters may also provide Word-to-
Note PDF converters. Visit the provider's Web
site for more information. You can also
If you had previously been able to save a search on the Web or ask for advice in the
Word document in PDF format but the Word Discussion Groups.
command for doing so no longer appears in
Word, documentation in the Support Other ways to share Word documents
Knowledgebase on the Adobe Systems If readers of your document don't have
Incorporated Web site may have the Word, you have a couple of choices in
solution to your problem. addition to creating a PDF file.

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Provide a link to download Microsoft About line numbers
Office Word Viewer 2003
Readers of your document can download Page and Line Numbers
the Word Viewer 2003 for free. Using the Microsoft Word can automatically count
viewer, readers who don't have Word can the lines in a document and display the
view, print, and copy Word documents, but appropriate number beside each line of text.
they can't edit them. Word Viewer 2003 This is useful if you need to refer to
displays documents that are created in specific lines in a document, such as a
Word 2003 and earlier. script or legal contract.
To distribute a document that readers can By default, Word numbers every line in a
open with the Word Viewer 2003, save the document (except those in tables (table:
document as you ordinarily would. Then One or more rows of cells commonly used
instruct your readers to download the to display numbers and other items for
viewer. If your document is hosted on a Web quick reference and analysis. Items in a
site, provide a link to the download. table are organized into rows and
Make an image of a Word document columns.), footnotes, endnotes, text boxes
(text box: A movable, resizable container
Office includes the Microsoft Office for text or graphics. Use text boxes to
Document Image Writer driver, which makes position several blocks of text on a page or
it easy to save a Word document as a Tagged to give text a different orientation from
Image File Format (TIFF) file. TIFF is a widely other text in the document.), frames (frame:
used format that can be viewed by many A container that you can resize and position
software programs, such as graphics anywhere on the page. To position text or
software, software that comes with an graphics that contain comments, footnotes,
optical scanner, and software for sending endnotes, or certain fields, you must use a
and receiving electronic faxes. In addition, frame instead of a text box.), and headers
many third-party providers offer TIFF and footers (header and footer: A header,
viewers, which can be downloaded from the which can consist of text or graphics,
Web. appears at the top of every page in a
To make the TIFF image, follow instructions section. A footer appears at the bottom of
in the Help topic Save an Office document every page. Headers and footers often
as a TIFF file. contain page numbers, chapter titles, dates,
and author names.)). However, you can
choose which line numbers to display. For

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example, include line numbers in all or part Header and Footer on the Header and
of the document. Or include line numbers at Footer toolbar.
intervals, such as every tenth line (10, 20,
30, and so on).
If you don't want Word to count specific
Add basic page numbers or
lines, such as a heading or a blank line, you Page X of Y page numbers
can skip line numbers for these items and
continue numbering the following lines. On the View menu, click Header and Footer.
On the Header and Footer toolbar, do one
of the following:
Add page numbers and other
information 1. To add basic page numbers, click
Insert Page Number .
Page and Line Numbers 2. To add Page X of Y page numbers,
click Insert AutoText, and then
You can add page numbers and other
click Page X of Y in the list.
information, such as the date or time, to a
document's header or footer (header and Note
footer: A header, which can consist of text
The page number is automatically inserted
or graphics, appears at the top of every
and aligned on the left margin of the
page in a section. A footer appears at the
header or footer. To move the page number
bottom of every page. Headers and footers
to the center or to the right margin, click
often contain page numbers, chapter titles,
in front of the page number, and then press
dates, and author names.) at the top or
the TAB key.
bottom of the page. Information stored in
headers and footers appears dimmed and 1. Click Close on the Header and
cannot be modified at the same time as the Footer toolbar to return to the
body of the document. body of your document.
To work in the header and footer areas, 2. Add the date or time
click Header and Footer on the View menu,
3. On the View menu, click Header and
which opens the Header and Footer
Footer.
toolbar. Microsoft Word automatically
places the insertion point in the header. To 4. On the Header and Footer toolbar,
work in the footer, click Switch Between do any of the following:

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5. To add the date to the header or Click where you want to insert a section
footer, click Insert Date . break (section break: A mark you insert to
show the end of a section. A section break
6. To add the time to the header or
stores the section formatting elements,
footer, click Insert Time .
such as the margins, page orientation,
7. Click Close on the Header and headers and footers, and sequence of page
Footer toolbar to return to the numbers.).
body of your document.
On the Insert menu, click Break.
Under Section break types, click the option
Restart page numbering for that describes where you want the new
each chapter section (section: A portion of a document in
which you set certain page formatting
Page and Line Numbers options. You create a new section when you
want to change such properties as line
If your document contains multiple numbering, number of columns, or headers
chapters, you may want to restart page and footers.) to begin.
numbering for each chapter. You can even
include the chapter number as part of the Note
page number— for example, 1-1, 1-2, 1-3 and If you have already inserted a page break
2-1, 2-2, 2-3. (page break: The point at which one page
Restart page numbering with 1 for each ends and another begins. Microsoft Word
chapter or section inserts an "automatic" (or soft) page break
for you, or you can force a page break at a
If you haven't already done so, insert a specific location by inserting a "manual" (or
section break (section break: A mark you hard) page break.) to cause the chapter to
insert to show the end of a section. A start on a new page, delete the page break
section break stores the section and replace it with a section break that
formatting elements, such as the margins, starts on a new page.
page orientation, headers and footers, and
sequence of page numbers.) where you want 1. Click in a section (section: A
to restart page numbering. portion of a document in which you
set certain page formatting options.
How ? You create a new section when you
want to change such properties as
line numbering, number of columns,

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or headers and footers.) or select box on the Formatting toolbar, and
multiple sections in which you want then select the heading style you
to restart page numbering. specified in step 2.
2. On the Insert menu, click Page 5. If your document is divided into
Numbers. sections (section: A portion of a
document in which you set certain
3. Click Format.
page formatting options. You create
4. In the Start at box, enter 1. a new section when you want to
change such properties as line
5. Include chapter numbers along with
numbering, number of columns, or
page numbers
headers and footers.), click in a
Use the Bullets and Numbering dialog box section or select multiple sections
to format your chapter titles with a built-in in which you want to include
heading style (heading style: Formatting chapter numbers along with page
applied to a heading. Microsoft Word has numbers.
nine different built-in styles: Heading 1
6. On the Insert menu, click Page
through Heading 9.).
Numbers.
How?
7. Click Format.
1. On the Format menu, click Bullets
8. Select the Include chapter number
and Numbering, and then click the
check box.
Outline Numbered tab.
9. In the Chapter starts with style box,
2. Click a chapter-numbering style (one
click the heading style applied to
that includes the text "Heading 1,"
the chapter titles.
"Heading 2," and so on), and then
click OK. 10. In the Use separator box, click the
character that you want to
3. If you are creating a new heading,
separate the chapter number from
type the text you want for the
the page number.
numbered heading, and then press
ENTER.
4. To add the next numbered heading,
go to the next chapter heading,
click the arrow next to the Style

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Display or hide the page numbering, number of columns, or
headers and footers.), click in a
number on the first page section or select multiple sections
in which you want to change the
Page and Line Numbers page number format.
If your document is divided into sections 2. On the Insert menu, click Page
(section: A portion of a document in which Numbers.
you set certain page formatting options.
You create a new section when you want to 3. Click Format.
change such properties as line numbering, 4. In the Number format box, click the
number of columns, or headers and format you want.
footers.), click in a section or select
multiple sections in which you want to Note
display or hide the page number on the first If your document contains multiple
page. chapters or sections, you may want to
On the Insert menu, click Page Numbers. restart page numbering with 1 for each
section.
Select or clear the Show number on first
page check box. Insert "Page X of Y" page numbers
1. On the View menu, click Header and
Footer.
Format page numbers
2. In the header area, click where you
Page and Line Numbers want to insert the page numbers.

Do one of the following: 3. If you want the page numbers at the
bottom of the page, click Switch
1. Change the page-number format, Between Header and Footer on the
such as 1, i, or a Header and Footer toolbar
1. If your document is divided into (toolbar: A bar with buttons and
sections (section: A portion of a options that you use to carry out
document in which you set certain commands. To display a toolbar,
page formatting options. You create click Customize on the Tools menu,
a new section when you want to and then click the Toolbars tab.),
change such properties as line and then, in the footer area, click

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where you want to place the page 1. Click the page number.
numbers.
2. A cross-hatched frame border
4. On the Header and Footer toolbar, appears around the page number.
click Insert AutoText, and then 3. Select the page number inside the
click Page cross-hatched frame border.
X of Y.
4. On the Formatting toolbar, click a
Change the font and size of page numbers font name in the Font box or a point
1. On the View menu, click Header and size in the Font Size box.
Footer.
2. If you positioned the page numbers Skip line numbers for specific
at the bottom of the page, click
Switch Between Header and Footer paragraphs
on the Header and Footer toolbar
(toolbar: A bar with buttons and Page and Line Numbers
options that you use to carry out 1. Switch to print layout view (print
commands. To display a toolbar, layout view: A view of a document or
click Customize on the Tools menu, other object as it will appear when
and then click the Toolbars tab.). you print it. For example, items such
3. Select a page number. as headers, footnotes, columns, and
text boxes appear in their actual
4. If you inserted page numbers by positions.).
using the Page Numbers command on
the Insert menu, make sure to select 2. Select the paragraphs for which
the page number inside its frame you want to skip line numbers.
(frame: A container that you can 3. On the Format menu, click
resize and position anywhere on the Paragraph, and then click the Line
page. To position text or graphics and Page Breaks tab.
that contain comments, footnotes,
endnotes, or certain fields, you 4. Select the Suppress line numbers
must use a frame instead of a text check box.
box.).
How?

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Specify how to start or specific location by inserting a "manual" (or
hard) page break.) to cause a chapter to
restart page numbering start on a new page, delete the page break
and replace it with a section break that
Page and Line Numbers starts on a new page.
If you haven't done so already, insert a 4. Do any of the following:
section break (section break: A mark you
insert to show the end of a section. A Start page numbering with 1 after the first
section break stores the section page
formatting elements, such as the margins, For example, you can omit page numbers for
page orientation, headers and footers, and the document's title page or introduction
sequence of page numbers.) where you want and then start page numbering later in the
to start page numbering. document.
How ? 1. Click in the section (section: A portion
1. Click where you want to insert a of a document in which you set certain page
section break. formatting options. You create a new
section when you want to change such
2. On the Insert menu, click Break. properties as line numbering, number of
3. Under Section break types, click the columns, or headers and footers.) in which
option that describes where you you want to start page numbering.
want the new section (section: A 2. On the View menu, click Header and
portion of a document in which you Footer.
set certain page formatting options.
You create a new section when you 3. If you want to position the page
want to change such properties as numbers at the bottom of the page, click
line numbering, number of columns, Switch Between Header and Footer on the
or headers and footers.) to begin. Header and Footer toolbar (toolbar: A bar
with buttons and options that you use to
Note carry out commands. To display a toolbar,
If you have already inserted a page break click Customize on the Tools menu, and then
(page break: The point at which one page click the Toolbars tab.).
ends and another begins. Microsoft Word 4. If a header or footer has been defined
inserts an "automatic" (or soft) page break for a previous section in the document,
for you, or you can force a page break at a click Link to Previous on the Header and

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Footer toolbar to break the connection Restart page numbering with 1 for each
between the header or footer in the chapter or section
current section and the previous section.
For example, you can number the first
5. If there's already text in the header or chapter 1 through 5 and the second
footer that you don't want, delete the text chapter 1 through 8. Or, number the table
before inserting the page number. of contents i through iv and the rest of the
document 1 through 25.
Numbers. 13. Click in a section (section: A portion
of a document in which you set certain page
7. Click Format.
formatting options. You create a new
8. In the Start at box, enter 1. section when you want to change such
properties as line numbering, number of
Start page numbering with a number other
columns, or headers and footers.) or
than 1
select multiple sections in which you want
For example, you can number pages without to restart page numbering.
a break in numbering between multiple
documents by numbering the first document
Numbers.
1 through 20 and the second document 21
through 40. 15. Click Format.
9. Click in the section (section: A portion 16. In the Start at box, enter 1.
of a document in which you set certain page
formatting options. You create a new
section when you want to change such
properties as line numbering, number of
columns, or headers and footers.) in which
you want to change the starting page
number.
Numbers.
11. Click Format.
12. In the Start at box, enter a number.

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About backgrounds and a document as a Web page, the textures and
gradients are saved as JPEG (JPEG: A
watermarks graphics file format (.jpg extension in
Microsoft Windows) supported by many Web
Backgrounds and Watermarks browsers that was developed for
Backgrounds are compressing and storing photographic
primarily used in a Web images. It's best used for graphics with many
browser (browser: colors, such as scanned photos.) files and
Software that interprets the patterns are saved as GIF (GIF: A
HTML files, formats them graphics file format (.gif extension in
into Web pages, and Windows) used to display indexed-color
displays them. A Web browser, such as graphics on the World Wide Web. It
Microsoft Internet Explorer, can follow supports up to 256 colors and uses
hyperlinks, transfer files, and play sound lossless compression, meaning that no
or video files that are embedded in Web image data is lost when the file is
pages.) to create a more interesting compressed.) files.
background for online viewing. However, You can see watermarks in print layout view
you can display backgrounds in Web layout (print layout view: A view of a document or
and most other views, except normal view other object as it will appear when you
and outline view. print it. For example, items such as headers,
Watermarks are text or pictures that footnotes, columns, and text boxes appear
appear behind document text. They often add in their actual positions.) or on a printed
interest or identify the document status, document. If you use a picture, you can
such as marking a document as a "Draft." lighten it, or wash it out, so that it doesn't
Watermarks are intended for printed interfere with document text. If you use
documents. text, you can select from built-in phrases,
or enter your own.
Use gradients (gradient: A gradual
progression of colors and shades, usually
from one color to another color, or from
one shade to another shade of the same
color.), patterns, pictures, solid colors, or
textures for backgrounds. Gradients,
patterns, pictures, and textures are tiled,
or repeated, to fill the page. When you save

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Add a background or  To insert a picture as a watermark
(watermark: Any graphic or text, such as
watermark "Confidential," that when printed
appears either on top of or behind
Working with Graphics and Charts: existing document text.), click Picture
Backgrounds and Watermarks Watermark, and then click Select
Do one of the following: Picture. Select the picture you want, and
then click Insert.
Add a background color or texture to a
Web page, online document, or e-mail  To insert a text watermark, click Text
message Watermark, and then select or enter the
text that you want.
On the Format menu, point to Background.
 Select any additional options that you
Do one of the following: want, and then click Apply.
1. Click the color you want.  To view a watermark as it will appear on
2. Click More Colors to see additional the printed page, use print layout view
color choices. (print layout view: A view of a document
or other object as it will appear when
3. Click Fill Effects to change or add you print it. For example, items such as
special effects, such as gradients headers, footnotes, columns, and text
(gradient: A gradual progression of boxes appear in their actual positions.).
colors and shades, usually from
one color to another color, or Tip
from one shade to another shade of If you want to use an object, such as an
the same color.), textures, or AutoShape (AutoShapes: A group of ready-
patterns. made shapes that includes basic shapes,
Add a watermark to a printed document such as rectangles and circles, plus a
variety of lines and connectors, block
The watermark commands are available only arrows, flowchart symbols, stars and
in normal, print layout, and outline views. banners, and callouts.), as a watermark, you
On the Format menu, point to Background, can manually paste or insert it into the
and then click Printed Watermark. document header (header and footer: A
header, which can consist of text or
Do one of the following: graphics, appears at the top of every page in
a section. A footer appears at the bottom

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of every page. Headers and footers often enter information.) on the
contain page numbers, chapter titles, dates, datasheet, and then type the new
and author names.). You cannot use the text or numbers. If needed, you can
Printed Watermark dialog box to control import data from a text file, a Lotus
these settings. 1-2-3 file, or a Microsoft Excel
worksheet. You can also copy data
Note If you want to add a theme (theme: A
from another program.
set of unified design elements that provides
a look for your document by using color, 5. To return to Microsoft Word, click
fonts, and graphics.), which includes the Word document.
document backgrounds, design elements,
Note
and color schemes, use the Themes command
on the Format menu. If you close the datasheet you can reopen it
by double-clicking the chart and then
clicking Datasheet on the View menu.
Create a chart Create a chart from a Word table
Working with Graphics and Charts: Charts Create a table in Word, with text labels in
and Diagrams the top row and left column, and numbers in
Follow these steps to create a chart, such other cells.
as a bar chart or a pie chart. How?
1. On the Insert menu, click Object, Microsoft Word offers a number of ways to
and then click the Create New tab. make a table (table: One or more rows of
2. In the Object type box, click cells commonly used to display numbers and
Microsoft Graph Chart, and then other items for quick reference and
click OK. analysis. Items in a table are organized into
rows and columns.). The best way depends
3. Microsoft Graph displays a chart on how you like to work, and on how simple
and its associated sample data in a or complex the table needs to be.
table called a datasheet.
1. Click where you want to create a
4. To replace the sample data, click a table.
cell (cell: A box formed by the
intersection of a row and column in 2. Click Insert Table on the Standard
a worksheet or a table, in which you toolbar (toolbar: A bar with
buttons and options that you use to

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carry out commands. To display a 2. Choose a chart type from the
toolbar, press ALT and then options on the Standard Types and
SHIFT+F10.). Custom Types tabs.
3. Drag to select the number of rows note
and columns you want.
For more information about working with
4. Click in the table. charts — for example, how to add data
labels (data label: A label that provides
5. On the Table menu, point to Select,
additional information about a data marker,
and then click Table.
which represents a single data point or
6. On the Insert menu, click Object, value that originates from a worksheet
and then click the Create New tab. cell.), change the scale of the value axis
(axis: A line bordering the chart plot area
7. In the Object type box, double-click
used as a frame of reference for
Microsoft Graph Chart.
measurement. The y axis is usually the
Word displays a chart with the information vertical axis and contains data. The x-axis is
from the table you created. The data usually the horizontal axis and contains
associated with the chart is in a table categories.), or troubleshoot charts — use
called a datasheet. the following procedure to see Microsoft
Excel Help or Microsoft Graph Help. To
You can edit the data in the chart by
work with charts created in Graph or Excel,
clicking a cell on the datasheet and
you must have Graph or Excel installed.
revising the entry.
1. In Word, double-click the chart.
1. To return to Word, click the Word
document. The menus and toolbars (toolbar: A bar with
buttons and options that you use to carry
2. Change the chart to another chart
out commands. To display a toolbar, press
type
ALT and then SHIFT+F10.) change to show
Use these steps to change the chart to the Graph or Excel menus and buttons.
another chart type, such as a pie chart or a
2. On the Help menu, click Microsoft
bar chart.
Graph Help or Microsoft Excel
1. On the Chart menu, click Chart Help.
Type.

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Draw a flowchart 3. Connection sites appear as blue
circles as you pass the pointer over
(Applies to: PowerPoint, Word, Excel) a shape.
4. Click the first connection site you
want, point to the other shape, and
1. On the Drawing toolbar (toolbar: A then click the second connection
bar with buttons and options that site.
you use to carry out commands. To
display a toolbar, click Customize  Locked connectors will keep the shapes
on the Tools menu, and then click connected even when you move the
the Toolbars tab.), click shapes.
AutoShapes, point to Flowchart,  Locked connector
and then click the shape you want.
 Unlocked connector
2. Click where you want to 5. Add text to the shapes.
draw the flowchart shape.
How?
3. If you want to add additional shapes
to the flowchart, repeat steps 1  Right-click the shape, click Add text, and
and 2, and then arrange them in the start typing.
Note
You cannot add text to a line or connector;
use a text box (text box: A movable, resizable
order you want. container for text or graphics. Use text
boxes to position several blocks of text on
4. Add connectors between each of a page or to give text a different
the shapes. orientation from other text in the
How? document.) to place text near or on these
drawing objects.
1. On the Drawing toolbar, click
AutoShapes, point to Connectors, Change the line style or add color to
and then click the connector line the connectors.
you want. How?
2. Point to where you want to lock the
connector.

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Select the line or connector you want Effects, and then click the tab you want
to change. and select options.
Do one of the following: Optional:
 Change the color of a line or connector
 On the Drawing toolbar, click the arrow Creating an organization
next to Line Color.
chart in Office 2003
Do one of the following:
 To change to the default color, click (Applies to: PowerPoint, Word, Excel,
Automatic. Publisher, Visio)
 To change to another color, click one of An organization chart graphically
the colors below Automatic. represents the management structure of an
organization. There are several ways to
Change the style of a line or connector create an organization chart in Microsoft
1. On the Drawing toolbar, click Line Office 2003, depending on which Office
Style 2003 program you want to use.

2. Click the style you want; or click Use Visio, the best tool
More Lines, and then click a style. for creating an
organization chart
3. Add color or fills to the shapes.
Microsoft Office Visio
How ? 2003 has the most
1. Select the shape you want to extensive collection of
change. organization chart features, including a
variety of different shapes, connectors,
2. On the Drawing toolbar, click the layout options, and design options. If you
arrow next to Fill Color . have Visio, this is the best solution for
Do one of the following: creating an organization chart.
You can create, save, and print an
 If you want to change colors, click one
organization chart directly in Visio, or you
of the colors below Automatic.
can copy an
 If you want to add a gradient, patterned, organization chart
textured, or picture fill, click Fill from Visio into your

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presentation, document, worksheet, Create charts in Excel, PowerPoint, and
publication, or other Office document. Word
Creating an organization chart in Visio Microsoft Office
Excel 2003, Microsoft
Using the Organization Chart template in
Office PowerPoint
Visio, you can:
2003, and Microsoft
 Automatically create a hierarchy by Office Word 2003
dragging shapes that represent each have specific
reporting positions on top of manager or tools to help you
executive shapes. create complex
organization charts, including an
 Add pictures to shapes.
Organization Chart toolbar with layout
 Add customizable text fields to shapes options and an assortment of organization
and store them as custom property data. chart shapes. You can create, save, and
print an organization chart directly in one
 Show additional reporting relationships
of these programs, or you can copy an
by using dotted-line connectors.
organization chart from one of these
 Synchronize shapes across pages. programs to your publication or other
Office document.
 Use a wizard to generate organization
charts from personnel data stored in Creating an organization chart in
data files. PowerPoint, Word, or Excel
 Compare different versions of In PowerPoint, Word, or Excel, you can
organization charts and generate a create an organization chart by using the
report of the differences. Organization Chart toolbar. On the Insert
menu, point to Picture, and then click
 Experiment with different layouts
Organization Chart.
without manually moving shapes.
For more information about how to create
 Change the appearance of your chart by
an organization chart in PowerPoint, Word,
changing the design theme and color of or Excel, click the following links:
its shapes.
 About organization charts in PowerPoint
 About organization charts in Word and
Excel

Page 18 of 27

 Add an organization chart in Excel, 1. Copy the chart
PowerPoint, or Word
 In Visio, copy the entire chart.
Use charts in Publisher
 In Excel, copy some additional cells
In Microsoft Office Publisher 2003, you can around the chart.
create a simple organization chart by using
 In Power Point, copy the entire slide that
the AutoShape drawing tools. However, if
contains the chart.
you have Visio, Excel, PowerPoint, or Word,
you can get better  In Word, format the chart as In line with
results by creating an text (Format menu, Organization Chart
organization chart in command, Layout tab), and then copy
one of those programs additional text or at least a paragraph
and then copying and mark above or below the chart. For more
pasting the chart into information about formatting a picture
your publication. as In line with text in Word, click
"Change an inline picture to a floating
Adding an organization chart to your
picture, and vice versa" in the See Also
publication
section of this article.
If the organization chart that you want to
 In your Publisher publication, click
add to your publication is complete, and you
where you want to add the organization
don't need to make any changes after you
chart.
paste it into your publication, copy the
chart in the program that you used to 2. On the Edit menu, click Paste
create it, and use the Paste command (Edit Special.
menu) in Publisher. However, if you want to
3. In the Paste Special dialog box,
be able to make changes to the chart after
click Microsoft Visio Drawing
you paste it into your publication, paste the
Object, Microsoft Office Word
chart as an embedded object (embedded
Document Object, Microsoft
object: Information (object) contained in a
PowerPoint Slide Object, or
source file and inserted into a destination
Microsoft Office Excel Worksheet
file. Once embedded, the object becomes
Object, and then click OK.
part of the destination file. Changes you
make to the embedded object are reflected To make changes to the organization chart
in the destination file.) by doing the that you pasted as an embedded object,
following: double-click the chart in the publication.

Page 19 of 27

Note (Radial diagram: A diagram that is used to
show relationships of elements to a core
To view the chart that you pasted as a
element.), Venn (Venn diagram: A diagram
Microsoft Office Excel Worksheet Object,
that is used to show areas of overlap
you may need to double-click the chart in
between and among elements.), and Pyramid
the publication and scroll until the chart
(Pyramid diagram: A diagram that is used to
is visible.
show foundation-based relationships.). Use
Use a pre-designed template to quickly the diagrams to illustrate various
create an organization chart conceptual material and to enliven
documents (diagrams are not numerically
You can also create an organization chart
based).
by starting from a professionally designed
template. Templates on Microsoft Office Object #1 Diagram (radial type)
Online has a collection of organization
Object #2 Diagram toolbar
chart templates for Visio, PowerPoint, and
Publisher. When you find an Office Online Object #3 Drawing sizing handles
template that you like, you can download it
Object #4 Drawing border
to your computer and make changes to it in
the appropriate Microsoft Office program.

About diagrams
(Applies to: Word, Excel)
You can add a variety of diagrams using the
diagramming tools on the Drawing toolbar
(toolbar: A bar with buttons and options
that you use to carry out commands. To
display a toolbar, click Customize on the
Tools menu, and then click the Toolbars
tab.). Diagram types include Cycle (Cycle
diagram: A diagram that is used to show a
process that has a continuous cycle.), When you add or change a diagram, the
Target (Target diagram: A diagram that is diagram appears with drawing space around
used to show steps toward a goal.), Radial it, outlined by a non-printing border and
sizing handles. You can size the diagram by

Page 20 of 27

using sizing commands to make the drawing Add a diagram
area larger so you have more room to work,
or you can get rid of extra space by fitting (Applies to: PowerPoint, Word, Excel)
the border more closely to the diagram.
Format the entire diagram with preset
styles; or, format pieces of it like you 1. On the Drawing toolbar (toolbar: A
format shapes— add color and text, change bar with buttons and options that
line weight and style, and add fills, you use to carry out commands. To
textures, and backgrounds. Use the Diagram display a toolbar, click Customize
toolbar that appears with your diagram to on the Tools menu, and then click
add elements or segments and to move them the Toolbars tab.), click Diagram or
forward or backward. Organizational Chart.
2. Click one of the following diagram
Flowcharts types:
 Venn (Venn diagram: A diagram that is
Flowcharts (or flow used to show areas of overlap between
diagrams) can be and among elements.)
created using a
 Cycle (Cycle diagram: A diagram that is
combination of
used to show a process that has a
AutoShapes
continuous cycle.)
(AutoShapes: A group of
ready-made shapes that  Pyramid (Pyramid diagram: A diagram that
includes basic shapes, is used to show foundation-based
such as rectangles and circles, plus a relationships.)
variety of lines and connectors, block
 Target (Target diagram: A diagram that is
arrows, flowchart symbols, stars and
used to show steps toward a goal.)
banners, and callouts.) on the Drawing
toolbar, including flowchart shapes and  Radial (Radial diagram: A diagram that is
connectors. used to show relationships of elements
to a core element.)
Fig. #1 connectors that are available
3. Click OK.
Fig. #2 some flowchart shapes that are
available 4. Do one or more of the following:

Page 21 of 27

 If you want to add text to an element in Map.) formats or heading styles (heading
the diagram, right-click the element, style: Formatting applied to a heading.
click Edit Text, and then type the text. Microsoft Word has nine different built-in
styles: Heading 1 through Heading 9.). If you
For cycle and target diagrams, you can only
are already using outline-level formats or
add text to the text placeholders that
built-in heading styles, follow these steps:
appear when you insert the diagram or
diagram element. 1. Click where you want to insert the
table of contents.
 If you want to add an element, click
Insert Shape on the Diagram toolbar. 2. On the Insert menu, point to
Reference, and click Index and
 If you want to add a preset design
Tables.
scheme, click AutoFormat on the Diagram
toolbar, and select a style from the 3. Click the Table of Contents tab.
Diagram Style Gallery.
4. To use one of the available designs,
 Click outside the drawing when you are click a design in the Formats box.
finished.
5. Select any other table of contents
options you want.
Create a table of contents If you aren't currently using outline levels
Tables of Contents, Index, or built-in styles, do one of the following:
and Tables Create a table of contents from outline
levels
of Figures
1. On the View menu, point to Toolbars,
Table of Contents and click Outlining.

The easiest way to create a table of 2. Select the first heading that you
contents is to use the built-in outline-level want to appear in the table of
(outline level: Paragraph formatting you contents.
can use to assign a hierarchical level 3. On the Outlining toolbar, select
(Level 1 through Level 9) to paragraphs in the outline level that you want to
your document. For example, after you associate with the selected
assign outline levels, you can work with the paragraph.
document in outline view or in the Document

Page 22 of 27

4. Repeat steps 2 and 3 for each 6. Under TOC level, to the right of the
heading that you want to include in style name, enter a number from 1 to
the table of contents. 9 to indicate the level you want that
heading style to represent.
5. Click where you want to insert the
table of contents. Note
6. On the Insert menu, point to If you want to use only custom styles,
Reference, and click Index and remove the TOC level numbers for the built-
Tables. in styles, such as Heading 1.
7. Click the Table of Contents tab. 7. Repeat steps 5 and 6 for each
heading style you want to include in
8. To use one of the available designs,
the table of contents.
click a design in the Formats box.
8. Click OK.
9. Select any other table of contents
options you want. 9. To use one of the available designs,
click a design in the Formats box.
Create a table of contents from custom
styles 10. Select any other table of contents
options you want.
If you've already applied custom styles to
your headings, you can specify the style Create a table of contents from entries you
settings you want Microsoft Word to use mark yourself
when it builds the table of contents.
Use the Mark Table of Contents box to
1. Click where you want to insert the insert TOC fields (field: A set of codes that
table of contents. instructs Microsoft Word to insert text,
graphics, page numbers, and other material
2. On the Insert menu, point to
into a document automatically. For example,
References, and click Index and
the DATE field inserts the current date.)
Tables.
into your document.
3. Click the Table of Contents tab.
1. Select the first portion of text that
4. Click Options. you want to include in your table of
contents.
5. Under Available styles, find a style
you've applied to headings in your 2. Press ALT+SHIFT+O.
document.

Page 23 of 27

3. In the Level box, select the level  If you're working with a master document,
and click Mark. click Expand Subdocuments on the
Outlining toolbar (toolbar: A bar with
4. To mark additional entries, select
buttons and options that you use to
the text, click in the Entry box, and
carry out commands. To display a
click Mark. When you have finished
toolbar, click Customize on the Tools
adding entries, click Close.
menu, and then click the Toolbars tab.)
5. Click where you want to insert the before you build or update the table of
table of contents. contents.
6. On the Insert menu, point to
Reference, and click Index and About displaying tracked
Tables.
changes and comments
7. Click the Table of Contents tab.
8. Click the Options button. Sharing Information With Other People
9. In the Table of Contents Options You can view all markup (markup: Comments
box, select the Table entry fields and tracked changes such as insertions,
check box. deletions, and formatting changes. View
markup when you want to process tracked
10. Clear the Styles and Outline levels changes and comments. Print a document
check boxes. with markup to keep a record of changes
Notes made to a document.)
changes in your
 To create a table of contents for a Web document, or you can
frame (frames: The named subwindow of a limit the kind of
frames page. The frame appears in a Web change that's
browser as one of a number of window displayed. For
regions in which pages can be displayed. example, you can use
The frame can be scrollable and the Show menu to hide
resizable, and it can have a border.), formatting changes
point to Frames on the Format menu, and and comments so that
click Table of Contents in Frame. A table you can concentrate
of contents in a Web frame can only be on insertions and
created from built-in heading styles.

Page 24 of 27

deletions. Or, you can display comments and Display for review settings
changes for a specific reviewer.
Original Shows the original, unchanged
Note document so that you can see how the
document would look if you rejected all
If you hide a type of markup by clearing it on
changes.
the Show menu, the markup automatically
appears each time the document is opened Final Allows you to see how the document
unless you clear the Make hidden markup would look if you accepted all changes.
visible when opening or saving check box on
Original Showing Markup
the Security tab of the Options dialog box
(Tools menu). Even if you clear this check  Shows the inserted text and formatting
box, the markup is still in the document and changes in the balloons (balloons: In
can be revealed by selecting the type of print layout view or Web layout view,
markup on the Show menu. markup balloons show markup elements,
such as comments and tracked changes,
You can also change
in the margins of your document. Use
how Microsoft Word
these balloons to easily see and respond
displays markup by
to reviewers' changes and comments.),
clicking one of the
while the deleted text remains inline.
Display for Review
settings on the Final Showing Markup
Reviewing toolbar
 Shows deleted text in the balloons,
(toolbar: A bar with
while inserted text and formatting
buttons and options
changes are shown inline.
that you use to carry
out commands. To Show markup in a Web page
display a toolbar, click
When you save a document with tracked
Customize on the Tools
changes (tracked change: A mark that shows
menu, and then click the
where a deletion, insertion, or other editing
Toolbars tab.).
change has been made in a document.) or
By changing this setting, you can preview a comments (comment: A note or annotation
document with changes before you actually that an author or reviewer adds to a
accept or reject those changes. document. Microsoft Word displays the
comment in a balloon in the margin of the
document or in the Reviewing Pane.) as a Web

Page 25 of 27

page, Word retains the tracked changes and check mark appears next to each of
comments. the following items:
How the tracked changes and comments are Comments
displayed depends on your browser
Ink Annotations (Word 2003 only)
(browser: Software that interprets HTML
files, formats them into Web pages, and Insertions and Deletions
displays them. A Web browser, such as
Formatting
Microsoft Internet Explorer, can follow
hyperlinks, transfer files, and play sound Reviewers (Point to Reviewers and make sure
or video files that are embedded in Web that All Reviewers is selected.)
pages.). In Microsoft Internet Explorer 4.0
If a check mark does not appear next to an
or later, the revised text is highlighted with
item, click the item to select it.
color, underlining, and strikethrough
formatting, and comments are shown as 1. On the Reviewing toolbar, click
dynamic ScreenTips (ScreenTips: Notes that Next to advance from one revision
appear on the screen to provide information or comment to the next.
about a toolbar button, tracked change, or
2. On the Reviewing toolbar, click
comment, or to display a footnote or
Accept Change or Reject
endnote. ScreenTips also display the text
Change/Delete Comment for each
that will appear if you choose to insert a
revision or comment.
date or AutoText entry.). In browsers
earlier than Internet Explorer 4.0, the 3. Repeat steps 3 and 4 until all the
comments appear as footnotes beneath the revisions in the document have been
main Web page. accepted or rejected and all the
How do I get rid of my revisions? comments have been deleted.

To get rid of tracked changes and Note
comments, you need to accept or reject the If you know that you want to accept all the
changes and delete the comments. Here's changes, click the arrow next to Accept
how: Change, and then click Accept All Changes
1. On the View menu, point to Toolbars, in Document. If you know that you want to
and then click Reviewing. reject all the changes, click the arrow
next to Reject Change/Delete Comment, and
2. On the Reviewing toolbar, click then click Reject All Changes in Document.
Show, and then make sure that a To remove all comments, you must delete

Page 26 of 27

them. Click the arrow next to Reject
Change/Delete Comment, and then click
Delete All Comments in Document.

Page 27 of 27

Venturi Ms Word 2003 Training Guide (M. Combs)

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