Introduction

MS Word 2000 is an application program that allows you to create letters, reports, newsletters, tables, form letters, brochures, and Web pages. Using Word, you can add pictures, tables, and charts to your documents. You can also check spelling and grammar.

Objectives

After going through this lesson, you would be able to:

• Explain basic features of MS Word 2000
• Define Word’s document defaults
• Create a new Word document
• Move around in a document quickly and efficiently
• Manage Word files and their printing

Main Features of MS Word

Create documents quickly using templates.
MS Word provides a wide variety of built-in templates for different document types such as letters, resumes, and reports. This saves time and ensures consistent formatting and professional appearance.

Use Mail Merge for mass mailings.
The Mail Merge feature lets users create customized letters, emails, labels, or envelopes for multiple recipients by linking a document to a data source like an Excel file or contact list.

Format tables using AutoFormat.
The AutoFormat feature in MS Word provides predefined styles and color schemes for tables, allowing users to apply consistent and attractive formatting to enhance readability and visual appeal of data.

Spelling and Grammar Check
You can check the spelling and grammar mistakes using grammar check, which is available in review -> grammar ( available at the top left corner ) It will fixe common typing errors and spelling mistakes, to improve the consistency and quality of your text.

Print zoom to scale and print multiple pages.

The print zoom feature allows users to scale documents to fit different paper sizes or print multiple document pages on a single sheet, helping to save paper and resources during printing.

Use picture bullets in lists.

Instead of traditional bullet symbols, users can insert small images or icons as bullets. This adds a visual element to lists and can enhance document aesthetics, especially in presentations or brochures.

Save as HTML and create web pages.

MS Word allows saving documents in HTML format, enabling users to create basic web pages. The Web Page Wizard simplifies the process of converting standard documents into web-friendly formats.

Starting Word Program

To begin using Microsoft Word, you need to start the program using one of the available methods. Below are the common ways to launch MS Word:

1. Click the Start button.
   The most conventional way to start Microsoft Word is by using the Windows Start menu. Begin by clicking the Start button located at the bottom-left corner of your desktop screen. This opens up the Start menu, which contains a list of applications, system tools, and recently accessed programs.
2. Select Programs → Microsoft Word.
   After clicking the Start button, you need to navigate to the list of installed programs. Hover over or click on All Programs or simply Programs depending on your Windows version. A list of folders and applications will appear.
3. Alternatively, click the Microsoft Word icon on the Microsoft Office Shortcut Bar (MOSB).
   For quicker access, Microsoft Word may also be launched using the Microsoft Office Shortcut Bar (MOSB), a toolbar that typically appears on the desktop or near the taskbar.

Word Screen Layout

When Microsoft Word is opened, the interface presents several essential elements that help users interact effectively with the program. These components include the menu bar, toolbars, rulers, typing area, and scrollbars. Each part plays a crucial role in document creation and formatting.

Menus

The menu system in MS Word 2000 is dynamic and adapts based on user activity. Initially, menus appear in a collapsed form, showing only the most recently or frequently used commands. This streamlined view is helpful for quick tasks but hides less common options.

Shortcut Menus

Shortcut menus are context-sensitive menus that appear when you right-click on an element within the document. The options in these menus vary depending on what you click.

Toolbars

Toolbars contain icon-based shortcuts to Word’s most commonly used functions, such as saving a document, undoing changes, formatting text, or inserting tables.

Rulers

Rulers are horizontal and vertical measuring tools found at the top and left edges of the typing area. They are instrumental in helping users set tabs, margins, and indents accurately.

Typing Screen Objects

When working in Microsoft Word, several screen objects help users understand and interact with their document effectively. These objects are essential for navigation, formatting, and editing.

• Insertion Point: The insertion point is the blinking vertical line that appears in the typing area.
  
• Mouse Pointer: In the typing area, the mouse pointer changes to an I-beam shape, which helps you precisely position the insertion point within text.
• End-of-Document Marker: This is a small horizontal line that appears at the end of a document in Normal View.
• Scrollbars: MS Word features both horizontal and vertical scrollbars, located along the right and bottom edges of the typing area.
  
  . .

Managing Documents

Creating, opening, and saving documents are fundamental tasks in MS Word that allow users to manage their work effectively.

Create New Document

There are multiple ways to create a new document in MS Word:

• Click the New Document button on the toolbar
• Select File → New from the menu bar
• Press the keyboard shortcut Ctrl + N

Open Existing Document

Opening a previously saved document is just as simple:

• Click the Open button on the toolbar
• Choose File → Open from the menu bar
• Use the shortcut Ctrl + O

Save Document

Saving ensures that your work is not lost and can be reopened later:

• Use the Save button, File → Save option, or press Ctrl + S
• If it’s a new document being saved for the first time, a Save As dialog box will appear

Working on Multiple Documents

Microsoft Word allows users to open and work on multiple documents simultaneously, which is especially useful when referencing or editing more than one file at a time.

Protecting a Document

Microsoft Word provides the ability to protect your documents with passwords to prevent unauthorized access or editing.

Close Document

Closing a document in Microsoft Word is straightforward. You can close the currently active document by selecting File → Close from the menu bar.

Printing Documents

Steps

Printing a document in MS Word is a simple but flexible process. To begin, go to File → Print, which opens the Print dialog box.

Print on Different Paper Size

Sometimes, documents are created using one paper size but need to be printed on another. In such cases, Word’s Zoom feature in the Print dialog box is very helpful.

Print Multiple Pages per Sheet

Microsoft Word allows you to optimize paper usage and reduce printing costs by printing multiple pages of a document on a single sheet of paper.

Print Preview

Print Preview is a valuable feature in Microsoft Word that allows you to see how your document will look when printed, without actually printing it.

Exit Word Program

When you have finished working with Microsoft Word, you can close the application to free up system resources or end your session. To exit the Word program, go to the menu bar and select File → Exit.

Keyboard Shortcuts

Keyboard shortcuts in MS Word provide a quick and efficient way to perform common tasks without using the mouse.