Word 2000

Create a file Using styles Including graphics
To insert and format a table To create a paragraph Using Outline View for Documents
To draw a table Adding footnotes and endnotes Templates
Formatting with tables Checking spelling and grammar Creating Web pages
Word Processing Exercises WP Products   

If you are already familiar with a word processing program or have experience with Microsoft Office97, most of the functions in Office 2000 will be familiar to you or you will quickly catch on.  The following graphic shows a Word 2000 window with a blank document in Print Layout view.  There are several proprietary functions of Word 2000 that we will not cover because you need to have special software or other proprietary software of Microsoft.  These include Web Subscriptions, Online meetings, Microsoft Exchange public folders, Versioning, and Tracking changes, as well as special styles for Web pages.


Creating and Formatting Documents

To create a file

  1. Start Word 2000.
  2. On the File menu, clickNew, and then click the General tab.
  3. Double-click Blank Document to create a new document.
  4. Enter your text..
  5. On the File menu, clickSave As. The Save As dialog box appears.
  6. In the File name box, type a name for the file.
  7. Choose Save.
A Word 2000 document opens in a window. If you have more than one document active, you can quickly switch from one to the other by clicking the document's button on the taskbar or by pressing ALT+TAB. You can also view several open documents at the same time by using the Arrange All command on the Window menu. There are several types of Word 2000 documents, although we are mostly concerned with ordinary word processing:
  • Blank document Blank Document Button - Start with a blank document when you want to create a traditional printed document. 
If you have your own web page or need to make an assignment that will be uploaded to the Web, you can use:
  • Web page Web Page Button - Use a Web document when you want to display the document's contents on an intranet or the Internet in a Web browser. To use as a Web page, save in HTML format. 
Some offices and personal users have Outlook for e-mail.  We do not use Outlook at the University, but you can use Word for this application if you have the program:
  • E-mail messages Email Button  - An e-mail message includes an e-mail envelope toolbar with recipient names and subject of the message, message properties, and the send command.

Formatting with tables
To insert and format a table
  1. Put your cursor in the text where you want to insert a table.
  2. From the Table menu, point to Insert Insert Table Button and then click Table. The Insert Table dialog box will appear.
  3. Select the number of columns and rows and AutoFit features.
  4. Enter the text, pictures or other information you want in each cell. Use the arrow keys to move from one cell to another.
  5. You can resize the columns by using Cell height and width from the Table menu and then selecting Autofit.  You can physically change the size by moving the cursor over the vertical line that separates the columns in your table and double-click to automatically fit the text. Do the same to the vertical line on the right side of the column.
  6. To add a border to the table and other effects, click anywhere in the table and on the Format menu, click Borders and Shading.
  7. Click the Borders tab.
  8. Select your choice and or clickNone to hide the borders.
  9. Click OK

  • In-table row resizer Row Resizer Lets you adjust any row's height directly in the table by dragging the row border up or down. You can also adjust column widths with the column resizer. If you hold down ALT while you drag, the vertical ruler shows you the exact row height.
  • Table move handle Move Handle Click to move the table to another position on the page.
  • Table resize handleResize Handle Click and drag to change the size of the entire table while maintaining the same row and column proportions.
  • If you are working on a Web page or in Web layout view, you can set the table to automatically resize to fit in a window when you change the window size. Click in the table. On the Table menu, point to AutoFit, and then click AutoFit to Window.
    To draw a table You can also use Draw Table to create nested tables, tables inside other tables. Nested tables are particularly useful when you use a table to lay out a page and then want to use another table to present information. For example, you could use a table to lay out a math test, and a nested table to present information for a particular story problem.
    • Click Tables and Borders Tables and Border Button on the Standard toolbar. The Tables and Borders toolbar appears. 
    • Tables Toolbar 
    • When you move the pointer over the document, you should note that it has the shape of a pencil. If it does not, click 
    • Draw Table Draw Table Button .
    • Click and drag diagonally down and to the right to create a rectangle.
    • With the pencil, draw a line that divides the rectangle in two. 
    • Use the pencil to divide one of the halves into two columns.
    • Now that you can see the flexibility of the Draw Table feature, use it to create and divide more boxes.
    • Click the Eraser tool.
    • Go back to the table and erase one of the lines you created by clicking and dragging along the line. Press ESC to cancel the eraser tool.

    Using styles
      In recent years more software products have been using style commands that create a standard format for a particular document or fill.  Powerpoint has it, with standard background colors and font size and transitions.  In word processing with Word you can set a  style to format text in a document. You can set the style by using: Style on the Format menu. ClickTitle in the Styles boxThen click ApplyThere are other styles besides Title in the Normal template. You can find some in theStyle list Style List BoxFormatting toolbar.Paragraph and character styles
    Aparagraph style controls the appearance, text alignment, tabs, line spacing, and borders, in a particular paragraph.Acharacter style affects selected text in the paragraph---size, bold, italics. You can have a paragraph style but override the style with character style for certain words, sentences, or other elements of the paragraph.
    To create a paragraph style The quickest way to create a new paragraph style is to format a paragraph, select it, and then base the new style on the formatting and other properties applied to the selected text. In this exercise, you will create a paragraph style for text which is in a numbered list such as the steps in a direction or the questions on a test.
    1. Type your test questions or worksheet directions into the document.
    2. Select the text. On the Format menu, click Style.
    3. In the Styles dialog box, click List Number. The List Number style of the Normal template is applied to your text.
    4. Manually change some of the formatting of your text. For example, change the font and the font size or color.
    5. Select the text that contains the formatting you want to use for your style.
    6. On the Formatting toolbar, click inside the Style box Style List Box .
    7. Type over the existing style name to create a name for the new style.
    8. Press ENTER.
    9. You can also set additional formatting characteristics for paragraph styles, such as the style for the next paragraph. On the Format menu, clickStyle. Click the style that has the settings you want to change, click Modify, and then select the options you want.

    Adding footnotes and endnotes
    Depending upon your major and professional associations, you will use a style manual for formal documents, such as the American Psychological Association (APA), Modern Language Association (MLA), Chicago Manual of Style, or some other manual.  Depending upon which kind you use, you may need to use footnotes and endnotes.
    To insert a footnote or an endnote
    1. In Print Layout view, click where you want to insert the note reference mark.
    2. On the Insert menu, clickFootnote.
    3. Click Footnote or Endnote.
    4. Under Numbering, select the option you want. For help on an option, click the question mark and then click the option.
    5. Click OK. Word 2000 inserts the note number and places the insertion point next to the note number.
    6. Type the note text.
    7. Scroll to your place in the document and continue typing.

    Checking spelling and grammar
    With Word 2000, you have grammar and writing style options. Select Options on the Tools menu, and then select Spelling and Grammar.

    To customize or create a grammar and writing style
    • On the Tools menu, clickOptions and then click the Spelling & Grammar tab.
    • Click Settings.
    • Do one of the following:
      • To customize an existing grammar and writing style, click a style in the Writing style box.
      • To create a new grammar and writing style, click Custom in the Writing style box.
    • In the Grammar and style options box, select the options you want.
    Find and Replace
    UsingFind and Replace,you can search for and change or correct words. This may be useful when you have put words like "Smith" throughout a document and find that some of them should be spelled "Smythe," but others should remain in the original spelling.  Therefore, you can find and replace each instance of the wrong spelling.

    Including graphics
    There are many ways to create or use existing graphics and pictures.  Drawing objects can be created with AutoShapes, curves, lines, and WordArt on theDrawing toolbar. You can insert bitmaps, scanned pictures and photographs, and clip art. You can alter or improve pictures by using the the Picture toolbar or some external program such as Adobe or Microsoft PhotoDraw 2000.  By default, Word embeds pictures in a document. You can reduce the size of a file by linking a picture. In the Insert Picture dialog box (Insert menu, From File submenu), click the picture, click the arrow to the right of the Insert button, and then click Link to File. While you can't edit the picture, you can see it in your document and print it when you print the document.
    To insert a picture into a document
    1. Click where you want to insert the picture.
    2. On the Insert menu, point to Picture, and then click From File.
    3. Locate the picture you want to insert.
    4. Double-click the picture to insert it.

    Just click on insert, open clipart, select a picture, and click on it.


    Using Outline View for Documents

    You can outline a document as follows:

    To organize a new document by using Outline view
    1. In a new document, switch toOutline view. On the View menu, click Outline.
    2. Type each heading and pressENTER. Word 2000 formats the headings with the built-in heading style, Heading 1.
    3. To assign a heading to a different level and apply the corresponding heading style, drag the heading's outline symbol Outline Symbol or Outline Symbol
      • To demote a heading to a lower level, drag the symbol to the right.
      • To promote a heading to a higher level, drag the symbol to the left.
    1. To move a heading to a different location, drag the symbol up or down. (The text moves with it.)
    2. When finished with organization, switch to Normal view or Print Layout.
    To assign an outline level to a paragraphUse outline levels when you don't want to change the appearance of your text. The built-in heading styles apply specific formatting, while the outline levels apply an "invisible" format.
    1. Switch to Print Layout view.
    2. Select a paragraph you want to assign an outline level to.
    3. On the Format menu, clickParagraph and then click the Indents and Spacing tab.
    4. In the Outline level box, click the level you want.
    To use the functionality of heading styles without modifying the built-in heading styles, create a new set of custom heading styles that include the outline-level paragraph format. After you create your own heading styles, you can work with them as usual. For example, apply the custom heading styles to text that you want to include in a table of contents.


    There are two kinds of templates, global templates and document templates. Global templates, including the Normal template, contain settings that are available to all documents.  You can use built-in templates or you can create documents as new and save them as templates, so you can use them repeatedly after that.  Making forms for the office can be done with a template.
    To create a template
    1. On the File menu, clickNew.
    2. Click the General tab and then click Blank Document.
    3. Under Create New in the lower-right corner, click Template.
    4. Click OK.
    5. Create and format the document as you normally would including styles, headers, footers, tables, and so forth.
    6. From the File menu, click Save As, and in the File Name box, type a name for your template. In the Save As Type list, select Document Template.
    7. The Templates folder appears in the Save In box. Save the new template in the Templates folder so it can be easily retrieved and used to create other documents based on its characteristics.
    8. Click Save.
    9. Create and format the document as you normally would including styles, headers, footers, tables, and so forth.
    10. To use the template, on theFile menu, click New. You will see different tabs with different names containing the various templates that came with Word 2000. The template you just created should be on the General tab.
    11. Click the name of the template and then click OK. You have now created a new file based on your test template, but the template itself has not been opened or changed in any way. Since this is a new document, even though it's based on an existing template, you need to give it a new name.
    12. From the File menu, click Save As.
    13. In the File Name box, type the name of the document and then clickSave 

    Creating Web pages (Use this technique when you make your Internet search)

    Create a new Web page by using the Web Page Wizard.
    To insert a hyperlink into a document or Web page
    1. Click Insert Hyperlink Insert Hyperlink on the Standard toolbar.
    2. Under Link to File or URL, click Browse.
    3. Locate the file you wish to link to. Double-click on the file and then click OK.
    4. Note that the text is now underlined, signifying that it is a hyperlink. Move your pointer over hyperlink. When you see the hand appear, click the hyperlink to activate it.
    5. To test the hyperlink, on theWeb toolbar, click Back to return to the Word 2000 document. Click Forward to return to the linked document.
    6. On the File menu, clickSave as HTML.
    7. When the Save as HTML dialog box appears, type a name in the File Name box and then clickSave.

      Tips and How To. . . . . . . .
    Opening a File.

    To open a file from a hard disk or disk drive, do the following:

    1. Choose Open from the File menu.
    2. Select the name of the file you want to open.
    3. Click on the file name.

    Closing a Document. When you want to remove a document from the computer's memory (RAM), you want to close the document. Choose Close from the File menu.

    Click Yes button to save changes, if you want, or No, if you do not wish to save changes. The document will be closed and removed from memory.

    How to Print

    1. Select Print from the File menu. 
    2. Make any changes you want to the print specifications. 
    3. Click the OK button.

    Page Setup. Prior to printing, you may choose a Page Setup command from the File menu so you can determine exactly what you want your page to look like. 
    1. Select Page Setup from the File menu. 
    2. Click the options you want. 
    3. Click the OK.

    Save As. This command permits you to save a first-time document or to save a document under a different name without changing the original. A dialog box will appear giving you options. 

    Page Setup. This gives you options for margins, paper orientation, and layout. 

    Print. The command to print. 

    Print Preview. Shows what page will look like if printed. 

    Exit. Under file menu, quits the program.

    Cut. Use cut text. Highlight the text (also called selecting), then use the cut command. 

    Paste. Paste will put the contents of the clipboard (what you have cut or copied) into the document where you place the cursor. 


    Copy. You may use this command to copy text.

    Select All. Ctrl + A or used Edit menu. Will select the entire document. 

    Find. Ctrl + F or used Edit menu. Will search for text you identify. 

    Replace. Ctrl + H or used Edit menu. Will replace text with other text. 

    Go to Page. (Ctrl + G) Will go to a particular page.

    Word Processing

    FONT and STYLE menus are self-explanatory. Either set or change, by highlighting first, any text size or style. You may also use built-in buttons on the button bar (I,B,U) to change text to italics, bold, and underline. Word usually defaults to Times New Roman 12.

    There are many forms of help. If you are already a typist, using Word for basic purposes can be learned in a matter of a few minutes. Practicing with it over a period of a few days will enable you to use the processor efficiently.

    Instructions (#1):

    To get started you will need to type some text, make it a couple of short paragraphs. Select the first word in the document--at the top of the page.

    How to do it--

    1. Select (highlight the title of the document).

    2. After highlighting the word, use the B icon from this group:

    3. Now the word should be bold in appearance, much darker than the other words in the document.

    4. Next, we want to center this word in the middle of the page. To do this, highlight the word again and then select the second icon in this group:

    and the word will move from the left to the center.

    L C R F alignments

    5. Now, save the document again by using the save icon  .

    Instructions (#2):

    After you have reopened your file, you are to indent each paragraph.

    How to do it--

    1. Place the cursor in front of the first word of the paragraph.

    2. Strike the Tab key once (it is just below the 1 on the keyboard).

    Next, make all the text in the first paragraph italics (italics).

    How to do it--

    1.  Select and highlight the entire paragraph.

    2.  Save the file again by clicking on the save icon.

    Instructions (#3):
    Although it is not likely that you have many spelling errors in this document, it is always good to spell check a document. To spell check you can select Spelling from the Tools menu or click this  button

    Instructions (#4):

    Simply write a letter of application for a job. Your letter should have the following features:

    Name of Recipient
    City, State Zip

    Dear [Salutation]:

    Body of letter here, at least two paragraphs. You should use block style.



    Instructions (#5):

    Select any PROFESSIONAL journal in your field, read an article, and prepare an abstract. This is an example, do not copy it.

    Angel B. Good
    BCT 531
    Summer, 1998

    Shrock, Sharon A. (1995). A brief history of instructional development. In Gary J. Anglin (Ed.), Instructional technology: Past, present, and future (pp. 11-19). Englewood, Colorado: Libraries Unlimited, Inc.


    From published literature and research, the author chronicles the history of instructional development (ID). This chronicle specifically relates to the author's general definition of instructional development from a systems approach of planning, designing, implementing and evaluating effective and efficient instruction. Shrock begins the chronicle with an overview of Thorndike's idea of social engineering and how instruction to fulfill socially useful goals brought a shift in thinking for future ID development. In the 1920s, learning started to shift toward a design approach, rather than the traditional instruction approach with objectives-driven learning. Research from Bobbitt, Ward & Burk, and Washburne are summarized as works that introduced plans to master learning through individualized, self-paced models. Progress toward ID development slowed in the 1930s due to the Great Depression and research fund decreases. However, Tyler's Eight Year Study during this time is discussed as being instrumental in refining procedures for writing instructional objectives. The next two decades' war activities accelerated the use of instructional media. Research and development blossomed as the military hired researchers to develop instructional materials. Programmed instruction was further refined in the 1950s with Skinner's behavioral objectives research, Bloom's Taxonomy of Educational Objectives, education's shift of focus from process to learner outcome, and the introduction of task analysis. In the 1960s, Glaser's work in instructional systems and Gagne's analysis of learning objectives became instrumental in implementing evaluation and feedback into instructional development goals. Federal support for research and development was again prevalent. Instructional development models grew from these activities throughout the 1970s and by the 1980s, analysis processes were included in planning and instructional development became more sophisticated, just in time for the emerging growth and use of microcomputers and the rapid use of instructional technologies in business.

    Instructions #6:

    Creating Tables

    Sometimes you will want to put a table into your word processing, either to illustrate important points or to reduce the amount of information that would have to be presented in text. To create a table, go to Table and then select "Insert Table":

    Once you create the number of rows and columns you will need follow these instructions.


    Here is your example. Create a similar table for the next 10 states.


    STATE -1994 Percent Rank
    Alabama 19.2 5
    Alaska 11.4 30
    Arizona 13.7 19
    Arkansas 19.6 4
    California 13.9 18
    Colorado 13.7 19
    Connecticut 6.0 50
    Delaware 6.9 48
    Florida 14.4 15
    Georgia 15.8 12
    Next ten states...

    Hawaii 11.0 32

    Idaho 14.9 14

    Illinois 13.7 19

    Indiana 13.0 26

    Iowa 10.4 37

    Kansas 10.3 38

    Kentucky 17.3 7

    Louisiana 23.6 2

    Maine 13.1 25

    Maryland 9.9 40

    Instructions #7:

    Creating Charts

    The easiest way to create a chart is to put data into a table and then simply create the chart. For example, using a table from the last exercise we simply highlight the entire table (all cells). . .


    STATE -1994 Percent Rank
    Alabama  19.2 5
    Alaska 11.4 30
    Arizona 13.7 19
    Arkansas 19.6 4
    California 13.9 18
    Colorado 13.7 19
    Connecticut 6.0 50
    Delaware 6.9 48
    Florida 14.4 15
    Georgia 15.8 12
    Then go to the INSERT menu, scroll down to PICTURE, then select CHART
    and you will get this chart---

    Working with Word Tables

    A table is made up of rows and columns of cells that you can fill with text and graphics. Tables are most often used when you want to line text up side-by-side.  You can use tables to align numbers in columns and then sort and perform calculations on them. You can also use tables to arrange text and graphics, such as side-by-side paragraphs in a résumé. To create a simple blank table, click Insert Table, and then drag to select the number of rows and columns you want.  To convert existing text to a table, select the text, and then click Convert Text to Table on the Table menu.  To change a table, use the table tools on the Tables and Borders toolbar. To display the toolbar, click Tables and Borders on the Standard toolbar.

    You can create a new blank table and fill in the empty cells, or you can convert existing paragraphs of text (separated by a character such as a tab) to a table. You can also create a table from an existing data source, such as a database or spreadsheet.

    Ways to Create Tables

    The first way to create a table is to select the TABLE option and the menu bar, then select Insert Table.


    A dialog box appears allowing you to select the number of columns and rows you want to insert.   Notice that the width of the columns defaults to Auto.


    To set the number of columns or rows you want, either type in numbers or use the up or down arrow on the spinners on the right side of the text box for each option.

    If you set the number of columns to 2 and the number of rows to 2 and then click the OK button in the dialog box a table like the one illustrated will appear at the position of the insertion point in the document.

    The second way to insert a table is to use the Insert Table icon on the Standard toolbar --- 

    Clicking this icon will present you with a matrix of white boxes arrayed in rows and columns. By clicking and dragging the mouse over the matrix, you can create your table.

    Either way, we have used a 2x2 for this illustration.  If you select it, this is what you get on the page:

    If you want to "squeeze" the columns to make the table smaller, you can click on the right and then the middle vertical lines (the insertion pointer turns into cross hairs) and adjust the size of the table.

    You can center the table by clicking on the table and (1) selectingTable and Select Table, and then (2) using the formatting commands on the tool bar or ctrl + r, ctrl + l, or ctrl + c.  We have usedctrl + c to center the table below.

    To color the cells of the table, click on a cell of the table and then use Format and Borders and Shading.


    Notice the option Apply-- to apply an effect to either a specific cell or the entire table.

    If we select one cell and apply fill with the gray color, we get this result.

    When the table is created the insertion point should be in the first row of the first column. Notice that the ruler reflects the width of the columns. If the insertion point is moved outside the border of the table, the ruler bar is restored to its normal display reflecting the margins of the page.

    To navigate from column to column you can use the Tab key. You can also select another cell in the table by pointing and clicking with the mouse.  If you want to enter text, as in the example below, just enter the cell and type.  You can center text in the ordinary way.

    If you need additional rows, using the Tab key in the last cell in the table will automatically increase the size of the table by one row.

    Notice that you can keep or eliminate grid lines entirely or selectively using "Borders" in the Borders and Shading selections.  This choice would be important if you want to line up text but do not want the lines to show.  You can also color parts of the table and eliminate the grids to give a better appearance.

    Deleting Columns or Rows

    A simple way to select a cell, row, or column for deletion is click the left mouse button and scroll to highlight the parts you want to delete.

    You have to use the Cut icon on the toolbar to delete, selecting Delete will not remove the cell, row or column from the table. Delete will erase any contents from a highlighted column.

    Inserting Columns and Rows

    Mention was made above about how to add a row by using the Tab key in the last cell.  You may also select a column, use copy, and then paste to the right of the far right column and a new column is added.

    When a column is highlighted, you can also use the menu bar to select TABLES, then Insert Columns.

    To insert new rows, you can either select the row or simply have the insertion point in the proper row. In the case of rows, the new row will be inserted above the selected row or the row containing the insertion point.

    The Tables icon again changes, this time to Insert Rows. Again, you have the alternative of selecting the menu option TABLE and selecting Insert Rows.


    WP Products:  Go to Word Processing Products you must develop to earn points.

    Back to home page
    Back to table of contents