Office 2003- Learning the Differences
This course will cover the changes and new features of the Word,
Outlook and PowerPoint 2003.
II. CLASS EXAMPLE FILES:
The following files are available in the Richmond Library and should
be copied to the local library for easy accessibility:
RI # 1890414 v1
RI # 1890498 v1
RI # 1741580 v3
RI # 1940982 v1 – Word 2003: Task Panes and Styles Quick
RI # 1941200 v1 – Word 2003: New Features Quick Reference
RI # 1941372 v1 – Outlook 2003 Quick Reference Card
RI # 1928710 v1 – PowerPoint 2003 Quick Reference Card
IV. CLASS SET-UP INFORMATION:
Ensure all referenced files have been copied from the RI library to
the current office library.
I. OFFICE 2003 AND DOCX TOOLS 5.0- LEARNING THE
This course will cover the changes and new features of Word,
Outlook, and PowerPoint 2003. This class will cover the following
topics for Word 2003:
Office 2003 Benefits
Using Task Panes
Working with Documents
Using Smart Tags
This class will cover the following topics for Outlook 2003:
Using the Navigation Pane
Using the Reading Pane
Using Favorite Folders
Using the Desktop Alert
Using Smart Tags
The class will cover the following topics for PowerPoint 2003:
Using Presentation Tools
Office 2003-Learning the Differences Revised 5/22/2008 2
II. OFFICE 2003 BENEFITS
A. WORD BENEFITS
1. The Open and Repair and Document
Recovery features offer improved
application and data recovery, as well
as document stability.
2. Task Panes make performing common
tasks in Word an easier and more
streamlined process. The Styles and
Formatting task pane makes creating
and applying styles faster and easier.
3. Reviewing and reading documents has
been improved with the addition of the
reading pane, thumbnails, side-by-side
document comparison window, and
enhancements to track changes.
B. OUTLOOK BENEFITS
1. Features such as the desktop alert,
message groups, auto-complete, smart
tags, and navigation pane offer an
improved interface and functionality.
C. POWERPOINT BENEFITS
1. Task Panes offer improved functionality
by displaying common functions on the
screen without compromising the slide
Review and revision of a presentation is improved with the added
functionality of tracking changes, inserting comments,
Office 2003-Learning the Differences Revised 5/22/2008 3
III. WORKING WITH TASKPANES IN WORD 2003
A task pane is a toolbar that assists users with performing common
tasks such as creating new documents, applying and modifying
styles, and performing mail merges. A task pane is automatically
Open Word. Select launched whenever a feature requiring the use of a task pane is
View/Task Pane. accessed, such as creating a new document or working with styles.
Keyboard Shortcut: Task panes are useful because they provide easy access to
Ctrl + F1. Explain commonly performed functions.
purpose of task
A. DISPLAYING THE TASK PANE
Started. Point out
the hyperlinks to
online information, 1. Click View/Task Pane,
search box, and OR press Ctrl + F1.
links to additional
tasks. Click Other
Task Panes button.
Show all available B. SELECTING A TASK PANE
task panes. Select
the Help task pane.
Point out the task 1. Click the Other Task Panes button.
pane name now
says Word Help, and
the drop-down list 2. Select desired task pane from the menu.
has a check next to
Help, indicating the
Help task pane is
displayed. C. NAVIGATING BETWEEN TASK PANES
1. Click Back arrow to display previous
2. Click Forward arrow to display next task
Click the back
button to go to the
previous task pane. 3. Click Home icon to display the default
Click the forward task pane.
button to go to the
next task pane.
Click the home
button to go to the D. MOVING A TASK PANE
default task pane.
1. Click the vertical dots beside the Other
Task Panes button.
Office 2003-Learning the Differences Revised 5/22/2008 4
2. Drag the task pane toolbar to top,
bottom, or left of screen.
Move task pane to
left, top, and bottom
of screen. Click E. RESIZING A TASK PANE
divider line to resize.
Click and drag the vertical line closest to the document pane to
resize task pane.
Click On my
computer from the IV. WORKING WITH DOCUMENTS IN WORD 2003
task pane. Click
Approval Request. A. OPENING A NEW DOCUMENT FROM TEMPLATE
Click OK and Exit
on form dialogs.
Click File/New and 1. Click File/New.
select On my
2. Click On my computer from the New
Point out the list of Document task pane.
templates that is
generated once 3. Click desired tab.
you select a
template on the
task pane. Close
4. Select desired document.
B. VIEWING A DOCUMENT IN READING PANE LAYOUT
The Reading Layout is a view used for easy reading and reviewing
of documents. In this view, unnecessary toolbars are hidden, and
Click thumbnails are available that allow you to jump to different screens
View/Reading of the document quickly.
Price. Collapse 1. Click View/Reading Layout,
text under OR click the Reading Layout view
Purchase Price. button.
Click thumbnail 13.
Mention Thumbnail 2. Navigate through document using scroll
numbers refer to
bar, scroll buttons, or page up and page
not specific page down buttons on keyboard.
numbers. To see a
page click the Using the Document Map
actual page button
on the Reading
Office 2003-Learning the Differences Revised 5/22/2008 5
1. Click Document Map icon on the
Reading Layout toolbar.
2. Click the text you want to review.
NOTE: Stress that
the purpose of the Using Thumbnails
Reading Layout is
to provide easy
proofreading of a
document. 1. Click the Thumbnails icon on the
Although a Reading Layout toolbar.
document can be
edited in this view,
it is not 2. Click the screen number you want to
because it may not
represent how the Note: Thumbnails are available in other document views as well.
text appears on a Select Thumbnails from the View Menu in any layout.
page. Click last
two thumbnails to
show examples of 1. Click the Close icon on the Reading
this. Layout toolbar.
C. COMPARING DOCUMENTS SIDE BY SIDE
Click the Close 1. Open documents to be compared.
button on the
toolbar. 2. Click Window/Compare Side by Side
Open RI # with.
1890498 v1. Click
Side by Side with. 3. Click Close Side by Side button to
Scroll to page 2 return to single document view.
and compare the
tables. Point out
Synchronous Note: When there are three or more Word documents open, they
scroll button. Click will be listed in a dialog box when choosing Compare Side by Side.
Close Side by
D. SELECTING NON-CONTIGUOUS TEXT
NOTE: When there 1. Make first text selection.
are three or more
open, they will be
listed in a dialog 2. Press and hold the Ctrl key.
box when choosing
Compare Side by
Office 2003-Learning the Differences Revised 5/22/2008 6
3. Select additional text.
E. USING LETTERS AND MAILINGS SUB-MENU
Mailing tools such as Mail Merge and Envelopes and Labels are
Select Recitals for
Review text on now located under the new Letters and Mailings sub-menu within
page 1, section 3. the Tools menu. To access Mailing tools:
Hold the ctrl key
and select text
2.1.1. through 1. Click Tools/Letters and Mailings.
2. Choose Mail Merge, Mail Merge toolbar,
Click Tools/ Envelopes and Labels, or Letter Wizard.
Merge. Point out
that Mail Merge is F. ADDING A W ATERMARK
now a step-by-step
process carried out Watermarks are words or graphics that appear in the background of
in the Mail Merge a document, and are generally used to stamp a document as being
task pane. Also a draft or to mark it as confidential.
mention that DOCS
Open Mail Merge
has not been
changed. Close 1. Click Format/Background/Printed
Mail Merge task Watermark.
2. Click Text Watermark.
3. Select desired text from the Text drop-
Click down menu.
Watermark. Click 4. Use the Font, Size, and Color drop-
down menus to make formatting
from text drop-
Diagonal Layout 5. Click Diagonal or Horizontal for layout.
6. Click OK.
Office 2003-Learning the Differences Revised 5/22/2008 7
Go to page 6
section 3 of
document. Point G. CUSTOMIZING SMART TAGS
out names and
addresses with a A smart tag is a button that is displayed in response to a given
purple dotted line
have smart tag action, error, or automatic correction. Smart Tags provide options to
options available. If perform specific actions. Smart Tags are useful because they
a name is not expedite common tasks and integrate Office applications.
recognized go to
Tools/Auto- Disabling Smart Tags
Select Smart Tag
1. Click Tools/AutoCorrect Options.
Recheck 2. Select Smart Tags tab.
Yes. Click OK.
Also point out 3. Click Label text with smart tags.
Smart Tags can be
4. Click Show Smart Tag Actions
5. Click OK.
Adding Smart Tags
1. Click Tools/AutoCorrect Options.
2. Select Smart Tags tab.
3. Select all desired smart tag
Hover cursor over
the text Joseph
Lucarelli. When 4. Click OK.
the smart tag icon
appears click the Adding an Outlook Contact with Smart Tags
Choose Add to
launches. Point out
1. Hover cursor over text that has smart
that additional tag options available.
be added in the
fields. Click Save 2. Click the Smart Tag icon.
and Close button.
Office 2003-Learning the Differences Revised 5/22/2008 8
3. Choose Add to Contacts.
4. Add any additional information in the
contact fields such as Job title,
Company, or email address.
5. Click Save and Close.
H. OPENING AND REPAIRING DOCUMENTS
1. Click File/Open.
Open and Repair
Feature. Go to 2. Click Native Application from the
Native DOCS Open Quick Retrieve window.
Select any local
document. Click 3. Select the desired file from the Open
the drop-down dialog box.
arrow on Open
icon. Point out
Open and Repair. 4. Click the drop-down arrow next to the
Close the Open
dialog. Open button.
5. Select Open and Repair.
I. RECOVERING DOCUMENTS
1. Open Word.
2. Select the desired files from the
Document Recovery Task Pane.
3. Save the recovered file.
J. GETTING HELP IN W ORD
Using the Ask a Question Field
Office 2003-Learning the Differences Revised 5/22/2008 9
Type “Smart Tags”
in the Ask a
Question Field. 1. Type a question, word or phrase in the
Press Enter. Select field on the right end of the menu bar.
the Use smart
tags link. Close
window. Close 2. Press Enter to display a list of related
Search Results topics.
3. Select the desired topic to view help
Open Outlook V. WORKING WITH OUTLOOK MAIL
2003. Point out
each button to A. CUSTOMIZING THE NAVIGATION PANE
display the various
The Outlook Shortcuts Bar, previously available in 2000, has been
replaced by an easy-to-use Navigation Pane. The Navigation Pane
allows access to mail, calendars, contacts, tasks, notes and the
To decrease button size:
1. Click the dark blue bar above the mail
Drag all navigation button and drag it downwards.
buttons to make
smaller icons. Click
arrow on 2. Continue dragging the bar until the
navigation pane, desired number of navigation buttons
navigation pane appear as icons at the bottom of the
options. Select pane.
any item and
move it up in the To reorder buttons:
list. Click OK. Click
on arrow again
and select Add or 1. Click the double arrow icon at the
bottom of the pane to configure buttons.
Add Notes, then
show how to
2. Choose navigation pane options.
3. Select the item you wish to move and
choose the move up or down buttons.
View/Reading 4. Click OK.
pane by dragging Office 2003-Learning the Differences Revised 5/22/2008 10
divider to left.
B. POSITIONING THE READING PANE
The Preview Pane in Outlook 2000 has been replaced with the
enhanced Reading Pane. In Outlook 2003 the Reading Pane can
be displayed on the left or bottom of the mail window.
1. Click View/Reading Pane.
2. Select Right, Bottom or Off.
Point out Reading
Pane icon on C. CUSTOMIZING THE DESKTOP ALERT
By default a small window will appear on the screen when a new
email message appears. From this window a message can be
Select New Mail opened, flagged, or deleted.
Message from the
toolbar. Send an
email to yourself.
1. Click the options drop down menu on
Alert appears, click the desktop alert window.
on message text
to open it. Close
message. Create 2. Drag the pointers to increase or
another new decrease alert duration or transparency.
yourself. When the
appears click the D. DISABLING THE DESKTOP ALERT
Choose Desktop 1. Click the options drop-down menu on
the desktop alert window.
2. Select disable new mail desktop alert,
Select OR, if alert is not currently displayed,
View/Arrange By. click Tools/Options/ Preferences/
Select E-mail Options/ Advanced Options.
Groups/Collapse 3. Deselect display mail alert.
Turn groups off by E. GROUPING MESSAGES
View/Arrange To make organizing messages easier, received email is now
By/Show in arranged in expandable groups.
Office 2003-Learning the Differences Revised 5/22/2008 11
1. Click View/Arrange By.
Click the flag icon 2. Select the desired group: Date, From,
next to an email. Subject, etc.
Also show right-
click flag options.
Point out flagged
messages are F. FLAGGING MESSAGES IN INBOX
detected in the For
Follow Up Search 1. Select Mail from the Navigation Pane.
2. Click the flag icon next to the message,
OR right-click the flag icon to change
flag color or add reminder.
Click New on the
toolbar. Get G. USING AUTOCOMPLETE
students to start
typing their own
last name in the To
field. Their name 1. Click New on the Standard Toolbar.
should appear in
the suggestion list.
Press Enter key to 2. In the To field, start typing the recipient’s
select it from the last name.
3. Select the desired name from the name
Click New on the H. EDITING A DISTRIBUTION LIST
toolbar. In the To
field, type “tele”.
Expand the 1. In a new message, type the name of the
Click OK. Delete distribution list in the To, Cc, or Bcc
an individual name. field.
Click No at Save
Changes dialog. 2. Click the expand icon.
3. A dialog will appear stating that once
expanded, the list cannot be collapsed.
4. Click OK.
Office 2003-Learning the Differences Revised 5/22/2008 12
Ensure Smart 5. Type in additional addresses, or
Tags are enabled. highlight and delete addresses to be
Go to removed from the list.
Smart Tag should I. USING SMART TAGS
1. Click New on the Standard Toolbar.
Click New on the
2. Click in the To, Cc, or Bcc field and
toolbar. In the To
field, type your address message.
cursor over name
in the To field. 3. Place the mouse pointer over the
Click the Smart addressee’s name, until the Smart Tag
Tag icon. Show all appears.
4. Click the drop-down menu next to the
5. View addressee’s current schedule,
phone extension, or select create a rule,
or add to contacts.
Select any an J. FINDING RELATED MESSAGES
email message that
has been replied to
or forwarded. Click
information bar, 1. Select an email that has been replied to
and select Find forwarded.
Close dialog after
messages 2. Click the information bar.
3. Select Find related messages.
4. Double-click desired message from the
Advanced Find dialog.
Select Folder List
from the Navigation
Pane. Point out
Mention that Public
Folders can only
be accessed from
the Folder List.
Office 2003-Learning the Differences Revised 5/22/2008 13
K. ACCESSING PUBLIC FOLDERS
1. Click Folder List from the Navigation
2. Expand Public Folders List.
3. Select desired public folder from
Select File/New Favorites or All Public Folders.
Mail choose, Old
Mail. Click L. USING SEARCH FOLDERS
weeks to 6. Click Search folders are mail folders that contain messages that match a
OK. Click OK specific search criteria such as unread or large emails.
search folder in All
1. Select File/New Search Folder.
Mention that the
search folder can
also be made a
favorite folder. 2. Select a type of search folder.
3. Specify necessary criteria.
4. Click OK.
and check another
calendar to show
side-by-side view. VI. WORKING WITH OUTLOOK CALENDAR
Mention users can
calendar from the
public folders list. A. VIEWING SIDE BY SIDE CALENDARS
Note: Mention that
selections will not
1. Click calendar from the Navigation
hold once you exit Pane.
Selections must be
made each time 2. Select the box next to each calendar to
the application is be viewed.
Office 2003-Learning the Differences Revised 5/22/2008 14
VII. WORKING WITH POWERPOINT 2003
A. CREATING A NEW PRESENTATION FROM A TEMPLATE
OF THE CLASS 1. Launch PowerPoint 2003.
WILL BE A DEMO.
Open PowerPoint 2. Click File/New Presentation.
the Shimmer 3. Click from design template link.
from the task pane.
4. Click on desired template.
B. ADDING A SLIDE
Click New Slide
1. Click the New Slide button from the
button. Add five Formatting toolbar,
new slides. OR press Ctrl + M.
Select last slide
and click delete
button. C. DELETING A SLIDE
1. Select the slide to be deleted.
Click in slide 1 and
Ctrl-click to slides
Type Sample 2. Press delete key.
1, 3, and 5. Click
Design area. on
the title button
Click Textured D. APPLYING A DESIGN TEMPLATE TO SPECIFIC SLIDES
template from slide
design task. Point
out you could also 1. Hold the ctrl key and select the desired
click drop-down slides.
menu and choose
apply to selected
2. Select Format/Slide Design,
OR click Design button on Formatting
Office 2003-Learning the Differences Revised 5/22/2008 15
3. On the Slide Design task pane, click the
Point out that once drop-down arrow of the desired
a template is template.
selected, it moves
to the top of the
task pane, under 4. Select Apply to Selected Slides.
E. CHANGING SLIDE COLOR SCHEMES
Select slide 1.
1. Click Color Schemes from the Slide
Schemes from the Design task pane.
task pane. Select a
color scheme to
apply. Point out 2. Select a color scheme from the task
this will change the pane to apply to all slides,
color scheme for OR click the drop-down arrow to apply
slides 1, 3, and 5
since they all had scheme to master, or selected slides.
the same template.
To apply this
scheme to all
F. APPLYING A SLIDE ANIMATION SCHEME
slides choose that
option from the
1. Click Animation Schemes from the
Slide Design task pane.
2. Select an animation scheme from the
Select slide 1. task pane to apply to selected slides,
Click Animation OR click the Apply to Master or Apply to
Schemes from the All Slides buttons at the bottom of the
task pane. Select
an animation pane.
Apply to All
Slides. G. APPLYING SLIDE TRANSITIONS
1. Click the Other Task Panes button on
Click on the Other the task pane, and select Slide
Task Panes button
and select Slide Transition.
a transition and
click Apply to All 2. Select a transition from the list to apply
Slides button. to selected slide(s),
OR click the Apply to All Slides button
at the bottom of the pane.
Office 2003-Learning the Differences Revised 5/22/2008 16
Click Other Task
Panes button on H. APPLYING SLIDE LAYOUTS
task pane and
Layout. Click slide
2. Select a different 1. Click the Other Task Panes button on
text layout to apply the task pane, and select Slide Layout.
to this slide.
2. Select a layout from the list to apply to
icon. Click I. USING PRESENTATION ANNOTATION TOOLS
Use tool to
highlight text. 1. Select View/Slide Show,
Change tool back OR press F5.
2. Click Annotation Tools icon.
3. Select desired tool.
From Slide Show
View press F1. 4. Use pen or highlighter to add drawing
Explain marks to presentation.
J. VIEWING PRESENTATION KEYSTROKES
1. Select View/Slide Show,
OR press F5.
Presentations, 2. Press F1 to display the Slide Show
Animation Motion Help dialog box containing a list of
Paths, and keystrokes that can be used when
Multiple Slide presenting the slide show.
Masters. These will
be covered in a
Office 2003-Learning the Differences Revised 5/22/2008 17
99999.021104 RICHMOND 1895018v1