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Word 2003

Copyright 2009 Steve Copley

www.igcseict.info

This work is licensed under the Creative Commons


Attribution Non-Commercial 3.0 License

To view a copy of this license, visit


http://creativecommons.org/licenses/by-nc/3.0/
1 Setting Up Word

1.1 Setting some Important Options 5

1.2 Setting up the Toolbars you Need 7

2 Setting Up Your Page

2.1 Setting the Paper Size 9

2.2 Changing the Page Orientation 11

2.3 Changing the Size of the Page Margins 13

2.4 Adding a Header and a Footer 15

2.5 Setting a Different Header and Footer on the First Page 18

3 Changing the Format of Text

3.1 Changing the Text Font 21

3.2 Changing the Colour of Text 23

4 Changing Text Layout

4.1 Altering the Alignment of Text 25

4.2 Altering the Line Spacing of Text 28

4.3 Altering the Indentation of Paragraphs 30

4.4 Indenting Only the First Line of a Paragraph 31

4.5 Placing Text into Columns 32

5 Reorganising Your Document

5.1 Finding a Specific Block of Text 35

5.2 Moving Text Around 36

5.3 Adding Page Breaks 38

5.4 Adding Column Breaks 40

6 Inserting and Adjusting Images

6.1 Adding ClipArt to Your Document 43


6.2 Inserting an Image from a File 46

6.3 Cropping an Image 48

6.4 Adjusting the Size of an Image 50

6.5 Rotating an Image 52

6.6 Flipping an Image 53

6.7 Changing How Text Wraps Around an Image 54

7 Inserting and Editing Tables

7.1 Adding a New Table 57

7.2 Adding and Deleting Rows and Columns 59

7.3 Merging Table Cells 61

7.4 Changing the Borders (Lines) of a Table 62

7.5 Changing the Background Colour (Shading) of Table Cells 63

8 Checking Spelling in Your Document

8.1 Running a Spell Check 65


Setting Up Word

Word 2003 - 4 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Setting some Important Options
There are some important settings that you should change when working on documents for the
exam.

This lesson will show you which settings to change

Open the Options window

Click the Tools menu, then Options...

Set the measurement units to centimetres

Go to the General tab and check / change the


Measurement Units to centimetres

Word 2003 - 5 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Stop the computer resizing your print-outs

Go to the Print tab and untick the Allow


A4/Letter paper resizing box

Word 2003 - 6 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Setting up the Toolbars you Need
Word has many toolbars that can be shown or hidden.

This lesson will show you how to only show the toolbars you need

Make sure the correct toolbars are visible

Click the View menu, then go to Toolbars.

You only need the Standard, Formatting and


Drawing toolbars to be visible.

Untick any other toolbars

Move the Formatting toolbar under the Standard toolbar

By default Word places the Standard and


Formatting toolbars side-by-side.

Unless you have a very wide monitor, this can


mean some useful buttons get hidden.

Use the 'handle' with the four dots at the left of


the Formatting toolbar to drag it down then across

Placing the Formatting toolbar under the Standard


toolbar makes all of the buttons visible

Word 2003 - 7 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Setting Up Your Page

Word 2003 - 8 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Setting the Paper Size
This lesson will show you how to alter the size of the paper that you are working on

Document paper size is very important!

Your document might look ok - on the screen it's


hard to tell if the paper is A4 or not.

Open the Page Setup window

Click the File menu...

Then click Page Setup...

Word 2003 - 9 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Set the Paper Size to A4

Go to the Paper tab, then choose A4 from the


Paper Size menu

Check the page

In this example, you can see that now the paper


size is A4, a lot more writing fits on one page

Word 2003 - 10 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Changing the Page Orientation
Some documents are best formatted with the paper aligned vertically (portrait), and some with
it horizontally (landscape).

This lesson will show you how to alter the page orientation

Open the Page Setup window

Click the File menu...

Then click Page Setup...

Change the page Orientaton

Select the Margins tab, then chose the Orientation


required

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Check your page

Word 2003 - 12 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Changing the Size of the Page Margins
The margins of a page are the white spaces around the sides of the writing. Changing the
size of the margins can dramatically affect how a document looks.

This lesson will show you how to alter the size of the page margins

The margins of a page are the white spaces around the sides of the writing

Margins help to 'frame' the page.

Margins also provide space for headers / footers,


and for stapling / binding a document

Open the Page Setup window

Click the File menu...

Then click Page Setup...

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Change the Margins

Select the Margins tab, then chose the Margin


sizes required

Note: Usually you only need to worry about the top


, bottom, left and right sizes.

Check the margins look ok

Word 2003 - 14 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Adding a Header and a Footer
Headers and footers are used in documents to place items of information on every page, e.g
document author, title, date, page numbers, etc.

This lesson will show you how to add and edit a page header and footer

The Header of a page is the area at the top of the page, the Footer is at
the bottom

The Header and Footer provide places for you to


add text such as:

- Document title
- Page number
- Your name
- The date

Normally, the same header and footer appear on


every page

Show the Header and Footer

Click the View menu, then Header and Footer

Word 2003 - 15 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Header and Footer are now visible

You should now see the Header and Footer area.

You can now add text and other items to the


Header and Footer

The Header and Footer toolbar

The Header and Footer toolbar should be visible

Add text to the Header and/or Footer

Simply click and type text like names, numbers,


etc.

Align text in the centre or right of the Header / Footer

To add text in the centre of the header / footer,


move the mouse cursor to the approximate centre
and double-click

To add text in the right of the header / footer,


move the mouse cursor to the right edge and
double-click

Word 2003 - 16 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Add automatic Page Numbers

Position the cursor (double-click)

Then click the Page Number button on the toolbar

Add an automatic Date

Position the cursor (double-click)

Then click the Date button on the toolbar

Add other AutoText items

Other items such as the document filename can


be added from the Insert AutoText menu on the
toolbar

Word 2003 - 17 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Setting a Different Header and Footer on the First Page
When a document has a title page, it is common to not want to see the header / footer on this
page

This lesson will show you how to turn off the header / footer for the first page of a document

Headers and Footers usually appear on every page

In this example, you can see the same header /


footer on every page of the document, including
the title page

Open the Page Setup window

Click the File menu...

Then click Page Setup...

Word 2003 - 18 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Seelct the option to have a Different First Page header and footer

Select the Layout tab, then tick the Different


First Page option box

Check the first page

You should see that there is a blank header and


footer on the first page

(You can still edit this header / footer - it is just


different from the rest of the document)

Word 2003 - 19 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Changing the Format
of Text

Word 2003 - 20 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Changing the Text Font
There are thousands of different fonts that you can use for text - plain fonts, traditional fonts,
fun fonts, etc.

This lesson will show you how to change the font of text in your document

Select the text that you wish to change

Highlight the text

Pick a font from the Font menu

If you are asked to select a Serif font, use Times


New Roman

If you are asked to select a Sans-Serif font, use


Arial

Word 2003 - 21 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Pick a font size from the Size menu

Pick a size from the menu list (all sizes are points)

If the size you need is not in the list, just type in


the size and press Enter

Select Bold, Italic or Underline style

Use the toolbar buttons to make the text...


- BOLD
- ITALIC
- UNDERLINED

Check the final result looks ok

Word 2003 - 22 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Changing the Colour of Text
Changing the colour of text can make it more attractive, or highlight important parts of a
document

This lesson will show you how to change the colour of text in your document

Highlight the tex that you want to change

Highlight the text with the cursor

Pick a colour from the Text Colour toolbar menu

The Text Colour menu can be accessed from the


toolbar

(Alternatively you can click the Format menu, then


Font)

Check the final text colour looks ok

Word 2003 - 23 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Changing Text Layout

Word 2003 - 24 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Altering the Alignment of Text
Text alignment describes how a block of text 'lines up' at the edges

This lesson will show you how to alter the alignment of text

Select the text that you want to change

Highlight the text

Select the alignment required

The Text Alignment toolbar buttons are: Left,


Centre, Right and Justify

(Alternatively you can click the Format menu, then


Paragraph and change the Alignment there)

Word 2003 - 25 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Left aligned

The text is adjusted so that the left edge lines up


straight.

(The right edge is 'ragged')

Centre aligned

The text is adjusted so that the centre of each line


lines up straight

(Both the left and right edges are 'ragged')

Word 2003 - 26 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Right aligned

The text is adjusted so that the right edge of each


line lines up straight

(The left edge is 'ragged')

Fully justified text

The text is adjusted so that the both the left and


right edges line up straight

(Neither edge is 'ragged')

Word 2003 - 27 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Altering the Line Spacing of Text
Space can be added between lines of text to make it easier to read (or so that there is space
to add comments, e.g. by a teacher)

This lesson will show you how to adjust the line spacing of text

Select the text that you want to adjust

Highlight the text

Chose the line spacing required

The Line Spacing toolbar menu is located next to


the Text Alignment buttons

Chose:
- 1.0 (single)
- 1.5
- 2.0 (double)

(Alternatively you can click the Format menu, then


Paragrah, and adjust the Line Spacing there)

Word 2003 - 28 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Check that the text looks ok

You should now see spaces between the lines of


text

E.g. Double line spacing should mean that there is


a whole blank line between every line of text.

Word 2003 - 29 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Altering the Indentation of Paragraphs
Text can be indented (pushed across the page) to emphasise it

This lesson will show you how to adjust the indentation of text

Select the text that you want to indent

Highlight the paragraph(s)

Note: You can highlight any type of paragraph,


including bulleted lists or numbered lists

Use the Indent buttons to change the indentation

The left button decreases the indent (moves the


paragraph left)

The right button increases the indent (moves the


paragraph right)

See the text indentation change

As you click the buttons, you can watch the


highlighted text indent change.

You can see how big the indentation is by


watching the ruler (in this example, it is just over
2.5cm)

For more accuracy, use the Paragraph formatting window

Click the Format menu, click Paragraph and then


adjust the Left Indentation value

Word 2003 - 30 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Indenting Only the First Line of a Paragraph
Often (e.g. in novels) the first line of prargraphs are indented.

This lesson will show you how to indent only the first line of a paragraph

Select the paragraphs that you want to change

Highlight the text

Open the Paragraph formatting window

Click the Format menu, then Paragraph...

Set the First Line indentation

Chose First Line from the Special menu, and


enter a value for the indent

Check the text looks ok

Each paragraph should now have an indented first


line

Word 2003 - 31 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Placing Text into Columns
It is hard to read long lines of unbroken text, so it is common to place text in columns.

This lesson will show you how to put text into columns

Select the text that you want to put into columns

Highlight the text.

(If you want to highlight the all of the text, use the
Select All keyboard shortcut Ctrl-A)

Open the Columns settings window

Click the Format menu, then Columns...

(Note: There is a toolbar button to set the number


of columns, but it doesn't allow you to control
exact width, spacing, etc.)

Word 2003 - 32 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Select the number of columns, spacing, etc.

Chose:

1. The number of columns


2. The space (gap) you want between the columns
3. If you want the columns to be equal width
4. If you want a line between the columns

Check the columns look ok

In the example you can see that the text is in two


columns, with a 1.5cm gap, and a line between

Word 2003 - 33 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Reorganising Your
Document

Word 2003 - 34 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Finding a Specific Block of Text
Sometimes you need to find a specific bit of text in your document.

This lesson will show you how to quickly find text.

Open the Find window

Click the Edit menu, then Find...

Alternatively, you can use the keyboard shorcut:


Ctrl-F

Search for the text you want to find

Type in the text that you are looking for, then click
Find Next

The computer will search your document, and if it


finds the text, it will highlight it

Word 2003 - 35 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Moving Text Around
Sometimes you decide that you want to move some text from one part of your document to
another

This lesson will show you how to easily move a block of text

Find the text that you want to move

Find the text and decide where you want to move


it to

Select the text

Highlight the text

Word 2003 - 36 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Cut the text from its present location

Click the Cut toolbar button (the scissors)

Alternatively you can use the keyboard shortcut:


Ctrl-X

Or, you can right-click the slected text, and pick


Cut from the pop-up menu

Paste the text into its new position

Click where you want the text to go (Note: you


might have to add in some blank lines to make
room)

Click the Paste toolbar button (the clipboard)

Alternatively you can use the keyboard shortcut:


Ctrl-V

Or, you can right-click and pick Paste from the


pop-up menu

Check the document

After you have moved your text you might need to


add or remove blank lines to make it look ok.

Word 2003 - 37 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Adding Page Breaks
Page breaks allow you to force parts of your document to start on a new page.

This lesson will show you how to insert a page break.

Click where the page break should go

Click just in front of the line that you want to push


down onto a new page

Open the Break window

Click the Insert menu, then Break...

Word 2003 - 38 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Select a Page Break

Chose the normal Page Break

Check the document

You should see that the text has been pushed


down onto the next page because of the page
break

Word 2003 - 39 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Adding Column Breaks
A column break is similar to a page break, but moves text to the start of a new column rather
than a page

This lesson will show you how to insert a column break

Click wher you want the column break to go

Click just before the text that you want to push


into the next column

Open the Break window

Click the Insert menu, then Break...

Word 2003 - 40 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Insert the column break

Select a Column Break

Check the document

You should see that the text has been pushed


over to the top of the next column

Word 2003 - 41 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Inserting and
Adjusting Images

Word 2003 - 42 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Adding ClipArt to Your Document
ClipArt images can enhance your document.

This lesson will show you how to insert ClipArt images

Click where you want your image to go

Click at the location you want your ClipArt

Open the ClipArt search pane

Click the ClipArt button in the Drawing toolbar

Alternatively, click the Insert menu, then Picture,


then ClipArt

Word 2003 - 43 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


The ClipArt search pane is visible

The ClipArt search pane will open on the right


side of the window

Search for the image you want

Type in a key word or two.

Note: Word will search your computer, and also online


. This may take some time - be patient!

Word 2003 - 44 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Insert the image that you want

Click the ClipArt image that you like.

Check the image

The image will be inserted into your document at


the location you clicked

Word 2003 - 45 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Inserting an Image from a File
Adding images can enhance your document.

This lesson will show you how to insert images that are saved as files on your computer

Click where you want your image to go

Click at the location you want your ClipArt

Open the Insert Picture window

Click the Insert Picture button in the Drawing


toolbar

Alternatively, click the Insert menu, then Picture,


then From File...

Word 2003 - 46 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Find the image and insert it

When the file browser window open, go to the


folder containing your pictures.

Select the picture you want, and click Insert

Check your document

Your image will be inserted at the place you


clicked before

Word 2003 - 47 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Cropping an Image
Sometimes an image contains sections that you don't want. You can crop (trim) these away.

This lesson will show you how to crop an image

Select the image that you want to crop

The Picture toolbar should appear.

(If the toolbar does not appear, right-click the


image and click Show Picture Toolbar)

Select the Crop tool

Click the Crop button on the toolbar. You should


see your cursor change to the cropping cursor

Decide which part of the image you want to keep

Which part of the image do you want to focus on?

Word 2003 - 48 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Crop the image

Drag the image edges inwards to crop the edges


off

Note: you need to drag the 'handles' (the small,


black squares)

Word 2003 - 49 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Adjusting the Size of an Image
If an image is too large or too small, you will need to resize it.

This lesson will show you how to resize an image

Select the image that you want to resize

Click the image

Drag the corners to resize

Always drag the corners, not the sides.

This will ensure the aspect ratio (the ratio of the


height to the width) of your image stays constant

Word 2003 - 50 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


To specify exact measurements, open the Format Picture window

Right-click the image and click Format Picture

(Alternatively, you can just double-click the


image)

Go to the Size tab

Set the height / width

If you need the height to width ratio (the aspect


ratio) to stay constant, you can tick the Lock
Aspect Ratio box

Word 2003 - 51 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Rotating an Image
This lesson will show you how to rotate images

Select the image that you want to rotate

Click on the image

Rotate the image

Click the Draw menu on the Drawing toolbar

Click Rotate or Flip

Choose Rotate Left or Rotate Right

Check the image

The image will have rotated

Word 2003 - 52 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Flipping an Image
This lesson will show you how to flip (make a mirror image of) an image

Select the image you want to flip

Click on the image

Flip the image

Click the Draw menu on the Drawing toolbar

Click Rotate or Flip

Choose Flip Horizontal or Flip Vertical

Check the image

You should now see a flipped (mirror image) of


the image

Word 2003 - 53 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Changing How Text Wraps Around an Image
Text can be made to flow (wrap) around images in different ways.

This lesson will show you how you can adjust text wrapping for images

Select the image

Click the image

The Picture toolbar should be shown

If the toolbar is not visible, right-click the image


and select Show Picture Toolbar

Chnage the text wrapping for the image

Click the Text Wrapping button (the dog) and


select:

- Square to make text flow around the image


- Behind to put the image under the text
- In Front of Text to put the image over the text
- Top and Bottom to make the text sit above and
below the image

Usually, Square is the setting that you will want

Word 2003 - 54 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


See how the text flows around the image

In this example, the wrapping is set to Square and


the text flows around the image

Move the image to the required position

As you move the image, the text will reposition to


flow around it

Word 2003 - 55 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Inserting and Editing
Tables

Word 2003 - 56 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Adding a New Table
Tables are used to display data in rows and columns.

This lesson will show you how to insert a new table into your document

Choose where you want the table to go

Click to place the cursor

Insert the table

Go to the Table button on the toolbar

Then click with the mouse and, with the button held
down, drag to select how many rows and columns
you want

Alternatively, you can click the Table menu, select


Insert and then Table...

Word 2003 - 57 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Your new table

You will see the table inserted where you clicked


the cursor

Add data to your table

Click in the cells and type the data

Note: to get from cell to cell, press the TAB key

Alter the fotmatting of the table cells

Just like any other text, you can select the table
cells and alter font, bold, alignment, etc.

Cell column widths can be adjusted by dragging


the vertical table borders

Word 2003 - 58 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Adding and Deleting Rows and Columns
This lesson will show you how to insert or delete rows and columns in your tables

Go to the table that you want to alter

This table has four columns - we want to add a


fifth one on the right side

This table has five rows - we want to delete the


bottom row

Select where the new column should go

Highlight the place where you want the new


column to go

Add a new column

Click the Table menu, go to Insert, then pick


where to want the new column to go

In this example, we will add the column to the


right of the one we highlighted

You can see the new column added on the right

Select the row to delete

Highlight the row that you want to delete

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Delete the row

Click the Table menu, pick Delete, then click Rows

You can see that the row has been deleted

Word 2003 - 60 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Merging Table Cells
This lesson will show you how to merge (join) table cells

Highlight the cells to be merged

Click and drag to highlight several cells

Merge the cells

Right-click the cells and pick Merge Cells from


the pop-up menu

The cells have been merged into one

Repeat for other cells as needed

Cells can be merged vertically and horizontally

Word 2003 - 61 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Changing the Borders (Lines) of a Table
The lines around a table and between rows and columns are called borders.

This lesson will show you how to change table borders

Highlight the table

Click and drag to highlight the table

(Note: you can just select a group of cells if you


only want to change part of the table)

Open the Borders and Shading window

Click the Format menu, then click Borders and


Shading...

Alter the borders as required

Select the Borders tab then:

Click All to adjust every border in the table

Shose the line Style, Colour and Width

Chek the table borders

The table borders should now have the settings


you chose

Word 2003 - 62 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Changing the Background Colour (Shading) of Table Cells
Shading cells in a table is a good way of highlighting special cells, such as headings

This lesson will show you how to change the shading of table cells

Highlight the cells that you want to shade

Click and drag to hightlight the cells

Open the Borders and Shading window

Click the Format menu, then click Borders and


Shading...

Select the colour for the shading

Select the Shading tab then pick a colour for the


cell shading

Note: Selecting No Fill will clear any previous


shading

Check the table

You should see your shading colour applied to


the selected cells

Word 2003 - 63 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed


Checking Spelling in
Your Document

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Running a Spell Check
It is always important to check the spelling of your work

The lesson will show you how to check for spelling mistakes

Right-click words that are underlined in red

Mis-spelled words are automatically underlined


with a red, wiggly line

Right-click the word and spelling suggestions


will be shown in the menu

Click the correct spelling to change the word

Check the spelling of the whole document

Click the Spelling and Grammar button on the


toolbar

Fix highlighted spelling errors

The computer will search your document for


spelling errors

If it finds one, it will be highlighted and


suggestions shown

Pick the correct spelling and click Change

Note: If the spelling is actually correct (e.g.


someone's name), then click Ignore

Word 2003 - 65 Copyright 2009 Steve Copley (www.igcseict.info) CC Licensed