Microsoft Office Word 2003

Product Guide

Table of Contents
1 Overview..................................................................................................................... 4
Microsoft Office 2003 Introduction..........................................................................4
Design Goals.......................................................................................................... 4
Connect people...................................................................................................... 4
Connect information........................................................................................................ 5
Connect business processes............................................................................................ 5

System Recommendations.....................................................................................6

Additional items or services..................................................................................................... 6

2 Connect People........................................................................................................... 9
Introduction............................................................................................................ 9
Windows SharePoint Services Integration with Office 2003 Editions Programs.......9
Help Protect Sensitive Documents........................................................................10
Information Rights Management in Office 2003 Editions................................................10
Permission options......................................................................................................... 12
Additional server requirements...................................................................................... 13
Regional permissions..................................................................................................... 13
Structured editing in Word 2003.................................................................................... 14

Summary.............................................................................................................. 15
3 Connect Business Processes.....................................................................................16
Introduction.............................................................................................................. 16
Business process management challenges........................................................................ 16
Business value of XML in Office Professional Edition 2003..................................................16
New feature highlights....................................................................................................... 17

Key Functions Enabled by XML in Office Professional Edition 2003...........................18

Free up critical business information.................................................................................. 18
XML in Word 2003.............................................................................................................. 24

Summary.................................................................................................................. 27
4 Word in Action........................................................................................................... 28
Introduction.............................................................................................................. 28
ClearType........................................................................................................................... 28
Reading Layout view.......................................................................................................... 29
Merge enhancements......................................................................................................... 30
Track changes enhancements............................................................................................ 30
Ink support......................................................................................................................... 32
Formatting restrictions....................................................................................................... 33
Editing restrictions............................................................................................................. 34

5 Help and Office Online Services................................................................................36

Online Help and Training..........................................................................................36
Help................................................................................................................................... 36
Assistance.......................................................................................................................... 36
Office Online Training......................................................................................................... 37
Downloads......................................................................................................................... 37

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1 Overview

Microsoft Office 2003 Introduction

Welcome to Microsoft Office Word 2003, part of Microsoft Office 2003
Editionsthe easiest way to help more people use information to make a
positive impact on business. The Office 2003 Editions offer new technologies
and features while improving upon existing and familiar tools to facilitate
effective and efficient collaboration and information sharing.
This document delivers an overview of the Office 2003 Editions, including
how they can help you connect people and business processes, as well as get
valuable help services online. Well take a close look at Word 2003 in action,
providing guidance on the specific details of this integral part of Office 2003
Editions.
Through integration with Microsoft Windows SharePoint Services, the
Office 2003 Editions offer advances in intranet collaboration to help users
gain access to and share information both internally and externally. Support
for Information Rights Management (IRM) and industry-standard Extensible
Markup Language (XML) provides a platform on which to build cost-effective
solutions that can have an immediate, positive impact. In addition, the Office
2003 Editions offer new ways to organize and manage e-mail and make more
use out of the workday.

Design Goals
With a focus on connecting people, information, and business processes, the
design goals integrate collaboration, usability, and information management.

Connect people
Designed to integrate with intranet technologies such as Microsoft
Windows SharePoint Services, the Office 2003 Editions provide new
ways to connect individuals, teams, and organizations. By
incorporating the new tools with familiar Microsoft Office menus,
functions, and interfaces, training and implementation time is
minimized. Workers can collaborate from any location by using shared
information and simplified review processes, including the following
features:

New! Shared Workspace task pane facilitates and simplifies

efficient collaboration and document sharing.
New! Shared Attachment option offers an automatic way of
creating Document Workspaces through e-mail messages, when sending
attachments for review. Document Workspaces provide a forum for managing
collaborative review and projects, with features such as automatic updates to
the most current version and the ability to share documents and other
relevant information in real time.
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New! Meeting Workspace option automatically creates

workspaces through Microsoft Office Outlook invitations. Meeting
Workspaces help enhance the productivity of meetings by providing a place
to coordinate schedules, disseminate materials, and store notes and minutes.
New! Instant messaging (IM) and Alerts technology is
integrated throughout the Office 2003 Editions collaboration tools, providing
instant information and the ability to initiate IM conversations quickly from
within documents, Shared Workspaces, or Microsoft Office Outlook 2003.
New! Information Rights Management (IRM) functionality
protects sensitive information from unauthorized distribution or alteration,
and allows companies to set and enforce policies that help control how their
data is used.
New! Word 2003 Formatting and Editing Restrictions
maintain formatting structure and document integrity.

Connect information
The Office 2003 Editions are designed to make it easier for people to
manage an ever-increasing volume of business information.
Improvements and new features in Outlook 2003 enable users to
organize and prioritize e-mail messages quickly and easily, and new
security settings offer increased support for junk e-mail filtering.
Support for remote and mobile workers includes improvements to
connectivity performance, such as better caching, and sharing
calendars. Obtaining information from a variety of locations is made
easier with organizational tools, such as the Research task pane. The
following are new and improved features for connecting information:

Improved! Enhanced Rules and Alerts provide automated

organization of incoming e-mail messages, in addition to automatic
notifications so that users can stay current with incoming e-mail messages
without spending extra time doing so. Alerts can also be integrated with
Document Workspaces to notify users about important project developments.
Improved! Research task pane accesses needed information
more efficiently.
Improved! Enhanced Ink support provides a better
experience overall when using Tablet PCs, offering support for handwritten email messages and the ability to write directly in Word 2003, Microsoft Office
PowerPoint 2003, and Microsoft Office Excel 2003 documents.

Connect business processes

Often, critical business information is kept separate from the programs
that workers know and use. With its extensive support for industrystandard XML, the Office 2003 Editions help bring business processes
and information together on the desktop. To facilitate greater
efficiency, features such as Smart Documents and Programmable task
panes help users share customizable, task-specific information easily.
New and improved tools for connecting business processes include the
following features:

New! Customer-defined XML schema support is available in

Word 2003 and Excel 2003.
New! Smart Documents bring relevant information directly to
the task at hand through a new Programmable task pane user interface. With
Smart Documents, XML solutions can be created to enable business
processes, help users complete forms and other documents, and then link
that information to back-end systems that support XML. As the user clicks
through the document, the program is modified to present the appropriate
functions to complete the task.
New! Extensible Smart Tag support is now offered in all the
Office programs including PowerPoint 2003, Outlook 2003, and Access 2003.
Support includes automatic configuration capabilities such as formatting and
populating an index at the end of an article.
New! XML support for Word 2003 includes content
management options, data reporting, content repurposing, and data mining.

System Recommendations
To use the Office 2003 Editions, here are the system requirements:

Personal computer with an Intel Pentium 233-megahertz (MHz) or

faster processor (Pentium III recommended)
Microsoft Windows 2000 with Service Pack 3 (SP3) or later; or Microsoft
Windows XP or later
Super VGA (800 600) or a higher-resolution monitor
128 megabytes (MB) of RAM or more
Hard disk usage will vary depending on configuration; custom
installation choices may require more or less hard disk space. The
following are the hard disk requirements for individual Office 2003
Editions.

Microsoft Office Professional Edition 2003

400 MB of available hard disk space; 190 MB of hard disk space

for Microsoft Office Outlook 2003 with Business Contact Manager
Optional installation files cache (recommended) requires an
additional 290 MB of available hard disk space

Microsoft Office Small Business Edition 2003

380 MB of available hard disk space; 190 MB of additional hard

disk space to use the optional installation of Outlook 2003 with Business
Contact Manager
Optional installation files cache (recommended) requires an
additional 280 MB of available hard disk space

Microsoft Office Standard Edition 2003

260 MB of available hard disk space

Optional installation files cache (recommended) requires an
additional 250 MB of available hard disk space

Microsoft Office Student and Teacher Edition 2003

260 MB of available hard disk space

Optional installation files cache (recommended) requires an
additional 250 MB of available hard disk space

Additional items or services

Some features or advanced functionality have additional requirements.

Microsoft Office Professional Edition 2003

To use the optional installation of Outlook 2003 with Business Contact
Manager, you need to meet the following system requirements:

A PC with a Pentium 450-MHz or faster processor.

260 MB of RAM or more recommended.
190 MB of additional hard disk space.
For speech recognition:
Pentium II 400-MHz or faster processor.
Close-talk microphone and audio-output device.
Microsoft Exchange Server is required for certain advanced
functionality in Outlook 2003.
Microsoft Windows Server 2003 running Windows SharePoint
Services is required for certain advanced collaboration functionality.
Internet functionality requires dial-up or broadband Internet
access provided separately; local or long-distance charges may apply.
Specific inking features require running Microsoft Office XP Pack
for Tablet PC (Tablet Pack) on the Tablet PC.
Information Rights Management features require access to a
Microsoft Windows 2003 Server running Windows Rights Management
Services (RMS) for Windows Server 2003.
Note: Business Contact Manager will be disabled in the
presence of an Exchange-technologies-based e-mail system.

Microsoft Office Small Business Edition 2003

To use the optional installation of Outlook 2003 with Business

Contact Manager you need to meet the following system requirements:
A PC with a Pentium 450-MHz or faster processor.
260 MB of RAM or more recommended.
190 MB of additional hard disk space.
For speech recognition:
Pentium II 400-MHz or higher processor.
Close-talk microphone and audio output device.
Exchange is required for certain advanced functionality in
Outlook 2003.
Note: Business Contact Manager will be disabled in the
presence of an Exchange-technologies-based e-mail system.
Windows Server 2003 running Windows SharePoint Services is
required for certain advanced collaboration functionality.

Internet functionality requires dial-up or broadband Internet

access provided separately; local or long-distance charges may apply.

Office Standard Edition 2003

For speech recognition:

Pentium II 400-MHz or faster processor.
Close-talk microphone and audio-output device.
Microsoft Exchange Server is required for certain advanced
functionality in Outlook 2003.
Microsoft Windows Server 2003 running Windows SharePoint
Services is required for certain advanced collaboration functionality.
Internet functionality requires dial-up or broadband Internet
access provided separately; local or long-distance charges may apply.
Specific inking features require running Microsoft Office XP Pack
for Tablet PC (Tablet Pack) on the Tablet PC.
This section examined the design goals, system recommendations, and
additional services of Office 2003 Editions. The next two sections take a
deeper look at Office 2003 Editions and how they facilitate connecting people
and business processes, particularly through Word 2003.

2 Connect People

Introduction
Every employee faces challenges when a project requires team collaboration.
The Microsoft Office 2003 Editions and the integration with Microsoft Windows
SharePoint Services (WSS) provide a platform that includes programs
employees use daily to work with other team members in a centralized
location, making the teams work more effective and efficient.
The Office 2003 Editions allow for closer teamwork experience. New task
panes from within the documents and e-mail messages provide information
about other team members and also offer access to resources. Team
members can use Instant Messenger (IM) integration to see when other team
members are online or offline. New calendar features in Microsoft
Outlook 2003 make scheduling meetings with other team members quicker
and more effective. The Office 2003 Editions also offer content protection
rights to authors, ensuring that authors have complete access to and control
over their documents.

Windows SharePoint Services Integration with

Office 2003 Editions Programs
The integration of Office 2003 Editions programs and WSS offers users tools
that are powerful and that make collaboration easier. A WSS site provides a
virtual community for team collaboration, making it easy for users to work
together on documents, projects, events, and other activities where
information sharing is essential.
In addition to the new Workspaces, Outlook 2003 offers a workgroup server,
offline availability, and multiple calendar views and lists. Microsoft Office
Access 2003 has features that allow users to link tables to other SharePoint
Web sites and preserve full read/write capabilities. Because Excel 2003 and
the various SharePoint lists are integrated more closely, a user can import or
export a list to or from Excel and share it with other team members. The
Office 2003 Editions programs and WSS integration give users more
opportunities for increased accessibility to view, edit, read, or write
information within Word, Outlook, Access, and Excel.

The following table shows WSS integration features for each program
in Office 2003 Editions:
Windows SharePoint Site Feature
Open and Save from File menu

Excel, Outlook, PowerPoint, Publisher, Word

Shared Workspace task pane

Excel, PowerPoint, Word

Document updates for shared attachments

Excel, PowerPoint, Word

Automatically collect metadata

Word, Excel, PowerPoint

Check-in / check-out

Word, Excel, PowerPoint

Version Tracking

Word, Excel, PowerPoint

Store inline discussions on the server

Word, Excel, PowerPoint

Help Protect Sensitive Documents

New technologies in Office 2003 Editions help protect digital intellectual
property. Information Rights Management (IRM) in Office 2003 Professional
allows functions such as cut, copy, paste, print, and e-mail forwarding to be
restricted for specific documents and e-mail messages, giving users and
organizations more control over their valuable information assets. With Word
2003, in-document editing rights and style protection allow document owners
to specify who is allowed to make changes.

Information Rights Management in Office 2003 Editions

IRM is a new policy enforcement technology in Office 2003 Editions
that helps protect documents and e-mail messages from unauthorized
access and use. IRM is a persistent, file-level protection technology
that allows the owner to specify who can access a document or e-mail
and control whether those users are allowed to edit, copy, forward, or
print the contents. IRM is an extension of Windows Rights Management
Services (RMS) into Microsoft Office 2003 programs. IRM in Office
Professional 2003 Edition requires RMS on Windows Server 2003, either
within the organization or through a service such as Microsoft Passport.
Windows Rights Management Services for Windows Server 2003 is a
new premium service that requires a separate Client Access License
(CAL).
IRM is a policy enforcement technology, not a security technology,
allowing documents and e-mail messages to be distributed while
helping maintain control over who can access content and how they
can use it. Once a document or e-mail is protected with this
technology, the access and usage restrictions are enforced no matter
where the file or e-mail goes.
IRM support in Microsoft Office 2003 Editions helps corporations and
knowledge-capital workers address two fundamental needs. It:

Helps protect digital intellectual property. Most

corporations today rely on firewalls, login security, and other network
technologies to protect their digital intellectual property. The fundamental
limitation of these technologies is that, after legitimate users have access to

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the information, the information can be intentionally or accidentally shared

with unauthorized people, creating a potential breach in security policies. IRM
helps protect the information itself from unauthorized access and reuse.
Helps ensure information privacy, control, and integrity
Knowledge-capital workers often deal with confidential or sensitive
information, relying on the discretion of others to keep sensitive materials inhouse. IRM helps eliminate the risk of accidental leaks by disabling the
forward, paste, or print functions in IRM-protected documents and e-mail
messages. In addition, IRM can enforce expiration dates to help ensure that
knowledge workers see and use up-to-date content only.
For IT managers, IRM helps enforce enterprise policies regarding
document confidentiality, workflow, and e-mail retention. For CEOs and
security officers, it helps reduce the risk of having key company
information get into the hands of the wrong people, whether by
accident, thoughtlessness, or malicious intent.
When enabled by the organization, users of Office 2003 Editions will be
able to easily take advantage of this technology. To create and protect
documents and e-mail messages with IRM, Microsoft Office Professional
Edition or the full stand-alone products are required. A simple user
interface based on customizable rights templates available in the
standard toolbar makes IRM convenient and easy to use. Other
Microsoft Office 2003 Editions will give users the ability to read and
edit IRM-protected content, but not create it. Integration with Active
Directory provides a level of convenience not seen on todays
document-specific passwords.
Finally, IRM-protected documents and e-mail can be shared across
organizations and with users that do not have Office 2003 Editions.
Microsoft is offering, for a limited time, an IRM service for customers
who do not host their own Windows Rights Management Services
Server. The Rights Management Add-On for Internet Explorer allows
Microsoft Windows users to consume IRM-protected documents
whether or not they have Office 2003 Editions. This service will use
Microsoft Passport, instead of Active Directory, as the authentication
mechanism. Users of this service will not be able to create custom
rights templates, such as a companys confidential template, but they
will be able to share and access IRM-protected documents and e-mail
messages.

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Leveraging Information Rights Management (IRM) in

Word 2003
IRM in Office Professional Edition 2003 allows the document owner to
assign permissions to individual users and groups (groups based on
Active Directory). In Word 2003, each user or group can be given a set
of permissions according to the following roles: read, change, and full
control. Depending on the recipients role, IRM disables certain
commands to enforce the rights that are assigned. The document
owner can also prevent printing and can set expiration dates. After
expiration, documents cannot be opened.

Users can apply usage restrictions to limit who can read, change, or control
Excel 2003, Word 2003, and PowerPoint 2003 files.

Permission options
If a protected document is forwarded to an unauthorized recipient, the
document cannot be opened and an error message that contains the
document owners e-mail appears so that the recipient can request
additional rights. If the document owner decides not to include an email address, unauthorized recipients get an error message.

Organizational policies and template options

On the Windows Rights Management Services server, organizations
can create rights templates that will appear in Office Professional
Edition 2003 programs. For example, a company might define a
template called Company Confidential, which specifies that a
document or e-mail in that template can only be opened by users
inside the company domain. These templates can reflect the policies of
the organization, and the number of templates that can be created is
unlimited.
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Rights Management Add-On for Internet Explorer

Because enforcement of rights is done at the application level, Office
files protected with IRM technology can only be opened and edited by
Office 2003 Editions. However, Rights Management Add-On for Internet
Explorer allows users without Office 2003 Editions to read IRMprotected materials. The Rights Management Add-On for Internet
Explorer is available for download free of charge at www.microsoft.com
(connect-time charges may apply).
The Rights Management Add-On for Internet Explorer will play an
important role in communication between business units and with
business partners, as companies may choose to migrate to Office 2003
Editions on their own timeframes. Companies can use IRM in Office
2003 Editions knowing that authorized users will be able to access and
consume protected content even if they do not have Office 2003
Editions.

Additional server requirements

Microsoft Windows Server 2003 with Rights Management Services and
Active Directory are required to enable IRM fully in Office Professional
Edition 2003. The Rights Management Services feature requires a
premium Client Access License (CAL). Microsoft is also hosting, for a
limited time, an IRM service through Passport for customers who do not
have Windows Server 2003. This service will enable users to share
protected documents and e-mail by using Microsoft Passport as the
authentication mechanism.
Note that users of Office Standard Edition 2003, Office Small Business
Edition 2003, and Office Student and Teacher Edition 2003 cannot
create new IRM-protected documents or e-mail messages, or modify
the permissions on existing IRM-protected files. However, they can
open, edit, save, and print IRM-protected documents and e-mail
messages with the appropriate permissions.

Regional permissions
When teams collaborate on very large documents, some users may be
assigned certain portions of the document to work on. In the past there
was no way to ensure that each user only modified the assigned
portion of the document. When it came time to reconcile the edits and
merge changes into a master document, large numbers of conflicting
edits often caused problems.
Document owners can set permissions to certain regions or specific
portions of a document from being edited by some or all users. Using
the Protect Document task pane (by selecting the Tools menu, and
then Protect Document), a document owner can first protect the whole
document against any edits (optionally allowing only comments), and
then assign permissions to individual portions of the document by
selecting them and specifying the users who should be able to edit that
selected region. Later, when reconciling the changes of different

13

individuals, the document owner is assured that no two people edited

the same area, and no conflicts exist.

14

After the permissions have been set up, the task pane switches focus
from helping the creator set up the permissions and manage the list of
users to helping users find the parts of a document that they can edit.

User view of the Protect Document task pane.

Structured editing in Word 2003

Word 2003 includes additional features to allow a large number of
users to collaborate on a large, sophisticated document in a structured
way.

Formatting restrictions
Many large organizations need to produce documents that show a
consistent style or appearance. Although this can be accomplished
with Word styles, many users are not familiar with how styles function,
and so they resort to formatting the document directly. Over time,
large documents that include direct formatting become a burden to
maintain because updating the styles does not change the appearance
of the document, and moving portions of a document to another
document does not produce the expected result.

15

With Word 2003, users can set up a template or a document that uses
a set of specific styles. By using the Formatting Restrictions feature of
Word 2003, the user can enforce the use of only those specified styles.
All direct formatting is disabled. This allows many people to edit the
same complex document and still retain structured formatting.

Creator View of the Protect Document task pane.

Summary
The Office 2003 Editions and WSS integration make it easier and more
efficient for users to connect with other team members and the information
they need. By enhancing the desktop programs that employees are already
familiar with, the Office 2003 Editions help users spend their time making
progress on their projects instead of learning a new set of features and
commands. Office Professional Edition 2003 also allows authors to create
documents and e-mail messages that are better protected from unauthorized
use by offering IRM technology. This improved functionality in the Office 2003
Editions assists users when working on projects that require team efforts.

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3 Connect Business
Processes

Introduction
The Microsoft Office 2003 Editions integrate support for Extensible Markup
Language (XML) in a way that can help companies create new, simple, and
efficient processes for everyday business functions, such as creating invoices,
contracts, press releases, reports, presentations, customer-facing e-mail
messages, and more. The new processes combined with the power of XML
can bring all departments together and save time by eliminating the need to
pass documents back and forth among departments and people.

Business process management challenges

Because different departments in an organization have varying needs
for consuming and reporting the same data, sharing information
between departments can be difficult. Often, data output from one
department is in the wrong form or file type to be opened or used by
others. This means that departments must spend extra time reworking
data to fit their needs and then verifying that it remains accurate.

Business value of XML in Office Professional

Edition 2003
A surprising amount of business information stored today is already in
XML format or can be easily converted to XML as it is used. All major
database tools on the market todayfrom any vendorsupport access
to stored information by using XML format. A solution developer can
request information as XML by using the correct interface, and the
database server automatically generates the XML.
Support for customer-defined schemas in Office Professional
Edition 2003 means that the data coming from these databases can be
used directly in the Office programs. Likewise, data collected or
created in Office Professional Edition 2003 can be submitted to existing
databases without reworking the data.
With Office 2003 Editions, there is no need to wait for existing business
information to be converted to XMLmost of it is already available to
power users and solution developers who are trying to make business
processes more efficient. Although XML is implemented in all the
Microsoft Office 2003 Editions, this chapter focuses on XML
implementation in Office Professional Edition 2003.
In Office Professional Edition 2003, the broad implementation of
industry-standard XML, integrated task panes for research and
17

communication, and expanded Smart Tag capabilities help bring

relevant and current business data to the user from within Office
system programs. The task panes also provide a platform for business
process solutions to be built on top of the familiar Office interface.
The following are some of the benefits of XML:

Easy exchange of data. XML allows data to be retrieved and

used from disparate and otherwise incompatible systems.
Simple reuse of data. Reuse of information through XML
eliminates the need to re-key or recode, and thereby reduces the time
required and errors generated in repurposing information.
Easily searchable information. XML helps give structure and
meaning to electronic information, so that information becomes much easier
to search and organize.
Different views of the same data. Because XML separates
content from its presentation, the same information can be used in different
environments, formats, programs, and devices, depending on the user's
needs.
Rapid solution development. Because more structured
information uses the industry-standard XML data tags, business applications
can be written from the ground up by developers, or even generated by
experienced users, more quickly and easily.

New feature highlights

The new support for XML in Office Professional Edition 2003 is broad
and deep across several productsin ways that are groundbreaking for
desktop software.

Structure data and creating solutions

Office Professional Edition 2003 provides support for customer-defined
XML Schema Definitions (XSDs), meaning power users and developers
can structure their data in a way that makes the most sense for them,
and companies can create integrated business solutions inside
documents that interact with other valuable XML-based Web services
that any user can take advantage of, even without knowing anything
about XML.

Retain rich formatting in documents

Microsoft Office Word 2003 can open and save files in any XML
schema. When saving as XML, users also have the option to include, in
addition to their own XML data, XML that describes the document
formatting by using the WordML schema. Including WordML lets users
retain all the rich Word formatting when saving in XML format, so users
can open the file and continue editing later with no loss of fidelity. The
XML file can also be opened later in another program for searching or
reuse of document fragments. A developer can build a document
template that contains embedded XML, and anyone who uses that
template will then produce valid XML output without knowing anything
about XML. A collection of XML documents can be searched as readily
as a database, enabling businesses to unlock the information that is

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stored in documents across the organization. This turns Word into a

powerful tool for managing, modifying, and formatting business data.

Define XSDs for exporting data

Microsoft recognizes that each customer has an individualized
approach to business and uses specific types of documents and data.
For example, a purchase order document for an automotive parts
supplier is a very different document from a legal contract written in a
law firm.
Accordingly, the XML support in Office Professional Edition 2003 is not
merely a way to save the formatting of a document. Instead, the Office
programs allow a solution developer or power user to incorporate the
actual structure of business data that is used by a particular customer
in that customer's documents. This is done by creating or using an
existing XML schema that identifies the parts of a document. In the
case of the purchase order, these parts might include the customer
name, ID number, item description, item ID, quantity, price, and so on.
After these parts of a document are identified in a template, anyone
using that template or solutioneven someone without any knowledge
of XMLwill be processing and creating XML data in the format that
best suits the particular business needs. The data can then flow
directly into business systems and processes.
In contrast to this, the native schema for Word or other programs is
the schema that is used to contain the formatting for the document so
it can be saved and reopened in Word without loss of fidelity. To make
this most accessible for customers who may want to use this
formatting information, the schema (or file format) is fully documented
in the Office 2003 developer tool kit.
For users who want to extract data from one or more tables in a
database, Microsoft Access is the most appropriate Office tool. With
Microsoft Office Access 2003, users can browse through related tables
in a database and choose how to export data by defining the structure
of a customer-defined XSD.

Key Functions Enabled by XML in

Office Professional Edition 2003
Support for XML in Office Professional Edition 2003 helps seamlessly integrate
data into related documents, spreadsheets, and databases, streamlining
business processes. Along with providing full access to standard XML
features, new XML-based tools in Word 2003, Excel 2003, and Microsoft Office
Access 2003 help users interact with data and documents more easily.

Free up critical business information

Time and again, businesses have expressed the need to capture
important business information in a way that allows them to reuse it in
other documents or business processes, regardless of servers,
programs, or platforms. To fulfill this need, Microsoft has built XML into

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the heart of Office Professional Edition 2003 programs by creating and

enhancing the following features:

XSDs. Support for standard and user-defined XSDs better

enables data to fit needs.
Research task pane. Efficient access to relevant data
increases productivity.
Smart Documents. Enabling custom solution development and
deployment streamlines business processes.
Programmable task panes. Displays of relevant tasks and
information help automate daily work.
Real-time data. Real-time updates to data that is inserted from
other sources helps reduce valuable time spent on research.
Smart Tags. Information and action options that function while
data is being entered help automate work.

Support for XSDs

XML markup can be used to create "semi-structured" documents with
regions of meaning, in addition to presentation and formatting. By
creating or using specific XML schemas that define the structure of the
document and the type of content that each data element contains,
businesses can customize data presentation for their own use, making
it easier to manipulate, search, and reuse information. XML bridges the
gap between unstructured documents and rigidly structured data.
The World Wide Web Consortium (W3C) has created a standard for
generating and describing XML schemas that is known as the XML
Schema Definition Language, or XSD. Because each company knows
best what type of data it needs to capture, it can define for itself the
XSDs that are most relevant to its own business. This is called a
customer-defined schema, as compared to one that Microsoft or
another vendor has defined. Being able to define schemas is a critical
business advantage.
By making it possible for businesses to capture the kind of information
they need in a richer, more semantic, and structured way, Office 2003
Editions enable businesses to work with information in whatever way
makes sense to their organization. For example, with Office 2003
Editions, a human resources system may have Word document
resumes that are marked up with XML tags such as name, address,
career goals, or qualifications. Once the Word documents are
submitted to the system, a human resources director can run queries
as rich as a database against the collection of XML resume files: Who
has an MBA? Who speaks Polish? The human resources director can
also use Excel to build charts, summary reports, and more from the
data that is contained in those documents.
These schemas can and often will be internal and unique to a
company, such as an order-processing schema or a research report
schema. But in some industries, it makes sense to create schemas for
use among multiple companies or organizations. One example is XBRL,
which stands for eXtensible Business Reporting Language, an open
specification that uses XML schema to describe financial information.
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Another example is HL7, which is used in the healthcare industry.

Having these standard schemas in place allows different organizations
to easily share information, even if they are using completely different
technologies from different vendors on different platforms. The
standard schemas also create other communication and business
efficiencies.

Research task pane

The Research task pane uses XML to provide a way for organizations to
expose relevant internal business information and processes, and
information from other relevant sources, directly in the context of each
Office 2003 program.
Developers within an organization can create and deploy services by
using XML that plugs directly into the Research task pane on
computers that are running Office 2003 Editions. Services can include
anything from data accessibility to interactive forms. An organization
can also subscribe to vendor Web services that give personnel access
to even more information in the Research task pane.
Developers can make services available to users over the Internet,
through a corporate intranet, or by installing the services directly on a
user's computer. Services that are available over a network, Internet,
or intranet are better for information that may change frequently or is
used by a large audience.
Services can be deployed manually, be discovered automatically by a
user's computer, or be pre-registered when an Office 2003 Edition is
installed on a computer. With manual deployment, a user navigates to
a URL and registers for the service. With discovery, the user is
prompted to register for a new service automatically. When a service is
pre-registered, no user intervention is required.

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The Research task pane in Office 2003 Editions.

Smart Documents
Smart Documents are XML-based solution development and
deployment platforms that are available in Word 2003 and Excel 2003.
Smart Documents help developers tackle business-process problems
by quickly building document-based solutions that combine the
advantages of the Word and Excel desktop programs with the
advantages of Web services. Benefits of these solutions include easier
deployment and updating of the solution, and a larger selection of
tools for solution development.
Smart Documents bring relevant information directly to the task at
hand through a new Programmable task pane user interface. With
Smart Documents, XML solutions can be created to enable business
processes and help users complete forms and other documents, and
then link that information to back-end systems that support XML. As
the user clicks through the document, the program modifies itself to
present the appropriate functions and help complete a task.
Smart Documents can easily be incorporated into business processes
such as expense reporting, contracts, or anything else that might pass
through multiple hands or systems while being authored, or that
require information from back-end sources. A Smart Document solution
can also include custom Smart Tags that are designed specifically to
run only in that solution, or any other code that the developer would
like.

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Smart Documents use the new Programmable task pane shown on the right to
bring relevant information directly to the user.

Using Smart Documents makes solution deployment much more

flexible. Solution code can now be deployed once to a central server
location, and Word and Excel will securely download and cache it
locally when the Smart Document is opened. Updates to the solution
code and even the document template itself can be delivered the same
way, as a single update to the server location for the Smart Document
solution, without having to deploy directly to hundreds or thousands of
clients, just as with Web-based solutions. But unlike Web-based
programs, the Smart Document solutions can operate even when the
computer is offline because they use the Office programs rather than a
browser. In addition to solutions based on the Component Object
Model, Smart Documents also accept solutions that are written in
Microsoft Visual Basic 6.0, Microsoft Visual C#, Microsoft Visual C+
+, and Microsoft .NET managed code for additional security and ease
of development.
Smart Documents are new, and their use is virtually unlimited. The
following are a few example scenarios.

A purchase order solution using Excel might be linked to a

business rule in a back-end server that takes the User ID and applies the
user's current signing limit to the order directly in Excel, while the user is
completing the form.
A social services solution could be created that translates forms
into different languages or assists applicants in completing the form, with
context-sensitive help.
Depending on the user type or ID, or on input from the user, a
Word document could reconfigure itself to include the necessary sections that
the user needs to completefor example, a performance review form that
has different sections for management and employees.

Programmable task panes

Developers can create custom actions for each section of a document
based on the XML elements of the particular document and then make
the actions available to users in a Programmable task pane. The task

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pane ties different controls to different parts of the document,

revealing the most relevant services for each part while the document
is being developed. For example, developers can build actions that
display help text, ask for input (using standard Microsoft Windows
controls like check boxes and text fields), or retrieve data from other
programs or back-end servers. After the user enters the data that is
necessary for a task, the Smart Document can perform actions such as
looking up data, formatting it according to the documents template,
and placing it in the document.
As the user moves from section to section in the document, tasks and
information that are relevant to a document or spreadsheet appear in
the task pane, helping streamline and automate what may currently be
lengthy day-to-day business processes. The task pane gives the user
control over which actions are invoked and when, such as manipulating
data in the document; and making database queries, or interacting
with line-of-business systems.

A sample Smart Document for writing proposals. The Programmable task

pane on the right is built to aid with the task of writing a proposal.

Real-time data
In a Smart Document, experienced users or template and solution
creators can easily keep their documents current by creating dynamic
charts and graphs that draw on up-to-date, real-time data from backend systems to display business information as it changes, or they can
create reports with up-to-the-minute information. Users can insert and
manually refresh this data from the Research task pane or from a
custom solution that is created for the purpose.

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For example, a financial analyst writing a report can use the Research
task pane to locate all the latest financial information about a
particular organization and insert it into the report. Later, the analyst
can easily update the data to reflect any changes that occurred after
the report was written.

Smart Tag capabilities

As in Microsoft Office XP, Smart Tags in Office Professional Edition 2003
recognize certain words or strings as they are entered (such as a
name, an address, or a stock ticker) and allow users to choose
information and actions to associate with that entry. For example, a
user can select an action, such as turning part numbers into hyperlinks
in a sales database, adding properly formatted citations to the end of a
research paper, or automatically populating an index with every
person, company, or product that is mentioned in an article.
In Office Professional Edition 2003, Smart Tag support has been
increased to include Access, PowerPoint, and Outlook. In addition,
Smart Tag support is included in new features such as the Research
task pane and Shared Workspaces.

A Smart Tag is indicated by a series of purple dots under the text. Clicking the
SmartTag provides context-sensitive options.

In Word 2003 Smart Tags integrate with XML support, and Smart Tag
actions can be linked to XML elements in documents or spreadsheets.
Word also extends the functionality of Smart Tags to apply to XML
elements directly, so actions can be provided for entire sections of
documents rather than just a few words, and actions can work on
types or collections of data rather than relying on text recognition.
For example, a custom Smart Tag can be written that appears on fields
that require the user to enter data and then offers to pre-populate the
data. A Smart Tag action can also be provided that applies different
transforms or views on XML data that the Research task pane retrieves.
Using Smart Tags in Office XP, independent software vendors (ISVs)
and users have extended Smart Tags in ways that are specific to
certain industries, such as facilitating the ability of a medical facility to
look up patient records from a database by using names or ID
numbers. Companies have also developed specialized capabilities
using Smart Tags such as the ability to display customer data based on
customer ID, or show inventory and sell-through for a particular stockkeeping unit number. Office Professional Edition 2003 extends the

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capabilities of Smart Tags even further and brings that functionality to

more programs, for the benefit of both users and developers.

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XML in Word 2003

The deep support for XML in Word 2003 creates a new metaphor for
documents: bridging the gap between documents and data. XML in
Word provides the basis for building solutions for a wide variety of
business problems, such as consistent forms and reports, data
reporting, content aggregation, publishing, data mining, and data
submittal to business processes.

Structured documents and content authoring

An efficient method of streamlining business processes is the
implementation of standard tools across departments, including forms
and reports. To support this goal, Word 2003 includes the ability to limit
the formatting that can be used in a document and to limit the parts of
a document a user or users can edit. In this way, Word can be used as
a data input tool for XML-based business processes.
For example, with a financial services template, the creator of the
template can lock the parts of the document that explain how to fill it
out and can even limit the kinds of formatting the user can apply. After
the customer completes the rich Word document within these enforced
guidelines, it can be submitted to a Web service or internal server tool
that collates the information the user submitted; this is because the
data is pure, valid, well-formed XML, which means that other business
systems can use it easily.

Capabilities and benefits

Much of an organizations knowledge lies in documents that are
created by individuals in the organization, and those documents are
generally stored where access is relatively difficult for anyone other
than the creator of the document. Predictions about exactly which bits
of information are going to be valuable in the future are also difficult.
When documents are stored as XML files, this information can be
mined at a later date as appropriate. For example, a user could pull
all the graduation dates out of a collection of resumes in a particular
XML schema with a simple query. Doing this with HTML or normal word
processing documents (in binary or native XML without customerdefined schemas) would be difficult if not impossible.
In addition to the support for customer-defined schemas in Office
Professional Edition 2003, Word 2003 provides a native XML file format
a valid, well-formed XML file that fully represents a Word document.
With Word 2003, users can save resumes, reports, or other documents
as XML files and retain Words rich formatting when the file is opened
again. No features or formatting are lost when saving a Word
document as XML, and only a single file is created. This makes it much
easier to share or work with the document than with the HTML format,
where images and other files are stored separately.
To maximize the usefulness of a document, one document often
appears in different contexts or on different devices. For example, a
companys annual report might go out to shareholders in a rich printed

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form, be available from its Web site in a simpler form that works with
all Web browsers, and even be available for display on devices with
small screens, such as Pocket PCs.
Word 2003 defaults to saving in the *.doc binary format, which can be
read by more than 300 million Word users worldwide. Word can be
configured to default to any of several other formats, either through
corporate policy or by end-user choices. An option that exists in
Tools/Options/Save forces Word to always save in XML, for example.
Further, a solution builder can control Word so that it always saves as
XML to a content repository but allows the end user to save as *.doc
locally, if that is what the user prefers.
The Word XML file format is useful in itself as a way to enable access to
the content of documents without requiring Word (such as when
WordML documents are stored on a server, and the server needs to
query the document content). In addition, a significant part of its value
is to act as a container for the customer-defined schema data. When
using a customer-defined schema, the Word XML acts as a transparent
envelope that carries the more valuable customer data, providing
information about how it should be presented (for example, formatted
in a table). When used with customer-defined XML data, Word XML also
adds the capability to execute complex operations on customer data,
such as merging two XML documents and storing the differences, or
tracking changes on XML data as it is modified by multiple users
capabilities that are not available today in other products.
Using Word 2003, users can open a preexisting, customer-defined XML
file while retaining the files own schema, or they can create a new file
by applying an XML schema to an existing Word document or template.
Word also allows users to see the XML elements that have been
applied to a document along with a list of elements that can be applied
to the current selection. This list is taken from the schema that has
been applied to the document. By default, it shows only those
elements that are valid according to the schema in the selected
context.
Words support for customer-defined schemas allows the customers
data to remain in the document while it is edited and to be extracted
later on. This is much more powerful than a method where the
customer data is transformed into formatting or styles in a document.
Word 2003 also supports the use of XSL Transforms (XSLTs) for
converting files.
Users can employ XSLTs to produce multiple formats from one master
XML copy of the document. The advantage of this approach is that
users do not need to make edits in multiple copies of the document.
Instead, a Web server can use different transforms on the master XML
document depending on the viewing device, so the user edits the
master and lets the transform take care of the appropriate
presentation. Similarly, the XSLT can be changed in order to change
the appearance of the document without having to worry about
introducing errors into the original. The user can also manually create
the different versions by doing a Save As through the different XSLTs.

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A document that uses a customer-defined schema (from an XSD) can

be saved in one of the following ways:

In XML using only that schema (no Word XML included); this is
considered pure data.
As a WordML file with the customer-defined XML interspersed
and separated by using XML namespaces. The WordML can be easily
removed through a transform or programmatically at any time, leaving only
the XML in the original schema for easy manipulation by outside processes,
such as a server mining the document for data.

29

As XML markup, which also conveniently persists in the binary

*.doc and *.dot formats for easy transport and storage, as well as provides a
document that can be opened, viewed, and edited in older versions of Word
(although the customer-defined XML will be lost if the document is changed
and saved).

An advanced Word user marking up a template with the user's own XML
schema. The tag view is turned on and the XML structure pane is visible. Later
on, a consumer of this template would not see any tags or the XML structure
pane, but would fill out the template normally and see the appropriate
markup on the content.

In addition, Word 2003 will automatically detect associations among

XML files and schema files (XSDs) and give users the option to attach
the appropriate XSDs or use applicable XSLTs when it encounters XML
files that belong to categories that are registered with Word, such as
news articles or resumes. With this feature, a user can open an XML
file, and Word will automatically apply an XSL Transform to display it in
an organizations standard format if an association has already been
made.
For reporting data, Word 2003 supports refreshable XML Web queries.
The results of the queries can be passed through an XSL Transform for
display in Word using its rich formatting capabilities. Users can take
advantage of this capability to present, inside a weekly report or other
document data such as server-side SharePoint data (available as XML
from SharePoint), other XML data from any Web service or database,
ASP/ASPX pages, or other sources. For example, a user can include a
table in a document that shows the current status of the document on
a SharePoint site, the author, priority, due date, and more, and this

30

information can be updated automatically to keep it in sync with any

changes on the server.
Working with XML files, Word 2003 can now become an integral part of
an organizations content-management solution. Users can create XML
content by using the familiar Word program. Words task pane can also
show fragments of XML documents that can be recombined or inserted
into the current document to simplify the reuse of content across the
organization. Developers can easily create solutions to manipulate,
distribute, and repurpose this content as needed by using tools such as
Visual Basic for Applications (VBA) or even Visual Studio .NET Tools
for Office and the robust Word XML object model.

Summary
Support for XML in Office Professional Edition 2003 simplifies business
processes by making information accessible in multiple formats and in
multiple programs. By enabling user-defined XSDs and XSLTs, organizations
can also customize data output to meet their specific needs. With the added
benefits and features of XML, Office Professional Edition 2003 can be the
premier choice for businesses.

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4 Word in Action

Introduction
With information in hand about how Microsoft Office 2003 Editions help
users connect people, it is important to look at the new features
Microsoft Office Word 2003 delivers to its users. These features are
individually described within the following sections.

ClearType
Reading Layout view and Print Layout view use Microsoft ClearType
to display type in Word 2003. ClearType is a typographical technology
that is ideal for portable computer monitors and other flat-screen
monitors. With ClearType, text may appear slightly blurry on older
desktop-computer monitors. If users are working with a flat-screen
monitor, they will need to ensure that ClearType is enabled in Windows.

The clarity and sharpness of ClearType is ideal for portable computer monitors
and other flat-screen monitors.

How to enable ClearType in Windows XP

1. In Windows Control Panel, click Appearance and Themes, and
then click Display.
2. Click the Appearance tab, and then click Effects.
3. Select the Use the following method to smooth edges of
screen fonts check box, and then click ClearType.

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Reading Layout view

If users are opening a document primarily for reading, Reading Layout
view optimizes the reading experience. Reading Layout view hides all
the toolbars except for the Reading Layout and Reviewing toolbars.
Because the goal of Reading Layout view is to increase legibility, pages
that are represented in this view are designed to fit well on the screen,
and the text is automatically displayed by using Microsoft ClearType
technology. Users can easily increase or decrease the size in which text
is shown without affecting the size of the font in the document.
If users want to modify the document, they can edit text while reading
without switching out of Reading Layout view. The Reviewing toolbar is
automatically displayed in this view, so users can easily use change
tracking and comments to mark up a document.

To improve the reading experience, the pages in Reading Layout view fit well
on-screen, and the text is displayed by using Microsoft ClearType technology.

How to switch to the Reading Layout view

1. Click Read

on the Standard toolbar.

2. To stop using the Reading Layout view, click Close

Reading Layout toolbar, or press ESC, or press ALT+C.
-or1. Press ALT+R in any view in Word.

on the

2. To stop using the Reading Layout view, click Close

Reading Layout toolbar, or press ESC, or press ALT+C.

on the

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Merge enhancements
The Mail Merge task pane helps users create form letters, mailing
labels, envelopes, directories, mass e-mail, and fax distributions. The
Mail Merge Wizard is easy to use and provides step-by-step
instructions, but users can also take advantage of the Mail Merge
toolbar. In either case, users can follow the process by looking at the
numbered steps at the bottom of the Mail Merge task pane.

Use the Mail Merge task pane to create mass e-mail messages or mailing
labels.

How to open the Mail Merge task pane

1. On the Tools menu, point to Letters and Mailings, and then click
Mail Merge.

Track changes enhancements

To make online review easier, Word 2003 allows users to make and
view tracked changes and comments in a document. To preserve the
layout of a document, Word 2003 shows some markup elements in the
text of the document while others are contained in balloons that
appear in the margin. The Reviewing pane shows an outline of all the
edits in a list format at the bottom of the screen.

34

With the Track Changes feature turned on, each insertion, deletion, or
formatting change that a reviewer makes is tracked. As tracked
changes are reviewed, users can accept or reject each change. Users
can also use the Display for Review drop-down box to view the
document during various stages of the review process.

Turn on Track Changes when reviewing a document.

How to track changes

On the Tools menu, click Track Changes to open the Reviewing
toolbar.
-orClick Track Changes.

Select the desired review setting for a document.

How to view the document during various stages of the

review process
On the Reviewing toolbar, select the desired setting from the Display
for Review drop-down list.

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Ink support
If users are working on a Microsoft Tablet PC, they can use a tablet pen
to add drawings or handwritten notes to Word 2003 documentsin
comments, in the content of a document, or as annotations about
content that already exists in the document.

With a Tablet PC, handwritten comments can be added to a Word document.

How to use Ink

To write directly in a document:
1. On the Insert menu, point to Picture.
2. Tap Ink Drawing and Writing.
To insert an Ink comment:

36

On the Insert menu, tap Ink Comment.

Use one of these methods to make Ink annotations:
1. From the Print Layout view, go to the Insert menu.
2. Tap Insert Ink Annotation.
3. Mark up the document similar to how you would do so on paper.
When you are finished, tap Stop Inking on the Ink Annotations
toolbar.
-or1.
2.
3.
4.

From the Reading Layout view, go to the Reading Layout toolbar.

Tap Actual Page.
On the Reviewing toolbar, tap Insert Ink Annotations.
Mark up the document similar to how you would do so on paper.
When you are finished, tap Stop Inking on the Ink Annotations
toolbar.

Formatting restrictions
In Word 2003, users can specify and enforce template or document
styles by using the Formatting Restrictions feature. All direct formatting
will be disabled. Complex documents can be edited by many people
and still retain structured formatting.

37

Use the Protect Document task pane to specify the styles that a template or
document uses.

How to restrict formatting

1. On the Tools menu, click Protect Document.
2. In the Protect Document task pane, under Formatting restrictions,
select the Limit formatting to a selection of styles check box,
and then click Settings.

Editing restrictions
With editing restrictions in Word 2003, users can protect portions of a
document against editing by some or all users. Editing restrictions
options include protecting the entire document against any edits,
allowing only comments, and assigning permissions to individual
portions of the document by selecting them and choosing which users
can edit a designated area. Later, when reconciling the changes of
different individuals, users are assured that no two people edited the
same area and that no conflicts exist.
After the restrictions have been set up, the Protect Document task
pane helps users find the sections they can edit.

38

Set the restrictions on all or portions of a document.

How to restrict editing

1. On the Tools menu, click Protect Document.
2. In the Protect Document task pane, select the Editing
restrictions check box, and then click one of the following:
No changes (read only) (if you want to prevent users from
changing the document)
-orComments (if you want to allow users to insert comments into the
document but not change the content of the document)
-orTrack Changes (if you want to allow users to insert comments into
the document and add tracked changes)
-orFilling in forms (if you want to allow users to fill in a form but not
make changes to the form)
3. If you select No changes (read only) or Comments, go to the
Exceptions area and assign permissions to individual portions of
the document by selecting those portions and then choosing which
users can edit them.
4. If you select Filling in forms, you can remove protection from
sections of the form by clicking Select sections and clearing the
39

checkboxes for those sections you do not want to protect. To protect

only parts of a form, those parts must be in separate sections.
5. Click Yes, Start Enforcing Protection.
As this section demonstrates, Word 2003 is rich in features and easy to use.
Users who require assistance with Word 2003 can get online help and
services for Office 2003 Editions, as described in the next section.

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5 Help and Office Online

Services

Online Help and Training

Microsoft Office 2003 Editions offer new and improved integration with
Microsoft Office Online Web services. More powerful, better integrated, and
with an improved online interface, these services are seamlessly available
from within Office 2003 programs. The Web site, also available through a
browser at www.microsoft.com/office, offers a resource page for each Office
2003 Editions program. The resources pages have assistance, columns,
training, and templates.

Help
The Help system of Office 2003 Editions has been extended beyond
individual workstations. If a user is connected to the Internet when
choosing a Help topic or entering a word in the Ask-A-Question box, the
Help system displays not only the Help information from the local
system, but also brings to the Help window information from the
Microsoft Web site (www.microsoft.com). This provides the most
current information on the topic that the user needs help with, in
addition to links to other resources.

Assistance
The Assistance Web page provides up-to-date information with How To
articles, conceptual topics, columns, and helpful tips for common tasks.
Users can find answers to common questions, read articles on features
in Office 2003 Editions, look for specific help in newsgroups, or suggest
a topic for a future article.

41

Office Online Training

The Training site offers Web-based interactive training courses and selfpaced exercises. Users can develop deeper knowledge of tasks and
application features, such as creating an outline in Microsoft Office
Word 2003 or using motion paths in Microsoft Office PowerPoint 2003
slides. Courses include practice sessions where users can give things a
try in the actual program, and short tests to assess comprehension.
Courses cover a variety of topics, and are available for any Office 2003
Editions program.

Use Office Online to find training opportunities for Office programs.

Downloads
On the Downloads site (formerly known as Office Update), users can
check for free updates that improve the stability and security of
Office 2003 Editions. On the Downloads home page, users can click
Check for Updates to start the automatic detection tool, which scans
the computer and then returns a list of new downloads that are
available and compatible with the user's version of Office. In addition
to security and performance updates, viewers, converters, add-ins,
stationery, and other useful downloads are also available. The most
popular downloads are listed in the Popular Office Downloads section.

42