chapter.03

Chapter 3Formatting a Document

2Practical Microsoft Office 2010

What’s Inside and on the CD?

• In this chapter, you will learn how to format text, using features such as:– Bold and italic text– Different fonts and font sizes– Line Spacing and Paragraph alignment– Tables, Bulleted and numbered lists


How do I select different font, font sizes, and text colors?

• You can use the commands on the Home tab to select different text attributes for:– Letters– Words– Sentences– Paragraphs

• Font refers to design or typeface of each character• Limit number of fonts for professional look


How do I select different fonts, font sizes, and text colors?

• Text attributes – Font– Font size

• Normal font size 9 – 12 point• Range from 8 – 72 points• Larger font by typing in number larger than 72

– Bold– Italic– Underline– Text color



• Selected text– Change, add, delete formatting options– When finished, click outside highlighted area to

deselect it• Font effects include:

– Super and sub script– Strikethrough – Small caps and all caps– Emboss

• Click Editing, Select, then Select All on the Home tab to apply any text attributes to entire document


How do I apply bold, italic, and underlining attributes?

• Use commands in the Font group to apply text attributes– Bold– Italic– Underlining

• Typically, you’ll apply attributes to text you’ve already typed, but you can apply attributes before typing new text

• Toolbar buttons both apply and remove attributes• Hyperlinks are automatically formatted with blue text

and underlined


How do I apply bold, italic, and underlining attributes?


How do I use the Font dialog box?

• Some text attributes are available only from Font dialog box, such as character spacing option

• Font dialog box allows applying multiple formatting options to selected text

• Use the Advanced tab to change the scale, spacing, vertical position, or kerning of selected text

• The Preview area shows how your formatting affects the selected text


How do I use the Font dialog box?


How do I center and align text?

• Left-aligned text – Positioned straight against left margin– Appears uneven on right margin

• Centered text– Positioned between margins– Typically used for titles



• Justified text– Both left and right margins aligned– Typically used in formal documents– More professional look

• Right-aligned text– Rarely used– Can be useful for headings in a paper, or return

address in a letter



• Alignment options apply to entire paragraph– Click in paragraph to align, then click appropriate

align button– You don’t have to select all the text

• To center title– Press Enter key after title– Click anywhere in title– Click Center button


How do I use styles?

• Style consists of predefined formatting applied to selected text

• Advantages of styles:– Consistency in formatting– Avoid design errors



• Create style – Styles Dialog Box Launcher

• New Style• Remove style

– Select text– Select Normal style

• Delete style– Styles Dialog Box Launcher

• Right-click style to delete– Click Delete– Click Yes– Click Close


How do I add numbering and bullets to a list?

• Bullet is symbol placed before each item in list– Set off list without implying specific order

• Numbered lists imply order to listed items• Bullets and numbering work same way:

– Select items in list– Click Numbering button or Bullet button



• If list has not been typed:– Click Bullet or Numbering button– Type list– At end of list, click button to discontinue

• To remove numbering or bullets:– Select list– Click appropriate button



• Word automatically renumbers list if you add, delete, or move items

• If numbering is incorrect:– Select list– Click numbering button twice

• To change style:– Right-click selected list– Highlight Bullets and Numbering– Select a format



• A multilevel list displays list items in levels and sublevels– Used in outlines and legal documents

• You can apply bullets or numbering after entering the list

• Press the Tab key to change a list item to the next level down, or Shift+Tab to move a list item up a level



• You can define custom styles for text, numbers, and bullets– Click the arrow next to the Multilevel List button– Select Define New List Style

• Change a number manually by right-clicking the number and selecting Set Numbering Value


How do I adjust line spacing?

• Word defaults to single-spacing• Other spacing options can be applied to paragraph,

group of paragraphs, or entire document• Space between paragraphs can also be adjusted



• Double-space document by setting line spacing to double-space

• To set line spacing for one paragraph:– Position insertion point in paragraph, click the

Paragraph Dialog Box Launcher on Home Or Page Layout tab

– Select desired line spacing from Line-spacing drop-down list on Indents and Spacing tab

• To adjust line spacing for more than one paragraph, select paragraphs, then follow above guidelines



• To set line spacing for entire document before you begin typing:– Click Editing, Select, then click Select All– Click the Paragraph Dialog Box Launcher on Home

or Page Layout tab– Select desired line spacing, then click OK

• As you type, text appears with selected line spacing


How do I use tabs?

• Use Tabs to align text in columns• Default tab stops – every ½ inch

– Tab stops can be changed– Personal tab stops can be added

• Many types of tab stops:– Left tab stop aligns text on left side of tab– Right tab stop aligns text on right side of tab– Center tab stop centers text at that location– Decimal tab stop aligns numbers with decimal at

tab location– Bar tab stop places vertical bar at tab location


How do I use tabs?

• Leader – line of punctuation characters that fills area from text to tab stop– Typically used in table of contents

• To clear tab stop:– Click it in Tab stop position box– Click Clear button

• To clear all tab stops:– Click Clear All button in Tabs dialog box


How do I use tabs?

• Tab stops on Word ruler bar are represented by these icons:


How do I use tabs?

• To set tab stops using ruler:– Click appropriate icon at left end of ruler– Click location on ruler to set tab stop

• To change position of tab stop, select it and slide left or right

• If the ruler bar is not displayed:– Click the View tab– Select the Ruler option in the Show/Hide group


How do I use tabs?


How do I indent text?

• Text can be indented from left, right, or both margins• First line of text can be indented differently from rest

of paragraph• Hanging indent will move first line of text more to

left than rest of text



• To indent a paragraph from left or right:– Click spin box buttons in appropriate Indentation

box to increase or decrease indent distance– Check Preview section to see how indentation

affects paragraph• To indent first line:

– Select First Line from Special pull-down list– Select amount of indentation from By spin box



• To create hanging indent:– Select Hanging from Special pull-down list– Select amount of negative indent from By spin box

• Indent settings apply to paragraph that contains insertion point

• To apply indent settings to more than one paragraph:– Select paragraphs– Use Paragraph dialog box to set indent


How do I add footnotes or endnotes to a document?

• Footnotes and endnotes typically used to add comments to blocks of text or cite references to other documents

• Footnote appears at bottom of page containing corresponding superscript number

• Endnote appears at end of section or chapter



• Click References tab, click Insert Footnote or Insert Endnote button

• Footnote and Endnote dialog box appears– Click appropriate option

• Delete footnote or endnote by selecting number that corresponds to note in text, and pressing Delete key

• The References tab contains several tools for adding citations to a document


How do I work with outlines and other document views?

• Word provides several ways to view documents:• Format marks reveal hidden symbols that indicate

paragraph breaks ¶, spaces ·, and tab stops . To display, click Show/Hide toolbar button– Print Layout View– Web Layout View– Outline View

• Change views by clicking one of the View buttons in the lower-right corner of document window, or clicking View tab



• Outline view handy for organizing content– Assign outline levels to each title, heading, and

paragraph– View any level of outline to get overview, or

include all details– Easy to rearrange sections to streamline

document’s organization



• Microsoft Word uses following conventions to indicate outline levels:– Plus sign indicates heading with subtext– Small solid circle indicates body text at lowest

level of outline– Gray line under heading indicates subordinate text

not displayed– Dash indicates heading without subordinate text


How do I create a table?

• A table is a grid of rows and columns• Cell – intersection of each row and column

– Cell can hold text, numbers, or a graphic• Format an entire table or individual cells• Place insertion point where you want table

– Click Insert tab, click Table, then click Insert Table– Set number of rows and columns, then click OK



• To add text, click cell, type text– Word wrap expands size of cell– Move to another cell using arrow keys, or Tab key,

or click desired cell• Select table style from the Table Styles group for

formatting options



• To insert new column or row:– Place insertion point in cell closest to where you want

new row or column– Click Layout tab, choose from among the options to

specify a placement• To delete column or row:

– Click Layout tab, click the Delete command, select from among the options

• To adjust width of column:– Position pointer over dividing line between columns– When pointer changes to , press left mouse button

and drag column to correct width


Can I format a document into columns?

• Three ways to format text into columns:– Tabs

• Effective for parallel text– Tables

• Typically used for resumes– Columns

• Columns allow you to fill the left column entirely with text and then continue into the right column


Can I format a document into columns?

chapter.03

Technology

text colors

different text attributes

blue text

aligned text

text youve

font sizesline

font group

pointslarger font