formatting paragraphs with microsoft word 2000 itsw 1401, intro to word processing instructor:...

Formatting Paragraphs with Microsoft Word

2000

ITSW 1401, Intro to Word Processing

Instructor: Glenda H. Easter

Paragraph Formatting, Microsoft Word, Chapter 5

2

Exercise Document

Lesson 5 uses the document, Turquoise.Doc.

Turquoise.Doc is on Disk 3


3

Purpose of Document Formatting

Formatting allows you to change the appearance of a document.

With formatting, you can:• Change the alignment of text• Change the spacing between paragraphs• Indent selected text• Number text• Add borders and shading


4

Paragraph Formatting Defined

Paragraph formatting is applied to an entire paragraph.

All formatting is stored as in the paragraph a mark.

Each time you press Enter, you copy the formatting instructions in the current paragraph to a new paragraph.


5

Paragraph Alignment

You can align text one of four ways:• Left-aligned• Centered• Right-aligned• Justified

When applying paragraph formatting, you can be anywhere in the paragraph.


6

Selecting Paragraph Alignment

You can select the alignment from the toolbar.

You can go through Format, and Paragraph.

You can use the shortcut keys.• Ctrl/E - Center• Ctrl/R - Right-aligned• Ctrl/J - Justified


7

Changing Line Spacing

Common Line Spacing options can be selected using the shortcut keys.• Ctrl/1 for single space• Ctrl/5 for 1.5 line spacing• Ctrl/2 for Double spacing

You can right click in the paragraph and choose Paragraph from the shortcut menu.

Special Note: The number 1, 1.5, or 2 must be selected from the typewriter keyboard, and not the ten-key pad.


8

Paragraph Spacing

Minimum Line Spacing is selected by clicking in “The At Least” option.

The “Exactly” option applies fixed line spacing that Word does not adjust.• This option makes all lines evenly spaced.

The “Multiple” option increases or decreases line spacing by the percentage you specify.


9

Establishing Paragraph Spacing from the Dialog

Box


10

Paragraph Indents

An indent increases the distance between the sides of a paragraph and the two side margins (left and right).

Indented paragraphs appear to have different margin settings.

Different types of indents offer variety in the document style.


11

Types of Paragraph Indents

Negative Indent: Extends into the margin area.

No Indent: No indents extends the text from the right margin to the left margin. This is the default.

Left Indent: This increases a paragraph’s distance from the left margin. (Both bottom and top triangle)


12

Types of Paragraph Indents (Continued)

Right Indent: This increases the paragraph’s distance from the right margin.

Left and Right Indents: Indents one-half inch from both the left and the right margins.


13


First-Line Indent: This indents the first paragraph one-half inch from the left margin, while the remainder of paragraph is aligned with the left margin. This is the style used when formatting paragraphs. (Top triangle)


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Hanging Indent: The first line of the paragraph aligns with the left margin, while the remainder of the paragraph is indented one-half inch. (Bottom triangle.)


15

Setting Paragraph Indents

You can use one of four ways to set a paragraph indent.• Indent buttons on the Formatting

toolbar• Paragraph dialog box• Keyboard• Ruler


16

Setting Tabs Using the Format Menu


17

Setting Tabs Using the Ruler Bar


18

Set Indents using the Indent Buttons, Dialog Box,

and Keyboard

When you set indents using the ruler, there are three indent markers.• The First-Line Indent appears at the

top of the ruler. When you drag this marker to the right, you create a first-line indent.

• The Hanging Indent is the bottom triangle. Drag it to the right to create a hanging indent.


19


and Keyboard (Continued)

The Left Indent Marker has two parts:• The triangle which is the Left Indent

Marker, sets the hanging indent.• The small box which is the left indent

marker, sets a left indent and moves the first-line indent marker at the same time.

The Right-Indent Marker appears at the right margin on the ruler.


20



Hanging Indent Marker

Left Indent Marker

First-LineIndent Marker

Right Indent Marker


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When you move the square which is the left indent marker, you move both the top and bottom in proportion

To remove all formatting from a paragraph:• Press CTRL/SHIFT/N


22

Borders and Shading

Shadows can appear as a shade of gray, as a pattern, or as a color.

Borders have a variety of line styles and colors.


23

Setting Those Borders and Lines Just Right!


24

Selecting the Width of the Lines in the Border


25

Selecting the Type of Border Desired


26

Selecting Borders and Shading Options


27

Floating Border’s Toolbar

You may find it easier to move your borders button on the toolbar to your text. It becomes a Floating Border Toolbar.

To move, click the gray area until it turns blue. Once blue, hold the left margin and move the bar anywhere on the page.


28

Changing the Location of the Border Button on the

Toolbar


29

Applying Shading to a Paragraph

You can shade certain portions of text for emphasis.

You can determine the percentage of shade by selecting the Fill choice.

You may apply a pattern to text, if desired.

NOTE: Shading affects the readability of text. Choose it wisely!


30

Applying Borders Automatically

You can insert lines automatically from the keyboard.

Place the cursor below the text, or where you wish your border to go.

Key --- and press the Enter key. A single line is placed where the

cursor was positioned. See next slide for illustration.


31

Applying Borders Automatically


32

Types of Automatic Borders Selected from the

Keyboard A thin bottom border: Type three

hyphens (---) and press the Enter Key.

A thick bottom border: Type three or more underscores (___) and press the Enter Key.

A double-line bottom border: Type three equal (===), and press the Enter Key.


33

Repeating and Copying Formatting

Use F4 to repeat paragraph formatting.

Use Format Painter to copy paragraph formatting.


34

Repeating and Copying Formats

Select paragraph to change and make modifications.

Position your cursor in front of the next paragraph or text to be changed, and press F4.


35

Bullets and Numbered Lists

Bulleted lists and numbered lists are hanging indents. They help you to organize important details in a document.

To create a bulleted or numbered list, select the options from the toolbar.

See these illustrated by opening up Memo2.doc


36

Bullets

Select the text to which you wish to apply bullets, and click on the toolbar.

Word automatically establishes a 0.25-inch hanging indent.

You may change the type of bullet, by selecting Bullet from the Format Menu.


37

Changing the Display of Numbered Lists


38

Bullets - vs - Numbered Lists

Change bullets to numbered lists by selecting the text and selecting either bullets or numbers from the formatting toolbar.


39

Create Lists Automatically

The AutoFormat feature creates bulleted and numbered lists as you type.

If you begin to type text by manually numbering the first sentence, Word will continue to number the sentences in numerical order.


40

Symbols and Special Characters

You can select symbols from the Insert Menu.

Use the Symbol dialog box and shortcut keys characters to form an en dash, and em dash, and SmartQuotes.


41

En Dash, Em Dash, Em . . . What?

En Dash is wider than a hyphen. Em Dash is wider than an En Dash. SmartQuotes are quotation marks

that open a quote curled in one direction (“) and close a quote curled in the opposite direction (”).

These are accessed from Insert/Symbols/Special Characters.


42

Special Characters


43

Keyboard Commands

Em Dash: Alt/Ctrl/NumLock/and the (minus sign)

En Dash: Alt/Ctrl/and the (minus sign).

SmartQuote: Ctrl/’,’

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