microsoft office word 2013 core microsoft office word 2013 core courseware # 3250 lesson 3:...

Microsoft Office

Word 2013 CoreMicrosoft Office

Word 2013 CoreCourseware # 3250

Lesson 3: Formatting Text and Paragraphs

Microsoft Office

Word 2013 Core

© CCI Learning Solutions Inc. 2

Lesson Objectives

• apply common formatting attributes

• adjust text alignment

• change line and paragraph spacing

• indent paragraphs

• understand what a tab stop is and different types of tab stops

• set tab stops on the ruler or in the Tabs dialog box

• clear one or all tabs

• use the Format Painter

• modify and apply styles to characters or paragraphs

• create bulleted or numbered lists

• create multiple-level numbered lists

• customize list styles

• convert text to WordArt

Microsoft Office

Word 2013 Core


Formatting Characters

• Changes appearance of characters on screen and in print

– On Home tab, in Font group, click formatting button, or

– use formatting options in Font dialog box, or

– press keyboard shortcut for formatting option to use, or

– right-click text in document, and click Font, or

– click appropriate option on Mini toolbar

Font Describes typeface or appearance of characters.

Font Size Height of characters; as characters get taller, they grow proportionally wider.

Character Formatting

Special stylized variations applied to plain characters to stand out from other text.

Effects Stylizations you can add to text.

Microsoft Office

Word 2013 Core



• Most features turn on or off by clicking button

• Active feature appears in different color

• Arrow buttons contain more options in drop-down list

• Mini toolbar also contains features to affect position of paragraph

• Can apply formatting options as you type or apply

– Must select text before applying formatting option

– Can apply as many formatting options as required

• To remove all formatting options from selected text, on Home tab, in Font group, click Clear Formatting

Microsoft Office

Word 2013 Core



• Using the Font Dialog Box– Access formatting options

not in Font group or Mini toolbar, or to apply several options at same time

– To access Font dialog box:• On Home tab, in Font group,

click Font dialog box launcher, or

• press CTRL+D, or• right-click selected text and

click Font

Microsoft Office

Word 2013 Core



– Click Text Effects to view more options for each effect, or

– Click Text Effects and Typography button in Font group of Home tab

Microsoft Office

Word 2013 Core


Formatting Paragraphs

• Apply format that changes position of paragraph

• Can be applied as you type or after

• To format paragraphs:

– On Home tab, in Paragraph group, click formatting button, or

– use formatting options in Paragraph dialog box, or

– press keyboard shortcut for desired formatting option, or

– right-click paragraph and click Paragraph, or

– on Mini toolbar, click option

• To remove all formatting from selected paragraph, click Home tab and, in Font group, click Clear Formatting

Microsoft Office

Word 2013 Core


Aligning Text

• Refers to position of text relative to page, margin, or paragraph of text

• Default alignment for document is left align

• If changing alignment of existing text, make sure cursor positioned in paragraph, and choose desired alignment to format entire paragraph

Align Left Aligns to left margin with ragged right edges.

Center Aligns between left and right margins.

Align Right

Aligns to right margin with ragged left edges.

Justify Aligns so left and right edges of text flush with both margins, except for last line of paragraph.

Microsoft Office

Word 2013 Core


Aligning Text

– On Home tab, in Paragraph group, click Paragraph Settings dialog box launcher. Ensure viewing Indents and Spacing tab. Click arrow for Alignment and then click required alignment, or

– on Home tab, in Paragraph group, click alignment button, or

– press keyboard shortcut for appropriate alignment, or:

• Align Left CTRL+L

• Center CTRL+E

• Align Right CTRL+R

• Justify CTRL+J

– right-click paragraph, click Paragraph, in Indents and Spacing tab, click arrow for Alignment and click appropriate alignment

AlignCenterAlignJustify Left Right

Microsoft Office

Word 2013 Core


Changing the Spacing

• Setting the Line Spacing– Amount of white space between lines of typed text,

measured from baseline of one line of text to baseline of next line of text

– Automatically adjusts according to size of characters being used

– Can specify line spacing in terms of lines or points• Line setting options include Single, 1.5 and Double• Point size includes At Least, Exactly and Multiple

Microsoft Office

Word 2013 Core



– On Home tab, in Paragraph group, click Line and Paragraph Spacing, or

– on Home tab, in Paragraph group, clickParagraph Settings dialog box launcher.In Indents and Spacing tab, click arrow for Line spacing to choose desired line spacing, or

– press shortcut key, or• Single Ctrl+1

• One and a Half Ctrl+5

• Double Ctrl+2

– right-click paragraph, click Paragraph, click arrow for Line spacing and click desired line spacing

Microsoft Office

Word 2013 Core



• Setting Paragraph Spacing

– Amount of space between paragraphs

– Default set at 10pt for every paragraph

– To set or change paragraph spacing:

• On Home tab, in Paragraph group, click Paragraph Settings dialog box launcher.In Spacing area, click incremental buttons or type measurement, or

• on Page Layout tab, in Paragraph group, click incremental buttons or type measurement, or

• right-click paragraph, click Paragraph and in Spacing area, specify spacing for Before, After, or both options

Microsoft Office

Word 2013 Core


Indenting Paragraphs

Left Indent

Hanging Indent with Left Indent

First Line Indent

Hanging Indent with Left & Right Indent

Microsoft Office

Word 2013 Core



Left Indent

Entire paragraph indented from left margin.

Right Indent

Entire paragraph indented from right margin. When combined with left indent, often used with quotations.

First Line Indent

Only first line of paragraph indents from left margin, similar to pressing TAB but applies this indent measurement automatically for the first line of every following paragraph.

Hanging Indent

Indents from left margin, leaving first line “hanging” at left margin. This type of indent is commonly used for bullets or numbered paragraphs, or for bibliographies.

Microsoft Office

Word 2013 Core



• Setting Indents on the Ruler

– click Tab Selector until appropriate indent marker displays, then click ruler at required location

– If not sure which indent marker, point at marker in Tab Selector and ScreenTip appears with name of indent marker as reference

Tab First Line HangingSelector Indent Indent

Left Indent Right Indent

Microsoft Office

Word 2013 Core



• Tab Selector enables you to click continuously through options which starts with left align tab character and ends with hanging indent marker

• Use vertical line as guide to position indent

Microsoft Office

Word 2013 Core



• Using the Paragraph Group– To set very precise paragraph indents:

• On Page Layout tab, in Paragraph group, set indent measurement from Left or Right margin, or

• on Home tab, in Paragraph group, click Paragraph Settings dialog box launcher

Left Indents text from left margin.

Right Indents text from right margin.

Special Displays list to set First Line Indent, or Hanging Indent. By becomes available to set required size of indents.

Mirror indents

Adjusts left and right indents appropriately for odd and even pages.

Microsoft Office

Word 2013 Core



• Adjusting the Indents

– Drag markers within ruler, or change settings in Paragraph dialog box

– To move or adjust indent marker:

• drag indent marker to indent paragraph at desired measurement, or

• press ALT as you drag indent marker to set precise indent measurements

• On Home tab, in Paragraph group, click Increase Indent or Decrease Indent to quickly increase or decrease amount of indent from left margin by 0.5" (1.3 cm)

Microsoft Office

Word 2013 Core


Setting Tab Stops

• Align text at specific points

• Two methods of setting tabs: using Tab Selector, or using Tabs dialog box

– Ruler fastest way of setting and adjusting tabs

– Tabs dialog box for more precise tab positions or leaders

• Tab stops can be set before typing or applied to existing text

• Press TAB to move cursor from one column to next

– Every time you press Tab, Word inserts tab code

– Use Show/Hide ¶ to see where tabs inserted

Microsoft Office

Word 2013 Core


Setting Tab Stops

• Using the Ruler– Can see where tab placed relative to text

– ScreenTips identify different tab stop markers• Point mouse cursor over tab marker

Left Tab Default; characters begin at left and move right.

Center Tab Text centers over tab position.

Right Tab Characters begin at right and move left.

Bar Tab Draws vertical line in each line at tab stop.

Decimal Tab

Align at decimal point.

Microsoft Office

Word 2013 Core


Setting Tab Stops

• Click Tab Selector box for desired tab type

– Click on ruler where to position tab stop

• To adjust position of tab stop, click tab marker and drag to new position

• To delete existing tab stop, click tab marker and drag off ruler

Microsoft Office

Word 2013 Core


Setting Tab Stops

• Using the Tabs Dialog Box

– Displays list of all tab positions currently set

– Can add new tabs or remove individual tab stops

– Can set precise measurements or other options for tabs

– To display Tabs dialog box, double-click any tab marker on ruler, or click Tabs in Paragraph dialog box

Microsoft Office

Word 2013 Core


Setting Tab Stops

Tab stop position

Enter measurement of new tab. Click Set to display tab stop.

Default tab stops

Displays interval amount cursor moves when you press TAB. Default is 0.5 “ (1.3cm) each time you press TAB.

Tab stops to be cleared

Click tab stop to remove and then click Clear.

Alignment Click Set to apply alignment for tab stop.

Leader Select character to precede text from one column to next.

Set

Click after entering new measurement or changing existing measurement for tab stop.

Clear Click to remove selected tab stop.

Clear All Click to clear all tab stops and reset to default settings.

Microsoft Office

Word 2013 Core


Using the Format Painter

• When active, cursor shows as

• To apply formatting features from one piece of text to one other piece of text, select text with formatting features– On Home tab, in Clipboard group, click Format Painter. Move to

next piece of text, and then select text

• To apply formatting features from one piece of text to multiple pieces of text, select text with formatting features– On Home tab, in Clipboard group, double-click Format Painter.

Click each piece of text to apply formatting features

• To turn Format Painter off:– On the Home tab, in Clipboard group, click Format Painter, or

– press ESC, or

– click another command

Microsoft Office

Word 2013 Core


Formatting with Styles

• Use to enhance appearance of selected text quickly and easily• Automatically updates text with changes made to styles• Can automatically create styles with certain types of formatting

and text placement• Two most commonly-used types of styles:

Paragraph

Affects appearance and position of entire paragraph; do not need to select whole paragraph before applying style.

Character

Affects selected block of text, and can include any formatting attributes in Font dialog box; can only include character level formatting.

Microsoft Office

Word 2013 Core



• Linked style composed of paragraph and character formatting attributes

• Supports table styles and list styles

• Paragraph style can change appearance of text with character style

• Several built-in styles available– Normal contains default character and paragraph formatting for all new

documents

– Styles task pane contains collection of built-in styles

• Styles created for template can be available to new documents

• Can create paragraph styles from existing paragraph, or use Styles task pane to specify formatting

• Can create character styles only by using Styles task pane

Microsoft Office

Word 2013 Core



• Using Quick Styles– When text selected, point to thumbnail to display

live preview of how selected text will appear if style applied

– Can also be accessed from Mini toolbar using

Microsoft Office

Word 2013 Core



Create a Style

Creates and saves formatting preferences as a style and adds to Quick Styles gallery.

Clear Formatting

Remove all formatting from selected text; does not remove actual style, but resets selection back to Normal style.

Apply Styles

Displays window to select from list of styles to apply; can also press CTRL+SHIFT+S to display window.

Microsoft Office

Word 2013 Core



• Using the Styles PaneStyles Displays list of built-in styles for every new

document.

Show Preview

Displays each style name formatted according to attributes of style.

Disable Linked Styles

Select for linked styles to behave like paragraph styles.

New Style Create a new style.

Style Inspector

Display dialog box to review attributes for this style to customize or manage it.

Manage Styles

Set default options for Styles pane; can also edit styles as needed.

Options Controls behavior or appearance of Styles pane.

Microsoft Office

Word 2013 Core



• Creating Styles

– Can use up to 253 characters for name, except \ ; {}

– Case sensitive

– Must be unique

– To create style, on Home tab, in Styles group, click Styles dialog box launcher. Then click New Style to open Create New Style from Formatting dialog box

Microsoft Office

Word 2013 Core


Formatting with StylesName Enter name for new style.

Style type Choose type of style to create.

Style based on Choose which style to use or copy its formatting attributes as base for this new style.

Style for following paragraph

Choose which style Word automatically applies to paragraph following one formatted with this style.

Formatting Select which of most common formatting options you want to include in style.

Add to the Styles gallery

Choose whether to include new style in Quick Styles list instead of accessing it from Styles pane.

Microsoft Office

Word 2013 Core


Formatting with StylesAutomatically update

Choose to have Word automatically update style whenever you add manual formatting to paragraph or selection to which style has been applied.

Only in this document

Select if style to be available for current document only.

New documents based on this template

Choose if style to be available to all documents; unless chosen otherwise, default template is Normal.

Format Click to access additional formatting attributes.

Microsoft Office

Word 2013 Core



• Once you define the style, you can apply it to any text in the document (before or after you type the text). The text will contain all the formatting you specified for the style.

• Use one of the following methods to apply a style to selected text:

– In the Styles pane, click the style you want to apply, or

– display the Apply Styles window, click the arrow for the list of styles and then click the style to apply, or

– if the new style was set to appear in the Quick Styles list, on the Home tab, in the Styles group, click the style from the Quick Styles gallery.

Microsoft Office

Word 2013 Core



• Modifying Styles

– To modify style:

• On Home tab, in Styles group, click Styles dialog box launcher. Point at style to change, click arrow for style and click Modify, or

• on Home tab, in Styles group, click More for Quick Styles gallery and click Apply Styles. In Apply Styles window, display Style Name list and select name of style to modify, then click Modify

– Select and format text in document where style applied, then in Styles task pane, click arrow for style and click Update [Style Name] to Match Selection

Microsoft Office

Word 2013 Core


Organizing List Information

• Use bullets if no priority in list• Apply numbers to prioritize list• Create multilevel list to show progression of

topics to discuss:

Microsoft Office

Word 2013 Core



• Use pre-defined list styles inParagraph group of Home tab

• Variations of each style can be viewed and selected by clicking arrow at right of button

Bullets Multilevel List

Numbering

Microsoft Office

Word 2013 Core



• Word automatically applies style using last format selected

• To change format of bullet style, click arrow at right edge of Bullets to open library, then click format to use

• To stop using list style, turn it off by clicking button again, or press ENTER twice to exit list style

• To remove list style from item, select item and click Clear All Formatting

• Automatic list enables you to re-organize information in list

– When you move, cut or add items, Word adds appropriate bullet or number or renumbers list as required

Microsoft Office

Word 2013 Core



• Customizing the Lists

– Last bullet, numbering or multilevel list format applied is format applied

– When open another document, default bullet, numbering or multilevel format applied

– Can change default bullet, numbering or multilevel list format using options in Library

Microsoft Office

Word 2013 Core



• Can define new style for bullet or numbering– Use Define New Bullet, or Define New Number

Format

Microsoft Office

Word 2013 Core



• Click buttons or arrows to select other styles or create new styles for lists

• To choose different numbering option, click arrow for Number style option and click style

– Can further customize by changing font attributes or character that follows number style

• Default style for any list option is List Paragraph style with multiple line spacing of 1.08

– To adjust formatting attributes for lists, need to modify List Paragraph style

Microsoft Office

Word 2013 Core



• Creating a Multilevel List

– Useful when list items not headings, but want to prioritize topics

– Can be applied to existing text or as you type

– To apply multilevel list style, on Home tab, in Paragraph group, click Multilevel List

– To choose different numbering format, click format in list library

Microsoft Office

Word 2013 Core



– Tabs must be used with text to denote different levels

– Can press TAB to demote text or SHIFT+TAB to promote text, or click Increase Indent or Decrease Indent

– Change level by clicking in that item and then, on Home tab, in Paragraph group, click Multilevel List, click Change List Level, and click level to apply

Microsoft Office

Word 2013 Core



– To customize level in list style, on Home tab, in Paragraph group, click arrow for Multilevel List and click Define New Multilevel List

– Click appropriate level in Click level to modify list to adjust settings for that level

Microsoft Office

Word 2013 Core


Using WordArt

• Choose variety of patterns and styles, select a font and size, type text up to 200 characters and insert text

• Can edit using Drawing Tools ribbon

– Can select preset shapes, create unusual alignments, rotate text and change character spacing

– Can also enhance WordArt drawing object

• To add WordArt, click Insert tab, and in Text group, click WordArt

– Click style to use

– When WordArt object inserted and Drawing Tools ribbon appears

Microsoft Office

Word 2013 Core


Using WordArt

• Styles gallery in Drawing Tools ribbon contains same styles as WordArt palette

– Three buttons at right of gallery letyou change fill color, change textcolor or line style, and add specialeffects to text

• Click Format Text Effects Text Box dialog box launcher to open Format shape pane

– Provides options for formatting shape and text WordArt object

Microsoft Office

Word 2013 Core


Using WordArt

• Click icon and then click arrows to expand or collapse options

Microsoft Office

Word 2013 Core


Using WordArt

• Shape options include:

Microsoft Office

Word 2013 Core


Lesson Summary

• apply common formatting attributes

• adjust text alignment

• change line and paragraph spacing

• indent paragraphs

• understand what a tab stop is and different types of tab stops

• set tab stops on the ruler or in the Tabs dialog box

• clear one or all tabs

• use the Format Painter

• modify and apply styles to characters or paragraphs

• create bulleted or numbered lists

• create multiple-level numbered lists

• customize list styles

• convert text to WordArt

Microsoft Office

Word 2013 Core


Review Questions

1. What does formatting characters refer to?

2. What does paragraph formatting refer to?

3. When or why would you want to change the paragraph spacing?

4. Explain the different indent types and when or how you might use each.

5. Explain what a tab stop is and why you should use tab stops for aligning text.

6. What is the difference between a character style and a paragraph style?

Microsoft Office

Word 2013 Core


Review Questions

7. When might you want to double-click the Format Painter command instead of clicking it once?

8. What would be an advantage of adding a new style to the Quick Styles gallery?

9. Why would you apply numbering to a list of items instead of using bullets?

10. Why would you set up a multilevel list?

11. Explain the purpose of the Promote or Demote features when using a multilevel list.

12. Why might you want to convert text to WordArt?

microsoft office word 2013 core microsoft office word 2013 core courseware # 3250 lesson 3:...

Documents

formatting text

core formatting paragraphs

desired formatting option

core microsoft office

selected text

common formatting attributes

paragraph group

text alignment