© 2008 The McGraw-Hill Companies, Inc. All rights reserved. WORD 2007 M I C R O S O F T ® THE PROFESSIONAL APPROACH S E R I E S Lesson 5 Formatting Paragraphs

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 2 Objectives Align paragraphs. Change line spacing. Change paragraph spacing. Set paragraph indents. Apply borders and shading. Repeat and copy paragraph formats. Create bulleted and numbered lists. Insert symbols and special characters.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 3 Paragraphs Unique block of information. Paragraphs are always followed by a paragraph mark. Formatting for a paragraph is stored in the paragraph mark. Each time you press [Enter], paragraph formatting is copied to the new paragraph.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 4 Paragraph Alignment Paragraph alignment determines how the edges of a paragraph appear horizontally. The default paragraph alignment is left align. There are four ways to align text in a paragraph: –Left –Right –Center –Justify

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 5 Alignment Options

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 6 Change Paragraph Alignment Use alignment buttons on the Ribbon. Use keyboard shortcuts: [Ctrl]+[L] [Ctrl]+[R] [Ctrl]+[J] [Ctrl]+[E] Open the Paragraph dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 7 Click and Type Insert text or graphics in a blank area of document. Position the insertion point without pressing [Enter] repeatedly.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 8 Click and Type

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 9 Line Spacing Line space is the amount of vertical space between lines of text in a paragraph. Line space is typically based on the height of the characters.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 10 Apply Line Spacing Use the Line Spacing button. Use keyboard shortcuts. [Ctrl]+[1] [Ctrl]+[2] [Ctrl]+[3] Open the Paragraph dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 11 Paragraph Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 12 Examples of Line Spacing Single 1.5 Lines Double At Least Exactly

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 13 Paragraph Spacing Amount of space above or below a paragraph. Eliminates the need to press [Enter] multiple times to increase the space between paragraphs. Paragraph spacing is measured in points. There are 72 points in one inch. Default paragraph spacing is 0 points Before and 10 points After.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 14 Change Paragraph Spacing Open the Paragraph dialog box to change settings. –Click the Paragraph Dialog Box Launcher. –Right-click to display the shortcut menu.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 15 Paragraph Indents An indent increases the distance between the sides of a paragraph and the two side margins. Indented paragraphs appear to have different margin settings. There are six types of indents. Negative indent Left indent Right indent Left and right indent First-line indent Hanging indent

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 16 Types of Indents

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 17 Use the Increase Indent and Decrease Indent buttons on the Ribbon. Use keyboard shortcuts. [Ctrl]+[M] [Ctrl]+[T] Open the Paragraph dialog box. Use the ruler to drag the indent markers. Apply Paragraph Indents

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 18 Special Indentation

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 19 Indent Markers on the Ruler

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 20 Document with Indented Text

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 21 Borders and Shading Borders add visual interest to a document. Apply borders to selected text, paragraphs, or the entire page. Borders can appear in a variety of line styles and colors. Shading fills the background behind the selected text or paragraph. Shading can appear as a shade of gray, as a pattern, or as a color.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 22 Borders and Shading Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 23 Add Borders to Paragraphs Select the paragraph. Click the Home tab, and locate the Paragraph group. Click the down-arrow beside the Borders button. Click an option in the Borders menu or click the Borders and Shading option to open the Borders and Shading dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 24 Border Options

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 25 Add Borders to Text Select the text, but do not include a paragraph mark. Click the Home tab, and locate the Paragraph group. Click the down arrow beside the Borders button. Click an option in the Borders menu or click the Borders and Shading option to open the Borders and Shading dialog box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 26 Apply Borders to Text

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 27 Add Borders to a Page Click to position the insertion point on the page. Do not drag to select text for a page border. Click the Home tab, and locate the Paragraph group. Click the down-arrow beside the Borders button. Click an option in the Borders menu or click the Borders and Shading option to open the Borders and Shading dialog box. Verify the setting in the Apply to box.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 28 Border Formatting

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 29 Add a Horizontal Line Click to position the insertion point. Open the Borders and Shading dialog box. Click the Horizontal Line button at the bottom of the dialog box. Click a line style and click OK.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 30 Horizontal Line Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 31 Apply Shading Select the paragraph or text. Click the Home tab, and locate the Paragraph group. Click the down-arrow beside the Shading button. Click a color in the Theme Colors palette or a color from the Standard Colors palette OR Open the Borders and Shading dialog box, and click the Shading tab. Click the drop-down arrow for Fill to display the Theme Colors and Standard Colors palette. Click the drop-down arrow for Style to select a gray shading percentage or a pattern

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 32 Shading Options

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 33 Apply Borders Automatically Key three consecutive hyphens and press [Enter] to apply a thin bottom border. Key three consecutive underscores and press [Enter] to apply a thick bottom border. Key three consecutive equal signs and press [Enter] to apply a double-line bottom border.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 34 Repeat Paragraph Format Use the repeat feature immediately after applying the paragraph format to repeat. Press [F4] or press [Ctrl]+[Y] to repeat paragraph format. If you apply multiply formats using the Paragraph dialog box, the Repeat command applies all formatting. If you apply several paragraph formats using the Ribbon, the Repeat command applies only the last format.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 35 Copy Paragraph Format Select the text with the formatting to be copied. Click the Format Painter button on the Home tab, Clipboard group. –The mouse pointer changes to a paintbrush with an I-beam pointer. Select the text to be formatted. Note: Double-click the Format Painter button to copy formatting to more than one location.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 36 Create a Bulleted List Select the text to be formatted. Click the Bullets button on the Ribbon. –Word applies the bullet style that was most recently selected in the Bullets list. Word automatically formats the bulleted list with a 0.25-inch hanging indent.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 37 Bulleted List

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 38 Bullet Options

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 39 Create a Numbered List Select the text to be formatted. Click the Numbering button on the Ribbon, Home tab, Paragraph group. Word applies the numbering style that was most recently selected in the Numbering Library. Word automatically formats the numbered list with a 0.25-inch hanging indent.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 40 Change a Bulleted or Numbered List Convert bullets to numbers. Convert numbers to bullets. Add items in a bulleted or numbered list. Remove items in a bulleted or numbered list. Interrupt a bulleted or numbered list. Change alignment and spacing for a bulleted or numbered list. Turn off bullets or numbering for part of a list or the entire list. Set Numbering Value

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 41 Create Lists Automatically To create a numbered list, key a number, a period, closing parenthesis, or hyphen, a space or a tab, and text. Press [Enter]. To create a bulleted list, key an asterisk or hyphen, a space or a tab, and text. Press [Enter].

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 42 AutoFormatting Lists

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 43 Create a MultiLevel List Includes indented subparagraphs. List can include up to nine levels. Select an outline numbering style. Click the Increase Indent button or press [Tab] to demote text to the next level. Click the Decrease Indent button or press [Shift]+[Tab] to promote text to the next level.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 44 MultiLevel List Library

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 45 Insert Symbols Special characters that do not appear on the keyboard. Position the insertion point. Click the Insert tab on the Ribbon and locate the Symbols group. Click the arrow beside the Symbol button. Click More Symbols to open the Symbols dialog box. Click the Symbols tab. Select (normal text) in the Font drop-down list or other character font. Review the characters available, click Insert, click Close.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 46 Symbols Dialog Box

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 47 Insert Special Characters Special characters that do not appear on the keyboard. Position the insertion point. Click the Insert tab on the Ribbon and locate the Symbols group. Click the arrow beside the Symbol button. Click More Symbols to open the Symbols dialog box. Click the Special Characters tab. Click a character, click Insert, click Close.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 48 Lesson 5 Summary A paragraph is any amount of text followed by a paragraph mark Paragraph alignment determines how the edges of a paragraph appear horizontally. Paragraphs can be left- aligned, centered, right-aligned, or justified The Click and Type feature enables you to insert text in any blank area of a document Line space is the amount of vertical space between lines of text in a paragraph Paragraph space is the amount of space above or below a paragraph, and is set in points. 12 points equals one line of space for 12pt text

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 49 Lesson 5 Summary A left indent or right indent increases a paragraph’s distance from the margin. A first-line indent indents only the first line of a paragraph, while a hanging indent indents the second and subsequent lines of a paragraph Set indents using the horizontal ruler A border is a line or box added to selected text, a paragraph or a page. Shading fills in the background of selected text or paragraphs. Borders and shading can appear in a variety of styles and colors Word also provides special decorative horizontal lines that are available from the Borders and Shading dialog box The AutoFormat feature enables you to create a border automatically

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 50 Lesson 5 Summary Repeat paragraph formats by pressing F4 or Ctrl+Y. Copy paragraph formats by using the Format Painter command. Remove paragraph formats by pressing Ctrl+Q or choosing the Clear Formatting command Format a list of items as a bulleted or numbered list. In a bulleted list, each item is indented and preceded by a bullet or symbol. In a numbered list, each item is indented and preceded by a sequential number or letter Remove a bullet or number from an item in a list by clicking the Bullets or Numbering command in the Ribbon. Press Enter in the middle of the list to add another bulleted or numbered item. Press Enter twice in a list to turn off bullets or numbering. Change the bullet or numbering type by displaying the Bullet or Numbering Library

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 51 Lesson 5 Summary The AutoFormat feature enables you to create a bulleted or numbered list automatically Create a multilevel list by clicking the Multilevel List command. A multilevel list has indented subparagraphs. Insert symbols by clicking the Insert tab and clicking the Symbol command. Wingdings is an example of a font that contains all symbols Insert special characters by using the Special Characters tab in the Symbol dialog box Create symbols automatically as you type by keying AutoCorrect shortcuts