Formatting Documents Lesson 2 Microsoft Word

Apply Paragraph and Character styles Formatting has to do with the appearance of a document. In Word entire paragraph or paragraphs, and individual characters or group of characters, such as words or letters can by formatted. Word has predetermined styles to choose from. To select one of these styles select the text and apply the format To remove formatting use the Clear Formatting Predetermined styles can be found in the style list Style list Styles and formatting icon– found near the style list – opens the style list on the task pane Format painter: copies formatting from a selected text to another

Modify Paragraph Formats Paragraph symbol Aligns left – aligns flush with the left margin Center align – aligns horizontally between left and right margins Align right – aligns flush with the right margin Justify – aligns all lines flush with both left and right margins Line Spacing –options for changing the vertical lines in the paragraph Paragraph spacing is measured in points measuring 1/72 inch Decrease Indent – moves indented paragraph to the left Increase Indent – moves paragraph right to the next tap stop

Modify Paragraph Formats Paragraph dialog box Alignment can be found under General section on the Paragraph dialog box Indenting paragraph can be found in the paragraph dialog box Spacing before and after a paragraph and be changed here as well as line spacing

Modify Paragraph Formats Borders and shading can be applied to paragraphs or group of paragraphs –Border a line around –Shading a gray or colored background behind paragraph –To open toolbar go to view – toolbars – tables and border

Modify Paragraph Formats Tables and Borders toolbar To create border click the drop down arrow beside Borders icon To select a shading color click on the drop down arrow on the shading icon

Set Tabs in a Document Tab can be set by selecting the type of tab on the Tab box and then clicking on the horizontal ruler –There are five tab stops Tab box on the left side of Word Left Tab Center Tab Right Tab Decimal Tab Bar tab mark

Apply Bullets, Numbering, and Outline Numbering to Lists Bullets and Numbering dialog box is found under the Format Menu Different bullets that can be found in the Bullets and Numbering dialog box A bulleted list is used when the order of items is not significant

Apply Bullets, Numbering, and Outline Numbering to Lists Numbered list – Used when order list is significant.

Apply Bullets, Numbering, and Outline Numbering to Lists Outline numbered – is a multi-level hierarchy A different character is used to show each level

Apply Character Formats Formatting is important to create professional- looking document and making it easier to read consistency is important (uniformly formatted) Font dialog box

Apply Character Formats Font – There are built-in fonts to use such as Times, Helvetica, and Tahoma Standard font sizes for body text are 10 to 12 points Font sizes for most headings are 14 to 18 points Different font colors are available The common font styles are bold, italic, and underline.

Apply Character Formats Font dialog box Font text effects – animations

Create and Modify a Header and Footer Header appears at the top of the page Footer appears at the bottom of the page Both repeat information on all pages of the document The header/footer toolbar provides tools for inserting various kinds of information such as date, time, and has the option for omitting the header and footer from the document’s first page

Create and Modify a Header and Footer Header/Footer can be found under the View Menu

Insert a Page Break and Page Number Word automatically inserts a page break at the end of each page Word allows manual page break at any point Page numbers should be inserted in a document that is more than 2 or 3 pages in length. Page Break and Page numbers are on the Insert Menu

Insert a Page Break and Page Number Commands found under the Insert Menu Page Break dialog box Page Numbers dialog box