1. Microsoft Word basics Formatting
Comp100
Word Basic Series
Instructor: Türker Cambazoğlu

3. Inst: This slide was used in Lecture one – makes a useful reminder of the elements of a window when referring to these locations within the current lecture

4. Outline: 2.1 Formatting Text 2.2 Formatting Paragraphs
2.3 Controlling Text Flow
2.4 Controlling Page Appearance

5. 2.1 Formatting Text
Change font, font size, styles, effects, color and highlighting
Copy formats
Clear formatting (Edit menu -> Clear -> Formats)
Find and Replace Text

6. Appling Character Formats
Enhance documents by applying various character formats to text.
Microsoft Word supports several types of text formatting. The first is character formatting.
You can apply and remove character formats by using either the Formatting toolbar or the Font dialog box.
NOTE: MANY OF THE FORMATTING OPTIONS WE ARE LOOING AT WILL BE FOUND UNDER THE MENU OPTION “FORMAT”

7. Using the Formatting Toolbar:
Using the Formatting Toolbar for quick formatting - Bold, Italic, Underline button or drop down menus for Font Type and Size.
These buttons are toggles. Click them once to apply the formatting, click them again to remove the formatting. First select the text you wish to format then use the tool bar or format font dialog box.
Inst: Note the different ways formatting can be accessed, toolbar or dialog box – use this image to point out the different locations/drop down menus etc. on the toolbar for the task. Font size, type, bold, italic and underline can be accessed here (toolbar) and Dialog box
Note: If you can’t remember what the icons on the toolbar mean – simply hold your move over it until a yellow box pops up and tells you what it is used for
Toolbar options

8. Using the Formatting Dialog Boxes:
First lets look at the formatting Font dialog box.
Note: all dialog boxes are similar.
Inst: Explain the FORMAT button is used to access the full formatting dialog boxes for most of the formatting options available to a user – can use “Font” as the example – see next slide

9. Don’t forget to click on each tab to see more options
Don’t forget to click on each tab to see more options!! See following slides
Font Dialog box – all formatting options can be found inside these dialog boxes…many will not be found on your toolbar by default.
This is your preview window – it will reflect the formatting changes you are making to your selected text!
Inst: describe the different options for formatting that can be accessed here and how they are not accessible if using only the toolbar. Point out the preview window and how it shows how the selected text will be effected with the chosen options. Point out the font size, type, bold etc.. Things that are also on toolbar
Can repeat that all formatting features in where will have a complete dialog box like the above, i.e., paragraph, borders, columns, etc.

10. Inst: Explain the second tab in the font formatting dialog box “Character Spacing” – can also open word and show live example.

11. Inst: Explain the third tab in the font dialog box “Text Effects” – open word show example

12. Copy Existing Formatting:
Existing formatting can be copied and applied to another paragraph or character in your document by using the “Format Painter” from the toolbar.
You may need to use your toolbar option to find the Paint Brush.
Inst: Open word and show quick example of how Paint Brush works.
Note: have a “dummy file” available for all the examples during the lecture
Note: Select text before clicking on the Paint Brush button.

13. Highlighting:
Used sparingly Highlighting can draw attention to import areas of your document
Accessed from the Toolbar
NOTE: this is not the same as using shading!
Highlight form toolbar

14. Find and Replace
Use Microsoft Word to find and replace text, formatting, paragraph marks, page breaks, and other items.
You can extend your search by using wildcards and codes.

15. Find and Replace On the Edit menu, click Find.
In the Find what box, enter the text that you want to search for.
Select any other options that you want.
To select all instances of a specific word or phrase at once, select the Highlight all items found in check box, and then select which portion of the document you want to search in by clicking in the Highlight all items found in list.
Click Find Next or Find All.
To cancel a search in progress, press ESC.

16. You can automatically replace text — for example, you can replace “Acme” with “Apex”
On the Edit menu, click Replace.
In the Find what box, enter the text that you want to search for.
In the Replace with box, enter the replacement text.
Select any other options that you want.
Click Find Next, Replace, or Replace All.
Inst: elaborate or explain in your own words the benefits of Find & Replace

17. 2.2 Formatting Paragraphs
Alignment, indenting, spacing
Borders and shading
Styles

18. Alignments, Indents and Spacing with Paragraphs:
Changing Alignment, Indent and Spacing of a paragraph can be accessed from Toolbar or Dialog box
NOTE: Another formatting feature accessed two ways (same as formatting fonts):
Via Toolbar
Menu Bar -> Format -> Paragraph

19. Alignment:
To position the text horizontally between the left and right side of the page.
Microsoft Word offers you four options for aligning text between the left and right sides of the page.

21. Indents:
Indents are used to align blocks of text by creating left and right boundaries for selected paragraphs-without changing the margins for the entire document.

22. Spacing:
Writing assignments sometimes require that you use “double spacing” – spacing has more options referred to as Line Spacing.
Microsoft Word offers many options for controlling the vertical space between lines of text.

23. Using the Toolbar: Alignment Line Spacing Indents
Inst: Point out Alignment, spacing and indent buttons on toolbar - open word show quick example
Alignment
Line Spacing
Indents

24. Using the Format>Paragraph Dialog Box:
Remember the extra tabs…when needed
Inst: Using the Dialog box for paragraph formatting – explain each:
General
Indentation
Spacing
And Preview window
Show example in word
REMIND Students: MUST always select the text to be formatted

25. Using Borders and Shading:
To draw attention to paragraphs within a document, you can add borders and shading.
Borders are decorative lines around text or objects.
Shading is a percentage of color that Word can add to the background of document text, paragraphs, or table data.
To add either borders or shading, choose Format-> Borders and Shading and set the options you want in the Borders and Shading dialog box.
Inst: show on Menu Bar

26. Borders & Shading Dialog Box:
Using the preview window can make formatting easier!
Inst: Explain each pane:
Setting
Style (pointing out scroll option and drop down menus)
Preview: also used to apply and remove borders to/from the paragraph
Options: for the spacing of text with in the border
Shading tab in next slide
Show quick example in word file

27. Page Border tab is almost identical to Borders tab – except for the Art option

29. Formatting Styles
A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance.
When you apply a style, you apply a whole group of formats in one simple task.
For example, instead of taking three separate steps to format your title as 16 pt, Arial, and center-aligned, you can achieve the same result in one step by applying the Title style.

30. Formatting Styles The types of styles you can create and apply:
A paragraph style controls all aspects of a paragraph's appearance, such as text alignment, tab stops, line spacing, and borders, and can include character formatting.
A character style affects selected text within a paragraph, such as the font and size of text, and bold and italic formats.
A table style provides a consistent look to borders, shading, alignment and fonts in tables.

31. Formatting Styles The types of styles you can create and apply:
A list style applies similar alignment, numbering or bullet characters, and fonts to lists.
You can create, view, and reapply styles from the Styles and Formatting task pane.
Direct formatting that you apply is also stored in this pane, so that you can quickly reapply it.

32. Accessing the Styles Formatting
Quickly access Styles from the Toolbar, or from the Menu bar under Format to gain access to the dialog box

33. When accessing the Style and Formatting form the Menu option Formatting > Styles pane opens to the left – listing existing styles and allowing you to create a custom style by choosing “New Style”

34. Choosing New Style opens the dialog box allowing you to select all the formatting features

35. This formatting style was created and named “I created this Style”
Remember: “Styles” is very useful when you are applying many formatting features to the Text and the Paragraph!!
Created Styles remain on the list allowing you to access them in the future. Note the two Styles used and applied to the existing document.

36. 2.3 Controlling Text Flow
Insert section breaks
Insert columns

37. Working with Sections:
Sections allow you to format small segments within a document without affecting the rest of it.
A section is a portion of a document that can have unique page formatting options that are separate from the surrounding document. A section can be as small as a single paragraph. Each section can be individually formatted.
To create a new section, you'll need to use a section break. Documents can have as many section breaks as you want.
Too many sections can be difficult to manage.

38. To create a new section,
Place the insertion point where you want the new section to end.
Choose from the Menu bar: Insert - > Break -> Section.
From the Section Breaks area, select the type of break you want to insert.
Click OK.

39. Working with Columns:
Use columns for any project that may require more than one column, such as brochures, newsletters, reports, and, of course, newspapers.
To format text into newspaper columns:
Select the text you want you want formatted with newspaper columns.
Click the Columns button on the Standard toolbar to select the desired number of columns.
-OR-
Place the insertion point in the page or section that you want to affect.
Choose the Format->Columns command to display the Columns dialog box and select the number of columns you want from the Presets area.
Click OK.
Inst: Show example and point out the button on the toolbar

40. EXAMPLE: Two Columns applied, starting with the fourth paragraph.

41. 2.4 Controlling Page Appearance
Page orientation
Margins
Paper size
Print preview
Headers/footers
Fields in a document
Page breaks
Page borders
Printing options

42. Page Setup: Orientation Margins Paper size
when formatting a document is to specify the text's orientation. In Word, you can select one of two printing orientations.
Margins
Adjusting left, right, top and bottom margins of a document
Paper size
Choosing A4 or Legal size paper has an important impact on you document and formatting.
Adjust your page setting through the menu option File -> Page Setup -> (choose correct tab, Margins, Paper, Layout)

43. Remember!! Your tabs are important in locating specific page setup options!!!
Inst: Can explain each tab and point out all the options under each tab – show quick example in word

44. Using Print Preview Print Preview
Shows you, before you print a document, how the document will look when you print it.
This can be especially helpful when you are adjusting margins, wrapping text around pictures and objects, modifying columns and tables, and applying other formatting techniques.

45. Inst: Explain the print preview window and how to access
Inst: Explain the print preview window and how to access. Explain the benefits including adjusting the margins of the document in the print preview screen.
USE FOR BOTH EXPLANATIONS OF “PAGE ORENTATION” AND “PRINT PREVIEW”

46. Working with Headers and Footers:
A header is the text in the top margin of a page and a footer is the text in a page's bottom margin. They're primarily used in documents that will be printed.
Items that may be included in a header of footer:
Date
File name
Time
Page number
Author
Custom

47. Header: aligned left inside the top margin of the document
Footer: including File Name, Pg number, and Date, seen in the inside bottom margin of the document.

48. Working with Headers and Footers:
Access Header/Footer options through Menu bar, View ->Header and Footer. (automatically launches the required toolbar and allows you to type in the margin area)
Inst: Show example using word. Explain/show how the header and footer is identical for each page of the document. User needs to create section breaks to have different headers/footers with in a document (discussed earlier in the lecture

49. Fields in a document
Fields are used as placeholders for data that might change in a document and for creating form letters and labels in mail-merge documents.
Microsoft Word inserts fields when you use particular commands, such as the Date and Time command on the Insert menu.
You can also manually insert your own fields by using the Field command on the Insert menu.

50. Fields in a document You might insert a field if you want to:
Display information about a document such as the author's name, the file size, or the number of pages. To do so, use the AUTHOR, FILESIZE, NUMPAGES, or DOCPROPERTY field.
Add, subtract, or perform other calculations. To do so, use the = (Formula) field.
Work with documents in a mail merge. For example, insert ASK and FILLIN fields to display a prompt as Word merges each data record with the main document.

51. Fields in a document
In this example we will see how fields are used in Headers and Footers
Later you See fields used in Table of Contents, Form Letters, Mail Merge and Templates!

54. This example shows fields in the footer area of a document
Author Name, Page number and Date are all in field codes
These fields can automatically/manually update and be modified by right clicking on the field (shaded grey area)

55. Working with Headers and Footers
Different or same headers and footers option

56. Page Breaks: What is a page break?
When there's too much text to fit on a single page, Word automatically applies pagination-the process of separating pages-by inserting automatic, or soft, page breaks.

57. Page Breaks: To insert a page break manually:
Place the insertion point immediately to the left of the first character that you want to push onto the new page.
Choose Insert-> Break to open the Break dialog box.
You can also insert a break by placing the insertion point where you want the page to break and pressing Ctrl-Enter

58. Preventing Text From Separating Across Page Breaks
Certain types of text should not separate between pages
Widow -> the last line of a paragraph
Orphan -> the first line of a paragraph
How to control text from separating across page breaks?
Format -> Paragraph -> Line and Page Breaks tab

59. Preventing Text From Separating Across Page Breaks

60. Printing a Document:
Inst: can discuss the Lab computers are already set to a designated printer – although students should have an understanding that print options are available. Briefly explain above dialog box.
Ppt Prepared by: Kyuret