Benchmark Series Microsoft Word 2010 Level 1

Benchmark Series Microsoft Word 2010 Level 1
Chapter 3 Customizing Documents

Unit 1 Editing and Formatting Documents Chapter 3 Customizing Paragraphs As you learned in Chapter 2, Word contains a variety of options for formatting text in paragraphs. In this chapter you will learn how to insert numbers and bullets in a document, how to apply borders and shading to paragraphs of text in a document, how to sort paragraphs of text, and how to manipulate tabs on the Ruler and at the Tabs dialog box. Editing some documents might include selecting and then deleting, moving, or copying text. You can perform this type of editing with buttons in the Clipboard group on the HOME tab or with keyboard shortcuts. Chapter 3 Customizing Documents

Customizing Paragraphs
Benchmark Series Microsoft Word 2010 Level 1 Customizing Paragraphs Quick Links to Presentation Contents Apply Numbering and Bullets Insert Paragraph Borders and Shading Sort Text in Paragraphs Manipulate Tabs CHECKPOINT 1 Cut, Copy, and Paste Text Use the Clipboard CHECKPOINT 2 You can navigate through this presentation while in Slide Show view. Click on an underlined content item on this slide to advance directly to the related topic slide. To return to this slide, click the Contents button located in the bottom right corner of each slide. Alternatively, you can advance through the presentation one slide at a time by clicking the Next button, which appears as a right-pointing arrow in the bottom right corner of each slide. Go back a slide by clicking the Previous button, which appears as a left-pointing arrow in the bottom right corner of each slide. Chapter 3 Customizing Documents

Apply Numbering and Bullets
Benchmark Series Microsoft Word 2010 Level 1 Apply Numbering and Bullets If you type 1. and then press the spacebar, Word indents the number approximately 0.25 inch from the left margin and then hang indents the text in the paragraph approximately 0.5 inch from the left margin. Additionally, when you press Enter to end the first line, 2. is inserted 0.25 inch from the left margin at the beginning of the next paragraph. Continue typing items and Word inserts the next number in the list. To turn off numbering, press the Enter key twice or click the Numbering button in the Paragraph group. If you press the Enter key twice between numbered paragraphs, the automatic number is removed. To turn it back on, type the next number in the list (and the period) followed by a space. Word will automatically indent the number and hang indent the text. You can also remove paragraph formatting from a paragraph, including automatic numbering, with the keyboard shortcut, Ctrl + Q. Remove all formatting including character and paragraph formatting from selected text by clicking the Clear All Formatting button in the Font group. Chapter 3 Customizing Documents

Apply Numbering and Bullets - continued
Benchmark Series Microsoft Word 2010 Level 1 Apply Numbering and Bullets - continued When the AutoFormat feature inserts numbering and indents text, the AutoCorrect Options button displays. Click this button and a drop-down list displays with options for undoing and/or stopping the automatic numbering. An AutoCorrect Options button also displays when AutoFormat inserts automatic bulleting in a document. To insert a line break without inserting a bullet or number, you do not need to turn off the automatic numbering/bulleting and then turn it back on again. Instead, simply press Shift + Enter to insert the line break. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Apply Numbering and Bullets - continued To turn off automatic numbering: Click FILE tab. Click Options. Click Proofing option. Click AutoCorrect Options button. At AutoCorrect dialog box, click AutoFormat As You Type tab. Click Automatic numbered lists check box to remove check mark. Click OK twice. If you do not want automatic numbering in a document, turn off the feature at the AutoCorrect dialog box with the AutoFormat As You Type tab selected, as shown in this slide. To display this dialog box, click the FILE tab and then click Options. At the Word Options dialog box, click the Proofing option located in the left panel and then click the AutoCorrect Options button that displays in the AutoCorrect options section of the dialog box. At the AutoCorrect dialog box, click the AutoFormat As You Type tab and then click the Automatic numbered lists check box to remove the check mark. Click OK to close the AutoCorrect dialog box and then click OK to close the Word Options dialog box. Automatic numbered lists check box Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Apply Numbering and Bullets - continued To create a numbered paragraph: Select text. Click Numbering button. Numbering button You can also automate the creation of numbered paragraphs with the Numbering button in the Paragraph group on the HOME tab. To use this button, type the text (do not type the number) for each paragraph to be numbered, select the paragraphs to be numbered, and then click the Numbering button in the Paragraph group. You can insert or delete numbered paragraphs in a document. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Apply Numbering and Bullets - continued Bulleted lists with hanging indents are automatically created when a paragraph begins with the symbol *, >, or -. Type one of the symbols and then press the spacebar, and the AutoFormat feature inserts a bullet approximately 0.25 inch from the left margin and indents the text following the bullet another 0.25 inch. The type of bullet inserted depends on the type of character entered. For example, if you use the asterisk symbol, a round bullet is inserted. An arrow bullet is inserted if you type the greater than symbol. Like the numbering feature, you can turn off the automatic bulleting feature at the AutoCorrect dialog box with the AutoFormat As You Type tab selected. You can demote or promote bulleted text by pressing the Tab key to demote text or pressing Shift + Tab to promote bulleted text. Word uses different bullets for demoted text. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Apply Numbering and Bullets - continued To create bulleted paragraphs: Select text. Click Bullets button. Bullets button You can also create bulleted paragraphs with the Bullets button in the Paragraph group on the HOME tab. To create bulleted paragraphs using the Bullets button, type the text of the paragraphs (do not type the bullets), select the paragraphs, and then click the Bullets button in the Paragraph group. Chapter 3 Customizing Documents

Insert Paragraph Borders and Shading
Benchmark Series Microsoft Word 2010 Level 1 Insert Paragraph Borders and Shading To apply a border: Select text. Click Borders button. Borders button arrow When a border is added to a paragraph of text, the border expands and contracts as text is inserted or deleted from the paragraph. You can create a border around a single paragraph or a border around selected paragraphs. One method for creating a border is to use options from the Borders button in the Paragraph group. Click the Borders button arrow and a drop-down list displays. At the drop-down list, click the option that will insert the desired border. For example, to insert a border at the bottom of the paragraph, click the Bottom Border option. Clicking an option will add the border to the paragraph where the insertion point is located. To add a border to more than one paragraph, select the paragraphs first and then click the desired option. Chapter 3 Customizing Documents

Insert Paragraph Borders and Shading - continued
Benchmark Series Microsoft Word 2010 Level 1 Insert Paragraph Borders and Shading - continued To apply shading: Select text. Click Shading button. Shading button arrow With the Shading button in the Paragraph group you can add shading to text in a document. Select text you want to shade and then click the Shading button. This applies a background color behind the text. Click the Shading button arrow and a drop-down gallery displays. Paragraph shading colors display in themes in the drop-down gallery. Use one of the theme colors or click one of the standard colors that displays at the bottom of the gallery. Click the More Colors option and the Colors dialog box displays. At the Colors dialog box with the Standard tab selected, click the desired color or click the Custom tab and then specify a custom color. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Insert Paragraph Borders and Shading - continued To customize borders and shading: Click Borders button. Click Borders and Shading option. continues on next slide… To further customize paragraph borders and shading, use options at the Borders and Shading dialog box. Display this dialog box by clicking the Borders button arrow and then clicking Borders and Shading at the drop-down list. Borders and Shading option Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Insert Paragraph Borders and Shading - continued At Borders and Shading dialog box, select desired options in Borders tab and Shading tab. Click OK. Borders and Shading dialog box This slide continues from the previous slide and lists the steps to customize the borders and shading. At the Borders and Shading dialog box, click the Borders tab to specify the desired border, style, color, and width. Click the sides, top, or bottom of the preview area to insert or remove a border. Click the Shading tab and the dialog box displays with shading options. Chapter 3 Customizing Documents

Sort Text in Paragraphs
Benchmark Series Microsoft Word 2010 Level 1 Sort Text in Paragraphs To sort paragraphs of text: Click Sort button. Make any needed changes at Sort Text dialog box. Click OK. Sort Text dialog box To sort text in paragraphs, open the document. If the document contains text you do not want sorted, select the specific paragraphs you do want sorted. Click the Sort button in the Paragraph group and the Sort Text dialog box displays. At this dialog box, click OK. The Type option at the Sort Text dialog box will display Text, Number, or Date depending on the text selected. Word will attempt to determine the data type and choose one of the three options. For example, if you select numbers with a mathematical value, Word will assign them the Number type. However, if you select a numbered list, Word assigns them the Text type since the numbers do not represent mathematical values. You can sort text arranged in paragraphs alphabetically by the first character. The first character can be a number, symbol (such as $ or #), or letter. Type paragraphs you want to sort at the left margin or indented to a tab. Unless you select specific paragraphs for sorting, Word sorts the entire document. Chapter 3 Customizing Documents

Manipulate Tabs Tab Alignment Button Type of Tab Left tab Center tab Right tab Decimal tab Bar tab Use the horizontal ruler to set, move, and delete tabs. If the ruler is not visible, click the VIEW tab and then click the Ruler check box in the Show group. By default, tabs are set every 0.5 inch on the horizontal ruler. With a left tab, text aligns at the left edge of the tab. The other types of tabs that can be set on the horizontal ruler are center, right, decimal, and bar. Use the Alignment button that displays above the vertical ruler to specify tabs. Each time you click the Alignment button, a different tab or paragraph alignment symbol displays. This slide shows the tab alignment buttons and what type of tab each will set. Chapter 3 Customizing Documents

Manipulate Tabs - continued
Benchmark Series Microsoft Word 2010 Level 1 Manipulate Tabs - continued To set tabs on the horizontal ruler: Click Alignment button above vertical ruler. Click desired location on horizontal ruler. Alignment button To set a left tab on the horizontal ruler, make sure the left alignment symbol displays in the Alignment button. Position the arrow pointer just below the tick mark (the marks on the ruler) where you want the tab symbol to appear and then click the left mouse button. When you set a tab on the horizontal ruler, any default tabs to the left are automatically deleted by Word. Set a center, right, decimal, or bar tab on the horizontal ruler in a similar manner. Before setting a tab on the horizontal ruler, click the Alignment button that displays above the vertical ruler until the appropriate tab symbol displays and then set the tab. If you change the tab symbol in the Alignment button, the symbol remains until you change it again or you close Word. If you close and then reopen Word, the Alignment button displays with the left tab symbol. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Manipulate Tabs - continued To set a tab at a specific measurement on the horizontal ruler: Click Alignment button. Hold down Alt key. Position tab symbol at desired location on horizontal ruler. To set a tab at a specific measurement on the horizontal ruler, hold down the Alt key, position the arrow pointer at the desired position, and then hold down the left mouse button. This displays two measurements in the white portion in the horizontal ruler. The first measurement displays the location of the arrow pointer on the ruler in relation to the left margin. The second measurement is the distance from the location of the arrow pointer on the ruler to the right margin. With the left mouse button held down, position the tab symbol at the desired location and then release the mouse button and the Alt key. If you change tab settings and then create columns of text using the New Line command, Shift + Enter, the tab formatting is stored in the paragraph mark at the end of the columns. To make changes to the tab settings for text in the columns, position the insertion point anywhere within the columns (all of the text in the columns does not have to be selected) and then make the changes. measurements Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Manipulate Tabs - continued To move a tab: Position arrow pointer on tab symbol. Hold down left mouse button. Drag symbol to new location on ruler. Release mouse button. Drag the symbol to the new location on the horizontal ruler. After a tab has been set on the horizontal ruler, it can be moved to a new location. To move a tab, position the arrow pointer on the tab symbol on the ruler, hold down the left mouse button, drag the symbol to the new location on the ruler, and then release the mouse button. To delete a tab from the ruler, position the arrow pointer on the tab symbol you want deleted, hold down the left mouse button, drag the symbol down into the document, and then release the mouse button. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Manipulate Tabs - continued To set tabs at the Tabs dialog box: Click Paragraph group dialog box launcher. Click Tabs button. At Tabs dialog box, specify tab positions, alignments, and leader options. Click OK. Tabs dialog box Use the Tabs dialog box, shown in this slide, to set tabs at a specific measurement. You can also use the Tabs dialog box to set tabs with preceding leaders and clear one tab or all tabs. To display the Tabs dialog box, click the Paragraph group dialog box launcher. At the Paragraph dialog box, click the Tabs button located in the bottom left corner of the dialog box. At the Tabs dialog box, you can clear an individual tab or all tabs. To clear all tabs, click the Clear All button. To clear an individual tab, specify the tab position and then click the Clear button. At the Tabs dialog box, you can set a left, right, center, or decimal tab as well as a bar. You can also set a left, right, center, or decimal tab with preceding leaders. To change the type of tab at the Tabs dialog box, display the dialog box and then click the desired tab in the Alignment section. Type the desired measurement for the tab in the Tab stop position text box. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Manipulate Tabs - continued Four types of tabs (left, right, center, and decimal) can be set with leaders. Leaders are useful in a table of contents or other material where you want to direct the reader’s eyes across the page. Figure 3.8 shows an example of leaders. Leaders can be periods (.), hyphens (-), or underlines (_). To add leaders to a tab, click the type of leader desired in the Leader section of the Tabs dialog box. leaders Chapter 3 Customizing Documents

CHECKPOINT 1 Benchmark Series Microsoft Word 2010 Level 1 Word automatically indents a number or a bullet at this inch measurement. 0.15” 0.25” 0.5” 1.0” If you want to set a tab at a specific measurement on the horizontal ruler, hold down this key. F1 Ctrl Shift Alt Answer Answer Next Question Next Question Default left tabs are set every how many inches? 0.15” 0.25” 0.5” 1.0” These are useful in material where you want to direct the reader’s eyes across the page. leaders borders shading arrows In Slide Show view, click the Answer button after you believe that you know the correct answer to Question 1. The correct answer will be displayed. Click the Next Question button and Question 2 will appear. Repeat these steps for the remaining questions. When you have clicked the Answer button for Question 4, the Next Slide button will appear. Click this button to advance to the next slide. Answer Answer Next Question Next Slide Chapter 3 Customizing Documents

Cut, Copy, and Paste Text To delete a single character, you can use either the Delete key or the Backspace key. To delete more than a single character, select the text, and then press the Delete key on the keyboard or click the Cut button in the Clipboard group. The Cut button in the Clipboard group will remove the selected text from the document and insert it in Word’s Clipboard. Word offers different methods for deleting text from a document. If you press the Delete key, the text is deleted permanently. You can restore deleted text with the Undo button on the Quick Access toolbar. Word’s Clipboard is a temporary area of memory. The Clipboard holds text while it is being moved or copied to a new location in the document or to a different document. Chapter 3 Customizing Documents

Cut, Copy, and Paste Text - continued
Benchmark Series Microsoft Word 2010 Level 1 Cut, Copy, and Paste Text - continued To move text: Select text. Click Cut button. Move to desired location. Click Paste button. Cut button To move text to a different location in the document, select the text, click the Cut button in the Clipboard group, position the insertion point at the location where you want the text inserted, and then click the Paste button in the Clipboard group. You can also move selected text with a shortcut menu. To do this, select the text and then position the insertion point inside the selected text until it turns into an arrow pointer. Click the right mouse button and then click Cut at the shortcut menu. Position the insertion point where you want the text inserted, click the right mouse button, and then click Paste at the shortcut menu. Keyboard shortcuts are also available for cutting and pasting text. Use Ctrl + X to cut text and Ctrl + V to insert text. When selected text is cut from a document and inserted in the Clipboard, it stays in the Clipboard until other text is inserted in the Clipboard. For this reason, you can paste text from the Clipboard more than just once. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Cut, Copy, and Paste Text - continued To move text with the mouse: Select text. Position mouse pointer in selected text. Hold down left mouse button and drag to desired location. Release left mouse button. arrow pointer You can also use the mouse to move text. To do this, select text to be moved and then position the I-beam pointer inside the selected text until it turns into an arrow pointer. Hold down the left mouse button, drag the arrow pointer (displays with a gray box attached) to the location where you want the selected text inserted, and then release the button. If you drag and then drop selected text in the wrong location, immediately click the Undo button. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Cut, Copy, and Paste Text - continued When selected text is pasted, the Paste Options button displays in the lower right corner of the text. Click this button (or press the Ctrl key on the keyboard) and the Paste Options gallery displays, as shown below. Paste Options gallery Use options from this gallery to specify how you want information pasted in the document. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Cut, Copy, and Paste Text - continued Hover the mouse over a button in the gallery and the live preview displays the text in the document as it will appear when pasted. By default, pasted text retains the formatting of the selected text. You can choose to match the formatting of the pasted text with the formatting where the text is pasted or paste only the text without retaining formatting. To determine the function of a button in the Paste Options gallery, hover the mouse over a button and a ScreenTip displays with an explanation of the button function as well as the keyboard shortcut. For example, hover the mouse pointer over the first button from the left in the Paste Options gallery and the ScreenTip displays with the information Keep Source Formatting (K). Click this button or press K on the keyboard, and the pasted text keeps its original formatting. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Cut, Copy, and Paste Text - continued To copy text: Select text. Click Copy button. Move to desired location. Click Paste button. Copy button Copying selected text can be useful in documents that contain repeated information. You can use this function to insert duplicate portions of text in a document instead of retyping the text. After you have selected text, copy the text to a different location with the Copy and Paste buttons in the Clipboard group on the HOME tab or using the mouse. You can also use the keyboard shortcut, Ctrl + C, to copy text. Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1 Cut, Copy, and Paste Text - continued To use the mouse to copy text: Select text. Point to selected text. Hold down Ctrl key and left mouse button. Drag to desired location. Release mouse button and then Ctrl key. To use the mouse to copy text, select the text and then position the I-beam pointer inside the selected text until it becomes an arrow pointer. Hold down the left mouse button and hold down the Ctrl key. Drag the arrow pointer (displays with a small gray box and a box containing a plus symbol) and a black vertical bar moves with the pointer. Position the black bar in the desired location, release the mouse button, and then the Ctrl key. arrow pointer Chapter 3 Customizing Documents

Use the Clipboard To use the Clipboard: Click the Clipboard task pane launcher. continues on next slide… Use the Clipboard to collect and paste multiple items. You can collect up to 24 different items and then paste them in various locations. To display the Clipboard task pane, click the Clipboard task pane launcher located in the lower right corner of the Clipboard group. The Clipboard task pane displays at the left side of the screen in a manner similar to what you see in the next slide. Clipboard task pane launcher Chapter 3 Customizing Documents

Use the Clipboard - continued
Benchmark Series Microsoft Word 2010 Level 1 Use the Clipboard - continued Select and copy desired text. Move to desired location. Click the desired option in Clipboard task pane. This slide continues from the previous slide and lists the steps to use the Clipboard. Select text or an object you want to copy and then click the Copy button in the Clipboard group. Continue selecting text or items and clicking the Copy button. To insert an item, position the insertion point in the desired location and then click the option in the Clipboard task pane representing the item. Click the Paste All button to paste all of the items in the Clipboard into the document. If the copied item is text, the first 50 characters display in the list box on the Clipboard task pane. When all desired items are inserted, click the Clear All button to remove any remaining items. Clipboard task pane Chapter 3 Customizing Documents

CHECKPOINT 2 Benchmark Series Microsoft Word 2010 Level 1 The Cut button removes the selected text from the document and inserts it in this. Trash Bin Clipboard Recycle Bin Dialog Box Hold down this key when using the mouse to copy text. F1 Alt Shift Ctrl Answer Answer Next Question Next Question The Copy button makes a duplicate of the selected text from the document and inserts it in this. Trash Bin Clipboard Recycle Bin Dialog Box You can collect up to this many different items in the Clipboard. 24 36 48 72 Answer Answer Next Question Next Slide Chapter 3 Customizing Documents

Customizing Paragraphs
Benchmark Series Microsoft Word 2010 Level 1 Customizing Paragraphs Summary of Presentation Concepts Apply numbering and bulleting formatting to text Insert paragraph borders and shading Apply custom borders and shading Sort paragraph text Set, clear, and move tabs on the horizontal ruler and at the Tabs dialog box Cut, copy, and paste text in a document Copy and paste text between documents Chapter 3 Customizing Documents

Benchmark Series Microsoft Word 2010 Level 1

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