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Formatting ‘Word’
Documents

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Formatting ‘M/S Word’ Documents
Use M/S Word as basis
Basic Formatting
Formatting long documents
NOTE: Make this an interactive session

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1. Use Microsoft Word as basis:
Microsoft Word software
In common use
Text acts same as other applications
We’re NOT trying to learn Word

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2. Basic Formatting:
‘Normal’ style
Choosing a default font
Page Layout
Text justification
Emphasizing text

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2. Basic Formatting: (cont.)
Choosing a “Style”
‘Normal’ style (default)
Don’t do anything to use ‘Normal’
‘Normal’ uses your default font
No fancy treatment of Headings
No automatic indentations at beginning of paragraph

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2. Basic Formatting: (cont.)
Choosing a default font (Times New Roman)
Very broad range to choose from
Ease of reading
Clear / uncluttered
Alternative(s) can be used at any time

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2. Basic Formatting: (cont.)
How to choose your default font:
Click on ‘Format’
Choose font
Choose font style (‘Regular’)
Choose font size
NOTE: This is now your default for all new documents

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2. Basic Formatting: (cont.)
Basic Page Layout
Access ‘Page Setup’ from ‘File’ menu
Portrait vs. Landscape
Set top, bottom, left, right margins
Set paper size, source, layout

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2. Basic Formatting: (cont.)
Paragraph (first line) indentation?
Paragraph line spacing?
Line & page breaks
Do you want a ‘Theme’?

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2. Basic Formatting: (cont.)
Identify whether or not the format is to apply to the whole document
Identify type / size of paper to be used
Identify positions of Headers / Footers
Define rules for vertical alignment

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2. Basic Formatting: (cont.)
Determine whether or not you want borders
Define any ‘shading’ to be used
Do you want coloured text?

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Formatting Long Documents:
It’s important to plan in advance what you want the final version of your document to look like. Think about font, alignment, paragraph indentations, headings format & position, whether or not you want footers, page numbering, etc. In other words, determine the overall style of your document.

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Formatting Long Documents: (cont.)
Review available Styles and choose most appropriate
Start with a font that’s easy to read
Start with left alignment
Start with double spacing

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Formatting Long Documents: (cont.)
It’s a good idea to show (hidden) format markers. (These markers will never print in the actual document, but can help with formatting.)

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Formatting Long Documents: (cont.)
Remember that the style you identify before starting to produce your work will apply to the whole document, unless you choose to change while writing.

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Formatting Long Documents: (cont.)
Page Numbering is usually quite simple – i.e. start at number 1 and progress throughout the document. However, sometimes you may want to re-start the numbering within the document. This involves creating multiple ‘Sections’.

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Formatting Long Documents: (cont.)
The best way to learn how sectionalisation works is to refer to the following web sites:

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Formatting Long Documents: (cont.)
describes the different types of Sections and how they work.
shows how to re-start numbering in the footer area of your document.