1. Benchmark Series Microsoft Word 2016 Level 1
Word 2016 Levels 1 and 2
Chapter 3 Customizing Paragraphs

2. Benchmark Series Microsoft Word 2016 Level 1
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 apply numbering and bulleted formatting to text, how to apply borders and shading to paragraphs of text, how to sort paragraphs of text, and how to manipulate tabs on the horizontal 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 Paragraphs

3. Contents: Customizing Paragraphs
Benchmark Series Microsoft Word 2016 Level 1
Contents: Customizing Paragraphs
Apply Numbering and Bullets
Delete Selected Text
Cut and Paste Text
Apply Paragraph Borders
Move Text by Dragging with the Mouse
Apply Paragraph Shading
Sort Text in Paragraphs
Use the Paste Options Button
Set and Modify Tabs
Copy and Paste Text
CHECKPOINT 1
Use the Clipboard Task Pane
CHECKPOINT 2
Summary
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Chapter 3 Customizing Paragraphs

4. Apply Numbering and Bullets
Benchmark Series Microsoft Word 2016 Level 1
Apply Numbering and Bullets
Word indents the number 0.25 inch from the left margin.
Word hang-indents the text in the paragraph 0.5 inch from the left margin.
When the AutoFormat feature inserts numbering and indents text, the AutoCorrect Options button displays.
Click the AutoCorrect Options 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.
Chapter 3 Customizing Paragraphs

5. Apply Numbering and Bullets (continued)
Benchmark Series Microsoft Word 2016 Level 1
Apply Numbering and Bullets (continued)
To type numbered paragraphs:
Type 1.
Press spacebar.
Type text.
Press Enter. 1
Type 1. and press the spacebar and Word indents the number 0.25 inch from the left margin and hang-indents the text in the paragraph 0.5 inch from the left margin. Additionally, when the Enter key is pressed to end the first item, 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 two times or click the Numbering button in the Paragraph group on the Home tab.
Press the Enter key two times between numbered paragraphs and the automatic numbering 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. To insert a line break without inserting a bullet or number, press Shift + Enter.
Chapter 3 Customizing Paragraphs

6. Apply Numbering and Bullets (continued)
Benchmark Series Microsoft Word 2016 Level 1
Apply Numbering and Bullets (continued)
To turn off automatic numbering:
Click File tab.
Click Options.
Click Proofing.
Click AutoCorrect Options button.
Click AutoFormat As You Type tab.
Click Automatic numbered lists check box to remove check mark.
Click OK. 6
Automatic numbering is turned on by default. Turn off automatic numbering at the AutoCorrect dialog box with the AutoFormat As You Type tab selected, as shown in the image in this slide.
Chapter 3 Customizing Paragraphs

7. Apply Numbering and Bullets (continued)
Benchmark Series Microsoft Word 2016 Level 1
Apply Numbering and Bullets (continued)
To create a numbered list:
Select text.
Click Numbering button. 2
Numbering formatting can be turned on or applied to existing text with the Numbering button in the Paragraph group on the Home tab. Click the Numbering button to turn on numbering, type text, and click the button again to turn off numbering, or select existing text and click the Numbering button to apply numbering formatting.
Chapter 3 Customizing Paragraphs

8. Apply Numbering and Bullets (continued)
Benchmark Series Microsoft Word 2016 Level 1
Apply Numbering and Bullets (continued)
To type bulleted list:
Type *, >, or - symbol.
Press spacebar.
Type text.
Press Enter. 1
In addition to automatically numbering paragraphs, Word’s AutoFormat feature creates bulleted lists. A bulleted list with a hanging indent is automatically created when a paragraph begins with the symbol *, >, or -. Type one of the symbols and press the spacebar and the AutoFormat feature inserts a bullet 0.25 inch from the left margin and indents the text following the bullet another 0.25 inch. Change the indent of bulleted text by pressing the Tab key to demote text or pressing Shift + Tab to promote text. Word uses different bullets for demoted text.
Chapter 3 Customizing Paragraphs

9. Apply Numbering and Bullets (continued)
Benchmark Series Microsoft Word 2016 Level 1
Apply Numbering and Bullets (continued)
To create bulleted list:
Select text.
Click Bullets button. 2
Bulleted formatting can be turned on or applied to existing text with the Bullets button in the Paragraph group on the Home tab. Click the Bullets button to turn on bulleting, type text, and click the button again to turn off bulleting. Or, select existing text and click the Bullets button to apply bulleted formatting. The automatic bulleting feature can be turned off at the AutoCorrect dialog box with the AutoFormat As You Type tab selected.
Chapter 3 Customizing Paragraphs

10. Apply Paragraph Borders
Benchmark Series Microsoft Word 2016 Level 1
Apply Paragraph Borders
A border can be applied to the invisible frame around the paragraph.
Apply a border to specific sides of the paragraph frame or to all sides.
The border expands and contracts as text is inserted or deleted from the paragraph.
Insert a border around the active paragraph or around selected paragraphs.
To call attention to or to highlight specific text in a paragraph, consider adding emphasis to the text by applying paragraph borders and/or shading.
Chapter 3 Customizing Paragraphs

11. ApplyParagraph Borders (continued)
Benchmark Series Microsoft Word 2016 Level 1
ApplyParagraph Borders (continued)
To apply borders with Borders button:
Select text.
Click Borders button arrow.
Click border option. 2
One method for inserting a border is to use options from the Borders button in the Paragraph group. 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 click the option.
Chapter 3 Customizing Paragraphs

12. Apply Paragraph Borders (continued)
Benchmark Series Microsoft Word 2016 Level 1
Apply Paragraph Borders (continued)
To apply borders at the Borders and Shading dialog box:
Select text.
Click Borders button arrow.
Click Borders and Shading option.
Choose options.
Click OK.
To further customize paragraph borders, use options at the Borders and Shading dialog box shown in the image in this slide.
At the Borders and Shading dialog box, specify the border setting, style, color, and width. 5
Chapter 3 Customizing Paragraphs

13. Apply Paragraph Shading
Benchmark Series Microsoft Word 2016 Level 1
Apply Paragraph Shading
To apply shading:
Select text.
Click Shading button. 2
Paragraph shading colors display in themes in the drop-down gallery. Use one of the theme colors or click one of the standard colors 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 a color or click the Custom tab and specify a custom color.
Chapter 3 Customizing Paragraphs

14. Apply Paragraph Shading (continued)
Benchmark Series Microsoft Word 2016 Level 1
Apply Paragraph Shading (continued)
To apply shading at the Borders and Shading dialog box:
Click Borders button arrow.
Click Borders and Shading option.
Click Shading tab.
Choose options.
Click OK. 3
Paragraph shading can also be applied to paragraphs in a document using options at the Borders and Shading dialog box with the Shading tab selected.
Use options in the dialog box to specify a fill color, choose a pattern style, and specify a color for the dots that make up the pattern.
Chapter 3 Customizing Paragraphs

15. Sort Text in Paragraphs
Benchmark Series Microsoft Word 2016 Level 1
Sort Text in Paragraphs
Text arranged in paragraphs can be sorted alphabetically by the first character of each paragraph.
The first character can be a number, symbol, or letter.
Type paragraphs to be sorted at the left margin or indented at a tab.
Unless specific paragraphs are selected for sorting, Word sorts the entire document.
Chapter 3 Customizing Paragraphs

16. Sort Text in Paragraphs (continued)
Benchmark Series Microsoft Word 2016 Level 1
Sort Text in Paragraphs (continued)
To sort paragraphs of text:
Click Sort button.
Make changes at Sort Text dialog box.
Click OK.
To sort text in paragraphs, open the document. If the document contains text that should not be included in the sort, select the specific paragraphs to be sorted.
The Type option at the Sort Text dialog box will display Text, Number, or Date depending on the text selected. Word attempts to determine the data type and chooses one of the three options. 3
Chapter 3 Customizing Paragraphs

17. Benchmark Series Microsoft Word 2016 Level 1
Set and Modify Tabs
A Word document includes a variety of default settings, such as margins and line spacing.
By default, tabs are set every 0.5 inch on the horizontal ruler.
In some situations, these default tabs are appropriate; in others, custom tabs may be needed.
When a tab is set on the horizontal ruler, any default tabs to the left are automatically deleted by Word.
Two methods are available for setting tabs: set tabs on the horizontal ruler or at the Tabs dialog box.
Chapter 3 Customizing Paragraphs

18. Set and Modify Tabs (continued)
Benchmark Series Microsoft Word 2016 Level 1
Set and Modify Tabs (continued)
To set tabs on the horizontal ruler:
Click Alignment button above vertical ruler.
Click location on horizontal ruler. 1 2
Use the horizontal ruler to set, move, and delete tabs. If the ruler is not visible, click the View tab and click the Ruler check box in the Show group to insert a check mark.
Use the Alignment button above the vertical ruler to specify types of tabs. Each time the Alignment button is clicked, a different tab or paragraph symbol displays. If the tab symbol on the Alignment button is changed, the symbol remains in place until it is changed again or Word is closed. If Word is closed and reopened, the Alignment button displays with the left tab symbol.
Chapter 3 Customizing Paragraphs

19. Set and Modify Tabs (continued)
Benchmark Series Microsoft Word 2016 Level 1
Set and Modify Tabs (continued)
Alignment Button Symbol
Type of Tab
left
center
right
decimal
bar
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.
The table in this slide shows the tab symbols and what type of tab each symbol will set.
Chapter 3 Customizing Paragraphs

20. Set and Modify Tabs (continued)
Benchmark Series Microsoft Word 2016 Level 1
Set and Modify Tabs (continued)
To set a tab at a specific measurement on the horizontal ruler:
Hold down Alt key.
Position arrow pointer.
Click and hold down the left mouse button. 2
This displays two measurements in the white portion of the horizontal ruler. The first measurement is the location of the arrow pointer on the ruler in relation to the left margin. The second measurement is the distance from the arrow pointer to the right margin. With the left mouse button held down, position the tab symbol at the desired location and release the mouse button followed by the Alt key.
Chapter 3 Customizing Paragraphs

21. Set and Modify Tabs (continued)
Benchmark Series Microsoft Word 2016 Level 1
Set and Modify Tabs (continued)
To move a tab:
Position arrow pointer on tab symbol.
Click and hold down left mouse button.
Drag symbol to new location on ruler.
Release mouse button. 3
After a tab has been set on the horizontal ruler, it can be moved to a new location.
To delete a tab from the ruler, position the arrow pointer on the tab symbol to be deleted, click and hold down the left mouse button, drag down into the document, and release the mouse button.
When typing text in columns, press the Enter key or press Shift + Enter to end each line. If the Enter key is used to end each line, all lines of text in columns will need to be selected to make changes. To make changes to columns of text with line breaks inserted using Shift + Enter, the insertion point needs to be positioned only in one location in the columns of text.
Chapter 3 Customizing Paragraphs

22. Set and Modify Tabs (continued)
Benchmark Series Microsoft Word 2016 Level 1
Set and Modify Tabs (continued)
To set tabs at Tabs dialog box:
Click Paragraph group dialog box launcher.
Click Tabs button.
Set tab positions, alignments, and leader options.
Click OK.
Use the Tabs dialog box, shown in this slide, to set tabs at specific measurements, set tabs with preceding leaders, and clear one tab or all tabs.
To clear an individual tab at the Tabs dialog box, specify the tab position and click the Clear button. To clear all tabs, click the Clear All button. A left, right, center, decimal, or bar tab can be set at the Tabs dialog box. A left, right, center, or decimal tab can be set with preceding leaders.
To change the type of tab at the Tabs dialog box, display the dialog box and click the desired tab in the Alignment section. Type the measurement for the tab in the Tab stop position text box and click the Set button. 3
Chapter 3 Customizing Paragraphs

23. Set and Modify Tabs (continued)
Benchmark Series Microsoft Word 2016 Level 1
Set and Modify Tabs (continued)
Four types of tabs (left, right, center, and decimal) can be set with leaders.
leaders
Leaders are useful in a table of contents or other material where the reader’s eyes should be directed across the page.
The image in this slide shows an example of leaders. Leaders can be periods, hyphens, or underlines. To add leaders to a tab, click the type of leader in the Leader section of the Tabs dialog box.
Chapter 3 Customizing Paragraphs

24. Benchmark Series Microsoft Word 2016 Level 1
CHECKPOINT 1
Benchmark Series Microsoft Word 2016 Level 1
Word automatically indents a number or a bullet at this measurement.
0.15”
0.25”
0.5”
1.0”
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
By default, tabs are set every inch on the horizontal ruler.
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 Paragraphs

25. Benchmark Series Microsoft Word 2016 Level 1
Delete Selected Text
Specific text may need to be deleted, moved to a different location, or copied.
To delete a single character, use either the Delete key or the Backspace key.
To delete more than a single character, select the text and press the Delete key on the keyboard or click the Cut button in the Clipboard group.
Word offers several different methods for deleting text from a document.
If the Delete key is used to delete selected text, the text is deleted permanently. (Deleted text can be restored with the Undo button on the Quick Access Toolbar.)
Using the Cut button in the Clipboard group will remove the selected text from the document and insert it in the Clipboard, which 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 Paragraphs

26. Benchmark Series Microsoft Word 2016 Level 1
Cut and Paste Text
To move text:
Select text.
Click Cut button.
Position insertion point.
Click Paste button. 2
Selected text can also be moved using the shortcut menu. To do this, select the text and position the insertion point inside the selected text until it turns into an arrow pointer. Click the right mouse button and click Cut at the shortcut menu. Position the insertion point where the text is to be inserted, click the right mouse button, and 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 paste text.
When selected text is cut from a document and inserted in the Clipboard, it stays in the Clipboard until other text is inserted there. For this reason, text can be pasted from the Clipboard more than once.
Chapter 3 Customizing Paragraphs

27. Move Text by Dragging with the Mouse
Benchmark Series Microsoft Word 2016 Level 1
Move Text by Dragging with the Mouse
To move text with the mouse:
Select text.
Position mouse pointer in selected text.
Click and hold down left mouse button and drag to new location.
Release left mouse button. 3
The mouse can be used to move text. If the selected text is inserted in the wrong location, click the Undo button immediately.
Chapter 3 Customizing Paragraphs

28. Use the Paste Options Button
Benchmark Series Microsoft Word 2016 Level 1
Use the Paste Options Button
When selected text is pasted, the Paste Options button displays in the lower right corner of the text.
Paste Options button
Click this button (or press the Ctrl key on the keyboard) and the Paste Options gallery displays, as shown in this slide. Use buttons in this gallery to specify how the text is pasted in the document. 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. This can be changed to match the formatting of the pasted text with the formatting of where the text is pasted or to paste only the text without retaining formatting. To determine the function of any button in the Paste Options gallery, hover the mouse over the button and a ScreenTip displays with an explanation of the 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 Keep Source Formatting (K). Click this button or press K on the keyboard and the pasted text keeps its original formatting.
Chapter 3 Customizing Paragraphs

29. Benchmark Series Microsoft Word 2016 Level 1
Copy and Paste Text
To copy text:
Select text.
Click Copy button.
Position insertion point.
Click Paste button. 1
Copying selected text can be useful in documents that contain repeated information. Use copy and paste to insert duplicate portions of text in a document instead of retyping them. Copy selected text to a different location using the Copy and Paste buttons in the Clipboard group on the Home tab, the mouse, or the keyboard shortcuts, Ctrl + C and Ctrl + V.
Chapter 3 Customizing Paragraphs

30. Copy and Paste Text (continued)
Benchmark Series Microsoft Word 2016 Level 1
Copy and Paste Text (continued)
To use the mouse to copy text:
Select text.
Position mouse pointer in selected text.
Click and hold down left mouse button and Ctrl key and drag to location.
Release left mouse button and release the Ctrl key.
To use the mouse to copy text, select the text and position the I-beam pointer inside the selected text until it becomes an arrow pointer. Click and hold down the left mouse button and also press and hold down the Ctrl key. Drag the arrow pointer (which 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 release the Ctrl key. 3
Chapter 3 Customizing Paragraphs

31. Use the Clipboard Task Pane
Benchmark Series Microsoft Word 2016 Level 1
Use the Clipboard Task Pane
Use the Clipboard task pane to collect and paste multiple items.
Up to 24 different items can be collected and pasted in various locations.
Clipboard task pane
The Clipboard task pane displays at the left side of the screen.
Chapter 3 Customizing Paragraphs

32. Use the Clipboard Task Pane (continued)
Benchmark Series Microsoft Word 2016 Level 1
Use the Clipboard Task Pane (continued)
To use the Clipboard:
Click Clipboard task pane launcher.
Select and copy text.
Position insertion point.
Click option in Clipboard task pane. 1
Select the text or object to be copied and click the Copy button in the Clipboard group. Continue selecting text or items and clicking the Copy button. To insert an item from the Clipboard task pane into the document, position the insertion point in the desired location and 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 task pane 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 the items are inserted, click the Clear All button to remove any remaining items.
Chapter 3 Customizing Paragraphs

33. Benchmark Series Microsoft Word 2016 Level 1
CHECKPOINT 2
Benchmark Series Microsoft Word 2016 Level 1
The Cut button removes the selected text from the document and inserts it here.
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 and inserts it here.
Trash Bin
Clipboard
Recycle Bin
Dialog Box
You can collect up to this many different items in the Clipboard. 24 36 48 72
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 Paragraphs

34. Summary: Customizing Paragraphs
Benchmark Series Microsoft Word 2016 Level 1
Summary: Customizing Paragraphs
Apply numbering and bulleting formatting to text
Apply paragraph 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
Use the Paste Options button to specify how text is pasted in a document
Use the Clipboard task pane to copy and paste text within and between documents
In this chapter you have learned how to apply numbering and bulleted formatting to text, how to apply borders and shading to paragraphs of text, how to sort paragraphs of text, and how to manipulate tabs on the horizontal 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 Paragraphs