1. Lesson 3: Formatting Text and Paragraphs

2. Lesson Objectives apply common formatting attributes
adjust text alignment
change line and paragraph spacing
indent paragraphs
understand what a tab stop is and different types of tab stops
set tab stops on the ruler or in the Tabs dialog box
clear one or all tabs
use the Format Painter
modify and apply styles to characters or paragraphs
create bulleted or numbered lists
create multiple-level numbered lists
customize list styles
convert text to WordArt
Pg 57
Briefly introduce which topics will be covered in this lesson so students are aware of the new skills they will learn. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.
© CCI Learning Solutions Inc.

3. Formatting Characters
Changes appearance of characters on screen and in print
On Home tab, in Font group, click formatting button, or
use formatting options in Font dialog box, or
press keyboard shortcut for formatting option to use, or
right-click text in document, and click Font, or
click appropriate option on Mini toolbar
Font
Describes typeface or appearance of characters.
Font Size
Height of characters; as characters get taller, they grow proportionally wider.
Character Formatting
Special stylized variations applied to plain characters to stand out from other text.
Effects
Stylizations you can add to text.
Pg 57-58
Objective 2.2.1, 2.2.6, 2.2.8
© CCI Learning Solutions Inc.

4. Formatting Characters
Most features turn on or off by clicking button
Active feature appears in different color
Arrow buttons contain more options in drop-down list
Mini toolbar also contains features to affect position of paragraph
Can apply formatting options as you type or apply
Must select text before applying formatting option
Can apply as many formatting options as required
To remove all formatting options from selected text, on Home tab, in Font group, click Clear Formatting
Pg 58
Objective 2.2.1, 2.2.6, 2.2.8
© CCI Learning Solutions Inc.

5. Formatting Characters
Using the Font Dialog Box
Access formatting options not in Font group or Mini toolbar, or to apply several options at same time
To access Font dialog box:
On Home tab, in Font group, click Font dialog box launcher, or
press CTRL+D, or
right-click selected text and click Font
Pg 59
Objective 2.2.1
© CCI Learning Solutions Inc.

6. Formatting Characters
Click Text Effects to view more options for each effect, or
Click Text Effects and Typography button in Font group of Home tab
Pg 59
Objective 2.2.1
© CCI Learning Solutions Inc.

7. Formatting Paragraphs
Apply format that changes position of paragraph
Can be applied as you type or after
To format paragraphs:
On Home tab, in Paragraph group, click formatting button, or
use formatting options in Paragraph dialog box, or
press keyboard shortcut for desired formatting option, or
right-click paragraph and click Paragraph, or
on Mini toolbar, click option
To remove all formatting from selected paragraph, click Home tab and, in Font group, click Clear Formatting
Pg 61
© CCI Learning Solutions Inc.

8. Aligning Text
Refers to position of text relative to page, margin, or paragraph of text
Default alignment for document is left align
If changing alignment of existing text, make sure cursor positioned in paragraph, and choose desired alignment to format entire paragraph
Align Left
Aligns to left margin with ragged right edges.
Center
Aligns between left and right margins.
Align Right
Aligns to right margin with ragged left edges.
Justify
Aligns so left and right edges of text flush with both margins, except for last line of paragraph.
Pg 61-62
© CCI Learning Solutions Inc.

9. Aligning Text
On Home tab, in Paragraph group, click Paragraph Settings dialog box launcher. Ensure viewing Indents and Spacing tab. Click arrow for Alignment and then click required alignment, or
on Home tab, in Paragraph group, click alignment button, or
press keyboard shortcut for appropriate alignment, or:
Align Left CTRL+L
Center CTRL+E
Align Right CTRL+R
Justify CTRL+J
right-click paragraph, click Paragraph, in Indents and Spacing tab, click arrow for Alignment and click appropriate alignment
Align Center Align Justify
  Left Right
Pg 62
© CCI Learning Solutions Inc.

10. Changing the Spacing Setting the Line Spacing
Amount of white space between lines of typed text, measured from baseline of one line of text to baseline of next line of text
Automatically adjusts according to size of characters being used
Can specify line spacing in terms of lines or points
Line setting options include Single, 1.5 and Double
Point size includes At Least, Exactly and Multiple
Pg 62
Objective 2.2.4, 2.2.5
© CCI Learning Solutions Inc.

11. Changing the Spacing
On Home tab, in Paragraph group, click Line and Paragraph Spacing, or
on Home tab, in Paragraph group, click Paragraph Settings dialog box launcher. In Indents and Spacing tab, click arrow for Line spacing to choose desired line spacing, or
press shortcut key, or
Single Ctrl+1
One and a Half Ctrl+5
Double Ctrl+2
right-click paragraph, click Paragraph, click arrow for Line spacing and click desired line spacing
Pg 63
Objective 2.2.4, 2.2.5
© CCI Learning Solutions Inc.

12. Changing the Spacing Setting Paragraph Spacing
Amount of space between paragraphs
Default set at 10pt for every paragraph
To set or change paragraph spacing:
On Home tab, in Paragraph group, click Paragraph Settings dialog box launcher. In Spacing area, click incremental buttons or type measurement, or
on Page Layout tab, in Paragraph group, click incremental buttons or type measurement, or
right-click paragraph, click Paragraph and in Spacing area, specify spacing for Before, After, or both options
Pg 63
Objective 2.2.4, 2.2.5
© CCI Learning Solutions Inc.

13. Indenting Paragraphs First Line Indent
Left Indent
Hanging Indent with Left Indent
First Line Indent
Hanging Indent with Left & Right Indent
Pg 65
Objective 2.2.7
© CCI Learning Solutions Inc.

14. Indenting Paragraphs Left Indent
Entire paragraph indented from left margin.
Right Indent
Entire paragraph indented from right margin. When combined with left indent, often used with quotations.
First Line Indent
Only first line of paragraph indents from left margin, similar to pressing TAB but applies this indent measurement automatically for the first line of every following paragraph.
Hanging Indent
Indents from left margin, leaving first line “hanging” at left margin. This type of indent is commonly used for bullets or numbered paragraphs, or for bibliographies.
Pg 65
Objective 2.2.7
© CCI Learning Solutions Inc.

15. Indenting Paragraphs Setting Indents on the Ruler
click Tab Selector until appropriate indent marker displays, then click ruler at required location
If not sure which indent marker, point at marker in Tab Selector and ScreenTip appears with name of indent marker as reference
Tab First Line Hanging
Selector Indent Indent
Left Indent Right Indent
Pg 65
Objective 2.2.7
© CCI Learning Solutions Inc.

16. Indenting Paragraphs
Tab Selector enables you to click continuously through options which starts with left align tab character and ends with hanging indent marker
Use vertical line as guide to position indent
Pg 66
Objective 2.2.7
© CCI Learning Solutions Inc.

17. Indenting Paragraphs Using the Paragraph Group
To set very precise paragraph indents:
On Page Layout tab, in Paragraph group, set indent measurement from Left or Right margin, or
on Home tab, in Paragraph group, click Paragraph Settings dialog box launcher
Pg 64
Objective 2.2.7
Left
Indents text from left margin.
Right
Indents text from right margin.
Special
Displays list to set First Line Indent, or Hanging Indent. By becomes available to set required size of indents.
Mirror indents
Adjusts left and right indents appropriately for odd and even pages.
© CCI Learning Solutions Inc.

18. Indenting Paragraphs Adjusting the Indents
Drag markers within ruler, or change settings in Paragraph dialog box
To move or adjust indent marker:
drag indent marker to indent paragraph at desired measurement, or
press ALT as you drag indent marker to set precise indent measurements
On Home tab, in Paragraph group, click Increase Indent or Decrease Indent to quickly increase or decrease amount of indent from left margin by 0.5" (1.3 cm)
Pg 64
Objective 2.2.7
© CCI Learning Solutions Inc.

19. Setting Tab Stops Align text at specific points
Two methods of setting tabs: using Tab Selector, or using Tabs dialog box
Ruler fastest way of setting and adjusting tabs
Tabs dialog box for more precise tab positions or leaders
Tab stops can be set before typing or applied to existing text
Press TAB to move cursor from one column to next
Every time you press Tab, Word inserts tab code
Use  Show/Hide ¶ to see where tabs inserted
Pg 67
© CCI Learning Solutions Inc.

20. Setting Tab Stops Using the Ruler
Can see where tab placed relative to text
ScreenTips identify different tab stop markers
Point mouse cursor over tab marker
Left Tab
Default; characters begin at left and move right.
Center Tab
Text centers over tab position.
Right Tab
Characters begin at right and move left.
Bar Tab
Draws vertical line in each line at tab stop.
Decimal Tab
Align at decimal point.
Pg 67
© CCI Learning Solutions Inc.

21. Setting Tab Stops Click Tab Selector box for desired tab type
Click on ruler where to position tab stop
To adjust position of tab stop, click tab marker and drag to new position
To delete existing tab stop, click tab marker and drag off ruler
Pg 68
© CCI Learning Solutions Inc.

22. Setting Tab Stops Using the Tabs Dialog Box
Displays list of all tab positions currently set
Can add new tabs or remove individual tab stops
Can set precise measurements or other options for tabs
To display Tabs dialog box, double-click any tab marker on ruler, or click Tabs in Paragraph dialog box
Pg 67
© CCI Learning Solutions Inc.

23. Setting Tab Stops Tab stop position
Enter measurement of new tab. Click Set to display tab stop.
Default tab stops
Displays interval amount cursor moves when you press TAB. Default is 0.5 “ (1.3cm) each time you press TAB.
Tab stops to be cleared
Click tab stop to remove and then click Clear.
Alignment
Click Set to apply alignment for tab stop.
Leader
Select character to precede text from one column to next.
Set
Click after entering new measurement or changing existing measurement for tab stop.
Clear
Click to remove selected tab stop.
Clear All
Click to clear all tab stops and reset to default settings.
Pg 67
© CCI Learning Solutions Inc.

24. Using the Format Painter
When active, cursor shows as
To apply formatting features from one piece of text to one other piece of text, select text with formatting features
On Home tab, in Clipboard group, click Format Painter. Move to next piece of text, and then select text
To apply formatting features from one piece of text to multiple pieces of text, select text with formatting features
On Home tab, in Clipboard group, double-click Format Painter. Click each piece of text to apply formatting features
To turn Format Painter off:
On the Home tab, in Clipboard group, click Format Painter, or
press ESC, or
click another command
Pg 72
© CCI Learning Solutions Inc.

25. Formatting with Styles
Use to enhance appearance of selected text quickly and easily
Automatically updates text with changes made to styles
Can automatically create styles with certain types of formatting and text placement
Two most commonly-used types of styles:
Paragraph
Affects appearance and position of entire paragraph; do not need to select whole paragraph before applying style.
Character
Affects selected block of text, and can include any formatting attributes in Font dialog box; can only include character level formatting.
Pg 73-74
Objective 2.2.9
© CCI Learning Solutions Inc.

26. Formatting with Styles
Linked style composed of paragraph and character formatting attributes
Supports table styles and list styles
Paragraph style can change appearance of text with character style
Several built-in styles available
Normal contains default character and paragraph formatting for all new documents
Styles task pane contains collection of built-in styles
Styles created for template can be available to new documents
Can create paragraph styles from existing paragraph, or use Styles task pane to specify formatting
Can create character styles only by using Styles task pane
Pg 74
Objective 2.2.9
© CCI Learning Solutions Inc.

27. Formatting with Styles
Using Quick Styles
When text selected, point to thumbnail to display live preview of how selected text will appear if style applied
Can also be accessed from Mini toolbar using
Pg 74
Objective 2.2.9
© CCI Learning Solutions Inc.

28. Formatting with Styles
Create a Style
Creates and saves formatting preferences as a style and adds to Quick Styles gallery.
Clear Formatting
Remove all formatting from selected text; does not remove actual style, but resets selection back to Normal style.
Apply Styles
Displays window to select from list of styles to apply; can also press CTRL+SHIFT+S to display window.
Pg 75
Objective 2.2.9
© CCI Learning Solutions Inc.

29. Formatting with Styles
Using the Styles Pane
Styles
Displays list of built-in styles for every new document.
Show Preview
Displays each style name formatted according to attributes of style.
Disable Linked Styles
Select for linked styles to behave like paragraph styles.
New Style
Create a new style.
Style Inspector
Display dialog box to review attributes for this style to customize or manage it.
Manage Styles
Set default options for Styles pane; can also edit styles as needed.
Options
Controls behavior or appearance of Styles pane.
Pg 76
Objective 2.2.9
© CCI Learning Solutions Inc.

30. Formatting with Styles
Creating Styles
Can use up to 253 characters for name, except \ ; {}
Case sensitive
Must be unique
To create style, on Home tab, in Styles group, click Styles dialog box launcher. Then click New Style to open Create New Style from Formatting dialog box
Pg 76-77
Objective 2.2.9
© CCI Learning Solutions Inc.

31. Formatting with Styles
Name
Enter name for new style.
Style type
Choose type of style to create.
Style based on
Choose which style to use or copy its formatting attributes as base for this new style.
Style for following paragraph
Choose which style Word automatically applies to paragraph following one formatted with this style.
Formatting
Select which of most common formatting options you want to include in style.
Add to the Styles gallery
Choose whether to include new style in Quick Styles list instead of accessing it from Styles pane.
Pg 77
Objective 2.2
© CCI Learning Solutions Inc.

32. Formatting with Styles
Automatically update
Choose to have Word automatically update style whenever you add manual formatting to paragraph or selection to which style has been applied.
Only in this document
Select if style to be available for current document only.
New documents based on this template
Choose if style to be available to all documents; unless chosen otherwise, default template is Normal.
Format
Click to access additional formatting attributes.
Pg 77
Objective 2.2
© CCI Learning Solutions Inc.

33. Formatting with Styles
Once you define the style, you can apply it to any text in the document (before or after you type the text). The text will contain all the formatting you specified for the style.
Use one of the following methods to apply a style to selected text:
In the Styles pane, click the style you want to apply, or
display the Apply Styles window, click the arrow for the list of styles and then click the style to apply, or
if the new style was set to appear in the Quick Styles list, on the Home tab, in the Styles group, click the style from the Quick Styles gallery.
Pg 77-78
Objective 2.2
© CCI Learning Solutions Inc.

34. Formatting with Styles
Modifying Styles
To modify style:
On Home tab, in Styles group, click Styles dialog box launcher. Point at style to change, click arrow for style and click Modify, or
on Home tab, in Styles group, click More for Quick Styles gallery and click Apply Styles. In Apply Styles window, display Style Name list and select name of style to modify, then click Modify
Select and format text in document where style applied, then in Styles task pane, click arrow for style and click Update [Style Name] to Match Selection
Pg 78
Objective
© CCI Learning Solutions Inc.

35. Organizing List Information
Use bullets if no priority in list
Apply numbers to prioritize list
Create multilevel list to show progression of topics to discuss:
Pg 81
Objective 3.3.1
© CCI Learning Solutions Inc.

36. Organizing List Information
Use pre-defined list styles in Paragraph group of Home tab
Variations of each style can be viewed and selected by clicking arrow at right of button
Bullets Multilevel List
Numbering
Pg 81
Objective 3.3.1
© CCI Learning Solutions Inc.

37. Organizing List Information
Word automatically applies style using last format selected
To change format of bullet style, click arrow at right edge of Bullets to open library, then click format to use
To stop using list style, turn it off by clicking button again, or press ENTER twice to exit list style
To remove list style from item, select item and click Clear All Formatting
Automatic list enables you to re-organize information in list
When you move, cut or add items, Word adds appropriate bullet or number or renumbers list as required
Pg 81-82
Objective 3.3.2, 3.3.2
© CCI Learning Solutions Inc.

38. Organizing List Information
Customizing the Lists
Last bullet, numbering or multilevel list format applied is format applied
When open another document, default bullet, numbering or multilevel format applied
Can change default bullet, numbering or multilevel list format using options in Library
Pg 82
Objective 3.3.2, 3.3.2
© CCI Learning Solutions Inc.

39. Organizing List Information
Can define new style for bullet or numbering
Use Define New Bullet, or Define New Number Format
Pg 82
Objective 3.3
© CCI Learning Solutions Inc.

40. Organizing List Information
Click buttons or arrows to select other styles or create new styles for lists
To choose different numbering option, click arrow for Number style option and click style
Can further customize by changing font attributes or character that follows number style
Default style for any list option is List Paragraph style with multiple line spacing of 1.08
To adjust formatting attributes for lists, need to modify List Paragraph style
Pg 83
Objective 3.3
© CCI Learning Solutions Inc.

41. Organizing List Information
Creating a Multilevel List
Useful when list items not headings, but want to prioritize topics
Can be applied to existing text or as you type
To apply multilevel list style, on Home tab, in Paragraph group, click Multilevel List
To choose different numbering format, click format in list library
Pg 83
Objective 3.3
© CCI Learning Solutions Inc.

42. Organizing List Information
Tabs must be used with text to denote different levels
Can press TAB to demote text or SHIFT+TAB to promote text, or click Increase Indent or Decrease Indent
Change level by clicking in that item and then, on Home tab, in Paragraph group, click Multilevel List, click Change List Level, and click level to apply
Pg 83-84
Objective 3.3
© CCI Learning Solutions Inc.

43. Organizing List Information
To customize level in list style, on Home tab, in Paragraph group, click arrow for Multilevel List and click Define New Multilevel List
Click appropriate level in Click level to modify list to adjust settings for that level
Pg 84
Objective 3.3.1
© CCI Learning Solutions Inc.

44. Using WordArt
Choose variety of patterns and styles, select a font and size, type text up to 200 characters and insert text
Can edit using Drawing Tools ribbon
Can select preset shapes, create unusual alignments, rotate text and change character spacing
Can also enhance WordArt drawing object
To add WordArt, click Insert tab, and in Text group, click WordArt
Click style to use
When WordArt object inserted and Drawing Tools ribbon appears
Pg 87
Objective
© CCI Learning Solutions Inc.

45. Using WordArt
Styles gallery in Drawing Tools ribbon contains same styles as WordArt palette
Three buttons at right of gallery let you change fill color, change text color or line style, and add special effects to text
Click Format Text Effects Text Box dialog box launcher to open Format shape pane
Provides options for formatting shape and text WordArt object
Pg 88
Objective
© CCI Learning Solutions Inc.

46. Using WordArt
Click icon and then click arrows to expand or collapse options
Pg 88
Objective
© CCI Learning Solutions Inc.

47. Using WordArt Shape options include: Pg 89 Objective 2.2.10
© CCI Learning Solutions Inc.

48. Lesson Summary apply common formatting attributes
adjust text alignment
change line and paragraph spacing
indent paragraphs
understand what a tab stop is and different types of tab stops
set tab stops on the ruler or in the Tabs dialog box
clear one or all tabs
use the Format Painter
modify and apply styles to characters or paragraphs
create bulleted or numbered lists
create multiple-level numbered lists
customize list styles
convert text to WordArt
Briefly review what topics were covered in this lesson so students are aware of the new skills they learned. Remind students also that all the information is available in the book as a reference.
© CCI Learning Solutions Inc.

49. Review Questions
1. What does formatting characters refer to? 2. What does paragraph formatting refer to? 3. When or why would you want to change the paragraph spacing? 4. Explain the different indent types and when or how you might use each. 5. Explain what a tab stop is and why you should use tab stops for aligning text. 6. What is the difference between a character style and a paragraph style?
Pg 90
As time permits, go through the questions with students, or choose to assign these for groups or homework review.
For further reinforcement of skills through practice exercises and additional review options, please go to the microsite at 2013.ccilearning.com.
© CCI Learning Solutions Inc.

50. Review Questions
7. When might you want to double-click the Format Painter command instead of clicking it once? 8. What would be an advantage of adding a new style to the Quick Styles gallery? 9. Why would you apply numbering to a list of items instead of using bullets? 10. Why would you set up a multilevel list? 11. Explain the purpose of the Promote or Demote features when using a multilevel list. 12. Why might you want to convert text to WordArt?
Pg 90
As time permits, go through the questions with students, or choose to assign these for groups or homework review.
For further reinforcement of skills through practice exercises and additional review options, please go to the microsite at 2013.ccilearning.com.
© CCI Learning Solutions Inc.