1. Chapter 10
Formatting a Document

2. What’s Inside and on the CD?
In this chapter, you will learn how to format text, using features such as:
Bold and italic text
Different fonts and font sizes
Paragraph alignment
Bulleted and numbered lists
Practical Computer Literacy, 2nd edition Chapter 10

3. How do I select different font, font sizes, and text colors?
You can use the commands on the Home tab to select different text attributes for:
Letters
Words
Sentences
Paragraphs
Font refers to design or typeface of each character
Limit number of fonts for professional look
Practical Computer Literacy, 2nd edition Chapter 10

4. How do I select different fonts, font sizes, and text colors?
Text attributes
Font
Font size
Normal font size 9 – 12 point
Range from 8 – 72 points
Larger font by typing in number larger than 72
Bold
Italic
Underline
Text color
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5. How do I select different fonts, font sizes, and text colors?
Selected text
Change, add, delete formatting options
When finished, click outside highlighted area to deselect it
Font effects include
Shadow
Outline
Emboss
Click Editing, Select, then Select All on the Home tab to apply any text attributes to entire document
Practical Computer Literacy, 2nd edition Chapter 10

6. How do I select different fonts, font sizes, and text colors?
Practical Computer Literacy, 2nd edition Chapter 10

7. How do I apply bold, italic, and underlining attributes?
Use commands in the Font group to apply text attributes
Bold
Italic
Underlining
Typically, you’ll apply attributes to text you’ve already typed, but you can apply attributes before typing new text
Command buttons both apply and remove attributes
Hyperlinks are automatically formatted with blue text and underlined
Practical Computer Literacy, 2nd edition Chapter 10

8. How do I apply bold, italic, and underlining attributes?
Practical Computer Literacy, 2nd edition Chapter 10

9. How do I use the Font dialog box?
Some text attributes are available only from Font dialog box, such as character spacing option
Font dialog box allows applying multiple formatting options to selected text
Use the Character Spacing tab to change the scale, spacing, vertical position, or kerning of selected text
The Preview area shows how your formatting affects the selected text
Practical Computer Literacy, 2nd edition Chapter 10

10. How do I use the Font dialog box?
Practical Computer Literacy, 2nd edition Chapter 10

11. How do I center and align text?
Left-aligned text
Positioned straight against left margin
Appears uneven on right margin
Centered text
Positioned between margins
Typically used for titles
Practical Computer Literacy, 2nd edition Chapter 10

12. How do I center and align text?
Justified text
Both left and right margins aligned
Typically used in formal documents
More professional look
Right-aligned text
Rarely used
Can be useful for headings in a paper, or return address in a letter
Practical Computer Literacy, 2nd edition Chapter 10

13. How do I center and align text?
Alignment options apply to entire paragraph
Click in paragraph to align, then click appropriate align button
You don’t have to select all the text
To center title
Press Enter key after title
Click anywhere in title
Click Center button
Practical Computer Literacy, 2nd edition Chapter 10

14. How do I center and align text?
Practical Computer Literacy, 2nd edition Chapter 10

15. Practical Computer Literacy, 2nd edition Chapter 10
How do I use styles?
Style consists of predefined formatting applied to selected text
Advantages of styles:
Consistency in formatting
Recognized by desktop publishing programs and Web authoring tools
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16. Practical Computer Literacy, 2nd edition Chapter 10
How do I use styles?
Create style
Styles Dialog Box Launcher
New Style
Remove style
Select text
Select Normal style
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17. Practical Computer Literacy, 2nd edition Chapter 10
How do I use styles?
Delete style
Styles Dialog Box Launcher
Right-click style to delete
Click Delete
Click Yes
Click Close
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18. Practical Computer Literacy, 2nd edition Chapter 10
How do I use styles?
Practical Computer Literacy, 2nd edition Chapter 10

19. How do I add numbering and bullets to a list?
Bullet is symbol placed before each item in list
Set off list without implying specific order
Numbered lists imply order to listed items
Bullets and numbering work same way:
Select items in list
Click Numbering button or Bullet button
Practical Computer Literacy, 2nd edition Chapter 10

20. How do I add numbering and bullets to a list?
If list has not been typed:
Click Bullet or Numbering button
Type list
At end of list, click button to discontinue
To remove numbering or bullets:
Select list
Click appropriate button
Practical Computer Literacy, 2nd edition Chapter 10

21. How do I add numbering and bullets to a list?
Word automatically renumbers list if you add, delete, or move items
If numbering is incorrect
Select list
Click numbering button twice
To change style
Right-click selected list
Highlight Bullets and Numbering
Select a format
Practical Computer Literacy, 2nd edition Chapter 10

22. How do I add numbering and bullets to a list?
Practical Computer Literacy, 2nd edition Chapter 10

23. How do I add numbering and bullets to a list?
A multilevel list displays list items in levels and sublevels
Used in outlines and legal documents
You can apply bullets or numbering after entering the list
Press the Tab key to change a list item to the next level down, or Shift+Tab to move a list item up a level
Practical Computer Literacy, 2nd edition Chapter 10

24. How do I add numbering and bullets to a list?
You can define custom styles for text, numbers, and bullets
Click the arrow next to the Multilevel List button
Select Define New Paragraph
Change a number manually by right-clicking the number and selecting Set Numbering Value
Practical Computer Literacy, 2nd edition Chapter 10

25. How do I add numbering and bullets to a list?
Practical Computer Literacy, 2nd edition Chapter 10

26. How do I adjust line spacing?
Word defaults to single-spacing
Other spacing options can be applied to paragraph, group of paragraphs, or entire document
Space between paragraphs can also be adjusted
Practical Computer Literacy, 2nd edition Chapter 10

27. How do I adjust line spacing?
Double-space document by setting line spacing to double-space
To set line spacing for one paragraph:
Position insertion point in paragraph, click the Paragraph Dialog Box Launcher on Home Or Page Layout tab
Select desired line spacing from Line-spacing drop-down list on Indents and Spacing tab
To adjust line spacing for more than one paragraph, select paragraphs, then follow above guidelines
Practical Computer Literacy, 2nd edition Chapter 10

28. How do I adjust line spacing?
To set line spacing for entire document before you begin typing:
Click Editing, Select, then click Select All
Click the Paragraph Dialog Box Launcher on Home or Page Layout tab
Select line spacing, then click OK
As you type, text appears with selected line spacing
Practical Computer Literacy, 2nd edition Chapter 10

29. How do I adjust line spacing?
Practical Computer Literacy, 2nd edition Chapter 10

30. Practical Computer Literacy, 2nd edition Chapter 10
How do I use tabs?
Use Tabs to align text in columns
Default tab stops – every ½ inch
Tab stops can be changed
Personal tab stops can be added
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31. Practical Computer Literacy, 2nd edition Chapter 10
How do I use tabs?
Many types of tab stops:
Left tab stop aligns text on left side of tab
Right tab stop aligns text on right side of tab
Center tab stop centers text at that location
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32. Practical Computer Literacy, 2nd edition Chapter 10
How do I use tabs?
Decimal tab stop aligns numbers with decimal at tab location
Bar tab stop places vertical bar at tab location
Leader – line of punctuation characters that fills area from text to tab stop
Typically used in table of contents
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33. Practical Computer Literacy, 2nd edition Chapter 10
How do I use tabs?
To clear tab stop
Click it in Tab stop position box
Click Clear button
To clear all tab stops
Click Clear All button in Tabs dialog box
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34. Practical Computer Literacy, 2nd edition Chapter 10
How do I use tabs?
Tab stops on Word ruler bar are represented by these icons:
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35. Practical Computer Literacy, 2nd edition Chapter 10
How do I use tabs?
To set tab stops using ruler:
Click appropriate icon at left end of ruler
Click location on ruler to set tab stop
To change position of tab stop, select it and slide left or right
If the ruler bar is not displayed:
Click the View tab
Select the Ruler option in the Show/Hide group
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36. Practical Computer Literacy, 2nd edition Chapter 10
How do I use tabs?
Practical Computer Literacy, 2nd edition Chapter 10

37. Practical Computer Literacy, 2nd edition Chapter 10
How do I indent text?
Text can be indented from left, right, or both margins
First line of text can be indented differently from rest of paragraph
Hanging indent will move first line of text more to left than rest of text
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38. Practical Computer Literacy, 2nd edition Chapter 10
How do I indent text?
To indent a paragraph from left or right:
Click spin box buttons in appropriate Indentation box to increase or decrease indent distance
Check Preview section to see how indentation affects paragraph
To indent first line:
Select First Line from Special pull-down list
Select amount of indentation from By spin box
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39. Practical Computer Literacy, 2nd edition Chapter 10
How do I indent text?
To create hanging indent:
Select Hanging from Special pull-down list
Select amount of negative indent from By spin box
Indent settings apply to paragraph that contains insertion point
To apply indent settings to more than one paragraph:
Select paragraphs
Use Paragraph dialog box to set indent
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40. Practical Computer Literacy, 2nd edition Chapter 10
How do I indent text?
Practical Computer Literacy, 2nd edition Chapter 10

41. How do I add footnotes or endnotes to a document?
Footnotes and endnotes typically used to add comments to blocks of text or cite references to other documents
Footnote appears at bottom of page containing corresponding superscript number
Endnote appears at end of section or chapter
Practical Computer Literacy, 2nd edition Chapter 10

42. How do I add footnotes or endnotes to a document?
Click References tab, click Insert Footnote or Insert Endnote button
Footnote and Endnote dialog box appears
Click appropriate option
Delete footnote or endnote by selecting number that corresponds to note in text, and pressing Delete key
The References tab contains several tools for adding citations to a document
Practical Computer Literacy, 2nd edition Chapter 10

43. How do I add footnotes or endnotes to a document?
Practical Computer Literacy, 2nd edition Chapter 10

44. How do I work with outlines and other document views?
Word provides several ways to view documents:
Format marks reveal hidden symbols that indicate paragraph breaks ¶, spaces ·, and tab stops . To display, click Show/Hide toolbar button
Print Layout View
Web Layout View
Outline View
Change views by clicking one of the View buttons in the lower-right corner of document window, or clicking View on ribbon   
Practical Computer Literacy, 2nd edition Chapter 10

45. How do I work with outlines and other document views?
Outline view handy for organizing content
Assign outline levels to each title, heading, and paragraph
View any level of outline to get overview, or include all details
Easy to rearrange sections to streamline document’s organization
Practical Computer Literacy, 2nd edition Chapter 10

46. How do I work with outlines and other document views?
Microsoft Word uses following conventions to indicate outline levels:
Plus sign indicates heading with subtext
Small solid circle indicates body text at lowest level of outline
Gray line under heading indicates subordinate text not displayed
Dash indicates heading without subordinate text
Practical Computer Literacy, 2nd edition Chapter 10

47. How do I work with outlines and other document views?
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48. Practical Computer Literacy, 2nd edition Chapter 10
How do I create a table?
A table is a grid of rows and columns
Cell – intersection of each row and column
Cell can hold text, numbers, or a graphic
Format an entire table or individual cells
Place insertion point where you want table
Click Insert tab, click Table, then click Insert Table
Set number of rows and columns, then click OK
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49. Practical Computer Literacy, 2nd edition Chapter 10
How do I create a table?
To add text, click cell, type text
Word wrap expands size of cell
Move to another cell using arrow keys, or Tab key, or click desired cell
Select table style from the Table Styles group for formatting options
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50. Practical Computer Literacy, 2nd edition Chapter 10
How do I create a table?
To insert new column or row:
Place insertion point in cell closest to where you want new row or column
Click Layout tab, choose from among the options to specify a placement
To delete column or row:
Click Layout tab, click the Delete command, select from among the options
To adjust width of column
Position pointer over dividing line between columns
When pointer changes to , press left mouse button and drag column to correct width
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51. Practical Computer Literacy, 2nd edition Chapter 10
How do I create a table?
Practical Computer Literacy, 2nd edition Chapter 10

52. Can I format a document into columns?
Three ways to format text into columns
Tabs
Tables
Columns
Columns allow you to fill the left column entirely with text and then continue into the right column
Practical Computer Literacy, 2nd edition Chapter 10

53. Can I format a document into columns?
Practical Computer Literacy, 2nd edition Chapter 10