Formatting a Document

1. Formatting a Document Practical Computer Literacy Chapter 8

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 Chapter 8

3. How do I select different font, font sizes, and text colors? • Select different text attributes from menus or tools on the Formatting toolbar for • Letters • Words • Sentences • Paragraphs • Font refers to design or typeface of each character • Limit number of fonts for professional look Practical Computer Literacy Chapter 8

4. How do I select different fonts, font sizes, and text colors? Cont’d. • 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 Practical Computer Literacy Chapter 8

5. How do I select different fonts, font sizes, and text colors? Cont’d. • Selected text • Change, add, delete formatting options • When finished, click outside highlighted area to deselect it • Font effects include • Superscript • Subscript • Strikethrough • Click Edit, then Select All to apply any text attributes to entire document Practical Computer Literacy Chapter 8

6. How do I select different fonts, font sizes, and text colors? Cont’d. Practical Computer Literacy Chapter 8

7. How do I apply bold, italic, and underlining attributes? Cont’d. • Combine attributes by clicking appropriate buttons • For text containingboth normal and bold text • Click Bold button first time to display as bold • Click Bold button again to display as normal Practical Computer Literacy Chapter 8

8. How do I apply bold, italic, and underlining attributes? Cont’d. Practical Computer Literacy Chapter 8

9. How do I use the Font dialog box? • Some text attributes are available only from Font dialog box, such as • Styles of underlines • Character spacing options • Font dialog box allows applying multiple formatting options to selected text Practical Computer Literacy Chapter 8

10. How do I use the Font dialog box? Cont’d. • Use Character Spacing tab with selected text to change: • Size • Spacing • Vertical position • Kerning – space between each letter Practical Computer Literacy Chapter 8

11. How do I use the Font dialog box? Cont’d. • Text Effects tab allows you to animate selected text • Preview section shows how formatting affects selected text • Click the OK button to accept changes • Adjust format settings, or click Cancel button if you do not like changes Practical Computer Literacy Chapter 8

12. How do I use the Font dialog box? Cont’d. Practical Computer Literacy Chapter 8

13. 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 Chapter 8

14. How do I center and align text? Cont’d. • 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 Chapter 8

15. How do I center and align text? Cont’d. • 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 Chapter 8

16. How do I center and align text? Cont’d. Practical Computer Literacy Chapter 8

17. 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 Practical Computer Literacy Chapter 8

18. How do I use styles? Cont’d. • Create style • Format • Styles and Formatting • New Style • Remove style • Click down-arrow button on Style pull-down list • Select Normal style Practical Computer Literacy Chapter 8

19. How do I use styles? Cont’d. • Delete style • Format • Styles and Formatting • Click style to delete • Click Yes • Click Close Practical Computer Literacy Chapter 8

20. How do I use styles? Cont’d. Practical Computer Literacy Chapter 8

21. 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 implies order to listed items • Bullets and numbering work same way: • Select items in list • Click Numbering button or Bullet button Practical Computer Literacy Chapter 8

22. How do I add numbering and bullets to a list? Cont’d. • 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 Chapter 8

23. How do I add numbering and bullets to a list? Cont’d. • 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 Bulleted or Numbered tab and select style Practical Computer Literacy Chapter 8

24. How do I add numbering and bullets to a list? Cont’d. Practical Computer Literacy Chapter 8

25. 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 Chapter 8

26. How do I adjust line spacing? Cont’d. • Double-space document by setting line spacing to double-space • To set line spacing for one paragraph: • Position insertion point in paragraph, click Format, then click Paragraph • 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 Chapter 8

27. How do I adjust line spacing? Cont’d. • To set line spacing for entire document before you begin typing: • Click Edit, then click Select All • Click Format, then click Paragraph • Select line spacing, then click OK • As you type, text appears with selected line spacing Practical Computer Literacy Chapter 8

28. How do I adjust line spacing? Cont’d. Practical Computer Literacy Chapter 8

29. 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 Practical Computer Literacy Chapter 8

30. How do I use tabs? Cont’d. • 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 Practical Computer Literacy Chapter 8

31. How do I use tabs? Cont’d. • 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 Practical Computer Literacy Chapter 8

32. How do I use tabs? Cont’d. • 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 Practical Computer Literacy Chapter 8

33. How do I use tabs? Cont’d. • Tab stops on Word ruler bar are represented by these icons: └ Left tab ┘ Right tab ┴ Center tab ┴ Decimal tab │ Bar tab Practical Computer Literacy Chapter 8

34. How do I use tabs? Cont’d. • 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 Practical Computer Literacy Chapter 8

35. How do I use tabs? Cont’d. Practical Computer Literacy Chapter 8

36. 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 Practical Computer Literacy Chapter 8

37. How do I indent text? Cont’d. • 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 Practical Computer Literacy Chapter 8

38. How do I indent text? Cont’d. • 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 Practical Computer Literacy Chapter 8

39. 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 Chapter 8

40. How do I add footnotes or endnotes to a document? Cont’d. • Click Insert menu, point to Reference, click Footnote • Footnote and Endnote dialog box appears • Click appropriate option • Modify format by using Format options in Footnote and Endnote dialog box • Enter text by clicking Insert button on Footnote and Endnote dialog box • Text area appears • Delete footnote or endnote by selecting number that corresponds to note in text, and pressing Delete key Practical Computer Literacy Chapter 8

41. How do I add footnotes or endnotes to a document? Cont’d. Practical Computer Literacy Chapter 8

42. 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 • Document views • Print Layout View • Web Layout View • Outline View • Reading Layout View • Change views by clicking one of View buttons lower-right corner document window, or clicking View on toolbar Practical Computer Literacy Chapter 8

43. How do I work with outlines and other document views? Cont’d. • 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 Chapter 8

44. How do I work with outlines and other document views? Cont’d. • Microsoft Word uses following conventions to indicate outline levels: • Plus sign indicates heading with subtext • Small square 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 Chapter 8

45. How do I work with outlines and other document views? Cont’d. Practical Computer Literacy Chapter 8

46. 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 Table, click Insert, click Table to display Insert Table dialog box • Set number of rows and columns, click OK Practical Computer Literacy Chapter 8

47. How do I create a table? Cont’d. • 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 • Click AutoFormat for formatting options Practical Computer Literacy Chapter 8

48. How do I create a table? Cont’d. • To insert new column or row: • Place insertion point in cell closest to where you want new row or column • Click Table, click Insert, choose from options • To delete column or row: • Place insertion point in column or row to delete • Click Table, click Delete, click Columns or Rows • 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 Practical Computer Literacy Chapter 8

49. How do I create a table? Cont’d. Practical Computer Literacy Chapter 8