The main features of Microsoft word
Microsoft
Word
When writing, you
would usually put our feelings down on paper, in the form of sentences composed
of words, as they occur. Your subsequent efforts may involve a lot of rewriting
and rearrangement of the written material to enhance relevance, clarity and the
appeal. Doing this in the traditional way with pen and paper can be a
painstaking and time consuming process.
Computers allow
you to do the above with great ease offering much flexibility for fast editing
and enhancing visual appearance. When computers are used to do the above it is
called word processing.
Computers however,
do require certain programs or software called application software to enable
you to do the work. The particular application software or program that you
would use in this case is known as a word processor.
MS
Word
Microsoft Word is a full-featured word processor,
which you can use to create and design documents such as letters and memos. You
can edit documents, as well as enhance their appearance and print them in a
variety of formats.
With Word, you can also create
documents such as newsletters, sales reports and brochures, price lists and add
graphics and tables to them to enhance their presentation. The documents you
create are limited solely by your imagination.
Starting Word
You can start Word using the Start
menu. Once the program has been started, a brief copyright screen appears and
then the application window opens.
Procedures
1.
Click the Start button on the taskbar.
|
2.
Point to Programs.
|
3.
Select Microsoft Word.
|
Notes:
Word
provides a Spelling and Grammar feature that you can use to ensure that your
document is free of spelling and grammatical errors.
You can get
Help on a Word task or feature in many ways.
Word
provides the Office Assistant Help facility. The Office Assistant is
context-sensitive, which means that help for the current task is only a mouse
click away. The Assistant may also appear on your screen if Word detects that
you need help completing the current task.
You can also
search detailed Help indexes by category or keyword.
The first
time you open Word after installation, the Office Assistant appears, welcoming
you to the program. In this instance, select Start using Microsoft Word to
start Word and close the Assistant. If the User Setup dialog box opens, enter
your name and initials as necessary and then select OK.
The Word SCREEN INTRODUCED
When Word starts what you see on the screen
is a rectangular box or window with different parts to it. This is the MS Word window and is the
interface or environment. Where we do our word processing. It is made up
of,
the application window
The application window contains the
menu bar, toolbars, status bar, and document window. The bars allow you to navigate your way within Word to perform
various tasks connected to your word processing.
the document window
The document window opens within the
application window when you start Word, open an existing file, or create a new
document. It is where you type whatever you want to when preparing any
document.
Notes:
·
The menu bar allows you to access various commands,
which are grouped according to function.
·
The toolbar buttons provide shortcuts to many menu
commands.
·
The status bar provides information such as the
current insertion point location and the number of pages in a document.
·
The document window contains scroll bars, the
Select Browse Object button, the Previous and Next buttons, the View buttons, which allow you to move
quickly through a document, and the Document Work Area where you enter the text, tables, and
graphics you want to appear in your document.
·
Several document windows may be open at the
same time.
·
The Office Assistant, a context-sensitive
help feature, may appear within its own window in either the application or
document window. The Office Assistant may appear when you open Word. You can
adjust the capabilities of the Office Assistant, as well as choose not to have
the Assistant appear, if desired.
the mouse pointer
The Mouse Pointer usually appearing on the
screen as an arrowhead is the mouse device used to select commands or actions
to be executed. It changes shape within the document area appearing as a
capitalized roman i
The following are the basic four functions
of the Mouse Pointer:
§
Pointing : It means aiming
§
Clicking : It means Pressing left button for one
time
§
Double Clicking : It means Pressing left button for
twice speedily
the cursor
The Cursor or the insertion point is the
blinking vertical line that appears at the upper left corner of the document
work area. Any text you type appears on the screen to the right of the cursor.
You can change the location of the cursor with the keyboard or the mouse. You
do this when you wish to edit your document at different points.
Exiting Word
When you have finished using Word, you
should exit the application properly, since Word performs necessary housekeeping before
it closes.
Procedures
1.
Point to and click on the File menu.
2.
Select and click on the Exit command.
Notes:
If the
current document has been modified but not saved, Word prompts you to save the
changes before exiting.
Navigating Word
How To
Discussion Notes
With all the various elements of the screen
or word window it would be natural to ask what is this..... And/or how do I......?
The bars within the Word screen/window
provide you with tools to access the various aspects of Word to execute
specific actions. Navigating within Word via these bars is a simple task and
you can do it easily using the mouse.
title bar
The title bar appears at the top of the
application window and contains the name MS Word and the name of the document
you're working on.
menu bar
Right below the title bar is the menu bar.
The menu bar provides access to all the features of Word. Each
menu contains commands grouped by function.
When you select an item on the menu
bar, the corresponding menu appears from which you can select the desired
command.
Procedures
1.
Point to and click an item on the menu bar.
2.
Click on a command to execute it.
Notes:
Some menu commands are grayed or dimmed,
which indicates that the command is not available for the current task.
When a menu command is followed by an
ellipsis (...), selecting it opens a dialog box in which additional information
is entered.
In addition
to the standard menus on the menu bar, Word contains shortcut menus that may be accessed by clicking the
right mouse button.
Shortcut
menus contain commonly used commands and are context-sensitive. Therefore, the
options available on the shortcut menu vary, depending on the area of the
window or the object selected.
toolbars
Next are the Toolbars which contain shortcuts to the commands. These are
displayed as buttons with icons or pictures of the action or item of choice.
Each button executes a specific menu command. There are many toolbars providing
a grouping of related commands and word gives you the option of choosing which
you want displayed.
You can choose to display one, several,
or all the toolbars at any given time, or you can hide all the toolbars. You
use the Toolbar submenu on the View menu to display and hide toolbars.
Procedures
1.
Point to and click on the View command on the
menu bar
2.
Select and click on the Toolbars command
3.
Select a toolbar to display by checking the
box to the left of its name.
Notes:
When Word starts, the Standard and
Formatting toolbars appear by default.
The Standard toolbar contains buttons
used for many general Word functions, whereas the Formatting toolbar contains
buttons and pull-down lists used to enhance the appearance of text and
paragraphs.
Many of the toolbars display as
floating palettes that can be moved to any location on the screen.
You can also change the size and shape
of the palettes. These options provide flexibility when you need to display
several toolbars at once.
When you point to a button on a
toolbar, the name for its function appears. This description is referred to as
a toolbar ScreenTip.
Procedures
1.
Point to a button on the toolbar and note the
screen tip
2.
Click on a button to execute the associated
toolbar command.
Status Bar
At the bottom of the word window you will
find the status bar which gives you information about where you are in the
document. It shows the location of the cursor, the page number, number of pages
etc. in the current document.
Scroll Bars
There are two scroll bars - the vertical
scroll bar at the right and the horizontal scroll bar at the bottom of the
document window. These allow you allow you to quickly move around in a window.
They allow you to move up and down and right and left in the document
continuously or scroll through the document.
The Select Browse Object button is located
in the bottom right corner of the document vertical scroll bar between the Previous and Next buttons. This
button allows you to navigate through large documents by going to specific
objects such as a page, section, or heading.
Rulers
There are two rulers which allow you to see
the position of the text in the document in inches, one at the top and one at
the left.
WORKING WITH DOCUMENTS I - Essential Skills
Letters, memos, reports, or other work we do
in Word are documents. When working with documents we can start with a new one
or work on an existing one. In either case we must first have a document open
on the screen.
Creating a new Document
When you want to
start a new word processing job you must create a new document by opening a new
document window.
·
You can easily create a new document by clicking on
the New button in the Standard Toolbar
Procedures
·
Click the New button
.
.
·
You can also create a new document by using the New
command on the File menu.
Procedures
1.
Select File
2.
Select New
3.
Select blank document in the New dialog box window
4.
Click on OK
Entering/Typing Text
When a new document window opens, a blinking vertical line
appears in the upper left corner of
the document window. This is the cursor or insertion point and it indicates the
position where text can be entered or typed.
Word Wrap
When typed text fills a line, Word
automatically moves to the beginning of the next line. This feature is called
word wrap.
Paragraphs
You press
the [Enter] key to move the insertion point to the beginning of a new
paragraph, to insert a blank line between paragraphs, or to end a line of text.
Procedures
1.
Type any text and keep
typing till it wraps to the next line.
|
2.
Press [Enter] as necessary to start a new
paragraph
|
3.
Type additional text as necessary.
|
Saving a Newly Created
Document
After
creating a new document, you can save it to disk so that you
can retrieve it at another time.
·
You can save a newly created document by clicking
on the Save button on the Standard toolbar
·
You can also select the Save command from the File
menu to save a document.
Procedures
1.
Click the Save button
 . |
2.
Type the desired file name.
|
3.
Select the Save in list.
|
4.
Select the drive in which you want to save the
document.
|
5.
Select the folder in which you want to save the
document.
|
6.
Select Save.
|
Notes :
When you
save a document for the first time, Word opens the Save As dialog box in which
you enter the desired file name and location.
Subsequent
saves do not display the Save As dialog box. Instead, any changes are saved to
the same file name and location.
A file name
can consist of up to 255 characters.
You can use
the Create New Folder button in the Save As dialog box to create a new folder
without leaving Word.
The
following characters cannot be used in filenames: (/), (\), (>), (<),
(*), (“ ”), ( | ), (:), or (;).
Opening an existing
document
To work on an existing document you
must open it from disk.
·
You can open an existing document by clicking on
the Open button on the Standard toolbar
·
You can also open the Open dialog box by selecting
the Open command from the File menu or by pressing [Ctrl+O].
You can have more than one document
open at a time.
Procedures
1.
Click the Open button
.
.
2.
Select the Look in list in the Open dialog box.
3.
Select the drive where the document you want to
open is located
4.
Select the folder where the document you want to open
is located
5.
Select the name of the document you want to open
6.
Select Open.
Notes :
The Open
dialog box displays a list of folders and files in the current drive and folder. You
can select the desired file from the list, or you can type the name of the file
you want to open.
If the file
resides in a different drive or folder, you can use the Look in list to select
the correct location. The folders and files residing in the selected location
appear below the Look in box.
The names of the 4 most recently opened
documents appear in a list at the bottom of the File menu. You can click a file
name in the list, to open the document.
Moving within the document
using the mouse
You can view areas of the document
that are not visible on the screen, and move through the text in a document by
using the mouse and the scroll bars.
Scrolling
through a document does not move the insertion point. When using the mouse, you
must click the mouse in the document to move the insertion point.
Procedures
1.
Click the down scroll
arrow to scroll down through the document text.
|
2.
Click the up scroll arrow to scroll up through
the document text.
|
3.
Click below the vertical scroll box to scroll the
document up one screen.
|
4.
Click above the vertical scroll box to scroll the
document down one screen.
|
5.
Drag the vertical scroll box to the desired
location in the document.
|
When
navigating in a multiple page document, you can use the Go to command on the
Edit menu to move to a specific page.
WORKING
WITH DOCUMENTS - Editing Text
Deleting Text
Often
you may find it necessary to delete single characters which were wrongly typed
(typos). Word provides two ways to do this.
·
You can use the [Backspace] key to remove the character
to the left of the insertion point
and the [Delete] key to remove the
character to the right of
the insertion point
Procedures
1.
Position the insertion
point to the right of the character you want to remove.
|
2.
Press [Backspace].
|
3.
Position the insertion point to the left of the character you want to
remove.
|
4.
Press [Delete].
|
Selecting Text
Many
times you may
want to perform a function (such as deleting or spell checking) on a word,
sentence, paragraph, or particular area of text. To do so, you must first select the text.
Selecting text expands the insertion point to
highlight a block of text.
·
Text can be selected using the mouse
or key combinations.
Procedures
1.
To select a word,
double-click it.
|
2.
To select a sentence, hold
[Ctrl], click anywhere in the sentence, and release [Ctrl].
|
3.
To select a paragraph, triple-click anywhere in
the paragraph.
|
4.
Click anywhere in the document to
deselect selected text.
|
5.
To select a text block using the mouse, drag across the text from the first
character you want to select to the right of the last character you want to
select.
|
6.
To select an area of text using the mouse and the
keyboard, position the insertion point to the left of the first character you
want to select.
|
7.
Press [Shift], position the
insertion point to the right of the last
character you want to select, and release [Shift].
|
8.
To select a line of text using the mouse and the
keyboard, position the insertion point to the left of the first character you
want to select.
|
9.
Press [Shift+End] to go to the end of the text line.
|
10. To
select the entire document, press
[Ctrl+A].
|
Notes :
Selecting
a new text block or repositioning the insertion point deselects the original
selection.
Moving within the document
using the
mouse
You can view areas of the
document that are not visible on the screen, and move through the text in a
document by using the mouse and the scroll bars.
Scrolling through a document
does not move the insertion point. When using the mouse, you must click the
mouse in the document to move the insertion point.
Procedures
1.
Click the down scroll arrow
to scroll down through the document text.
|
2.
Click the up scroll arrow to scroll up through the document text.
|
3.
Click below the vertical scroll box to scroll the
document up one screen.
|
4.
Click above the vertical scroll box to scroll the
document down one screen.
|
5.
Drag the vertical scroll box to the desired location in the document.
|
When
navigating in a multiple page document, you can use the Go To command on the Edit
menu to move to a specific page.
Deleting
and Replacing Selected Text
Selected text can
be deleted with a single keystroke.
You can replace selected text
simply by typing new text. No need
to first delete the text.
Procedures
1.
Select the text
you want to delete.
|
2.
Press [Delete].
|
Procedures
1.
Select the text you
want to replace.
|
2.
Type the replacement text.
|
Notes:
·
You can also delete selected text by selecting the Clear command from the Edit
menu.
·
The default option, Typing
replaces selection, can be disabled on the Edit page of the Options dialog box.
Moving Text
To move text when editing a
document you use the Cut and Paste features of Word.
·
You can use the Cut and Paste buttons on the
Standard toolbar to move selected text, from its original location and place it
into a new location.
·
You can also move selected text using the Cut and Paste commands
on the Edit menu.
Procedures
1.
Select the text you
want
to move.
|
2.
Click the Cut button
 . |
3.
Position the insertion point in the location where you want to paste
the text.
|
4.
Click the Paste button
 . |
Notes :
When
deleting or moving text using the Cut
and Paste features, Word
automatically adds or removes spaces as needed, provided that the Use smart cut and paste option has been
enabled on the Edit page of the
Options dialog box.
Cut
text is placed on the Windows Clipboard. The Clipboard holds only one item at a
time.
The
Paste feature does not remove the
text from the Clipboard; you can continue to paste the same item until another
item is placed on the Clipboard.
Copying Text
To duplicate text, you can use the Copy and Paste features.
·
You can use the Copy and Paste buttons to copy selected text
from one location to another.
·
You can also copy selected text using the Copy and Paste commands
on the Edit menu.
Procedures
1.
Select the text
you
want
to
copy.
|
2.
Click the Copy button
 . |
3.
Position the insertion point in
the location where you want to paste the text.
|
4.
Click the Paste button
. |
Notes :
The
copied text is placed on the Clipboard.
When
copying selected text remains in the original location and a copy is placed in
the new location.
Reversing/Redoing
Commands
The Undo and Redo features allow you to reverse or redo the last command executed. When text has been
accidentally deleted, this feature is invaluable. You can use the Redo feature to reverse the Undo feature.
Procedures
1.
To undo
the
last command,
click the
Undo button
 . |
2. To
redo the last command, click the Redo
button
 . |
Notes :
When
you point to the Undo or Redo buttons, the type of task to be
undone or redone appears as part of the ScreenTip.
A
feature related to Redo is the Repeat command, which is accessible from the Edit
menu. Both commands are context-sensitive.
You
can use Repeat to duplicate the previous command. Similar to the Undo or Redo button, the
type of task to be duplicated becomes part of the command.
You
can also activate the Undo feature
by selecting the Undo command from
the Edit menu.
Moving
and Copying Text with the Mouse
Drag-and-drop editing allows
you to move or copy text quickly
using the mouse. This feature is most useful when the text you want to move or
copy and the new location are both visible in the document window.
Procedures
1.
Select the text
you
want to move.
|
2.
Drag the selected text to the location
where you want to insert it.
|
3.
Release the mouse button.
|
Procedures
1.
Select the text
you want
to copy.
|
2.
Hold [Ctrl] and drag the selected text to the location where you want to insert it.
|
3.
Release the mouse button and release [Ctrl].
|
Notes:
When
using drag-and-drop editing, the text is
not placed on the Clipboard.
By
default, the Drag-and-drop text editing
option is enabled on the Edit page
of the Options dialog box. You can change this option, if desired.
Session 5: DOCUMENT APPEARANCE - FORMATTING TEXT
While
the content of your document is primary, an attractive looking document makes
for much easier reading. Being able to focus the reader's attention on
important points or issues by adding visual emphasis to particular sections of
text can increase the impact of your document significantly. Word provides you with the tools to
enhance the visual appeal of your document by changing the way your text looks.
One way to do this is to apply character formats. Character formatting which,
enhances the appearance of text includes, Font
Typeface defined as a group
of characters sharing similar type attributes. Font Size refers to the height of printed text on a page; the
higher the number, the larger the font size. Font Style refers to type enhancements such as bold and italic and
underlining.
FONT TYPEFACE
Times New Roman Arial Courier |
FONT SIZE
Times New Roman 8 Times New Roman 12 Times New Roman 18 |
FONT STYLE
Bold type style Italic type style |
UNDERLINE
Single underline Word only underline |
Word
character formats
Other character attributes accessible in the Font dialog box, include superscript and subscript which you might use for example, in scientific documents
and font animation to create moving
text and add colorful, moving borders to text.
DOCUMENT APPEARANCE - FORMATTING TEXT
While
the content of your document is primary, an attractive looking document makes
for much easier reading. Being able to focus the reader's attention on
important points or issues by adding visual emphasis to particular sections of
text can increase the impact of your document significantly.
Discussion
Word
allows you to enhance the visual appeal of your document by applying character
formats to change the way your text looks. Character
formatting which, enhances the appearance of text includes,
Font
Typeface defined as a group
of characters sharing similar type attributes.
Font
Size refers to the height of
printed text on a page; the higher the number, the larger the font size.
Font
Style refers to type
enhancements such as bold and italic and underlining.
Word character formats
Other character attributes are accessible in
the Font dialog box, on the Format menu. You have superscript and subscript which you might use for example, in scientific documents
and font animation to create moving
text and add colorful, moving borders to text.
Selecting and Changing Fonts
Varying the font within a document improves
the readability of the text and emphasizes key points. You can view the many
font typefaces Word provides you with in the Font
list on the Formatting toolbar.
You can select a font prior to typing. Then,
any text you type appears in the selected font until you select a new font.
·
You can change the font or any text
using the Font list on the Formatting toolbar.
·
You can also change fonts using the Font page of the Font dialog box.
The most recently used fonts
appear in a list at the top of the Font
list.
Changing an existing font
Procedures
1.
Select the text
for which you want to change the font.
|
2.
Select the Font list on the Formatting
toolbar.
|
3.
Select the desired font name.
|
Notes :
When selecting
a font for a document, you should choose a font
consistent with the purpose of the document. For example, a thick, bold
font may be appropriate for the heading of an office memo but not for a
personal letter.
You can also mix
fonts within a single document. For example, if your document has headings
and text in paragraphs beneath each heading, you can select one font for the
headings and another for the paragraphs.
Modifying the
Font Size
You can vary font size within your document
to emphasize key sections. Font size is
measured in points.
One point is approximately 1/72 of an inch. The larger the font size, the
larger the type. Therefore, a word with a 36 point font size is approximately
one-half inch in height.
You can select a font size prior to typing
text. As you type, you can mix font sizes.
·
You can modify font size from the Font size list on the Formatting toolbar.
·
You can also modify the font size using
the Font page of the Font dialog
box.
Procedures
1.
Select the text
for which you want to modify the font
size.
|
2.
Select the Font Size list on the Formatting
toolbar.
|
3.
Select the desired font size.
|
Notes
:
Generally
speaking, larger font sizes are used for headlines and headings, and smaller
font sizes are used for body text. For example, if you are creating a
newsletter, you can use a 22 point font for the headings and a 12 point font
for the text.
Changing Font
Appearance (Font Format)
You can change the character formats of existing text, either to add
emphasis or to enhance the appearance of the text. The most commonly used
character formats are bold and italic.
Bold
Formatting is used to call
attention to text within a document, especially in headings.
Italic Formatting also calls attention to text, but not as
much as bold formatting. Italicized text slants to the right and is often used
to emphasize a word within normal text.
·
You can
easily apply bold formatting to text by using the Bold button on the
formatting toolbar.
Procedures
1.
Select the text
for which you want to change the font
format.
|
2.
Click the Bold button
 . |
·
You can
easily apply italic formatting to text by using the Italic button on the
formatting toolbar.
Procedures
1. Select the text
for which you want to change the font
format.
|
2. Click the Italic button
 . |
Notes:
You can change
the character formats as you type text. You can mix these character formats in
any combination within the same document but, to get the maximum effect of any
formatting, it is best to use it sparingly.
You can also
change the character formats of text using the Font page of the Font dialog box. You can tell which character
formats have been applied to specific text by positioning the insertion point
in the text. For example, if bold formatting has been applied to the current
text, the Bold button is highlighted
when you position the insertion point in the text. If you no longer want a
character format applied to text, you can remove the formatting. Changing the
font format of existing textThe Bold
and Italic buttons are toggles. If
you select text that contains one of these formats and click the Bold or Italic button, the format is removed.To bold or italicize a single
word, you do not have to select the whole word; just position the insertion
point within the word.
Underlining Text
You can underline text to draw the reader's
attention to it. There are several underline types from which you can choose to underscore
text.
·
To place
a single line under text, you can use the Underline
button on the Formatting toolbar.
·
To apply
a different underline type, you can choose from several others listed on the Font page of the Font dialog box.
Notes:
To underline
a single word, you do not have to select the whole word; just position the
insertion point within the word.
The Underline button is a toggle. If you
select text that contains underlining and click the Underline button the underlining is removed.
Some commonly
used underline types include Words only,
which places a single underline under the words but not the spaces in a
document; Double, which places a
double underline under all text and spaces in a document; and Thick, which places a thick underline
beneath all text and spaces in a document.
You can
preview each of these underline types on the Font page of the Font dialog box before actually applying them.
Procedures
1.
Select the
text you want to underline.
|
2.
Select the Format menu.
|
3.
Select the Font command.
|
4.
Select the Underline list.
|
5.
Select the underline option you want
to apply.
|
6.
Select OK.
|
Using Font
Effects
There are several font effects from which you can choose to enhance
text or to use in special situations. Some of these effects include Strikethrough, which places a single
horizontal line through text; and Superscript and Subscript, which raise selected text above or below
the current line and changes the text to a smaller font size. These two effects
are often used in scientific writing.
Additional effects are Outline which, displays the inner and outer borders of each
character in a document. The Small caps effect
formats selected lowercase text as small capital letters. The Small caps effect, however, does not
affect numbers, punctuation, or uppercase letters. The Hidden effect prevents selected text from being displayed or printed.
You can preview each of these font effects on
the Font page of the Font dialog box
before actually applying them.
In addition, you can make text stand out in a
document using Word animations. Examples of animations from which you can
choose include Blinking Background,
which flashes a black background behind text; Las Vegas Lights, which flashes tiny, different color shapes around
text; and Marching Black Ants, which
creates a clockwise movement of dashed lines around text. You can apply only
one animation at a time.
You can mix animations within a document,
though to be most effective they should be used sparingly.
You can preview each animation type on the Animation page of the Font dialog box
before actually applying them.
Animated
effects do not print, although the text to which they are applied does print.
Copying
Character Formats
You can use the Format Painter button on the Standard
toolbar to copy the character format of specific text and apply it to other
text. This feature saves time when multiple formats have been applied to the
text and you want to format other text with all the same formats.
When the Format Painter is active, the mouse
pointer becomes an I-beam with a paintbrush to its left.
·
To copy
the selected formatting to multiple locations, double-click the Format Painter button to enable it.
Then, click it again when you have finished formatting text to disable it.
Procedures
1.
Select the text containing
the formats you want to copy.
|
2.
Click the Format Painter button
 . |
3.
Select the text you want to format.
|
Changing
Character Case
·
Word can
quickly change text case in a document using the
Change Case dialog box. For example, you can change a lowercase sentence to
uppercase.
Procedures
1.
Select the text
for which you want to change the case.
|
2.
Select the Format menu.
|
3.
Select the Change Case command.
|
4.
Select the desired case option.
|
5.
Select OK.
|
Notes
:
You can also
toggle from uppercase to lowercase letters in selected text. Toggling the case
of selected text can save time if you have inadvertently typed text with the Caps Lock feature enabled.
In addition to
the lowercase and UPPERCASE options, the Change Case
dialog box includes a number of other change case options. The Sentence case option capitalizes the
first letter in each selected sentence. The Title Case option capitalizes the first letter in each word. The TOGGLE CASE option reverses the case
for each letter.
DOCUMENT APPEARANCE - FORMATTING PARAGRAPHS
Paragraph
formatting allows you to enhance the visual appeal of your document. It refers
to the layout of the paragraph on
the page and involves alignment, spacing, and indentation
options
Alignment refers to the relative location of text to
the margins.
Spacing refers to the distance between lines above,
below, or within a paragraph.
PARAGRAPH
ALIGNMENT
This paragraph is aligned with
the left margin.
This paragraph is aligned with
the right margin.
This paragraph is centered
between the margins.
Every line of a justified
paragraph, except the last line, is aligned with both the left and right
margins.
PARAGRAPH
and LINE SPACING
Paragraph spacing refers to
space above or below the paragraph. Line spacing refers to the spacing
between each line of the paragraph.
|
Word paragraph formats
Aligning
Paragraphs
Paragraph text can be aligned to the Left margin, the Right margin, or be Centered or Justified between
right and left margins.
·
You can
use the four alignment buttons, Align Left, Center, Align Right, and Justify on the Formatting
toolbar to align paragraph text.
Procedures
1. Position
the insertion
point in a single paragraph you want to align or select multiple paragraphs.
|
2. Click
the desired alignment button on the Formatting
toolbar.
|
Notes
:
·
Align Left aligns text to the left margin
producing a ragged right margin
·
Center centers text between the left and the right margins.
·
Align Right aligns text to the right margin producing a ragged left margin.
·
Justify aligns text to both the left and right margins so that neither margin
is ragged.
When a
paragraph is justified, Word adds
extra space between words to justify the text.
Modifying
Paragraph Spacing
Paragraph
spacing refers to the space
above and below a paragraph.
·
You can
adjust paragraph spacing on the Indents and Spacing page of the Paragraph dialog box.
Procedures
1. Position
the insertion
point in the paragraph for which you want to change the spacing.
|
||
2. Select
the Format menu.
|
||
3. Select
the Paragraph command.
|
||
4. Select
the Indents and Spacing tab.
|
||
5. Under
Spacing, enter the desired spacing
above the paragraph in the Before
spin box.
|
||
6. Under
Spacing, enter the desired spacing
below the paragraph in the After
spin box.
|
||
7. Select
OK.
|
||
Notes :
You can vary
paragraph spacing based upon your individual needs.
Any changes
you make are previewed in the Paragraph
dialog box.
Modifying Line
Spacing
Line
spacing refers to the
distance between every line in a paragraph.
·
You can
adjust the line spacing in a paragraph on the Indents and Spacing page of the
Paragraph dialog box.
Line spacing options from which you can
choose include: Single, 1.5 lines, Double, At least, Exactly, and Multiple. You enter a specific point size when you select At least or Exactly, or enter a percentage when you select Multiple.
Procedures
1. Position
the insertion
point in the paragraph for which you want to change the line spacing.
|
2. Select
the Format menu.
|
3. Select
the Paragraph command.
|
4. Select
the Indents and Spacing tab.
|
5. Select
the Line spacing list.
|
6. Select
the desired line spacing.
|
7. Select
OK.
|
Creating a Left
Indent
Indenting
a paragraph refers to moving it away from the left, the
right, or both margins.
·
You can
use the Increase Indent button on
the Formatting toolbar to indent a
paragraph away from the left margin to the right in half-inch increments.
Creating a left indent
Procedures
1.
Position the
insertion point
in the paragraph you want to indent.
|
2.
Click the Increase Indent button
 . |
Notes :
This feature
has many uses, including calling attention to text and other sections in a document.
You can click
the Decrease Indent button on the Formatting toolbar to decrease a
paragraph indent in half-inch increments.
You can use options available in the Paragraph dialog box to select a different increment or a different type of
indentation.
Indenting the
First Line
Different
types of left indents are available for
paragraphs.
The first
line of paragraphs in many letters and documents is often indented from the
left to improve readability.
·
It is
easy to create a first line indent using
the horizontal ruler.
The indent marker on the left of the
horizontal ruler is actually composed of two indent markers and a box. The top triangle is the First Line
Indent marker and the bottom triangle is the Hanging Indent marker
Indent Marker
|
Use
|
 |
Indents
only the first line of the selected paragraph from the left margin.
|
 |
Indents all lines of a
paragraph other than the first line from the left margin.
|
 |
Moves both the first-line
indent marker and the left indent marker simultaneously.
|
Procedures
1.
Select the paragraphs you
want to indent.
|
2.
Drag the first-line indent marker to the desired position on the
horizontal ruler.
|
3.
Release the mouse button.
|
Notes :
The First Line
Indent marker and the Hanging Indent marker move independently of each other.
However, you can drag the Left Indent marker (the box) to move the First Line
Indent and Hanging Indent markers simultaneously.
Creating a
Hanging Indent
You can indent all lines of a paragraph without the first line. This
type of indent is known as a hanging indent. A hanging indent is often used for lists or
bibliographic references.
Procedures
1.
Select the paragraphs you
want to indent.
|
2.
Drag the hanging indent marker to the desired position on the horizontal
ruler.
|
3.
Release the mouse button.
|
Creating a Right
Indent
You can indent a paragraph from the right margin. You may want to do
this, for example, to make a paragraph stand out on a page.
·
You can
indent selected text from the right margin by dragging the
right margin marker which appears alone at the right end of the horizontal
ruler.
Procedures
1.
Select the paragraphs you
want to indent.
|
2.
Drag the right indent marker to the desired position on the horizontal
ruler.
|
3.
Release the mouse button.
|
Copying
Paragraph Formats
With the Format Painter, you can copy the paragraph
formatting of specific text and apply it to one or more
other paragraphs. This feature saves time when the formatted paragraph you copy
contains multiple formatting codes.
·
To
copy the selected formatting to multiple locations, double-click the Format Painter button to enable it. Then, click it again when you have
finished formatting paragraphs to disable it.
Procedures
1. Positions
the insertion
point
in the paragraph containing the formatting you want to copy.
|
2. Click
the Format Painter button
. |
3. Click
in the paragraph you want to format.
|
Applying a
Paragraph Style
Styles
make it simple to format text and paragraphs consistently.
You can add styles as you type, or you can add styles to existing text and
paragraphs. A style is composed of various
character and paragraph formats and
is saved with a style name.
A style can be one of two types, character or
paragraph. A character style is applied
to specific text, while a paragraph
style is applied to an entire paragraph. However, paragraph styles can
contain character formatting.
The style applied to the current text or paragraph
appears in the Style list at the far
left of the Formatting toolbar.
Procedures
1. Position
the insertion
point in the paragraph to which you want to apply a style.
|
2. Select
the Style list on the Formatting toolbar.
|
3. Select
the desired style name.
|
Applying the Body style
Notes :
Word comes
with several built-in styles. The most commonly used style is Normal.
For example, you can use the Normal style for the body of a letter.
Other default
styles include Heading 1, Heading 2, Heading 3, Body, and Default Paragraph Font. You can create
your own styles as well.
Although some
styles include the word Heading in
them and are designed for the headings in a document, you can use them for
other situations as well.
Creating a Style
If an existing style does not meet your
specific needs, you can create a new style. The most expedient way to create a new style is to base the new style on an existing style and modifying that style.
·
To add a
style to the Normal template, open the document containing the
desired style and select the Style
command from the Format menu.
Select the name of the desired style, select Modify, and select the Add
to template option.
·
You
can also use the Modify Style dialog box to edit a style. When you edit a
style, you can change formatting items such as font attributes, paragraph
settings, tabs, and borders.
Procedures
1. Select
the
text containing the desired formatting for the new style.
|
2. Select
the Style list on the Formatting toolbar.
|
3. Type
the name for the new style.
|
4. Press
[Enter].
|
Notes:
When you
create a new style using one of the existing styles in the
Style box on the Formatting toolbar, it is associated
only with the current document. You can then use the Modify Style dialog box to
add it to the current template, if desired.
When a style
is added to the template, that style is available for all new and existing
documents based on that template. If desired, you can assign shortcut key to
select the style.
Bullets and Numbers
Creating a Numbered List
Discussion
There may be times when you need to number a list or sequential items. For
example, you may want to number specific steps on a list or add letters to an
outline detailing the hierarchy of a corporation.
·
You can
easily create a numbered
list using the automatic numbering feature.
To do this, you type a 1 or an A and then a ( . ), ( - ), or ) followed by a space,
or two spaces without any punctuation,
and then text. Word assumes you want to sequentially list the items. Thereafter, each time you press [Enter], the next applicable number or
letter in the sequence appears.
To create a numbered list you can also, use
the Numbered and Outline Numbered pages in the Bullets
and Numbering dialog box from the Format
menu
You can disable
numbering by pressing the [Enter]
key to start a new line and then clicking the Numbering button or pressing the
[Enter] key again or the [Backspace] key.
You can select from additional number styles in the Bullets and
Numbering dialog box, as well as customize a number style. Just as when you use
automatic numbering, the next applicable number or letter appears each time you
press the [Enter] key.
Procedures
1.
Position the insertion
point where you want to begin the numbered list.
|
2.
Type the desired number or letter to
begin the list.
|
3.
Add the desired spacing or
punctuation.
|
4.
Type the desired text for the first
item on the list.
|
5.
Press [Enter].
|
Discussion
Word can generate a numbered list from existing text. This
feature is a great timesaver. For example, you may decide that a previously
created, unnumbered list would appear better as a numbered list.
When you use the Numbering button on the Formatting
toolbar, Word numbers each paragraph of the selected text sequentially,
beginning with the number 1.
Procedures
1.
Select the
text to which you want to add numbers.
|
2.
Click the Numbering button
 . |
Removing Numbers from Text
Discussion
If you decide that numbers are no longer appropriate, you can remove them from the
text.
·
You can
use the Numbering button on the Formatting toolbar to remove numbers
from a list.
Procedures
1.
Select the list
from which you want to remove the numbers.
|
2.
Click the Numbering button
 . |
Discussion
·
If an
item in a numbered list is added or deleted, Word automatically
renumbers the subsequent items as needed.
It is
often helpful to display the nonprinting characters to assist you in this task.
·
In
addition, Word automatically renumbers a list when items are moved, added or
deleted.
Procedures
1.
Position the insertion
point at the end of the item after which you want to add a new item.
|
2.
Press [Enter].
|
Procedures
1.
Click in the selection bar to the
left of the item you want to delete.
|
2.
Press [Delete].
|
Discussion
When you want to emphasize items in a list in no particular order, you
can use a bulleted list.
·
The
easiest way to create a bulleted list is to use the automatic bulleting
feature.
Whenever you type an asterisk (*)
followed by a space and text, Word assumes you want to create a bulleted list.
Thereafter, each time you press the [Enter]
key, a bullet appears on the next line.
·
You can
also use the Bulleted page of the Bullets and Numbering command from the Format menu to create a bulleted list.
In the Bullets and Numbering dialog box, you
can select from additional bullet styles, as well as customize bullet styles.
Just as when you use automatic bulleting, a bulleted line appears automatically
each time you press the [Enter] key.
You can disable bullets by pressing [Enter] and clicking the Bullets button or pressing [Enter] again or the [Backspace] key.
Procedures
1.
Position the
insertion point where you want to begin the bulleted list.
|
2.
Type an asterisk (*).
|
3.
Press [Spacebar].
|
4.
Type the desired text for the first
bullet in the list.
|
5.
Press [Enter].
|
Discussion
Word can generate a bulleted list from existing text.
·
When you
use the Bullets button on the Formatting toolbar, Word adds a bullet
to each paragraph of the selected text.
This feature is a great time-saver. For
example, you may decide that a previously created unbulleted list would appear
better as a bulleted list.
Adding bullets to text
Procedures
1.
Select the text
to which you want to add bullets.
|
2.
Click the Bullets button
 . |
Discussion
·
If you
decide that bullets are no longer appropriate, you can remove them from the text. You can use the Bullets button on the Formatting toolbar to remove bullets
from selected text.
Procedures
1.
Select the list
from which you want to remove the bullets.
|
2.
Click the Bullets button
. |
Discussion
·
You can
change bullet and number styles using options available in the Bullets
and Numbering dialog box.
·
You can
also mix different bullet and number styles within the same document, if
desired.
Procedures
1.
Select the Format menu.
|
2.
Select the Bullets and Numbering command.
|
3.
Select the desired tab.
|
4.
Select the desired style.
|
5.
Select OK.
|
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