microsoft word 2003 illustrated introductory text and paragraphs formatting

Microsoft Word 2003 Microsoft Word 2003 Illustrated IntroductoryIllustrated Introductory

Text and ParagraphsText and ParagraphsFormattingFormatting

2Formatting Text and Paragraphs

Format with fontsFormat with fonts Change font styles and effectsChange font styles and effects Change line and paragraph spacingChange line and paragraph spacing Align paragraphsAlign paragraphs Work with tabsWork with tabs

ObjectivesObjectives


Work with indentsWork with indents Add bullets and numberingAdd bullets and numbering Add borders and shadingAdd borders and shading

ObjectivesObjectives


Unit IntroductionUnit Introduction

Formatting the text and paragraphs Formatting the text and paragraphs in a documentin a document– Enhances the appearance of the Enhances the appearance of the

documentdocument– Creates visual impactCreates visual impact– Helps to illustrate the structure of the Helps to illustrate the structure of the

documentdocument– Adds personality and professionalism to Adds personality and professionalism to

the documentthe document


Formatting with FontsFormatting with Fonts

Formatting text with fonts is a Formatting text with fonts is a powerful way to alter the appearance powerful way to alter the appearance of a documentof a document– A A fontfont is a complete set of characters is a complete set of characters

with the same typeface or designwith the same typeface or design– Arial, Times New Roman, Tahoma, and Arial, Times New Roman, Tahoma, and

Courier are examples of fontsCourier are examples of fonts– Each font has a specific design and feelEach font has a specific design and feel


Formatting with FontsFormatting with Fonts Serif fontsSerif fonts have a small stroke, called a have a small stroke, called a

serifserif, on the ends of characters, and are , on the ends of characters, and are often used for body text:often used for body text:

– Times New RomanTimes New Roman– GaramondGaramond– Book AntiquaBook Antiqua– Californian FBCalifornian FB

Sans serif fontsSans serif fonts do not have a serif, and do not have a serif, and are often used for headings:are often used for headings: – Arial Rounded MT BoldArial Rounded MT Bold– Comic Sans MSComic Sans MS– Franklin Gothic DemiFranklin Gothic Demi– PapyrusPapyrus


Formatting with FontsFormatting with Fonts

Changing the size of text, or the Changing the size of text, or the font font sizesize, is another way to determine the , is another way to determine the impact of textimpact of text– Font size is measured in pointsFont size is measured in points– A A pointpoint is 1/72 of an inch is 1/72 of an inch– 12-point Times New Roman is the 12-point Times New Roman is the

default font size and font for a new default font size and font for a new documentdocument

You can also change the You can also change the font colorfont color


Formatting with Fonts (cont.)Formatting with Fonts (cont.) Change fonts using the Font list arrowChange fonts using the Font list arrow Change font size using the Font Size list arrowChange font size using the Font Size list arrow Change font color using the Font Color list arrowChange font color using the Font Color list arrow

Font list arrow

Font Size list arrow

Font names are formatted in the font


Formatting with Fonts (cont.)Formatting with Fonts (cont.)

Tips for formatting with fontsTips for formatting with fonts– Choose fonts that augment the Choose fonts that augment the

document purposedocument purpose• Conservative fonts for business Conservative fonts for business

documentsdocuments• Playful fonts for flyers, invitations, etc.Playful fonts for flyers, invitations, etc.

– Too many fonts can clutter a documentToo many fonts can clutter a document• Use no more than two or three different Use no more than two or three different

fonts in a documentfonts in a document

– Format body text and headings in a Format body text and headings in a different fontdifferent font


Formatting with Fonts (cont.)Formatting with Fonts (cont.)

Adding a drop capAdding a drop cap– A A drop capdrop cap is a large is a large

initial capital letter, initial capital letter, often used to set off often used to set off the first paragraph of the first paragraph of an articlean article

– To insert a drop cap, To insert a drop cap, use the Drop Cap use the Drop Cap command on the command on the Format menuFormat menu


Changing Font Styles and Changing Font Styles and EffectsEffects

Font stylesFont styles– Make text darker and thickerMake text darker and thicker by applying by applying

boldbold• Click the Bold button to apply boldClick the Bold button to apply bold

– Slant text by applying Slant text by applying italic italic • Click the Italic button to apply italicClick the Italic button to apply italic


Changing Font Styles and Changing Font Styles and Effects (cont.)Effects (cont.) Font effectsFont effects

– Apply using the Apply using the Font Font dialog boxdialog box

• SuperscriptSuperscript• SubscriptSubscript• ShadowShadow• OutlineOutline• EmbossEmboss• EngraveEngrave• Small capsSmall caps Choose font

effects


Changing Font Styles and Changing Font Styles and Effects (cont.)Effects (cont.)

Character-spacing effectsCharacter-spacing effects– Apply character-spacing effects using Apply character-spacing effects using

the Character Spacing tab in the Font the Character Spacing tab in the Font dialog boxdialog box

• Change the width, orChange the width, or scale scale, of characters, of characters• Change the spacing between charactersChange the spacing between characters• Raise or lower characters relative to the Raise or lower characters relative to the

line of textline of text


Changing Font Styles and Changing Font Styles and Effects (cont.)Effects (cont.)

Bold, scale of 150%

Italic

Bold


Changing Font Styles and Changing Font Styles and Effects (cont.)Effects (cont.) Changing the case of lettersChanging the case of letters

– Change letters from uppercase to Change letters from uppercase to lowercase and vice versalowercase and vice versa

• Sentence caseSentence case capitalizes the first letter of capitalizes the first letter of a sentencea sentence

• Title caseTitle case capitalizes the first letter of each capitalizes the first letter of each wordword

• Toggle caseToggle case switches all letters to the switches all letters to the opposite caseopposite case

– Use the Change Case command on the Use the Change Case command on the Format menuFormat menu


Changing Line and Paragraph Changing Line and Paragraph SpacingSpacing

Adding white space to a document Adding white space to a document can make it easier to readcan make it easier to read– Increase space between Increase space between lineslines using the using the

LineLine SpacingSpacing listlist arrow arrow – Increase space between Increase space between paragraphsparagraphs

using the Paragraphusing the Paragraph command on the command on the Format menuFormat menu


Changing Line and Paragraph Changing Line and Paragraph Spacing (cont.)Spacing (cont.)

6 points of space added

below heading

paragraph

Line spacing is 1.5

Line Spacing list arrow


The The Format PainterFormat Painter allows you to allows you to copy the format setting applied to copy the format setting applied to selected text to other textselected text to other text– Use to copy multiple format settings or Use to copy multiple format settings or

individual onesindividual ones• Click the Format Painter button once to Click the Format Painter button once to

apply the format settings to one itemapply the format settings to one item• Double-click the Format Painter button to Double-click the Format Painter button to

activate the Format Painter and apply activate the Format Painter and apply settings to multiple itemssettings to multiple items

Changing Line and Changing Line and Paragraph Spacing (cont.)Paragraph Spacing (cont.)


Changing Line and Changing Line and Paragraph Spacing (cont.)Paragraph Spacing (cont.) Formatting with stylesFormatting with styles

– Apply multiple format settings Apply multiple format settings in one step with a stylein one step with a style

– A A stylestyle is a set of format is a set of format settings that are named and settings that are named and stored togetherstored together

– Styles can include character Styles can include character and paragraph format and paragraph format settingssettings

– Apply styles using the Styles Apply styles using the Styles and Formatting task paneand Formatting task pane


Aligning ParagraphsAligning Paragraphs

Paragraphs are aligned relative to Paragraphs are aligned relative to the left and right marginsthe left and right margins– Left-aligned Left-aligned text is flush with the left text is flush with the left

margin and has a ragged right edgemargin and has a ragged right edge– Right-alignedRight-aligned text is flush with the right text is flush with the right

marginmargin– CenteredCentered text is positioned evenly text is positioned evenly

between the marginsbetween the margins– JustifiedJustified text is flush with both the left text is flush with both the left

and right margins and right margins


Aligning Paragraphs (cont.)Aligning Paragraphs (cont.)

Change paragraph alignment using the alignment Change paragraph alignment using the alignment buttons on the Formatting toolbarbuttons on the Formatting toolbar

Centered

Justified

Right-aligned

Left-aligned

Alignment buttons


Aligning Paragraphs (cont.)Aligning Paragraphs (cont.)

The Reveal Formatting task pane The Reveal Formatting task pane

– Shows the format Shows the format settings for the active settings for the active text and paragraphtext and paragraph

– Use to check, change, Use to check, change, and compare format and compare format settingssettings


Working with TabsWorking with Tabs

TabsTabs help you to align text vertically at a help you to align text vertically at a specific location on a pagespecific location on a page– A A tab stoptab stop is a point on the horizontal ruler that is a point on the horizontal ruler that

identifies a text alignment locationidentifies a text alignment location– By default, tab stops are located every ½ inch By default, tab stops are located every ½ inch

from the left marginfrom the left margin– You can create custom tab stops You can create custom tab stops – Text can be aligned to the left, right, or center Text can be aligned to the left, right, or center

of a tab stop, or aligned with a bar character of a tab stop, or aligned with a bar character or decimal pointor decimal point


Working with Tabs (cont.)Working with Tabs (cont.)

Set tabs using the rulerSet tabs using the ruler – Click the Click the tab indicatortab indicator at the left end of the at the left end of the

horizontal ruler to select the type of tabhorizontal ruler to select the type of tab– Set the tab by clicking the ruler at the location Set the tab by clicking the ruler at the location

you want the tab stop to beyou want the tab stop to be– Tab stop applies to:Tab stop applies to:

• The active paragraph, or The active paragraph, or • The selected paragraphsThe selected paragraphs

– Drag a tab stop on the ruler to change its Drag a tab stop on the ruler to change its locationlocation



Tabbed text left-aligned

Left tab stop Right tab stop

Tabbed text right-aligned

Tab leader

Tab indicator



Set tabs using the Tabs dialog boxSet tabs using the Tabs dialog box

– Create new tab stopsCreate new tab stops– Change the position Change the position

or alignment of or alignment of existing tab stopsexisting tab stops

– Clear tab stopsClear tab stops– Apply a Apply a tab leadertab leader, a , a

line that appears in line that appears in front of tabbed textfront of tabbed text


Working with IndentsWorking with Indents

IndentingIndenting a paragraph moves the edge of a paragraph moves the edge of the paragraph in from the left or right the paragraph in from the left or right marginmargin– Indent the entire left or right edge of a Indent the entire left or right edge of a

paragraphparagraph– Indent just the first lineIndent just the first line– Indent all lines except the first lineIndent all lines except the first line

Indent markersIndent markers on the horizontal ruler on the horizontal ruler identify the indent settings for the identify the indent settings for the paragraph in which the insertion point is paragraph in which the insertion point is locatedlocated


Working with Indents (cont.)Working with Indents (cont.)

To indent a paragraph:To indent a paragraph:– Drag an indent marker to a new Drag an indent marker to a new

location on the rulerlocation on the ruler– Click the Increase Indent button or the Click the Increase Indent button or the

Decrease Indent button on the Decrease Indent button on the Formatting toolbarFormatting toolbar

– Change the indent settings on the Change the indent settings on the Indents and Spacing tab in the Indents and Spacing tab in the Paragraph dialog boxParagraph dialog box



Types of indentsTypes of indents



First Line Indent marker

Hanging Indent marker

Left Indent marker

Indented paragraph Right Indent

marker

Indent buttons



Clearing text formattingClearing text formatting– Use the Use the Clear Formats commandClear Formats command to to

return text to its default settings:return text to its default settings:• 12-point Times New Roman text12-point Times New Roman text• Left-aligned, single-spaced paragraphs Left-aligned, single-spaced paragraphs

with no indentswith no indents

– To clear formatting, select the text, To clear formatting, select the text, point to Clear on the Edit menu, then point to Clear on the Edit menu, then click Formatsclick Formats


Adding Bullets and NumberingAdding Bullets and Numbering

Formatting paragraphs with bullets Formatting paragraphs with bullets and numbering can help to organize and numbering can help to organize ideas in a documentideas in a document– A A bulletbullet is a character, often a small is a character, often a small

circle, that appears before the items in circle, that appears before the items in a list to add emphasisa list to add emphasis

– NumberingNumbering the items in a list helps to the items in a list helps to illustrate sequence and priorityillustrate sequence and priority


Adding Bullets and Numbering Adding Bullets and Numbering (cont.)(cont.)

Numbered list

Bulleted list

Use the Use the Bullets and Numbering buttonsBullets and Numbering buttons on the on the Formatting toolbar to quickly format a listFormatting toolbar to quickly format a list

Bullets and Numbering

buttons


Adding Bullets and Numbering Adding Bullets and Numbering (cont.)(cont.)

Numbered tab

Customize bullet styles

Use the Use the Bullets and Numbering commandBullets and Numbering command on the on the Format menu to apply, change, or customize bullet Format menu to apply, change, or customize bullet and numbering stylesand numbering styles

Outline Numbered

tab

Bullet styles


Adding Bullets and Numbering Adding Bullets and Numbering (cont.)(cont.) Creating outlinesCreating outlines

– To create a hierarchical structure in a To create a hierarchical structure in a list, apply an list, apply an outline numbering styleoutline numbering style

– Format an existing list with bullets or Format an existing list with bullets or numberingnumbering

• Demote items to a lower lever in the Demote items to a lower lever in the hierarchy using the hierarchy using the Increase Indent buttonIncrease Indent button

• Promote items to a higher level in the Promote items to a higher level in the hierarchy using the hierarchy using the Decrease Indent Decrease Indent buttonbutton


Adding Borders and ShadingAdding Borders and Shading

Adding borders and shading to text can Adding borders and shading to text can help to enhance the information in a help to enhance the information in a documentdocument– A A borderborder is a line added above, below, to the is a line added above, below, to the

side of, or around words or paragraphsside of, or around words or paragraphs– ShadingShading is a color or pattern that is added is a color or pattern that is added

behind words or paragraphsbehind words or paragraphs– Use the Use the Borders and Shading commandBorders and Shading command on on

the Format menu to apply and format borders the Format menu to apply and format borders and shadingand shading


Adding Borders and Shading Adding Borders and Shading (cont.)(cont.) Border optionsBorder options

– BoxBox– ShadowShadow– 3-D3-D– CustomCustom– Line styleLine style– Line colorLine color– Line widthLine width


Adding Borders and Shading Adding Borders and Shading (cont.)(cont.)

Shading optionsShading options– Fill colorFill color

• Standard colorStandard color• Custom colorCustom color

– Pattern stylePattern style• Tint (e.g. 75%)Tint (e.g. 75%)• Pattern (e.g. Pattern (e.g.

diagonal lines)diagonal lines)


Adding Borders and Shading Adding Borders and Shading (cont.)(cont.)

Border

Shading


Adding Borders and Shading Adding Borders and Shading (cont.)(cont.) Highlighting text in a documentHighlighting text in a document

– HighlightingHighlighting is transparent color that is is transparent color that is applied to text using the Highlight applied to text using the Highlight pointerpointer

– Highlighting is most effective when a Highlighting is most effective when a document is viewed on screendocument is viewed on screen

• Highlighting does printHighlighting does print

– To highlight text, click the Highlight list To highlight text, click the Highlight list arrow, select a color, then select the arrow, select a color, then select the texttext


SummarySummary

Enhance documents with formattingEnhance documents with formatting– Format characters:Format characters:

• Font, font size, font styles, font effects, and Font, font size, font styles, font effects, and character-spacingcharacter-spacing

– Format paragraphsFormat paragraphs• Alignment, line spacing, paragraph spacing, tabs, Alignment, line spacing, paragraph spacing, tabs,

indents, bullets, numbering, borders, and shadingindents, bullets, numbering, borders, and shading

Choose appropriate formatting for the Choose appropriate formatting for the document’s purpose and audiencedocument’s purpose and audience

Take care not to over format a documentTake care not to over format a document

microsoft word 2003 illustrated introductory text and paragraphs formatting

Documents

fonts formatting text

paragraphs formatting

fonts serif fonts

font effects

fonts change font styles

size of text

change fonts

impact of text font