1

Word 2010

Chapter 4- Part 1Formatting ParagraphsTextbook pages – 81-91

2

FORMATTING CHARACTERS AND PARAGRAPHS

Objectives and Purpose of Paragraph Formatting (pg. 80 – 81) Slides 4-6

Setting Indents (pg. 81-84) Slides 7-14

Paragraph Alignment (pg. 84-87) Slides 15 - 22

Shading and Borders (pg. 87-89) Slides 23-27

Clear Formatting (pg. 89) Slide 28

3

FORMATTING CHARACTERS AND PARAGRAPHS

Line Spacing (pg. 89-24) Slides 29 - 35

Reveal Formatting – Slides 36-367

Checkpoint – Slides 38 - 41

Textbook link below:

http://www.schoolrack.com/IBCA_FHS/moac-textbook--chapters-1-5/

4

OBJECTIVES• Apply indents to text• Apply borders and shading to

paragraphsFormatting Paragraphs

• Apply line spacing to text and paragraphs

• Apply paragraph spacing to text and paragraphs

Setting Line Spacing

• Apply horizontal alignments to paragraph

• Apply vertical alignments to pageParagraph Alignments

• Clear all formatting changes to paragraphs using keyboard shortcuts and/or ribbon

Clear Formatting

5

PARAGRAPH DIALOG BOX

6

FORMATTING PARAGRAPHS

Paragraph formatting is an essential part of creating effective, professional-looking documents in Word.

Word’s paragraph formatting feature enables you to determine paragraph alignment, indentation, and spacing between paragraphs.

Word’s formatting features also enable you to add shading and borders to further enhance paragraph text and to remove paragraph formatting altogether.

WHY ????

HOME

7

SETTING INDENTS An indent is a blank space inserted between text and the

left or right margin. A first-line indent inserts blank space between the left

margin and the first line of the paragraph (one-half inch is the default setting for this indent).

A hanging indent, common in legal documents, begins the first full line of text in a paragraph at the left margin; all of the remaining lines in the paragraph are then indented from the left margin.

A negative indent extends paragraph text into the left margin. You can indent paragraphs from the left margin, the right margin, or both, and you can set the sizes of indents using Word’s paragraph-formatting tools. You can also drag the markers on the ruler to set indents.

Table 4-1 (see next slide) shows the various indent markers as they appear on the ruler

8

INDENT TEXT IN PARAGRAPHS

Right Indent MarkerHanging Indent MarkerLeft Indent Marker

Alignment Button First Line Indent Marker

9

INDENT TEXT IN PARAGRAPHS…CONTINUED

…

Indent Methods for Indenting

First line of paragraph

Press the Tab key.Display Paragraph dialog box, click the down-pointing arrow to the right of the Special list box, click First line, and then click OK.Drag the First Line Indent marker on the Ruler.Click the Alignment button located at the left side of the Ruler until the First Line Indent button displays and then click on the Ruler at the desired location.

10

INDENT TEXT IN PARAGRAPHS…CONTINUED

Indent Methods for Indenting

Text from left margin

Click the Increase Indent button in the Paragraph group in the Home tab to increase the indent or click the Decrease Indent button to decrease the indent.Insert a measurement in the Indent Left measurement button in the Paragraph group in the Page Layout tab.Press Ctrl + M to increase the indent or press Ctrl + Shift + M to decrease the indent.Display the Paragraph dialog box, type the desired indent measurement in the Left measurement box, and then click OK.Drag the left indent marker on the Ruler.

11

INDENT TEXT IN PARAGRAPHS…CONTINUED

Indent Methods for Indenting

Text from right margin

Insert a measurement in the Indent Right measurement button in the Paragraph group in the Page Layout tab.Display the Paragraph dialog box, type the desired indent measurement in the Right measurement box, and then click OK.Drag the right indent marker on the Ruler.

12

INDENT TEXT IN PARAGRAPHS…CONTINUED

Indent Methods for Indenting

All lines of text except the first (called a hanging indent)

Press Ctrl + T. (Press Ctrl + Shift + T to remove hanging indent.)Display the Paragraph dialog box, click the down-pointing arrow to the right of the Special list box, click Hanging, and then click OK.Click the Alignment button located at the left side of the Ruler until the Hanging Indent button displays and then click on the Ruler at the desired location.

13

INDENT TEXT IN PARAGRAPHS…CONTINUED

Indent Methods for Indenting

Text from both left and right margins

Display the Paragraph dialog box, type the desired indent measurement in the Left measurement box, type the desired measurement in the Right measurement box, and then click OK.Insert a measurement in the Indent Right and Indent Left measurement buttons in the Paragraph group in the Page Layout tab.Drag the left indent marker on the Ruler; then drag the right indent marker on the Ruler.

14

INDENT EXAMPLESFirst Line Indent:½ inch

Left Margin Indent:½ inch

Hanging Indent:½ inch

HOME

15

CHANGING ALIGNMENT Paragraph alignment refers to how text is positioned

between a document’s margins. By default, text is left-aligned at the top of the page. Horizontal alignment refers to how text is positioned

between the left and right margins. There are four types of horizontal alignments:

Left align Center Right align Justify

Table 4-2 (on the next slide) shows the various buttons and shortcut keys you can use for horizontal alignment.

16

TABLE 4-2: HORIZONTAL ALIGNMENT OPTIONS

17

CHANGE PARAGRAPH ALIGNMENT…CONTINUED

You can change the alignment of text in paragraphs before you type the text or you can change the alignment of existing text. If you change the alignment before typing text, the alignment formatting is inserted in the paragraph mark.

To return paragraph alignment to the default (left-aligned), click the Align Text Left button in the Paragraph group.

18

CHANGING ALIGNMENT Vertical alignment refers to how text is positioned between

the top and bottom margins of the page. Text can be aligned vertically at the top margin, at the center of the

page, or at the bottom of the page, or it can be justified. Top-of-the-page vertical alignment is the default when launching

Word. Centered vertical alignment places the text evenly

between the top and bottom margins. Bottom vertical alignment places text next to the bottom

margin of the document. Justified vertical alignment aligns text evenly between the

top, bottom, left, and right margins. Table 4-3 (on the next slide) shows the vertical alignment options.

19

TABLE 4-3: VERTICAL ALIGNMENT OPTIONS

20

CHANGE PARAGRAPH ALIGNMENT…CONTINUED

To display nonprinting formatting symbols:1. Click the Show/Hide ¶ button in the Paragraph

group in the Home tab.

Show/Hide ¶ button

21

CHANGE PARAGRAPH ALIGNMENT…CONTINUED

To change paragraph alignment at the Paragraph dialog box:1. Click the Paragraph

group dialog box launcher in the Home tab.

Paragraph group dialog box launcher

22

CHANGE PARAGRAPH ALIGNMENT…CONTINUED

2. Click the Alignment option down-pointing arrow.

3. Click the desired alignment.

4. Click OK.Alignment option down-pointing arrow

HOME

23

SHADING A PARAGRAPH Word’s Shading feature adds color to the background

behind selected text or paragraphs. To apply shading to a paragraph, click the Shading button in the

Paragraph group. To choose another color, click the drop-down arrow next to the

Shading button, and choose a color in the current theme or a standard color from the Shading menu (place your insertion point over a color to see a ScreenTip with the color’s precise name).

To remove shading, click No Color. Click More Colors to open the Colors dialog box, where

additional options are available. You can choose standard colors in the Standard tab, or you can create a custom color from the Custom tab.

24

SHADING A PARAGRAPH Shading using the Paragraph Group, Home Tab

25

PLACING A BORDER AROUND A PARAGRAPH Like shading, borders can add interest and emphasis to

paragraphs. Borders can be formatted with a variety of styles, colors, and

widths. You use Word’s Border options to apply a border to a paragraph

in your document. You can apply a border to a paragraph by clicking the Border

button in the Paragraph group on the Home tab. To change the border style, click the drop-down arrow next to the Border button.

For additional options, click the Borders and Shading option on the Border menu to display the Borders tab of the Borders and Shading dialog box.

You can choose a number of border colors and styles in this dialog box, or you can remove a border completely. This dialog box also contains tabs for page border options and shading.

26

PLACING A BORDER AROUND A PARAGRAPH Using the

Borders and Shading drop down

Access the Borders and Shading dialog box

27

PLACING A BORDER AROUND A PARAGRAPH Borders and Shading Dialog Box

HOME

28

CLEARING THE FORMATS FROM A PARAGRAPH

After formatting your document, you may decide that you no longer want any formatting in a paragraph or that you want to begin again.

The Clear Formatting command provides an easy way to change a paragraph back to plain text.

When you execute this command, all formatting is removed, and the font and font size revert to the original document settings.

Ctrl+Q – keyboard shortcut to clear paragraph formatting.

HOME

29

SETTING LINE SPACING IN TEXTAND BETWEEN PARAGRAPHS

In Word, you can determine how much space separates lines of text, and you also can set the spacing between paragraphs.

By default, Word sets line spacing (the space between each line of text) to 1.15. Line spacing is paragraph based and can be customized by specifying a point size.

Paragraph spacing, which affects the space above and below paragraphs, is set to 10 points after each paragraph by default. The higher the point size is, the greater the space between paragraphs is. In this exercise, you learn to set both line and paragraph spacing.

30

SETTING LINE SPACING Line spacing is the amount of space between the lines of text

in a paragraph. In this exercise, you learn to set line spacing using a number of Word paragraph formatting tools.

Table 4-4 provides additional information regarding line spacing options and descriptions.

31

CHANGE LINE SPACING…CONTINUEDTo change line spacing using the Line and Paragraph Spacing button:1. Position the insertion

point or select the desired text.

2. Click the Line and Paragraph Spacing button in Paragraph group in the Home tab.

3. Click the desired option at the drop-down list.

Line and Paragraph Spacing button

32

CHANGE LINE SPACING…CONTINUEDTo change line spacing at the Paragraph dialog box:1. Click the Paragraph group

dialog box launcher in the Home tab.

2. Click the Line Spacing option down-pointing arrow.

3. Click the desired line spacing option.

4. Click OK.

Line Spacing option down-pointing arrow

33

SPACE BEFORE AND AFTER PARAGRAPHS…CONTINUED

Spacing before or after a paragraph is part of the paragraph and will be moved, copied, or deleted with the paragraph.

Spacing before or after paragraphs is added in points. A vertical inch contains approximately 72 points.

34

SPACE BEFORE AND AFTER PARAGRAPHS

To change spacing before or after a paragraph:1. Click the Page Layout tab.2. Select the desired measurement in the Spacing Before and/or

Spacing After measurement boxes.

Spacing Before measurement box

Spacing After measurement box

35

CHANGE PARAGRAPH SPACING WITH THE CHANGE STYLES BUTTONTo change paragraph spacing with the Change Styles button:1. Click the Change Styles

button in the Styles group in the Home tab.

2. Point to Paragraph Spacing at the drop-down list.

3. Click the desired option in the side menu. Change Styles

buttonHOME

36

REVEAL FORMATTING

Reveal Formatting task pane

37

REVEAL FORMATTING…CONTINUEDTo compare formatting:1. Press Shift + F1 to

display the Reveal Formatting task pane.

2. Click or select text.3. Click the Compare

to another selection check box.

4. Click or select text.

Compare to another selection check box

HOME

38

CHECKPOINT 11) This is a set of formatting choices

that include colors, fonts, and effects.a. stylesb. fontsc. effectsd. themes

3) This is the default spacing after a paragraph.a. 1 pointb. 5 pointc. 10 pointd. 15 point

2) This is the default line spacing setting.a. 1b. 1.10c. 1.15d. 1.5

4) Press these keys to display the Reveal Formatting task pane.a. Shift + F1b. Ctrl + F1c. Alt + F1d. F1

Next Question

Next Question

Next Question

Next Slide

Answer

Answer

Answer

Answer

39

CHECKPOINT 21) The square below the Hanging

Indent Marker is the ___.a. Tab markerb. Right Indent Markerc. First line indent markerd. Left Indent Marker

3) The ___ button to align the paragraph so both left and right margins are straight (even)a. Leftb. Rightc. Justifyd. Center

2) Instead of select all the text in a paragraph, simple ___ in the paragraph to select for alignment.a. Double-clickb. Right clickc. Click ind. Point

4) ___ refers to positioning text between the top and bottom margins.a. Vertical alignmentb. Landscape alignmentc. Horizontal alignmentd. Portrait alignment

Next Question

Next Question

Next Question

Next Slide

Answer

Answer

Answer

Answer

40

CHECKPOINT 31) You can apply line-spacing options

to ____.a. A single paragraphb. A group of paragraphsc. The entire documentd. All of the above

3) The Page Borders button is found on the ___ tab on the Ribbona. Homeb. Viewc. Page Layoutd. File

2) Which of the following indentation if common in legal documents:a. Right marginb. negativec. hangingd. First-line

4) Which command on the Ribbon applies color the background behind a paragraph?a. Shadingb. Text Effectsc. Text highlightd. Borders

Next Question

Next Question

Next Question

Next Slide

Answer

Answer

Answer

Answer

41

CHECKPOINT 41) Which of the following adjust the

spacing between paragraph?a. alignmentb. Indentsc. Borders and shadingd. Before and after

3) What is the keyboard shortcut to change the default line spacing to double?a. Ctrl+Db. Ctrl+1c. Ctrl+2d. None of the above

2) What is the process of changing the appearance of a paragraph of text called?a. Character Formattingb. Document formattingc. Paragraph formattingd. Text formatting

4) When typing three equal signs and the press Enter, the AutoFormat feature ____a. Places a border above a

paragraphb. Creates a bulleted listc. Changes to an em dashd. Places three equal sings

Next Question

Next Question

Next Question

Next Slide

Answer

Answer

Answer

Answer

HOME