character and paragraph formatting - ashbury training€¦ · · 2006-06-224 - 1 l e s s o n 4...

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L E S S O N 4

Character and paragraph formatting

Lesson objectives To change the appearance of a document, you will:

a Add and remove character formats from selected text by using the Formatting toolbar.

b Change the formatting of text by using the Repeat command, Font dialog box, and Format Painter button.

c Determine how text is positioned between the left and right margins by selecting alignment options on the Formatting toolbar.

d Set indents and create bulleted and numbered lists by using the ruler and the Formatting toolbar.

e Insert a line break into text and set line spacing in a document by using the keyboard and the Paragraph dialog box.

Suggested teaching time 45-55 minutes

Word 2000: Level 1 Ashbury Training

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a Basic character formatting techniques

The following new software features are discussed in this topic:

• Enhanced toolbar and menu customization • New Open dialog box • New Save As dialog box

Concepts > Character formatssuch as bold, italics, and underliningcan be used to

emphasize text in a document. You can apply character formats to and remove them from selected text by using the Formatting toolbar or the Font dialog box (choose Format, Font).

To apply character formats by using the Formatting toolbar, select the text you want to format, and click on the appropriate button to apply the format. To remove the format, select the text and click on the same button again.

To apply formatting to a single word, place the insertion point in the word and apply the formats.

Task A-1: Using the Formatting toolbar to apply and remove character formats What you do Comments/Prompts

1. Open Burke Flyer

2. Select the text, Make Burke Properties Your Realtor

3. Using the Formatting toolbar, click on the Italic button Using the Formatting toolbar, click on the Underline button Observe the text

To apply the italic format to the selected text.

To apply the underline format to the selected text. “Make Burke Properties Your Realtor” has italic and underline formatting applied to it.

4. Click on the Italic button To remove the italic format.

5. Click on the Bold button

To apply the bold format to the selected text.

6. Save the file as My Burke Flyer

Character formatting

As you present the following tasks, explain the procedure for formatting: select text, and apply formatting. Have students remember the phrase “Select to affect.”

Ashbury Training Lesson 4: Character and paragraph formatting

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Fonts and font sizes Concepts > You can change how selected text looks by changing its font characteristics. A

font consists of a typeface (such as Times New Roman) and a font size (such as 12 point). Font size is measured in points. One point equals 1/72 of an inch.

You can use either the Formatting toolbar or the Font dialog box to specify fonts and font sizes.

Changing the default font The default font applies to new documents based on the active template. The default font is set to Times New Roman with a font size of 12 points. To change the default font, font size, and other character formats:

1. Open a document. 2. Choose Format, Font. 3. Select the options you want to apply to the default font. 4. Click on Default. 5. Click on Yes.

This change will affect all new documents that you create based on the Normal template. If your document already contains text with the formatting you want to use, select the text before you choose Format, Font. The formatting of the selected text will be displayed in the dialog box. Then click on Default.

Task A-2: Changing the font and font size What you do Comments/Prompts

1. If necessary, select the first line of the document

“Make Burke Properties Your Realtor”

2. On the Formatting toolbar, observe the Font drop-down list

The font “Times New Roman” is selected.

3. From the Font drop-down list, select Arial

To format the selected text with the Arial font.

4. Using the Formatting toolbar, display the Font Size drop-down list and observe the current font size Select 14

The font size is set to 12.

M Students may accidentally deselect the first line of text when observing the Font drop-down list. Before step 3, remind them that the text they want to affect must be selected.


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b Additional character formatting techniques

Font dialog box Concepts > The Font dialog box contains all font formatting options, character spacing, and

text effects—some of which are not on the Formatting toolbar. Examples of the additional formatting choices are subscript and superscript, kerning for fonts, and sparkle text.

Underline options Besides the typical single line, Word offers a number of other underline styles. To apply one of the underline options:

1. Select the text. 2. Choose Format, Font to display the Font dialog box. (If necessary, click on

the Font tab.) 3. In the Underline Style drop-down list box, select an underline type. 4. Click on OK.

Repeating the last action Pressing F4 or pressing Ctrl + Y repeats the last action performed. After you have applied a character format, you can use either of these commands to repeat that format for newly selected text. If you apply more than one character format by using the toolbar, Word will repeat only the last format you applied.

If you want to repeat multiple character formats, then apply character formats through the Font dialog box. Because the Repeat function repeats only the most recent action, you will accomplish more formatting in one step if you use the Font dialog box initially, and then use the Repeat function.

Task B-1: Using the Font dialog box to apply, remove, and repeat formats ü Before you begin: Make sure My Burke Flyer is open.

What you do Comments/Prompts

1. Select the heading Who We Are

2. Choose _Format_ _Font..._ Verify that the Font tab is selected

Explain that the Formatting toolbar contains the most commonly used formats. All character formats are available in the Font dialog box.

There are various ways to repeat the last action performed, such as typing, deleting, and formatting. Three ways are:

• Choose Edit, Repeat

• Press 4 • Press C + Y

Choosing Edit, Repeat from the menu tells you what will be repeated.


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3. Observe the Font dialog box

The Font is Times New Roman, the Font Style is Regular, and the Size is 12.

4. Under Font, select Arial Under Font Style, select Bold Italic

To apply both bold and italic simultaneously.

5. From the Underline Style drop-down list, select the double lines

To apply a double underline to the selected text.

6. Under Effects, select Small Caps Observe the Preview window

To apply small caps to the selected text. The text in the Preview window shows the selected character formats.

7. From the Underline Style drop-down list, select (none)

To remove the double underline format from the text.

8. Click on OK Observe the text

The selected text is formatted as 12-point Arial set in bold italic, small caps.

Remind students that too many different formats result in a cluttered document that might be difficult to read.

Tip: To remove all character formatting and return to the default format, select the text you want to affect and press C + s.


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9. Select the heading Buying A Home?

Select the entire line.

10. Press 4 Because all of the font formatting was set at the same time using the Font dialog box, it can be repeated using the F4 key. There are two keyboard shortcuts for Edit, Repeat. (Either press F4 or press Ctrl + Y.)

Using the Format Painter button Concepts > You can quickly copy character formatting from selected text to other text you

select by using the Format Painter button.

To copy and paste character formatting by using the Format Painter button, select the text containing the formats you want to copy. Click on the Format Painter button. The mouse pointer changes to a paintbrush with an I-beam. Select the text you want to format.

By default, the Format Painter feature will work only once; you have to re-activate the Format Painter button to use it again. You can activate the Format Painter to work continuously by double-clicking on it. Then, you can paste formats until you turn off the Format Painter by clicking on the Format Painter button.

Task B-2: Using the Format Painter button to copy character formatting What you do Comments/Prompts

1. If necessary, select the heading Buying A Home?

2. Using the Standard docked toolbar, click on the Format Painter button Observe the mouse pointer

The character formatting applied to the selected text is copied. The mouse pointer changes to an I-beam with a paintbrush.

3. Drag to select Selling A Home? Deselect and observe the text Observe the mouse pointer

The character formatting was copied from the previously selected text. The mouse pointer is an I-beam, but it does not have the paintbrush.

M Remind students that if they intend to use the Repeat function, it needs to be applied immediately following the action that they want to repeat.

Students can also use C + S + C to copy the selected text’s formatting and C + S + V to paste, or apply, the copied formatting to a new selection.

M If a paragraph mark is included in the selected text block when the Format Painter button is clicked, paragraph formatting will also be copied along with character formatting.


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4. Select the heading Selling A Home? Double-click on the Format Painter button

(Now located on the Standard toolbar.) To copy the formatting and to keep the Format Painter active for more than one copy.

5. Drag to select the heading We’re Growing

(You may have to use the scroll bar or arrow keys to display the heading.)

6. Observe the text Observe the mouse pointer

The character formatting for “Selling A Home?” is applied to “We’re Growing.” The mouse pointer is still an I-beam with the paintbrush; therefore, it is still active to copy the character format again.

7. Apply the character format to the Finally… heading

8. Click on the Format Painter button

To turn off the Format Painter feature.

9. Save the file


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c Paragraph formatting Concepts > Paragraph formatting, such as alignment, indents, and tabs, can be used to

affect the appearance of your document. To apply a paragraph format, you select the paragraph and apply the format. However, you can select the paragraph by just placing the insertion point in the paragraph, or by selecting any amount of text in the paragraph. The formats you apply will affect the entire paragraph.

Paragraph alignment Paragraph alignment determines how text is positioned between the left and right indents. There are four alignment options.

Align Left: Lines of text are aligned along the left indent. The text along the right side of the paragraph appears ragged. Left aligned is the default paragraph-alignment setting.

Center: Lines of text are aligned between the indents. Both the left and right

sides of the paragraph appear ragged.

Align Right: Lines of text are aligned along the right indent. The left and right indents are

even with the left and right margins by default. If you apply paragraph alignment to a selected paragraph, the text will appear to align (left, center,

right, and justified) with the margins. The text along the left side of the paragraph appears ragged.

Justify: Lines of text are aligned along both the left and right indents. Word adjusts the spacing between words so that they stretch from left indent to right indent. When the last line of a justified paragraph is short, however, it will not be stretched out.

Task C-1: Using paragraph alignments What you do Comments/Prompts

1. Place the insertion point in the last paragraph of the document

“For more information regarding….”

2. On the Formatting docked toolbar, observe the current Alignment buttons

3. Click on the Center alignment button

To center each line of the selected paragraph between the left and right indents.

4. Use the following chart to experiment with the other paragraph alignment options

Paragraph alignment


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Alignment Button Justify

Right

Left

Center

5. Verify that the insertion point is still inside the last paragraph If necessary, click on the Center alignment button

6. Save the file and close it


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d Working with indents, numbered lists, and bulleted lists Concepts > Indents are used to create left and right boundaries for selected paragraphs

without changing the margins for the entire document. By default, indents are set equal to the margins.

The indent markers are the up- and down-pointing triangles and small box on the ruler. There are four indent markers:

• The First Line Indent marker is the down-pointing triangle. It controls the left boundary for the first line of a paragraph.

• The Hanging Indent marker is the up-pointing triangle on the left end of the ruler. It controls the left boundary of every line in a paragraph except the first line.

• The Left Indent marker is the small rectangle under the Hanging Indent marker. It controls the left boundary for every line in a paragraph except when a First Line or Hanging Indent is applied. When no left-margin indents are applied, moving the Left Indent marker simultaneously moves the First Line and Hanging Indent markers as well.

• The Right Indent marker is the upward-pointing triangle on the right end of the ruler. It controls the right boundary for every line in a paragraph.

Changing indents You can quickly indent a paragraph from the left margin by clicking on the Increase Indent button on the Formatting toolbar. The paragraph will be indented to the first tab stop. You can continue to indent the paragraph to the next tab stop by clicking on the button. To decrease the indent by the same amount, click on the Decrease Indent button.

Default tab stops are set every one-half inch.

You can also change an indent for selected paragraphs by dragging the appropriate indent marker to a new position on the ruler.

Figure 4-1: Defining the indent markers on the ruler.

Indents and indent markers

Have students identify and label the different indent markers in Figure 4-1.

Include the following points in your introduction:

• The ruler displays the indent settings for the selected paragraph.

• Indents, by default, align with the right and left margins.

• Indents create “custom” margins for the selected paragraphs.

• There are three indents for each paragraph: first-line, hanging, and right.


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Task D-1: Setting and repeating indents What you do Comments/Prompts

1. Open Lists And Line Breaks

2. Place the insertion point on the line Attend open houses with you

By default, indent markers are set even with the margins.

3. Use ScreenTips to define the three indent markers on the left side of the ruler

Like the Formatting toolbar, the ruler reflects the formatting of the selected text. Both the Left Indent and First Line Indent markers are set even with the margins.

The Right Indent marker is still in its default position (even with the right margin).

4. On the Formatting docked toolbar, click on the Increase Indent button Observe the indent

The paragraph is indented 0.5 inch (to the first default tab stop).

5. On the Formatting toolbar, click on the Decrease Indent button

(This button might be displayed on the docked toolbar.) To remove the indent and return the text to the left margin.

6. On the ruler, place the tip of the mouse pointer on the small box under the Hanging Indent marker Observe the ScreenTip

7. Drag the Left Indent marker to the 0.5 inch mark on the ruler

Dragging the Left Indent marker moves the Left and First Line Indent markers together.

8. Drag the Right Indent marker to 3.5 inches

As you drag the indent marker, a dotted line is displayed in the typing area. A right indent creates a different right-hand boundary for the selected paragraph.

Tip: Encourage students to use ScreenTips to define the marker before they use it. This will help ensure that they are selecting the correct marker.

Tip: You may want to tell students that they can work with exact measurements by pressing A while dragging the marker to show measurements in numeric form.


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9. Place the insertion point anywhere in the line Present your offer… Press 4 Drag the Left Indent marker to the 0.5 inch mark on the ruler

To repeat the last action, which was formatting the right indent.

10. Repeat the left and right indents for Guide you through closing…

11. Save the file as My Lists And Line Breaks

Creating numbered lists Concepts > You might want to add numbers to a series of paragraphs in a document. When

you add numbers to paragraphs, Word formats the paragraphs with hanging indents.

To create a numbered list from scratch:

1. Place the insertion point where you want the numbered list. 2. On the Formatting toolbar, click on the Numbering button. 3. Type the text that you want to number. Press Enter to move to the next line

and start a new number. 4. Click on the Numbering button to discontinue the number formatting.

To add numbers to paragraphs in a list, select the appropriate paragraphs. Click on the Numbering button.

Hanging indent A hanging indent is a paragraph format in which the first line of text extends, or hangs, further to the left than the rest of the text. When you create a bulleted or numbered list, Word applies a hanging indent format to the text. You can modify the hanging indent by dragging the indent markers on the ruler. For example, to increase the amount of space between the bullet and the text, you would drag the Hanging Indent marker to the right.

Ask students if they use numbered lists in their documents and if they have had problems creating numbered lists in the past.


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Task D-2: Creating numbered lists What you do Comments/Prompts

1. Select the three indented paragraphs starting with Attend open houses with you

2. On the Formatting docked toolbar, click on the Numbering button

3. Observe the selected text The text has been numbered 1 through 3.

4. Observe the ruler

A hanging indent has been applied.

Bulleted lists Concepts > You can also apply bullets to a series of paragraphs in a document by using the

same method you use for a numbered list (select the paragraphs and click on the Bullets button).

To create a bulleted list from scratch:

1. Place the insertion point where you want the bulleted list. 2. On the Formatting toolbar, click on the Bullets button. 3. Type the text that you want bulleted. Press Enter to move to the next line

and start a new bullet. 4. Click on the Bullets button to discontinue the bullet formatting.

If you apply numbers to a series of paragraphs and then want to change them to bullets, you can do so by selecting the paragraphs and clicking on the Bullets button.

Modifying the bullet style You can change the style of the bullet that is used in your list. To do so, select the list and choose Format, Bullets And Numbering. If necessary, select the Bulleted tab. Click on the bullet style that you want to apply. Click on OK.

You can also choose from additional symbols to be used as a bullet by clicking on Customize in the Bullets And Numbering dialog box, clicking on Bullet in the Customize Bulleted List dialog box, and then selecting a symbol of your choice.

When working with numbered lists, you can also choose from different numbering styles by clicking on the Numbered tab and making your selection.

Removing bullets and numbering To remove bullets or numbers, select the bulleted or numbered paragraph and click on the Bullets or Numbering button.

Point out to students that the numbering has a hanging indent applied to it.


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Task D-3: Adding bullets to selected text What you do Comments/Prompts

1. Select all of the paragraphs from Get you the best price through Offer financing options…

2. Using the Formatting docked toolbar, click on the Bullets button

To format the paragraphs as a bulleted list.

3. Choose _Format_ _Bullets_And_Numbering..._ Observe the available bullet styles

To display the Bullets And Numbering dialog box.

4. Click on a bullet style of your choice Click on OK Observe the bulleted text

The bullet style has changed. The selected text now reflects the selection you made in the Bullets And Numbering dialog box and the hanging indent has been applied.

5. Choose _Format_ _Bullets_And_Numbering..._ Verify that the Bulleted tab is selected Click on Customize...

(This dialog box might be displayed differently for each student, depending on the bullet type they selected.) To display the Customize Bulleted List dialog box.

6. Click on Bullet... To display the Symbol dialog box.

7. In the Font drop-down list, verify that Wingdings is selected


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8. Select the symbol of your choice

To preview the symbols, press and hold the mouse button as you drag in the dialog box.

9. Click on OK Click on OK

To close the Symbol dialog box after you have selected your bullet symbol. To close the Customize Bulleted List dialog box and to return to the document.

10. Deselect and observe the text

The bulleted list is now customized.


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e Line breaks and line spacing

Inserting a manual line break Concepts > The line break character (↵) can be inserted manually to force a new line break

without beginning a new paragraph. Inserting manual line breaks is often useful when you are creating lists within a hanging-indent paragraph format. To insert a line break character, press Shift + Enter.

Task E-1: Comparing new paragraphs and new lines ü Before you begin: My Lists And Line Breaks is open.

What you do Comments/Prompts

1. In the second bulleted paragraph, place the insertion point before the s in surprises

2. Press R

3. Observe the new paragraph Because you pressed the Enter key, you have created a new paragraph within a bulleted list. Consequently, the new paragraph is bulleted.

4. Press B three times To delete the bullet, indent, and the paragraph mark, and return the insertion point to its original position.

5. Press S + R To insert a manual line break and create a new line without starting a new paragraph.

6. Observe the text By pressing Shift + Enter, you have inserted a line break character (↵). The new line of text has not been bulleted, but it retains the hanging indent.

Line spacing Concepts > Line spacing is the vertical distance between lines of text. The most common

settings are Single, 1.5 Lines, and Double. The default setting is single line spacing, meaning that the line spacing depends on the size of the text. For example, when you are using 12-point text, the spacing of the lines is slightly more than 12 pointsthe actual size of the font and a small amount of white space. If you have a double-spaced line of 12-point text, your line spacing is set at approximately 24 points.

To change line spacing, select the paragraphs for which you want to change the line spacing. Choose Format, Paragraph. Verify that the Indents And Spacing tab is selected. From the Line Spacing drop-down list box, select the desired line spacing. Click on OK.


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Task E-2: Changing line spacing What you do Comments/Prompts

1. Select your bulleted list

2. Choose _Format_ _Paragraph..._ Verify that the Indents And Spacing tab is selected

To display the Paragraph dialog box.

3. Observe the Paragraph dialog box

Unlike the Formatting toolbar and ruler options, the Paragraph dialog box provides access to all of the paragraph formatting choices. The paragraph dialog box also enables you to specify exact measurements where applicable.

4. Display the Line Spacing drop-down list Select Double Click on OK

The line spacing is doubled.

5. Choose _Format_ _Paragraph..._ From the Line Spacing drop-down list, select 1.5 lines Click on OK

The line spacing is reduced.

6. Save the file

Line spacing is a paragraph format. Before changing the line spacing, you must select the paragraph or paragraphs. Several paragraph formats, including line spacing, are available only through the Paragraph dialog box and cannot be accessed from the toolbars or rulers.

If you have an advanced class, tell them about the following keyboard shortcuts for line spacing:

C + 1 for single

C + 2 for double

C + 5 for 1.5 spacing.


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Hyphenation Concepts > Hyphenation can be used to change the appearance of unjustified text in a

document. You can:

• hyphenate automatically; • hyphenate manually; • insert optional hyphens where you want a line to end; and • insert required hyphens where you want a hyphenated word to stay together

and not break at the end of a line.

To hyphenate automatically:

1. Choose Tools, Language, Hyphenation. 2. Check Automatically Hyphenate Document. 3. In the Hyphenation Zone box, enter the maximum amount of space you want

between the margin and the last word in a line. 4. Click on OK.

Note: A smaller hyphenation zone will result in more hyphenated words, and a larger hyphenation zone will result in fewer hyphenated words.

To hyphenate manually:

1. Choose Tools, Language, Hyphenation. 2. Click on Manual.

• Click on Yes to insert a hyphen in the recommended location. • Click on No to skip the word. • Click on Cancel to stop the hyphenation procedure.

To insert an optional hyphen, press Ctrl+ -. Optional hyphens will appear in a document as a dash bent at the end (¬). Use the Show/Hide ¶ button to display optional hyphens.

To insert a nonbreaking hyphen, press Ctrl + Shift + -. Nonbreaking hyphens will appear in a document as −. Use the Show/Hide ¶ button to display nonbreaking hyphens.

Nonbreaking spaces Nonbreaking spaces keep two words or a complete phrase together on one line. You use a nonbreaking space in place of the Spacebar and can insert it anywhere within a document. To insert a nonbreaking space, place the insertion point where you want the nonbreaking space, or select the space between two words. Press Shift + Ctrl + Spacebar.


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Task E-3: Using nonbreaking spaces What you do Comments/Prompts

1. In the last paragraph of the body of the letter, observe the name Peg Miller

The name splits onto two lines.

2. Place the insertion point to the left of the M in Miller Press B

To delete the space between “Peg” and “Miller.” The whole name is on one line.

3. Press s Observe the name

To separate “Peg” and “Miller.” The name is on two lines again.

4. Press B

5. Press S + C + s To insert a nonbreaking space.

6. Observe the text Observe the nonbreaking space mark

“Peg Miller” is on one line. Instead of the dot that represents the spacebar, a small circle (°) representing a nonbreaking space separates “Peg” and “Miller.”

7. Save and close the file

Remind students that the nonbreaking space is also a nonprinting character, like the tab mark, and will not print.


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( Practice Unit for Lesson 4 In this activity, you will practice using various character and paragraph formatting options.

1. Open Practice Formatting. 2. Select the first line of the document, Books & Beyond. Change the font to Arial,

the font size to 24 point, and apply Bold 3. Apply the following character formats to the remaining section headings:

Arial, 12 point, Bold, Small Caps 4. Move to the top of the document, and change the alignment of the text Books

& Beyond to Centered 5. Select the paragraph under the What is Books and Beyond? heading. Move the

Left Indent marker to 0.5 inch and the Right Indent marker to 5.5 inches on the ruler.

6. Repeat the left and right indents for the text under the following sections: Best Sellers And The Classics, Easy Listening, and Other Special Services

7. Select the five lines of text under the Other Special Services heading and apply bullets.

8. With the text still selected, click twice on the Increase Indent button. 9. Save the file as My Practice Formatting 10. Close the file.

Word 2000: Level 1

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) Wrap-up for Lesson 4

a Why would you apply formatting to a document? To make a document more visually appealing, and to draw the reader’s attention to certain sections of a document.

What is the first step necessary to apply character formatting to text? Select the text.

b How can you repeat a character format? By pressing either F4 or Ctrl + Y, or by choosing Edit, Repeat from the

menu.

How can you copy the formatting of text to unformatted text? By using the Format Painter button or pressing Ctrl + Shift + C to copy the formatting and pressing Ctrl + Shift + V to paste, or apply, the formatting.

c Where must the insertion point be located before you change paragraph formatting? Anywhere in the paragraph you want to affect.

d What does the term “indent” mean? The difference between text boundaries and page margins.

How can you create a numbered or bulleted list? Select the text, and click on either the Numbering or Bullets button.

e How do you add a line break character? Press Shift + Enter.

How do you add a nonbreaking space? Press Shift + Ctrl + Spacebar.

character and paragraph formatting - ashbury training€¦ · · 2006-06-224 - 1 l e s s o n 4...

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