triad 2010 word_chapter_2

© 2012 The McGraw-Hill Companies, Inc. All rights reserved.

word 2010

Chapter 2Chapter 2

Formatting Text Formatting Text and Paragraphsand Paragraphs

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Word 2010 Formatting SkillsWord 2010 Formatting Skills

• Skill 2.1 Applying Character Effects

• Skill 2.2 Changing Fonts• Skill 2.3 Changing Font Sizes• Skill 2.4 Changing Text Case• Skill 2.5 Changing Font Colors• Skill 2.6 Applying Highlights• Skill 2.7 Using Format Painter• Skill 2.8 Clearing Formatting• Skill 2.9 Creating Bulleted Lists• Skill 2.10 Creating Numbered

Lists

• Skill 2.11 Creating Multilevel Lists

• Skill 2.12 Using Quick Styles• Skill 2.13 Changing Paragraph

Alignment• Skill 2.14 Changing Paragraph

Spacing• Skill 2.15 Revealing Formatting

Marks• Skill 2.16 Changing the Space

between Paragraphs• Skill 2.17 Changing Indents• Skill 2.18 Using Tab Stops• Skill 2.19 Using Tab Leaders

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Word Skill 2.1Word Skill 2.1

Applying Character EffectsApplying Character Effects

To apply character effects using the ribbon:

1.Select the text to emphasize.

2.On the Home tab, in the Font group click the effect button:

Bold — gives the text a heavier, thicker appearance.

Italic — makes text slant right.

Underline — draws a single line under the text.

Strikethrough — draws a horizontal line through the text.

Subscript — draws a small character below bottom of text.

Superscript — draws small character above top of text.

Change Case — changes the capitalization on selected text.

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The Font Dialog BoxThe Font Dialog Box

To open the Font dialog box, on the Home tab, in the Font group:

1.Click the dialog launcher .

2.Select an option in the Effects section and click OK to apply the character effect to the text.

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Font dialog box

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Changing FontsChanging Fonts

• A font, or typeface, refers to a set of characters of a certain design.

• The font is the shape of a character or number as it appears on screen or in a printed document.

• Word offers many fonts. – Serif fonts, such as Cambria and Times New Roman,

have an embellishment at the end of each stroke. – Sans serif fonts, such as Calibri and Arial, do not have

an embellishment at the end of each stroke.

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To Change the FontTo Change the Font

1. Select the text to be changed.

2. On the Home tab, click the arrow next to the Font box.

3. As you roll over the list of fonts, the Live Preview feature in Word changes the look of the text in your document, giving you a preview of how the text will look with the new font applied.

4. Click a font name from the menu to apply it to the text.

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Changing Font SizesChanging Font Sizes

• When creating a document it is important not only to choose the correct font, but also to use the appropriate font size.

• Fonts are measured in points, abbreviated “pt.”

• On the printed page, 72 points equal one inch.

• Different text sizes are used for paragraphs and headers in a document. – Paragraphs typically use 10 pt., 11 pt., and 12 pt. fonts. – Headers often use 14 pt., 16 pt., and 18 pt. fonts.

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To Change the Size of the TextTo Change the Size of the Text


2. On the Home tab, in the Font group, click the arrow next to the Font Size box.

3. Scroll the list to find the new font size.

4. Click the size you want.

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Changing Text Case Changing Text Case

Types of Text Case Formats

•Sentence case — formats text as a sentence with the first word being capitalized and all remaining words beginning with a lowercase letter.

•lowercase — changes all letters to lowercase.

•UPPERCASE — changes all letters to uppercase, or capital letters.

•Capitalize Each Word — formats text so each word begins with a capital letter.

•tOGGLEcASE— formats text in the reverse of the typed format, converting uppercase letters to lowercase and lowercase letters to uppercase.

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To Apply Text Case FormattingTo Apply Text Case Formatting

1. Select the text you want to change.

2. On the Home tab, in the Font group, click the Change Case button.

3. Select a text case option from the menu to apply it to the text.

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All Caps or UPPERCASE Case CommandAll Caps or UPPERCASE Case Command

• From the Font dialog box, you can apply the All caps or Small Caps character formatting to text.

• Although the All caps command has the same effect as the UPPERCASE case command, All caps applies character formatting, while UPPERCASE changes the underlying text that was typed.

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Font dialog box

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Changing Font ColorsChanging Font Colors

• Adding color to text in your document adds emphasis to certain words and helps design elements, such as headers, stand out for your reader.

• It is important to be selective when adding color to your document.

• Using too many colors can often be distracting to the reader.

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To Change the Color of the TextTo Change the Color of the Text


2. On the Home tab, in the Font group, click the arrow next to the Font Color button.

3. Click the color you want from the color palette.

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Color ThemesColor Themes

A color theme is a group of predefined colors that work well together in a document.

To Change a Color Theme,

1.On the Page Layout tab, in the Themes group, click the arrow next to the Colors button.

2.Click the color theme you want from a list of built-in color themes or click the Create New Theme Colors… to create a new theme.

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Color Themes list

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Applying HighlightsApplying Highlights

• Text in a Word document can be highlighted to emphasize or call attention to it.

• When text is highlighted, the background color of the selected area is changed to make it stand out on the page.

• Only use the highlighter for small amounts of text to minimize distraction.

• Be careful when selecting colors to use for highlighting.– If both the color of the text and the highlight color are

dark, the text will be hard to read. – If the highlight color is too light, it may not give the text

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To Highlight Text in a DocumentTo Highlight Text in a Document

1. Select the text to be highlighted.

2. On the Home tab, in the Font group, click the arrow next to the Text Highlight Color button.

3. Click the color you want to use.

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To Highlight Text Throughout DocumentTo Highlight Text Throughout Document

1. On the Home tab, in the Font group, click the Text Highlight Color button without selecting any text first. Your cursor changes to a highlighter shape.

2. Click and drag across text with the highlighter cursor to highlight text.

3. To change your cursor back, click the Text Highlight Color button again.

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Text Highlight button

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Using Format PainterUsing Format Painter

• The Format Painter tool allows you to copy formatting styles that have been applied to text. You can then “paste” the formatting, applying it to text anywhere in the document.

• If the text you are copying the formatting from is formatted using a paragraph style:– Place the cursor anywhere in the paragraph and click the Format

Painter button. – To apply the same paragraph style formatting to another

paragraph, click anywhere in the paragraph to which you want to apply the formatting.

• If you want to apply the formats more than once– Double-click the Format Painter button when you select it. – It will stay on until you click the Format Painter button again or

press to deselect it.

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To Use Format PainterTo Use Format Painter

1. Select the text that has the formatting you want to copy.

2. On the Home tab, in the Clipboard group, click the Format Painter button.

3. Select the text that you want to apply the formatting to.

4. The formats are automatically applied to the selected text.

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Clearing FormattingClearing Formatting

• After you have applied a number of character formats and effects to text, you may find that you want to return your text to its original formatting.

• You could perform multiple undo commands on the text, or you could use the Clear Formatting command.

• The Clear Formatting command removes any formatting that has been applied to text, including character formatting, text effects, and styles, and leaves only plain text.

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To Remove Formatting To Remove Formatting

1. Select the text you want to remove the formatting from.

2. On the Home tab, in the Font group, click the Clear Formatting button.

The Clear Formatting command does not remove highlighting.

In order to remove highlighting:

1. Click the Text Highlighting Color button.

2. Select No Color.

3. Click and drag across the text with the highlighter cursor to remove the highlighting.

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To Clear FormattingTo Clear Formatting

1. On the Home tab, in the Styles group, click the More button.

2. Click Clear Formatting.

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Clear Formatting option

Styles Group More button

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Creating Bulleted ListsCreating Bulleted Lists

• If your list does not include items that need to be displayed in a specific order, use a bulleted list to help information stand out from surrounding text.

• A bullet is a symbol that is displayed before each item in a list.

• When a bullet appears before a list item, it indicates that the items in the list do not have a particular order to them.

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To Create a Bulleted ListTo Create a Bulleted List

1. Select the text you want to change to a bulleted list. In order to appear as separate items within a bulleted list, each item must be followed by a hard return (press ).

2. On the Home tab, in the Paragraph group, click the Bullets button.

3. Click outside the list to deselect it.

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Creating Numbered ListsCreating Numbered Lists

• Some lists, such as directions to complete a task, need to have the items displayed in a specific order.

• Numbered lists display a number next to each list item and display the numbers in order.

• Numbered lists help you organize your content and display it in a clear, easy-to-understand manner.

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To Create a Numbered ListTo Create a Numbered List

1. Select the text you want to change to a numbered list. As with bulleted lists, in order to appear as separate items within a numbered list, each item must be followed by a hard return (press ).

2. On the Home tab, in the Paragraph group, click the Numbering button.

3. Click outside the list to deselect it.

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To Add More Items to an Existing ListTo Add More Items to an Existing List

1. Place your cursor at the end of an item and press to start a new line.

2. The list will renumber itself to accommodate the new item.

3. You can turn off the numbering feature by pressing twice.

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To Change the Numbering List TypeTo Change the Numbering List Type

1. On the Home tab, in the Font group, click the Numbering button arrow.

2. Select an option from the Numbering Library.

3. You can create new numbered list styles by selecting Define New Number Format . . .

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Numbering Library

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Creating Multilevel ListsCreating Multilevel Lists

A multilevel list divides your content into several levels of organization.1.For example, the top level organization might start with

a. The next level appears indented. The numbering scheme restarts at the beginning.

•When you return to the first outline level, the numbering scheme picks up with the next number.

1. But the sublevels restart each time.

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To Create a Multilevel ListTo Create a Multilevel List

1. Select the text you want to change into a list.

2. On the Home tab, in the Paragraph group, click the Multilevel List button.

3. The list has been created with each item at the same level.

4. To demote an item in the list, select the text, and click the Increase Indent button.

5. To promote an item in the list, select the text, and click the Decrease Indent button.

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To Create a Custom Multilevel List FormatTo Create a Custom Multilevel List Format

1. On the Home tab, in the Paragraph group, click the arrow next to the Multilevel List button.

2. Click the Define New List Style . . . item at the bottom of the Multilevel List gallery.

3. In the Define new Multilevel list dialog box, you can change the formatting, number style, and position of the levels.

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Define new Multilevel list dialog box

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Using Quick StylesUsing Quick Styles

• A Quick Style is a group of formatting, including character and paragraph formatting, that can be easily applied to text in adocument.

• Quick Styles can be applied to body text, headers, quotes, etc.

• Using Quick Styles permits you to quickly change the look of that style across your document by changing the document’s theme.

• Certain Quick Styles, such as headings, are also used by other features in Word, such as creating a table of contents and the Navigation task pane.

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To Apply a Quick Style to TextTo Apply a Quick Style to Text


2. On the Home tab, in the Styles group, click the More button .

3. Select a Quick Style from the Quick Styles gallery.

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Changing Paragraph AlignmentChanging Paragraph Alignment

Paragraph alignment refers to how text is aligned with regard to the left and right margins.

It is important to understand common uses of different alignments. •Paragraph text and headers are typically left aligned.•Titles are often centered. •Newspaper columns are often justified.•Columns of numbers are typically right aligned.

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To Change the Alignment of TextTo Change the Alignment of Text

1. Click in the paragraph you want to change.

2. On the Home tab, in the Paragraph group, click an alignment button:

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Changing Paragraph SpacingChanging Paragraph Spacing

• Line spacing -the white space between lines of text.

• Default line spacing in Microsoft Word 2010: 1.15 spacing– Gives each line the height of single spacing with a little

extra space at the top and bottom. – Is a good choice to use for the body of a document.

• Other commonly used spacing options include:– single spacing– double spacing– 1.5 spacing

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To Change Line SpacingTo Change Line Spacing


2. On the Home tab, in the Paragraph group, click the Line Spacing button.

3. Select the number of the spacing you want.

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Revealing Formatting MarksRevealing Formatting Marks

• When creating a document it is important to use consistent formatting, such as a single space after the period at the end of a sentence.

• As you create a document, Word adds formatting marks that are hidden from view.

• You can quickly check the formatting of your document by displaying these hidden formatting marks.

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To Display Formatting MarksTo Display Formatting Marks

1. On the Home tab, in the Paragraph group, click the Show/Hide button.

2. The formatting marks are displayed in the document.

3. Click the Show/Hide button again to hide the formatting marks. Formatting marks include symbols that represent spaces, nonbreaking spaces, tabs, and paragraphs.

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Changing the Space Between ParagraphsChanging the Space Between Paragraphs

• When you set line spacing for a paragraph, Word creates new paragraphs based on that line height.

• This results in a very evenly spaced document, but also one where it can be difficult to differentiate between paragraphs, especially if your document is single spaced.

• To help differentiate between paragraphs in a document, you can change the spacing before and after paragraphs.

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To Increase & Decrease Space Before & After ParagraphsTo Increase & Decrease Space Before & After Paragraphs

1. Click in the paragraph you want to change.

2. On the Home tab, in the Paragraph group, click the Line Spacing button.

3. Choose one of four options:

1. Add Space Before Paragraph.

2. Add Space After Paragraph

3. Remove Space After Paragraph.

4. Remove Space Before Paragraph.

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Changing IndentsChanging Indents

• When you create a document, the margins control how close the text comes to the edge of a page.

• But what if you don’t want all your paragraphs to line up?

• Indenting paragraphs increases the left margin for a paragraph, helping it stand out from the rest of your document.

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To Change the Indentation of a ParagraphTo Change the Indentation of a Paragraph

1. Place the cursor anywhere in the paragraph you want to change.

2. To increase the indent of the paragraph by one level, on the Home tab, in the Paragraph group, click the Increase Indent button.

3. To reduce the indent of the paragraph and bring it closer to the edge of the page by one level, click the Decrease Indent button.

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First Line or Hanging IndentFirst Line or Hanging Indent

• To open the Format Paragraph dialog box, click the Dialog Launcher in the Paragraph group on the Home tab or in the Paragraph group on the Page Layout tab.

• To indent the first line of a paragraph, select the First line option in the Special drop down list.

• To left-align the first line of a paragraph and indent the remainder of the paragraph, select the Hanging indent option.

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Paragraph dialog box

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Using Tab StopsUsing Tab Stops

• A tab stop is a location along the horizontal ruler that indicates how far to indent text when the Tab key is pressed.

• There are five types of tab stops:

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To Set a Tab StopTo Set a Tab Stop

1. Select the paragraph in which you want to set a tab stop.

2. Click the tab selector at the far left of the horizontal ruler until it changes to the type of tab you want.

3. Click the horizontal ruler where you want to set a tab stop.

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Using Tab LeadersUsing Tab Leaders

• Adding tab leaders can make data even easier to read.

• Tab leaders fill in the space between tabs with solid, dotted, or dashed lines.

• Using tab leaders helps associate columns of text by leading the reader’s eye from left to right.

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To Add Tab LeadersTo Add Tab Leaders

1. Select the text to which you want to add the leader.

2. On the Home tab, in the Paragraph group, click the dialog launcher.

3. In the Paragraph dialog box, click the Tabs . . . button.

4. In the Leader section of the Tabs dialog box, select the leader option you want.

5. Click OK.

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Word 2010 Formatting Skills RecapWord 2010 Formatting Skills Recap

• Skill 2.1 Applying Character Effects

• Skill 2.2 Changing Fonts• Skill 2.3 Changing Font Sizes• Skill 2.4 Changing Text Case• Skill 2.5 Changing Font Colors• Skill 2.6 Applying Highlights• Skill 2.7 Using Format Painter• Skill 2.8 Clearing Formatting• Skill 2.9 Creating Bulleted Lists• Skill 2.10 Creating Numbered

Lists

• Skill 2.11 Creating Multilevel Lists

• Skill 2.12 Using Quick Styles• Skill 2.13 Changing Paragraph

Alignment• Skill 2.14 Changing Paragraph

Spacing• Skill 2.15 Revealing Formatting

Marks• Skill 2.16 Changing the Space

between Paragraphs• Skill 2.17 Changing Indents• Skill 2.18 Using Tab Stops• Skill 2.19 Using Tab Leaders

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triad 2010 word_chapter_2

Documents

format painter button

font dialog box

clear formatting command

decrease indent button

page layout tab

multilevel list button

increase indent button

line spacing button