1. © 2012 The McGraw-Hill Companies, Inc. All rights reserved. word 2010 Chapter 2 Formatting Text and Paragraphs

2. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word 2010 Formatting Skills Skill 2.1 Applying Character EffectsSkill 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 ListsSkill 2.10 Creating Numbered Lists Skill 2.11 Creating Multilevel ListsSkill 2.11 Creating Multilevel Lists Skill 2.12 Using Quick Styles Skill 2.13 Changing Paragraph AlignmentSkill 2.13 Changing Paragraph Alignment Skill 2.14 Changing Paragraph SpacingSkill 2.14 Changing Paragraph Spacing Skill 2.15 Revealing Formatting MarksSkill 2.15 Revealing Formatting Marks Skill 2.16 Changing the Space between ParagraphsSkill Skill 2.17 Changing Indents Skill 2.18 Using Tab Stops Skill 2.19 Using Tab LeadersSkill 2.19 Using Tab 2-2

3. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.1 Applying 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. 2-3

4. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. The 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. 2-4 Font dialog box

5. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.2 Changing 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. 2-5

6. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-6

7. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.3 Changing 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. 2-7

8. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To Change the Size of the Text 1.Select the text to be changed. 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. 2-8

9. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.4 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. 2-9

10. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-10

11. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. All 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. 2-11 Font dialog box

12. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.5 Changing 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. 2-12

13. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To Change the Color of the Text 1.Select the text to be changed. 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. 2-13

14. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Color 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. 2-14 Color Themes list

15. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.6 Applying 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 enough emphasis. 2-15

16. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-16

17. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-17 Text Highlight button

18. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.7 Using 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. 2-18

19. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-19

20. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.8 Clearing 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. 2-20

21. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. 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. 2-21

22. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To Clear Formatting 1.On the Home tab, in the Styles group, click the More button. 2.Click Clear Formatting. 2-22 Clear Formatting option Styles Group More button

23. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.9 Creating 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. 2-23

24. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-24

25. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.10 Creating 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. 2-25

26. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-26

27. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-27

28. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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... 2-28 Numbering Library

29. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.11 Creating 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. 2.When you return to the first outline level, the numbering scheme picks up with the next number. a.But the sublevels restart each time. 2-29

30. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-30

31. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-31 Define new Multilevel list dialog box

32. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.12 Using 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. 2-32

33. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To Apply a Quick Style to Text 1.Select the text you want to change. 2.On the Home tab, in the Styles group, click the More button. 3.Select a Quick Style from the Quick Styles gallery. 2-33

34. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.13 Changing 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. 2-34

35. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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: 2-35

36. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.14 Changing 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 2-36

37. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To Change Line Spacing 1.Select the text you want to change. 2.On the Home tab, in the Paragraph group, click the Line Spacing button. 3.Select the number of the spacing you want. 2-37

38. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.15 Revealing 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. 2-38

39. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-39

40. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.16 Changing 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. 2-40

41. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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: Add Space Before Paragraph. Add Space After Paragraph Remove Space After Paragraph. Remove Space Before Paragraph. 2-41

42. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.17 Changing 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. 2-42

43. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-43

44. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. First 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. 2-44 Paragraph dialog box

45. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.18 Using 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: 2-45

46. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-46

47. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word Skill 2.19 Using 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. 2-47

48. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. To 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. 2-48

49. a skills approach © 2012 The McGraw-Hill Companies, Inc. All rights reserved. Word 2010 Formatting Skills Recap Skill 2.1 Applying Character EffectsSkill 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 ListsSkill 2.10 Creating Numbered Lists Skill 2.11 Creating Multilevel ListsSkill 2.11 Creating Multilevel Lists Skill 2.12 Using Quick Styles Skill 2.13 Changing Paragraph AlignmentSkill 2.13 Changing Paragraph Alignment Skill 2.14 Changing Paragraph SpacingSkill 2.14 Changing Paragraph Spacing Skill 2.15 Revealing Formatting MarksSkill 2.15 Revealing Formatting Marks Skill 2.16 Changing the Space between ParagraphsSkill Skill 2.17 Changing Indents Skill 2.18 Using Tab Stops Skill 2.19 Using Tab LeadersSkill 2.19 Using Tab 2-49