1. Microsoft Word 2003 Illustrated Introductory Text and Paragraphs Formatting

2. 2Formatting Text and Paragraphs  Format with fonts  Change font styles and effects  Change line and paragraph spacing  Align paragraphs  Work with tabs Objectives

3. 3Formatting Text and Paragraphs  Work with indents  Add bullets and numbering  Add borders and shading Objectives

4. 4Formatting Text and Paragraphs Unit Introduction  Formatting the text and paragraphs in a document –Enhances the appearance of the document –Creates visual impact –Helps to illustrate the structure of the document –Adds personality and professionalism to the document

5. 5Formatting Text and Paragraphs Formatting with Fonts  Formatting text with fonts is a powerful way to alter the appearance of a document –A font is a complete set of characters with the same typeface or design –Arial, Times New Roman, Tahoma, and Courier are examples of fonts –Each font has a specific design and feel

6. 6Formatting Text and Paragraphs Formatting with Fonts  Serif fonts have a small stroke, called a serif, on the ends of characters, and are often used for body text: –Times New Roman –Garamond –Book Antiqua –Californian FB  Sans serif fonts do not have a serif, and are often used for headings: –Arial Rounded MT Bold –Comic Sans MS –Franklin Gothic Demi –Papyrus

7. 7Formatting Text and Paragraphs Formatting with Fonts  Changing the size of text, or the font size, is another way to determine the impact of text –Font size is measured in points –A point is 1/72 of an inch –12-point Times New Roman is the default font size and font for a new document  You can also change the font color

8. 8Formatting Text and Paragraphs Formatting with Fonts (cont.)  Change fonts using the Font list arrow  Change font size using the Font Size list arrow  Change font color using the Font Color list arrow Font list arrow Font Size list arrow Font names are formatted in the font

9. 9Formatting Text and Paragraphs Formatting with Fonts (cont.)  Tips for formatting with fonts –Choose fonts that augment the document purpose Conservative fonts for business documentsConservative fonts for business documents Playful fonts for flyers, invitations, etc.Playful fonts for flyers, invitations, etc. –Too many fonts can clutter a document Use no more than two or three different fonts in a documentUse no more than two or three different fonts in a document –Format body text and headings in a different font

10. 10Formatting Text and Paragraphs Formatting with Fonts (cont.)  Adding a drop cap –A drop cap is a large initial capital letter, often used to set off the first paragraph of an article –To insert a drop cap, use the Drop Cap command on the Format menu

11. 11Formatting Text and Paragraphs Changing Font Styles and Effects  Font styles –Make text darker and thicker by applying bold Click the Bold button to apply boldClick the Bold button to apply bold –Slant text by applying italic Click the Italic button to apply italicClick the Italic button to apply italic

12. 12Formatting Text and Paragraphs Changing Font Styles and Effects (cont.)  Font effects –Apply using the Font dialog box SuperscriptSuperscript SubscriptSubscript ShadowShadow OutlineOutline EmbossEmboss EngraveEngrave Small capsSmall caps Choose font effects

13. 13Formatting Text and Paragraphs Changing Font Styles and Effects (cont.)  Character-spacing effects –Apply character-spacing effects using the Character Spacing tab in the Font dialog box Change the width, or scale, of charactersChange the width, or scale, of characters Change the spacing between charactersChange the spacing between characters Raise or lower characters relative to the line of textRaise or lower characters relative to the line of text

14. 14Formatting Text and Paragraphs Changing Font Styles and Effects (cont.) Bold, scale of 150% Italic Bold

15. 15Formatting Text and Paragraphs Changing Font Styles and Effects (cont.)  Changing the case of letters –Change letters from uppercase to lowercase and vice versa Sentence case capitalizes the first letter of a sentenceSentence case capitalizes the first letter of a sentence Title case capitalizes the first letter of each wordTitle case capitalizes the first letter of each word Toggle case switches all letters to the opposite caseToggle case switches all letters to the opposite case –Use the Change Case command on the Format menu

16. 16Formatting Text and Paragraphs Changing Line and Paragraph Spacing  Adding white space to a document can make it easier to read –Increase space between lines using the Line Spacing list arrow –Increase space between paragraphs using the Paragraph command on the Format menu

17. 17Formatting Text and Paragraphs Changing Line and Paragraph Spacing (cont.) 6 points of space added below heading paragraph Line spacing is 1.5 Line Spacing list arrow

18. 18Formatting Text and Paragraphs  The Format Painter allows you to copy the format setting applied to selected text to other text –Use to copy multiple format settings or individual ones Click the Format Painter button once to apply the format settings to one itemClick the Format Painter button once to apply the format settings to one item Double-click the Format Painter button to activate the Format Painter and apply settings to multiple itemsDouble-click the Format Painter button to activate the Format Painter and apply settings to multiple items Changing Line and Paragraph Spacing (cont.)

19. 19Formatting Text and Paragraphs Changing Line and Paragraph Spacing (cont.)  Formatting with styles –Apply multiple format settings in one step with a style –A style is a set of format settings that are named and stored together –Styles can include character and paragraph format settings –Apply styles using the Styles and Formatting task pane

20. 20Formatting Text and Paragraphs Aligning Paragraphs  Paragraphs are aligned relative to the left and right margins –Left-aligned text is flush with the left margin and has a ragged right edge –Right-aligned text is flush with the right margin –Centered text is positioned evenly between the margins –Justified text is flush with both the left and right margins

21. 21Formatting Text and Paragraphs Aligning Paragraphs (cont.)  Change paragraph alignment using the alignment buttons on the Formatting toolbar Centered Justified Right-aligned Left-aligned Alignment buttons

22. 22Formatting Text and Paragraphs Aligning Paragraphs (cont.)  The Reveal Formatting task pane –Shows the format settings for the active text and paragraph –Use to check, change, and compare format settings

23. 23Formatting Text and Paragraphs Working with Tabs  Tabs help you to align text vertically at a specific location on a page –A tab stop is a point on the horizontal ruler that identifies a text alignment location –By default, tab stops are located every ½ inch from the left margin –You can create custom tab stops –Text can be aligned to the left, right, or center of a tab stop, or aligned with a bar character or decimal point

24. 24Formatting Text and Paragraphs Working with Tabs (cont.)  Set tabs using the ruler –Click the tab indicator at the left end of the horizontal ruler to select the type of tab –Set the tab by clicking the ruler at the location you want the tab stop to be –Tab stop applies to: The active paragraph, orThe active paragraph, or The selected paragraphsThe selected paragraphs –Drag a tab stop on the ruler to change its location

25. 25Formatting Text and Paragraphs Working with Tabs (cont.) Tabbed text left-aligned Left tab stop Right tab stop Tabbed text right-aligned Tab leader Tab indicator

26. 26Formatting Text and Paragraphs Working with Tabs (cont.)  Set tabs using the Tabs dialog box –Create new tab stops –Change the position or alignment of existing tab stops –Clear tab stops –Apply a tab leader, a line that appears in front of tabbed text

27. 27Formatting Text and Paragraphs Working with Indents  Indenting a paragraph moves the edge of the paragraph in from the left or right margin –Indent the entire left or right edge of a paragraph –Indent just the first line –Indent all lines except the first line  Indent markers on the horizontal ruler identify the indent settings for the paragraph in which the insertion point is located

28. 28Formatting Text and Paragraphs Working with Indents (cont.)  To indent a paragraph: –Drag an indent marker to a new location on the ruler –Click the Increase Indent button or the Decrease Indent button on the Formatting toolbar –Change the indent settings on the Indents and Spacing tab in the Paragraph dialog box

29. 29Formatting Text and Paragraphs Working with Indents (cont.)  Types of indents

30. 30Formatting Text and Paragraphs Working with Indents (cont.) First Line Indent marker Hanging Indent marker Left Indent marker Indented paragraph Right Indent marker Indent buttons

31. 31Formatting Text and Paragraphs Working with Indents (cont.)  Clearing text formatting –Use the Clear Formats command to return text to its default settings: 12-point Times New Roman text12-point Times New Roman text Left-aligned, single-spaced paragraphs with no indentsLeft-aligned, single-spaced paragraphs with no indents –To clear formatting, select the text, point to Clear on the Edit menu, then click Formats

32. 32Formatting Text and Paragraphs Adding Bullets and Numbering  Formatting paragraphs with bullets and numbering can help to organize ideas in a document –A bullet is a character, often a small circle, that appears before the items in a list to add emphasis –Numbering the items in a list helps to illustrate sequence and priority

33. 33Formatting Text and Paragraphs Adding Bullets and Numbering (cont.) Numbered list Bulleted list  Use the Bullets and Numbering buttons on the Formatting toolbar to quickly format a list Bullets and Numbering buttons

34. 34Formatting Text and Paragraphs Adding Bullets and Numbering (cont.) Numbered tab Customize bullet styles  Use the Bullets and Numbering command on the Format menu to apply, change, or customize bullet and numbering styles Outline Numbered tab Bullet styles

35. 35Formatting Text and Paragraphs Adding Bullets and Numbering (cont.)  Creating outlines –To create a hierarchical structure in a list, apply an outline numbering style –Format an existing list with bullets or numbering Demote items to a lower lever in the hierarchy using the Increase Indent buttonDemote items to a lower lever in the hierarchy using the Increase Indent button Promote items to a higher level in the hierarchy using the Decrease Indent buttonPromote items to a higher level in the hierarchy using the Decrease Indent button

36. 36Formatting Text and Paragraphs Adding Borders and Shading  Adding borders and shading to text can help to enhance the information in a document –A border is a line added above, below, to the side of, or around words or paragraphs –Shading is a color or pattern that is added behind words or paragraphs –Use the Borders and Shading command on the Format menu to apply and format borders and shading

37. 37Formatting Text and Paragraphs Adding Borders and Shading (cont.)  Border options –Box –Shadow –3-D –Custom –Line style –Line color –Line width

38. 38Formatting Text and Paragraphs Adding Borders and Shading (cont.)  Shading options –Fill color Standard colorStandard color Custom colorCustom color –Pattern style Tint (e.g. 75%)Tint (e.g. 75%) Pattern (e.g. diagonal lines)Pattern (e.g. diagonal lines)

39. 39Formatting Text and Paragraphs Adding Borders and Shading (cont.) Border Shading

40. 40Formatting Text and Paragraphs Adding Borders and Shading (cont.)  Highlighting text in a document –Highlighting is transparent color that is applied to text using the Highlight pointer –Highlighting is most effective when a document is viewed on screen Highlighting does printHighlighting does print –To highlight text, click the Highlight list arrow, select a color, then select the text

41. 41Formatting Text and Paragraphs Summary  Enhance documents with formatting –Format characters: Font, font size, font styles, font effects, and character-spacingFont, font size, font styles, font effects, and character-spacing –Format paragraphs Alignment, line spacing, paragraph spacing, tabs, indents, bullets, numbering, borders, and shadingAlignment, line spacing, paragraph spacing, tabs, indents, bullets, numbering, borders, and shading  Choose appropriate formatting for the document’s purpose and audience  Take care not to over format a document