Exploring Microsoft® Office 2016 Series Editor Mary Anne Poatsy Mulbery|Krebs|Hogan|Cameron |Davidson|Lau|Lawson|Williams Series Created by Dr. Robert T. Grauer Exploring Microsoft® Office 2016 Copyright © 2017 Pearson Education, Inc.

Exploring Word 2016 Chapter 2 Document Presentation Editing and Formatting In Chapter 2, you will build on the skills learned in the previous chapter. You will learn how to enhance a Word document by applying formatting and styles and by inserting and formatting objects.

Objectives Apply Font Attributes Format a Paragraph Format a Document Apply Styles Insert and Format Objects The objectives for this chapter are: Apply Font Attributes Format a Paragraph Format a Document Apply Styles Insert and Format Objects

Objective 1: Apply Font Attributes (1 of 5) Skills: Select Font Options Change Text Appearance In this section, the skills include: Select Font Options Change Text Appearance

Apply Font Attributes (2 of 5) Font — combination of typeface and type style Font attributes: Typeface Bold Italic Underline Color Reflection Formatting can be applied on the text and paragraph levels. In this objective, we examine formatting applied on the text level. A font is a combination of typeface and type style and can be applied on the text and paragraph levels. Font options such as typeface, size, and a variety of font attributes such as bold, italic, underline, strikeout, highlighting, color, and effects—outline, shadow, reflection—are found in the Fonts group on the Home tab.

Apply Font Attributes (3 of 5) Times New Roman is a serif font Arial is a sans serif font A serif is a thin line or extension at the top and bottom of characters. This figure shows some of the font typefaces that are available in Microsoft Word 2016. Note the examples of serif and sans serif fonts. The term sans means without.

Apply Font Attributes (4 of 5) Font group Font Dialog Box Launcher Font dialog box In addition to the font options shown in the Font group, clicking the Font Dialog Box Launcher displays the Font dialog box. This figure shows the dialog box and some of the additional effects and links to other attributes.

Apply Font Attributes (5 of 5) Text Effects and Typography gallery Reflection effect This figure shows the Text Effects and Typography gallery. This gallery was used to create the reflection effect shown on a previous slide. This gallery uses Live Preview, which enables you see the effects on text without clicking the effect.

Objective 2: Format a Paragraph (1 of 9) Skills: Select Paragraph Alignment Select Line and Paragraph Spacing Select Indents Set Tab Stops Apply Borders and Shading Create Bulleted and Numbered Lists In this section, the skills include: Select Paragraph Alignment Select Line and Paragraph Spacing Select Indents Set Tab Stops Apply Borders and Shading Create Bulleted and Numbered Lists

Format a Paragraph (2 of 9) Paragraph formatting: Alignment Indentation Tab stops Line spacing Borders and shading Bulleted and numbered lists In this objective, we examine formatting applied on the paragraph level. When formatting a paragraph, you can change the alignment, adjust the indentation, set tab stops, or modify line spacing in your document. You can also apply visual effects, such as borders and shading, and create bulleted and numbered lists.

Format a Paragraph (3 of 9) Paragraph alignment: Left—used in letters, reports, and memos Right—used for dates, figure captions, and headers Centered—used for report titles and major headings Justified—used in newspaper and magazine articles Alignment refers to how paragraph text is positioned relative to the margins. Left alignment is the default and most common alignment. Text begins evenly at the left margin and ends in an uneven or ragged right edge and is often used in letters, reports, and memos. Right alignment is the opposite of left alignment. Text is aligned at the right margin with a ragged left edge and is used for dates, figure captions, and headers. Center alignment positions text horizontally in the center of a line, with an equal distance from both the left and right margins and is used for report titles and major headings. Justified Alignment spreads text evenly between the left and right margins so that text begins at the left margin and ends uniformly at the right margin and is used in newspaper and magazine articles.

Format a Paragraph (4 of 9) Indents: First line—the first line of a paragraph in a document Hanging—references in a bibliography Left—entire paragraph is indented from the left margin Right—entire paragraph is indented from the right margin Indentation determines how part of a paragraph is distanced from one or more margins. In a first line indent, the first line of each paragraph is set off from the left margin. For instance, the requirement that the first line of each paragraph in a writing assignment is indented 0.5" from the left margin. With a hanging indent, the first line of a source begins at the left margin, but all other lines in the source are indented. Hanging indents are used for references in a bibliography. In a left indent, the entire paragraph is indented from the left margin In a right indent, the entire paragraph is indented from the right margin. Long quotations are often set apart by indenting from both the left and right margins.

Format a Paragraph (5 of 9) First line indent Hanging indent In this figure, two indents are indicated on the ruler and within the paragraph.

Format a Paragraph (6 of 9) Tab stops: Left — text starts left and new text moves to right Center — centers text on the tab stop Right — text starts on right and new text moves to left Decimal — aligns numbers on a decimal point Bar — inserts a vertical bar A tab stop is a marker that identifies a position for aligning text. A left tab stop is the default and sets the start position on the left, so typed text moves to the right of the tab setting. A center tab stop sets the middle point of the typed text, and as new text is typed, all the text will be centered on that tab setting. A right tab stop sets the start position on the right, so typed text moves to the left of the tab setting. A decimal tab stop aligns numbers on a decimal point. Regardless of how long the number is, each number lines up with the decimal point in the same position. A bar stop inserts a vertical bar at the tab setting. This bar is useful as a separator for text printed on the same line.

Format a Paragraph (7 of 9) Paragraph spacing: Before a paragraph After a paragraph Measured in points Line spacing: Single 1.5 Double Paragraph spacing is the amount of space between paragraphs and is measured in points. Paragraph spacing is usually applied after a paragraph, but is can also be applied before a paragraph. Line spacing is the amount of space between lines in a paragraph. The most common line spacing options are single, double, or 1.5 lines. The figure on the right shows the Paragraph dialog box in which these options are selected.

Format a Paragraph (8 of 9) Border—line that surrounds an object Shading—background color behind an object Border Shading A border is a line that is used to surround a paragraph, a page, a table, or an image. Shading is a background color that appears behind text in a paragraph, a page, or a table.

Format a Paragraph (9 of 9) Numbered list—identifies a sequence of steps Bulleted list—itemizes non-sequential points Multilevel list—combines numbered or bulleted lists Bulleted list Numbered list A numbered list is used to identify a sequence of steps. A bulleted list is used to itemize non-sequential points. A multilevel list combines several levels of numbered or bulleted lists. Multilevel list

Objective 3: Format a Document (1 of 5) Skills: Select a Document Theme Work with Sections Format Text into Columns In this section, the skills include: Select a Document Theme Work with Sections Format Text into Columns

Format a Document (2 of 5) Style set — combination of font, style, color, and size Document theme — coordinating fonts, colors, and special effects Section — part of document with unique page format settings Columns — format of side-by-side vertical blocks A style set is a predefined combination of font, style, color, and font size that is applied to selected text. A document theme is a set of coordinating fonts, colors, and special effects that are combined into a package to provide a stylish appearance to a Word document. A section is a part of a document that contains its own page format settings, such as those for margins, columns, and orientation. Columns are used to format a document or section of a document into side-by-side vertical blocks in which the text flows down the first column and continues at the top of the next column.

Format a Document (3 of 5) Style sets Themes gallery Document themes and style sets are applied by using options in the Document Formatting group on the Design tab. The figure shows the Themes gallery and style sets.

Format a Document (4 of 5) Section breaks: Next Page—begins at top of next page Continuous—can continue on same page Even Page—begins at top of next even numbered page Odd Page—begins at top of next odd numbered page There are four section break types: A Next Page section break begins at the top of the next page and is used to force a chapter to start at the top of a page. Continuous section break can continue on the same page and is used to format text in the middle of the page into columns. An Even Page section break begins at the top of the next even numbered page and is used to force a chapter to begin at the top of an even-numbered page. An Odd Page section break begins at the top of the next odd numbered page and is used to force a chapter to begin at the top of an odd-number page.

Format a Document (5 of 5) Columns Columns dialog box As seen in the figure, there are several options for creating columns. In addition to determining the number of columns, you can determine the widths of the columns and the spacing between columns. The Columns feature is located on the Layout tab in the Page Setup group. The dialog box shown in the figure is displayed by clicking Columns, and clicking More Columns.

Objective 4: Apply Styles (1 of 4) Skills: Select and Modify Styles Use a Style Set Create a New Style from Text Use Outline View In this section, the skills include: Select and Modify Styles Use a Style Set Create a New Style from Text Use Outline View

Apply Styles (2 of 4) Style — collection of formatting characteristics Style set — combination of title, heading, and paragraph styles Outline view — displays a document in various levels of detail A style is a named collection of formatting characteristics that is applied to titles, headings, paragraphs, and characters. A style set is a combination of title, heading, and paragraph styles that can be used to format all of those elements in a document at one time. Outline view is used to display a document in various levels of detail according to heading styles applied in a document.

Styles Dialog Box Launcher Apply Styles (3 of 4) Styles Styles Dialog Box Launcher Styles pane Styles are found on the Home tab in the Styles group. The Styles pane shown in the figure is displayed by clicking the clicking the Styles Dialog Box Launcher. You can modify an existing style or create your own.

Apply Styles (4 of 4) Controls Heading 1 Heading 2 Heading 3 By applying styles to headings, you can use the headings to view the outline of the document. This figure shows three heading levels. Included in this view are controls to move a heading up and down in the outline and to expand and collapse headings.

Objective 5: Insert and Format Objects (1 of 4) Skills: Insert a Picture Move, Align, and Resize a Picture Modify a Picture Insert a Text Box Modify, Move, and Resize a Text Box Insert WordArt In this section, the skills include: Insert a Picture Move, Align, and Resize a Picture Modify a Picture Insert a Text Box Modify, Move, and Resize a Text Box Insert WordArt

Insert and Format Objects (2 of 4) Object — item that can be individually selected and manipulated Picture Text box Table WordArt An object is an item that you can individually select and manipulate within a document. Objects can be pictures, text boxes, tables, WordArt, and other graphic types. Objects can add interest and liven up a plain document. A picture is a graphic image, such as a drawing or photograph, that you have taken or accessed from the Internet. A text box is a bordered area used to draw attention to specific text. A table is an arrangement of text into rows and columns. WordArt is a feature that you can use to enhance text to include special effects, including colors, shadows, gradients, and 3-D effects.

Insert and Format Objects (3 of 4) WordArt Picture Table Text Box This figure shows the four objects described in the previous slide.

Insert and Format Objects (4 of 4) Objects can be: Moved Aligned Resized Once an object has been added to a slide, it can be: Moved by dragging it to any location on a slide Aligned to the text on a slide by selecting a text wrap option Resized to be smaller or larger using resizing handles

Summary Formatting the text in documents improves organization and readability Themes and styles unify documents Documents are enhanced with objects Font attributes are applied to text to improve the readability. The paragraphs and document are formatted to improve organization. Themes and styles unify a document and provide consistency. Objects such as pictures, WordArt, tables, and text boxes enhance the document.

Questions ? It is important to understand the skills learned in this chapter so you can build on these in future Word chapters. Are there any questions?

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