Microsoft Office 2010 for Medical Professionals Word 2010 Unit C: Formatting Text and Paragraphs

Objectives Format with fonts Copy formats using the Format Painter Change line and paragraph spacing Align paragraphs Work with tabs Microsoft Office Word 2010 for Medical Professionals 2

Objectives (continued) Work with indents Add bullets and numbering Add borders and shading Insert clip art Microsoft Office Word 2010 for Medical Professionals 3

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 Calibri are examples of fonts Each font has a specific design and feel Access font options from the Font group on the Home tab Microsoft Office Word 2010 for Medical Professionals 4

Formatting with Fonts (continued) Font size is another way to change the appearance of text Font size is measured in points A point is 1/72 of an inch 11-point Calibri is the default font size and font for a new Word document Font colors may also be changed A theme is a related set of fonts, colors, styles, and effects Microsoft Office Word 2010 for Medical Professionals 5

Formatting with Fonts (continued) 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 Size list arrow Font list arrow Font color list arrow Fonts used in default theme List of recently used fonts List of all fonts Click to create a custom color Color name ScreenTip Microsoft Office Word 2010 for Medical Professionals 6

Formatting with Fonts (continued) Title formatted in 22-point Trebuchet MS, bold, purple Body text formatted in 12-point Garamond Heading formatted in 14-point Trebuchet MS, bold, purple Microsoft Office Word 2010 for Medical Professionals 7

Formatting with Fonts (continued) Preview a font by viewing the font name from the font list window There are two types of fonts Serif fonts which have a small stroke called a serif at the end of characters such as Garamond Sans serif fonts which do not have a serif such as Trebuchet MS Font size may be typed in the Font Size box Change theme colors from the Page Layout tab Microsoft Office Word 2010 for Medical Professionals 8

Formatting with Fonts (continued) 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, click the Drop Cap button in the Text group on the Insert tab Enhance a drop cap with font colors, styles, and effects, as well as shading and borders Microsoft Office Word 2010 for Medical Professionals 9

Copying Formats Using the Format Painter Change the appearance of text by applying font styles, font effects, and character-spacing effects. Font styles Bold makes text darker Italic slants text Microsoft Office Word 2010 for Medical Professionals 10

Copying Formats Using the Format Painter (continued) Use the Format Painter to quickly apply format settings from selected text to other text Click 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 items Microsoft Office Word 2010 - Illustrated Complete 11

Copying Formats Using the Format Painter (continued) Font tab Font style Fonts Font Size Font color Underline style and options Font effects options Click to open the Font Text Effects dialog box Microsoft Office Word 2010 for Medical Professionals 12

Copying Formats Using the Format Painter (continued) Character-spacing effects Apply character-spacing effects using the Advanced tab in the Font dialog box Change the width, or scale, of characters Change the spacing between characters Raise or lower characters relative to the line of text Microsoft Office Word 2010 for Medical Professionals 13

Copying Formats Using the Format Painter (continued) Title formatted in 42-point, green with a shadow effect and character scale of 80% Bold Paragraph formatted in italic Microsoft Office Word 2010 for Medical Professionals 14

Copying Formats Using the Format Painter (continued) Format Painter button on the Home tab Subheading formatted in Trebuchet MS, bold, italic, green Same text format settings copied and applied to subheading using the Format Painter Microsoft Office Word 2010 for Medical Professionals 15

Copying Formats Using the Format Painter (continued) Use Change Case and Underline to enhance text Change letters from uppercase to lowercase and vice versa Use the Change Case button in the Font group on the Home tab Apply an underline style or color text Use the Underline list arrow in the Font group on the Home tab to choose the underline style and the underline color Microsoft Office Word 2010 for Medical Professionals 16

Changing Line and Paragraph Spacing Adding white space to a document can make it easier to read Change line spacing using the Line and Paragraph Spacing list arrow Change paragraph spacing using the Spacing options in the Paragraph group on the Page Layout tab Line and paragraph spacing are measured in points Microsoft Office Word 2010 for Medical Professionals 17

Changing Line and Paragraph Spacing (continued) Spacing section shows paragraph spacing for paragraph where insertion point is located 12 points of space added before heading Insertion point Line spacing is 1.15 6 points of space added after the heading Line spacing is 1.5 Microsoft Office Word 2010 for Medical Professionals 18

Changing Line and Paragraph Spacing (continued) Formatting with Quick Styles Apply multiple format settings in one step with a style Use styles to give your document a more professional appearance A style is a set of format settings that are named and stored together Styles can include character and paragraph format settings Apply Quick Styles by selecting a style from the Quick Styles gallery Microsoft Office Word 2010 for Medical Professionals 19

Changing Line and Paragraph Spacing (continued) Quick Style Gallery Each Quick Style set includes styles for a title, several heading levels, body text, quotes, and lists Each Quick Style Set has a different design Microsoft Office Word 2010 for Medical Professionals

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 Text is left-aligned by default Right-aligned text is flush with the right margin and has a ragged left edge Centered text is positioned evenly between the margins Justified text is flush with both the left and right margins Microsoft Office Word 2010 for Medical Professionals 21

Aligning Paragraphs (continued) Change paragraph alignment using the alignment buttons in the Paragraph group on the Home tab Right margin on ruler Right-aligned Center-aligned Justified Left-aligned Microsoft Office Word 2010 for Medical Professionals 22

Aligning Paragraphs (continued) Indents and Spacing tab in the Paragraph dialog box Alignment Options Spacing above and below paragraph options Line Spacing Options Preview of selected settings Microsoft Office Word 2010 for Medical Professionals 23

Aligning Paragraphs (continued) Change a document’s theme to tailor the document’s look and feel Format the document with a Quick Style set The default theme is the Office theme With the document open, move the pointer over a theme to preview how the theme will change the document Change a theme using the Themes group on the Page Layout tab Microsoft Office Word 2010 for Medical Professionals

Working with Tabs Tabs allow the user to align text at a specific location in a document 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 Text can be aligned to the left, right, or center of a tab stop, or aligned with a bar character or decimal point Set tab stops using the horizontal ruler or the Tabs dialog box Microsoft Office Word 2010 for Medical Professionals 25

Working with Tabs (continued) 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 of the desired tab stop Tab stop applies to: The active paragraph, or The selected paragraphs Drag a tab stop on the ruler to change its location Microsoft Office Word 2010 for Medical Professionals 26

Working with Tabs (continued) Right tab icon in Tab indicator box Left tab stops on ruler Right tab stop Microsoft Office Word 2010 for Medical Professionals 27

Working with Tabs (continued) Tab type indicator Left tab stop Right tab stop Tabbed text left-aligned Tab leader Tabbed text right-aligned Microsoft Office Word 2010 for Medical Professionals 28

Working with Tabs (continued) Set tabs using the Tabs dialog box Select the tab stop to be modified 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 Clear selected tab stop Select leader options Apply selected settings to selected tab stop Microsoft Office Word 2010 for Medical Professionals 29

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 the left edge of a paragraph to the left of the left margin Indent markers on the horizontal ruler identify the indent settings for the paragraph in which the insertion point is located Microsoft Office Word 2010 for Medical Professionals 30

Working with Indents (continued) To indent a paragraph: Drag an indent marker to a new location on the ruler Change the indent settings using the indent buttons in the Paragraph group on the Page Layout tab Click the Increase Indent button or the Decrease Indent button in the Paragraph group on the Home tab Microsoft Office Word 2010 for Medical Professionals 31

Working with Indents (continued) Increase and decrease indent buttons First Line Indent marker Hanging Indent marker Left Indent marker Right Indent marker Indented paragraph Microsoft Office Word 2010 for Medical Professionals 32

Working with Indents (continued) First Line Indent marker being dragged to the ¼” mark Dotted line shows position of First Line Indent Marker Paragraph indented ½″ from left margin Paragraph indented ½″ from right margin Microsoft Office Word 2010 for Medical Professionals 33

Working with Indents (continued) Clearing text formatting Use the Clear Formatting command to return text to its default settings: 11-point Calibri text Left-aligned, 1.15 paragraph spacing, 10 points below, and with no indents To clear formatting, select the text and click the Clear Formatting button in the Font group on the Home tab To remove all paragraph formatting, click the No Spacing button in the Styles group on the Home tab Microsoft Office Word 2010 for Medical Professionals 34

Adding Bullets and Numbering Formatting a list 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 Use the Bullets and Numbering buttons in the Paragraph group on the Home tab to apply bullets or numbering to lists Microsoft Office Word 2010 for Medical Professionals 35

Adding Bullets and Numbering (continued) Use the Bullets or Numbering list arrows to apply, change, or customize bullet and numbering styles Numbering list arrow Numbering style Change style, format, and alignment of numbers in a list Microsoft Office Word 2010 for Medical Professionals 36

Adding Bullets and Numbering (continued) Bullets button Numbers selected in numbered list Numbers are bold Check mark bullets applied to list Microsoft Office Word 2010 for Medical Professionals 37

Adding Bullets and Numbering (continued) Creating multilevel lists To create a hierarchical structure in a list, apply a multilevel list style Click the Multilevel List list arrow in the Paragraph group on the Home tab to select and apply a multilevel list style Format an existing list Demote items using the Increase Indent button Promote items using the Decrease Indent button Microsoft Office Word 2010 for Medical Professionals 38

Adding Borders and Shading Add borders and shading to text in a document to add color or emphasis 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 Insert borders or shading using the Borders button or the Shading button in the Paragraph group on the Home tab Microsoft Office Word 2010 for Medical Professionals 39

Adding Borders and Shading (continued) Indent markers show width of shaded paragraphs Shading applied to paragraphs Microsoft Office Word 2010 for Medical Professionals 40

Adding Borders and Shading (continued) Line styles Preview of settings Select border formats before applying them in the Preview area To apply border, click edges of preview or border buttons Apply settings to selected text or an entire paragraph Change the location of the border relative to the text Microsoft Office Word 2010 for Medical Professionals 41

Adding Borders and Shading (continued) Text formatted in green, small caps Text formatted in bold, purple Double-line 1 ½ -point purple, box border Microsoft Office Word 2010 for Medical Professionals 42

Adding Borders and Shading (continued) 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 print To highlight text, click the Text Highlight Color list arrow in the Font group on the Home tab, select a color, then select the text Microsoft Office Word 2010 for Medical Professionals 43

Inserting Clip Art Illustrate a document with clip art Clip art is a collection of graphic images that you can insert into a document Clip art images are stored in the Clip Organizer Clips are the media files, including graphics, photographs, sounds, movies, and animations, that come with Word Add clips by clicking the Clip Art button in the Illustrations group on the Insert tab Microsoft Office Word 2010 for Medical Professionals 44

Inserting Clip Art (continued) Search for clips using the ClipArt task pane Select type of clips Search clips using a keyword Select to include content from Office.com Clips matching keyword Search for clips online Microsoft Office Word 2010 for Medical Professionals 45

Inserting Clip Art (continued) A clip is inserted as an inline graphic at the location of the insertion point When the graphic is selected, the Pictures Tools Format tab appears and white circles called sizing handles appear on the square edges of the graphic The Picture Tools Format tab contains tools to adjust, enhance, arrange, and size graphics Microsoft Office Word 2010 for Medical Professionals 46

Inserting Clip Art (continued) An inline graphic is a graphic that is part of the line of text A floating graphic is independent from text and can be moved anywhere on a page Drag the sizing handles to reduce or enlarge the size of a graphic Drag the corner handles to maintain the graphic size ratio Microsoft Office Word 2010 for Medical Professionals 47

Inserting Clip Art (continued) Wrap text around the graphic (floating graphic) Apply a text wrapping style Click the Wrap Text button in the Arrange group on the Picture Tools Format tab Faded image shows graphic being dragged Move pointer Sizing handles Microsoft Office Word 2010 for Medical Professionals 48

Inserting Clip Art (continued) Text wrapped around graphic Shadow effect applied to graphic Microsoft Office Word 2010 for Medical Professionals 49

Inserting Clip Art (continued) Picture Tools Format tab Use the Arrange group from the Picture Tools tab to apply text wrapping and make the graphic a floating graphic Use the Picture Styles group from the Picture Tools tab to apply styles and effects to the graphic Microsoft Office Word 2010 for Medical Professionals 50

Summary Enhance the appearance of documents and add emphasis to text by formatting with fonts Font style, font color, font size, font effects Copy font formatting using the Format Painter Add white space to documents for easier reading by changing line and paragraph spacing Use Quick Styles to create a professional appearance for a document Microsoft Office Word 2010 for Medical Professionals 51

Summary Use paragraph alignment to enhance a document’s appearance Left, right, centered, justified Add tab stops and use indent functions to organize and emphasize content Organize lists with bullets or numbers Microsoft Office Word 2010 for Medical Professionals 52

Summary Add borders and shading to selected text or paragraphs for added emphasis Enhance documents with clip art using the clip organizer Microsoft Office Word 2010 for Medical Professionals 53