INTRODUCTORY MICROSOFT WORD Lesson 5 – Formatting Paragraphs and Documents

Objectives Set the margins of a document. Align text. Adjust indents and line spacing. Change vertical alignment. Set and modify tabs.

Objectives (cont.) Apply bullet and numbering formats. Create an outline numbered list. Organize a document in outline view.

Terms Used in This Lesson Alignment Bullet Indent Leader Line spacing Margins Outlined numbered list Tabs Vertical alignment

Glossary Add each of the new vocabulary words to your Glossary Include the definitions for each You will not be submitting an updated draft of your Glossary as part of the tasks for this unit but you are still responsible for keeping your file up-to-date

Formatting Paragraphs and Documents

Formatting Documents Format an entire document Create a consistent and attractive style Throughout entire document

Quick Quiz True or False? Documents, like text, can be formatted.

Quick Quiz Answer True or False? Documents, like text, can be formatted. Answer: True

Practice Activity Open a new Word Document Save the document in your “classwork/general” file as “practice-IW5” Type the information on the following slide into the new document Then return to this slide show

Practice Activity (cont’d) Type the following into your document: Formatting Documents Just as you apply formatting to text, you can also use Word features to format a document. Formatting presents a consistent and attractive style throughout a document, allowing your readers to understand your message more easily.

Margins Margins – blank areas around the top, bottom, and sides of a page. To change the margin settings, open the File menu and choose Page Setup. Click the margins tab.

Quick Quiz What are margins?

Quick Quiz Answer What are margins? Answer: The blank areas found at the top, bottom, and sides of a page

Practice Activity MARGINS Reset the margins to 1” top, bottom, right side, and left side Resave your document

Practice Activity (cont’d) Type the following into your document: Setting Margins Margins are the blank areas around the top, bottom, and sides of a page. Word sets predefined, or default margin settings, which you may keep or change. To change margin settings, open the File menu and choose Page Setup, then click the Margins tab.

Aligning Text Alignment – position of text between the margins. There are four ways to align text: 1: left-aligned 2: centered right 3: Aligned 4: justified 1 2 3 4

Aligning Text (cont.) Open the Format menu and choose Paragraph, or click the alignment buttons on the Formatting toolbar.

Quick Quiz What are the four different positions for text alignment?

Quick Quiz Answer What are the four different positions for text alignment? Answer: Justified, left-aligned, right-aligned, and centered

Practice Activity ALIGNING TEXT Type the information on the following page into the document Below the previous entries

Practice Activity (cont’d) Aligning Text Alignment refers to the position of text between the margins. You can choose any of the following text alignments Left-aligned and justified are the two most commonly used text alignments in documents. For invitations, titles, and headings, select Centered as the alignment for your text. Right alignment occurs frequently for page numbers and dates.

Practice Activity (cont’d) Type the following into your document: This is Left Aligned This is Center Aligned This is Right Aligned

Practice Activity (cont’d) This text is justified because the text is aligned at both the left and right margins. This text is justified because the text is aligned at both the left and right margins. This text is justified because the text is aligned at both the left and right margins.

Practice Activity (cont’d) Using the Align command, Leave each of the paragraphs as left aligned Center the line that says “This is Center Aligned” Right align the line that says “This is Right Aligned”

Practice Activity (cont’d) Justify the paragraph that begins with “This text is justified”

Changing Indents Indents – space between the text and a document’s margin. Indent text using the indent markers on the horizontal ruler.

Changing Indents (cont.) Types of indent markers – First-line indent marker Left indent marker Hanging indent marker Right indent marker

Practice Activity Type the following into your document Changing Indents An indent is the space you insert between text and a document’s margin. You can indent text either from the left margin, from the right margin, or from both the left and right margins. You indent text by using the indent markers on the horizontal ruler. To indent text, select the text you want to indent or position the insertion point in the text you want to indent. Drag the indent markers to the desired point on the ruler.

Practice Activity Indent each of the sub-titles one time Continue indenting the sub-titles one time throughout the document Adjust the formatting of each of the paragraphs throughout the document to be “Hanging Indent” With the indent being ½”

Practice Activity (cont’d) Set the paragraph that begins “Left-aligned and justified are the two most commonly” as a ½” hanging indent Set the paragraph that begins “An indent is the space you insert” As indented one time from both margins

Quick Quiz What is an indent?

Quick Quiz Answer 1 What is an indent? Answer: The space between text and the margins

Quick Quiz 2 True or False? A hanging indent will indent the first full line of text.

Quick Quiz Answer 2 true or False? A hanging indent will indent the first full line of text. Answer: False

Line Spacing Line Spacing – amount of space between lines of text. Open the Format menu and choose Paragraph. Select the Indents and Spacing tab and make changes in the Line spacing box. Click the Line Spacing button on the Formatting toolbar.

Quick Quiz __________ is the amount of space between lines of text.

Quick Quiz Answer __________ is the amount of space between lines of text. Answer: Line spacing

Practice Activity Type the following in the document: Adjusting Line and Paragraph Spacing Indent this sub-title

Practice Activity (cont’d) Type the following: Line spacing refers to the amount of space between lines of text. Word single-spaces text. Single-spacing has no extra spaces between each line. To make text more readable, you can add space between lines of text. Double-spaced text has a full blank line between each line of text.

Practice Activity (cont’d) To change line spacing, open the Format menu and choose Paragraph. Select the Indents and Spacing tab. In the Spacing section, select options from the Line spacing box. You can also change line spacing by cl8icking the Line Spacing button on the Formatting toolbar.

Practice Activity (cont’d) Another way to increase the readability of a page is to add space between paragraphs. You can add space before or after a paragraph by opening the Format menu and choosing Paragraph. In the Spacing section, change the values in the Before or After boxes.

Practice Activity (cont’d) Double space the paragraph that begins with “Line spacing refers to” Highlight the following two paragraphs that begin with: “Line spacing refers to” “To change line spacing” Change the Before and After attributes to one line between

Vertical Alignment Vertical alignment – positioning of text between the top and bottom margins of a page. Open the File menu, choose Page Setup, and select the Layout tab. Click the down arrow on the Vertical Alignment box and choose Top, Center, Justified, or Bottom.

Vertical Alignment

Quick Quiz True or False? Vertically aligned text is text aligned between the right and left margins of a document.

Quick Quiz Answers True or False? Vertically aligned text is text aligned between the right and left margins of a document. Answer: False

Practice Activity Type the following: Changing Vertical Alignment

Practice Activity (cont’d) Vertical alignment refers to positioning text between the top and bottom margins of a document. You can align text with the top of the page, center the text, distribute the text equally between the top and bottom margins, or align the text with the bottom of the page. To vertically align text, open the file menu and choose Page Setup. In the Page Setup dialog box, click the Layout tab, click the arrow next to the Vertical alignment box and choose Top, Center, Justified or Bottom.

Practice Activity (cont’d) Insert the cursor above the “Changing Vertical Alignment” sub-title Create a hard page return (ctrl+enter) to place the Vertical Alignment section on a separate page Insert the cursor below the Vertical alignment illustration Create a hard page return (ctrl+enter) to place what comes after the Vertical Alignment section on a new page

Practice Activity (cont’d) Change the “Changing Vertical Alignment” page to be centered vertically on the page

Setting Tab Stops Tabs – mark the place where the insertion point will stop when the Tab key is pressed. Text alignment can be set with decimal, left, right, or center tab stops.

Quick Quiz Name the four types of tab stops.

Quick Quiz Answer 1 Name the four types of tab stops. Answer: Left, right, decimal, and center

Quick Quiz 2 __________ are solid, dotted, or dashed lines used to fill blank space before a tab setting.

Quick Quiz Answer 2 __________ are solid, dotted, or dashed lines used to fill blank space before a tab setting. Answer: Leaders

Practice Activity Type the following: Setting Tab Stops Tab stops, or tabs, mark the place where the insertion point will stop when you press the Tab key. Tab stops are useful for creating tables or aligning numbered items. Text alignment can be set with decimal, left, right, or center tab stops. In Word, default tab stops are set every half inch and are left-aligned.

Practice Activity (cont’d) Press enter three times Move the cursor to the first blank line after “Changing Vertical Alignment”

Practice Activity (cont’d) Type the information in the first line as shown in Figure 5-11 on page 85 Simply “tab” between the items for each column Set the tabs as shown for each of the columns as directed by the teacher Finish typing the information in the figure Place the cursor in the last line you created above

Bulleted and Numbered Lists Bullet – small character that appears before an item in a list. Click the Bullets button or the Numbering button on the Formatting toolbar and key a list.

Quick Quiz What are bullets?

Quick Quiz Answer 1 What are bullets? Answer: Any small characters that appear before an item

Quick Quiz 2 When are bullets used for a list instead of numbers?

Quick Quiz Answer 2 When are bullets used for a list instead of numbers? Bullets are most likely used when things are listed in no particular order.

Practice Activity Type the sub-title: Bulleted and Numbered Lists Type the paragraphs on page 87 below the sub-title Omit the reference “as shown in figure 5-13”

Practice Activity Insert the cursor before the sentence that begins with “You can also click” Press enter Highlight the remaining text of this paragraph Select “bullet” list Place the cursor at the beginning of each new sentence in the rest of this paragraph Press enter for each sentence – making each line a bullet

Practice Activity (cont’d) Read over the material on pages 88-89 about how to customize the bulleted and numbered lists

Outlined Numbered List Outlined numbered list – a list with two or more levels of bullets or numbering. Open the Format menu, choose Bullets and Numbering, and select the Outlined Numbered tab. As you key, click the Increase Indent button and Decrease Indent button to build a multilevel list.

Quick Quiz True or False? An outlined numbered list contains two or more levels of bullets or numbering.

Quick Quiz Answer True or False? An outlined numbered list contains two or more levels of bullets or numbering. Answer: True

Practice Activity Type the following: Outline Numbered List Type the two paragraphs about Outline Numbered List on pages 90 and 91 Turn the second paragraph into an Outlined Numbered List

Organizing a Document in Outline View In Outline view, Word formats headings with built-in heading styles. Switch to Outline view by clicking the Outline View button. The Outlining toolbar appears, and an outline symbol appears.

Organizing a Document in Outline View (cont.) A + (plus) symbol before a heading indicates that subheadings or body text are below the heading. A – (minus) symbol indicates that no subheadings or body text are below the heading.

Quick Quiz The Outline View button is found at the __________ of the document window.

Quick Quiz Answer 1 The Outline View button is found at the __________ of the document window. Answer: bottom left

Quick Quiz 2 Do you use the Demote or Promote button to move a heading to the next higher level?

Quick Quiz Answer 2 Do you use the Demote or Promote button to move a heading to the next higher level? Answer: Promote

Practice Activity View the document in Outline View as directed

Summary

Summary Margins are blank areas around the top, bottom, and sides of a page. Text can be left-aligned, centered, right-aligned, or justified. Text can be indented from the left margin, the right margin, or from both the left and right margins.

Summary (cont.) Line spacing is the amount of space between lines of text, such as single-spacing or double-spacing. Text can be aligned with decimal, left, right, or centered tabs. Use the Bullets and Numbering buttons to create bulleted or numbered lists.

Summary (cont.) Outlined numbered lists contain two or more levels of text. Outlines can also be created in Outline View.

Practice Activity Place the following in a footer for the entire document Your name Period number Date “Formatting Documents” Save, print and submit the document you just created