1. Microsoft Office XP Illustrated Introductory, Enhanced
Formatting
Text and Paragraphs

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

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

4. Unit Introduction Formatting Enhances the appearance of a document
Creates visual impact
Illustrates the document structure
Adds personality and professionalism to your document
Formatting Text and Paragraphs Unit C

5. Formatting with Fonts
A font is a complete set of characteristics with the typeface.
Arial, Times New Roman, Courier
The size of text, or font size, is another way to impact text appearance.
Font size is measured in points
A point is 1/72 of an inch
Formatting Text and Paragraphs Unit C

6. Formatting with Fonts (cont.)
It’s important to use fonts that augment the document purpose.
Font list arrow
20-point Arial, dark blue
14-point Arial, dark blue
Formatting Text and Paragraphs Unit C

7. Formatting with Fonts (cont.)
Clearing text formatting
Use the Clear Formats command to return text to its default settings
By default, text is 12-point Times New Roman
Paragraphs are left-aligned and single spaced
Point to Clear on the Edit menu, then click Formats
Formatting Text and Paragraphs Unit C

8. Changing Font Styles and Effects
Apply font styles, font effects, and character-spacing effects
Make text darker or bold
Slant text by applying italic
Bold, scale of 150%
Italic
Bold
Formatting Text and Paragraphs Unit C

9. 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 sentence
Title case capitalizes the first letter of each word
Change Case command on the Format menu
Formatting Text and Paragraphs Unit C

10. Changing Line and Paragraph Spacing
Increased space between lines adds white space to the document
Improves appearance
Line Spacing list arrow
6 points of space added
Line spacing is 1.5
Formatting Text and Paragraphs Unit C

11. Changing Line and Paragraph Spacing (cont.)
The Format Painter allows you to copy all formatting attributes of selected text and apply to other text.
Use to copy multiple format settings or individual ones
Formatting Text and Paragraphs Unit C

12. 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 formats, such as font, font size, and paragraph alignment
A style is named and stored together
Click the Styles and Formatting button on the Formatting toolbar
Formatting Text and Paragraphs Unit C

13. Changing Line and Paragraph Spacing (cont.)
Formatting with Styles (cont.)
Styles and Formatting task pane
Character styles
Paragraph styles
Character style
Paragraph style
Formatting Text and Paragraphs Unit C

14. Aligning Paragraphs
Paragraphs are aligned relative to the left and right margins.
By default, text is left-aligned, flush with the left margin
Ragged right edge
Other paragraph alignments
Right-align: text is flush with the right margin
Center: text is positioned evenly between margins
Justify: text is flush with both left and right margins
Formatting Text and Paragraphs Unit C

15. Aligning Paragraphs (cont.)
Examples of text alignment
Right-aligned
Center-aligned
Justified
Left-aligned
Formatting Text and Paragraphs Unit C

16. Aligning Paragraphs (cont.)
Reveal Formatting task pane
Shows the formatting applied to the text and paragraph
Click – to hide information
Format setting
Click to change setting
Click + to hide information
Formatting Text and Paragraphs Unit C

17. Working with Tabs Tabs align text vertically at a specific location
A tab stop is a point on the horizontal ruler that identifies a text alignment location
By default, tabs are located from the left margin every ½ inch
Custom tab stops are manually placed on the ruler
Formatting Text and Paragraphs Unit C

18. Working with Tabs (cont.)
Types of tab stops
Left, right, center, decimal point
A tab leader is a line that appears in front of tabbed text.
Left tab stop
Right tab stop
Tabbed text left-aligned
Tab leader
Tabbed text right-aligned
Formatting Text and Paragraphs Unit C

19. Working with Tabs (cont.)
Creating a table
Information in rows and columns
To create a table:
Place the insertion point where you want a table
Click the Insert Table button
Drag to select the number of columns and rows
Enter information in each cell
Format the information using the buttons on the Formatting toolbar
Formatting Text and Paragraphs Unit C

20. Working with Indents
Indenting text moves the edge of the text from the left or right margin.
The left or right edge of a paragraph or just the first line of text can be indented
Indent markers on the horizontal ruler identify indent settings where the insertion point is located.
Drag the indent markers to a new location to change the indent settings or
Click the Indent buttons to change the indent settings
Formatting Text and Paragraphs Unit C

21. Working with Indents (cont.)
Indent buttons
First Line Indent marker
Hanging Indent marker
Left Indent marker
Indented text
Right Indent marker
Formatting Text and Paragraphs Unit C

22. Working with Indents (cont.)
Indent marker functions.
Formatting Text and Paragraphs Unit C

23. Adding Bullets and Numbering
Bullets and numbering can help organize ideas in a document.
A bullet is a character that appears before items in a list
Numbering items in a list helps illustrate sequence and priority
Formatting Text and Paragraphs Unit C

24. Adding Bullets and Numbering (cont.)
Numbered list
Bulleted list
Formatting Text and Paragraphs Unit C

25. Adding Bullets and Numbering (cont.)
Creating outlines
Apply a hierarchical number style to a list
To create an outline, apply a number style from the Outline Numbered tab in the Bullets and Numbering dialog box, then type information
Demote or promote items with the Indent buttons
Formatting Text and Paragraphs Unit C

26. Adding Borders and Shading
Borders and shading enhance the information in a document.
A border is a line added above, below, to the side, or around text
Border style, color, and width can be formatted
A color or pattern that is added behind words or paragraphs is called shading
Apply using the Borders and Shading command on the Format menu
Formatting Text and Paragraphs Unit C

27. Adding Borders and Shading (cont.)
Formatting Text and Paragraphs Unit C

28. Adding Borders and Shading (cont.)
Highlighting text in a document
Important text can be highlighted using a transparent color
Apply using the Highlight pointer
To highlight text, click the Highlight list arrow, select a color, then select the text
Highlighting can be removed
Highlighting is printed
Formatting Text and Paragraphs Unit C