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

2. Objectives Format with fonts Copy formats using the Format Painter
Change line and paragraph spacing
Align paragraphs
Work with tabs
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3. Objectives (continued)
Work with indents
Add bullets and numbering
Add borders and shading
Insert clip art
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4. 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
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5. 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
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6. 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
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7. 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
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8. 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
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9. 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
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10. 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
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11. 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
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12. 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
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13. 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
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14. 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
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15. 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
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16. 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
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17. 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
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18. 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
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19. 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
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20. 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
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21. 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
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22. 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
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23. 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
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24. 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
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25. 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
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26. 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
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27. Working with Tabs (continued)
Right tab icon in Tab indicator box
Left tab
stops on ruler
Right tab stop
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28. Working with Tabs (continued)
Tab type indicator
Left tab
stop
Right tab stop
Tabbed text left-aligned
Tab
leader
Tabbed text right-aligned
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29. 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
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30. 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
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31. 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
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32. Working with Indents (continued)
Increase and decrease indent buttons
First Line Indent marker
Hanging Indent marker
Left Indent marker
Right Indent marker
Indented paragraph
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33. 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
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34. 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
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35. 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
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36. 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
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37. Adding Bullets and Numbering (continued)
Bullets button
Numbers selected in numbered list
Numbers are bold
Check mark bullets applied to list
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38. 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
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39. 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
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40. Adding Borders and Shading (continued)
Indent markers show width of shaded paragraphs
Shading applied to paragraphs
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41. 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
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42. Adding Borders and Shading (continued)
Text formatted in green, small caps
Text formatted in bold, purple
Double-line 1 ½ -point purple, box border
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43. 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
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44. 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
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45. 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
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46. 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
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47. 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
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48. 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
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49. Inserting Clip Art (continued)
Text wrapped around graphic
Shadow effect applied to graphic
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50. 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
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51. 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
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52. 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
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53. Summary
Add borders and shading to selected text or paragraphs for added emphasis
Enhance documents with clip art using the clip organizer
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