Formatting a Document with Word€¦ · Formatting a Document with 5 Word Introduction The text of your document is complete, but now you want others to notice your newsletter, think

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5Formatting a Document withWord

Introduction

The text of your document is complete, but now you wantothers to notice your newsletter, think your document is fun,professional, interesting, dynamic, or extraordinary. TryMicrosoft Office Word 2003 to use extensive formatting featuresin order to lay out the information in your documents and cre-ate the exact look and mood you want.

Word documents are based on templates, which are pre-designed and preformatted files that serve as the foundation ofthe documents. Each template is made up of styles that have common design elements, such as coordinated fonts, sizes, andcolors, as well as, page layout designs. Start with a Word tem-plate for memos, reports, fax cover pages, Web pages, and soon. Apply the existing styles for headings, titles, body text, andso forth. Then modify the template’s styles, or create your ownto better suit your needs. Make sure you get the look you wantby adding emphasis using italics, boldface, and underline,changing text alignment, adjusting line and paragraph spacing,setting tabs and indents, and creating bulleted and numberedlists. When you’re done, your document is sure to demandattention and convey your message in its appearance.

What You’ll Do

Format Text for Emphasis

Format Text with Special Effects

Reveal Formatting

Find and Replace Formatting

Change Paragraph Alignment

Change Line Spacing

Display Rulers

Set Paragraph Tabs

Set Paragraph Indents

Change Character Spacing

Apply a Style

Create and Modify Styles

Create Bulleted and Numbered Lists

Insert New Pages and Sections

Add Headers and Footers

Insert Page Numbers and the Date and Time

Work with Templates

Hiding Text

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You’ll often want to format, or change the style of, certain words orphrases to add emphasis to parts of a document. Boldface, italics,underlines, highlights, and other text effects are toggle switches, whichyou simply click to turn on and off. For special emphasis you can com-bine formats, such as bold and italics. Using one font—a collection ofcharacters, numbers, and symbols in the same letter design—for head-ings and another for main text adds a professional look to your docu-ment. You can also apply formatting effects to text, such asStrikethrough, Double Strikethrough, Superscript, Subscript, Shadow,Outline, Emboss, Engrave, Small Caps, All Caps, and Hidden.

Formatting Text for Emphasis

Format Existing Text Quickly

Select the text you want toemphasize.

Click the Bold, Italic, Underline, orHighlight button on the Formattingtoolbar.

You can add more than oneformatting option at a time. Forexample, this text uses bothboldface and italics.

Click anywhere in the document todeselect the formatted text.

Change the Font or Size ofExisting Text Quickly

Select the text you want to format.

Click the Font list arrow on theFormatting toolbar, and then clicka new font.

Click the Font Size list arrow onthe Formatting toolbar, and thenclick a new point size.

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Formatting a Document with Word 101

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Apply Formatting Effects to Text


Click the Format menu, and thenclick Font.

Click the Font tab.

Click the formatting (Font, FontStyle, Size, Font Color, UnderlineStyle, and Underline Color) youwant.

Click to select the effects (Strike-through, Double Strikethrough,Superscript, Subscript, Shadow,Outline, Emboss, Engrave, SmallCaps, All Caps, and Hidden) youwant.

Check the results in the Previewbox.

To make the new formattingoptions the default for all newWord documents, click Default,and then click Yes.

Click OK.8

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Did You Know?You can format text as you type. Youcan add most formatting options to textas you type. First select the formattingoptions you want, and then type thetext. If necessary, turn off the format-ting options when you’re done.

You can use Word to format your doc-ument. Click the Format menu, andthen click AutoFormat. Select a docu-ment type (General Document, Letter,Email) and indicate if you want toreview each change, and then clickOK.

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If you are using a document in an on-screen presentation, you can addanimations effects to text. You can add animation effects, such as LasVegas Lights, Marching Black Ants, and Sparkle Text to a title or heading.Animated effects appear only on the screen. When you select an anima-tion, you can check the Preview box to make sure the animation is theone you want. When you printing a document with an animation effect,the text prints, but the animation does not. You can only apply one anima-tion effect at a time.

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Formatting Text withSpecial Effects

Apply Special Effects to Text



Click the Text Effects tab.

Click an animation.



Click OK.7

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Did You Know?You can view formatting marks.Sometimes it’s hard to see the numberof spaces or tabs between words. Youcan change the view to display format-ting marks, a period for space and anarrow for tabs. Click the Tools menu,click Options, click the View tab, selectthe formatting mark check boxes youwant to view, and then click OK.

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Revealing Formatting

Select or Clear Text Formatting

Select the text whose formattingyou want to select or clear away.

Click the Format menu, and thenclick Reveal Formatting.

Point to the Selected Text box,click the down arrow, and thenclick either Select All Text WithSimilar Formatting or ClearFormatting.

To apply formatting to surroundingtext, click Apply Formatting OfSurrounding Text.

When you’re done, click the Closebutton on the task pane.

Compare Text Formatting

Select the first instance offormatting you want to compare.

Click the Format menu, and thenclick Reveal Formatting.

Select the Compare To AnotherSelection check box.

Select the second instance offormatting to compare.


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Word uses wavy blue underlines to indicate possible instances of incon-sistent formatting. If you see a wavy blue underline while formatting adocument, you can open the Reveal Formatting task pane to display theformat of selected text, such as its font and font effects. The RevealFormatting task pane allows you to display, change, or clear formattingfor the selected text. You can also select text based on formatting so thatyou can compare the formatting used in the selected text with formattingused in other parts of the documents.

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Finding and Replacing Formatting

Find Formatting

Click the Edit menu, and then clickFind.

If you want to locate formattedtext, type the word or words.

Click More, click Format, and thenclick the formatting you want tofind.

Click Find Next to select the nextinstance of the formatted text.

Click OK to confirm Word finishedthe search.

Click Cancel.

Find an Item or Location

Click the Edit menu, and then clickGo To.

Click an item in the Go To Whatbox.

Enter the item number or name.

Click Next, Previous, or Go To tolocate the item.

When you’re done, click Close.5

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Suddenly you realize all the bold text in your report would be easier toread in italics. Do you spend time making these changes one by one? No.The Find and Replace feature locates the formatting and instantly substi-tutes new formatting. If your search for a formatting change is an easyone, click Less in the Find And Replace dialog box to decrease the size ofthe dialog box. If your search is a more complex one, click More to dis-play additional options. With the Match Case option, you can specifyexact capitalization. The Go To tab quickly moves you to a place or itemin your document.

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Click to removeany formattingsettings from thesearch text.

Click to select special characters and symbols you wantto locate, such as paragraph marks, page breaks, and em dashes.

Unless you search All, you may be asked whether to continuesearching from the beginning of the document.

Click to reducethe size of thedialog box and tochange the buttonto More.

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To find all instances of theselected item, leave the boxempty.

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Replace Formatting

Click the Edit menu, and then clickReplace.

If you want to locate formattedtext, type the word or words.

Click the More button, clickFormat, and then click theformatting you want to find. Whenyou’re done, click OK.

Press Tab, and then type any textyou want to substitute.

Click Format, and then click theformatting you want to substitute.When you’re done, click OK.

To substitute every instance of theformatting, click Replace All.

To substitute the formatting oneinstance at a time, click Find Next,and then click Replace.

If you want to cancel the replace,click Cancel.

If necessary, click Yes to searchfrom the beginning of thedocument.

Click OK to confirm Word finishedsearching.

Click Close.9

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Did You Know?You can find and replace specialcharacters and document elements.In Word, you can search for andreplace special characters (for exam-ple, an em dash) and document ele-ments (for example, a tab character).Click More in the Find And Replacedialog box, click Special, and thenclick the item you want from the menu.

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Text starts out positioned evenly along the left margin, and uneven, orragged, at the right margin. Left-aligned text works well for body para-graphs in most cases, but other alignments vary the look of a documentand help lead the reader through the text. Right-aligned text, which iseven along the right margin and ragged at the left margin, is good foradding a date to a letter. Justified text spreads text evenly between themargins, creating a clean, professional look, often used in newspapersand magazines. Centered text is best for titles and headings. You can useClick-And-Type to quickly center titles or set different text alignment onthe same line, or you can use the alignment buttons on the Standardtoolbar to set alignment on one or more lines.

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Changing ParagraphAlignment

Align New Text with Click-And-Type

◆ Position the I-beam at the left,right, or center of the line whereyou want to insert new text.

When the I-beam shows theappropriate alignment, double-click to place the insertion point,and then type your text.

Align Existing Text

Position the I-beam, or select atleast one line in each paragraph toalign.

Click the appropriate button on theFormatting toolbar.

◆ Align Left button

◆ Center button

◆ Align Right button

◆ Justify button

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Click-And-Type Text Pointers

Pointer Purpose

Left-aligns text

Right-aligns text

Centers text

Creates a new line in the same paragraph

Creates a text around a picture

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Changing Line Spacing

Change Line Spacing

Select the text you want tochange.

On the Formatting toolbar, click theLine Spacing button list arrow, andthen click a spacing option.

◆ To apply a new setting, clickthe number you want.

TIMESAVER Press Ctrl+1 forsingle-space, Ctrl+5 for 1.5 space,or Ctrl+2 for double-space.

◆ Click More to enter preciseparameters.

◆ To apply the setting you lastused, click the Line Spacingbutton.

Change Paragraph Spacing

Choose the paragraph(s) whosespacing you want to change, andthen select that text.

Click the Format menu, and thenclick Paragraph.

Click the Indents And Spacing tab.

Under the Spacing header, enterthe custom spacing parametersyou want both before and after theparagraph(s), and then click OK.

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The lines in all Word documents are single-spaced by default, which isappropriate for letters and most documents. But you can easily changeyour document line spacing to double or 1.5 lines to allow extra spacebetween every line. This is useful when you want to make notes on aprinted document. Sometimes, you’ll want to add space above and belowcertain paragraphs, for headlines, or indented quotations to help set offthe text.


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Word rulers do more than measure. The horizontal ruler above the docu-ment shows the length of the typing line and lets you quickly adjust leftand right margins and indents, set tabs, and change column widths. Thevertical ruler along the left edge of the document lets you adjust top andbottom margins and change table row heights. You can hide the rulers toget more room for your document. As you work with long documents, usethe document map to jump to any heading in your document. Headingsare in the left pane and documents in the right.

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Displaying Rulers

Show and Hide the Rulers

Click the View menu, and thenclick Ruler.

◆ To view the horizontal ruler,click the Normal View button.

◆ To view the horizontal andvertical rulers, click the PrintLayout View button.

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Did You Know?You can change the ruler measure-ments. Change the ruler to showinches, centimeters, millimeters,points, or picas. Click the Tools menu,click Options, click the General tab,click the Measurement Units listarrow, and then select the measure-ment you want.

You can set your text to be hyphen-ated. Hyphenation prevents ugly gapsand short lines in text. Click the Toolsmenu, point to Language, clickHyphenation, select the AutomaticallyHyphenate Document check box, setthe hyphenation zone and limit thenumber of consecutive hyphens (usu-ally two), and then click OK.

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Setting ParagraphTabs

Create and Clear a Tab Stop

Select one or more paragraphs inwhich you want to set a tab stop.

Click the Tab button on thehorizontal ruler until it shows thetype of tab stop you want.

Click the ruler where you want toset the tab stop.

If necessary, drag the tab stop toposition it where you want.

To display a numericalmeasurement in the ruler wherethe tab is placed, press and holdAlt as you drag.

To clear a tab stop, drag it off theruler.

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Did You Know?You can display tab characters. If youdon’t see a tab character, that lookslike an arrow when you press Tab,click the Show/Hide ¶ button on theStandard toolbar.

Tab Stops

Tab Stop Purpose

Aligns text to the left of the tab stop

Aligns text to the right of the tab stop

Centers text on the tab stop

Aligns numbers on the decimal point

Inserts a vertical bar at the tab stop

In your document, tabs set how text or numerical data aligns in relationto the document margins. A tab stop is a predefined stopping point alongthe document’s typing line. Default tab stops are set every half-inch, butyou can set multiple tabs per paragraph at any location. Choose fromfour text tab stops: left, right, center, and decimal (for numerical data).The bar tab inserts a vertical bar at the tab stop. You can use the Tabbutton on the horizontal ruler to switch between the available tabs.

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Quickly indent lines of text to precise locations from the left or right mar-gin with the horizontal ruler. Indent the first line of a paragraph (called afirst-line indent) as books do to distinguish paragraphs. Indent the sec-ond and subsequent lines of a paragraph from the left margin (called ahanging indent) to create a properly formatted bibliography. Indent theentire paragraph any amount from the left and right margins (called leftindents and right indents) to separate quoted passages.

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Setting ParagraphIndents

Indent Paragraph LinesPrecisely

Click the paragraph or select multipleparagraphs to indent:

◆ To change the left indent of thefirst line, drag the First-line Indentmarker.

◆ To change the indent of thesecond and subsequent lines, dragthe Hanging Indent marker.

◆ To change the left indent for alllines, drag the Left Indent marker.

◆ To change the right indent for alllines, drag the Right Indent marker.

As you drag a marker, the dottedguideline helps you position theindent accurately. You can alsopress and hold Alt to see ameasurement in the ruler.

Did You Know?You can indent using the Tab key. Youcan indent the first line of a paragraphby clicking at the beginning of theparagraph, and then pressing Tab. Youcan indent the entire paragraph byselecting it, and then pressing Tab.

Current indent settings are for this paragraph.First-line indent

Hanging indent

Hanging Indentmarker

First-line Indentmarker

Right Indentmarker

Left Indentmarker

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Indent a Paragraph

Click the paragraph, or selectmultiple paragraphs to indent.

Click the Increase Indent button orDecrease Indent button on theFormatting toolbar to move theparagraph right or left one-halfinch.

Set Indentation Using the Tab Key

Click the Tools menu, and thenclick AutoCorrect Options.

Click the AutoFormat As You Typetab.

Select the Set Left- And First-Indent With Tabs And Backspacescheck box.

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Kerning is the amount of space between each individual character thatyou type. Sometimes the space between two characters is larger thanothers, which makes the word look uneven. You can use the Font dialogbox to change the kerning setting for selected characters. Kerning worksonly with TrueType or Adobe Type Manager fonts. You can expand orcondense the character spacing to create a special effect for a title, orre-align the position of characters to the bottom edge of the text—this ishelpful for positioning the copyright or trademark symbols.

Changing CharacterSpacing

Change Character Spacing



Click the Character Spacing tab.

Click the Spacing list arrow, clickan option, and then specify a pointsize to expand or condensespacing by the amount specified.

Click the Position list arrow, clickan option, and then specify a pointsize to raise or lower the text inrelation to the baseline (bottom ofthe text).

Select the Kerning For Fonts checkbox, and then specify a point size.



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The Format Painter copies and pastes formatting from one batch ofselected text to another without copying the text. When you want toapply multiple groupings of formatting, save each as a style. A style is acollection of formatting settings saved with a name in a document ortemplate that you can apply to text at any time. If you modify a style, youmake the change once, but all text tagged with that style changes toreflect the new format.

Applying a Style

Copy a Style with the Format Painter

Select the text with the formattingyou want to copy.

Click the Format Painter button onthe Standard toolbar.

Select the text you want to formatwith the Format Painter pointer.

Apply a Style

Select the text to which you wantto apply a style.

Click the Styles And Formattingbutton on the Formatting toolbar.

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Did You Know?Additional styles are available withina document. Open the Styles AndFormatting task pane, click the Showlist arrow, and then click All Styles.

You can also request a style by name.Click or type a style name in the Style

box on the Formatting toolbar.

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Creating andModifying Styles

Create a New Style

Select the text whose formattingyou want to save as a style.

Click the Format menu, click StylesAnd Formatting, and then clickNew Style.

Type a short, descriptive name.

Click the Style Type list arrow, andthen click Paragraph to includethe selected text’s line spacingand margins in the style, or clickCharacter to include onlyformatting, such as font, size, andbold, in the style.

Click the Style For FollowingParagraph list arrow, and thenclick the name of style you want tobe applied after a paragraph withthe new style.

To add the style to the documenttemplate, select the Add ToTemplate check box.

Click OK.


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Word provides a variety of styles to choose from. But sometimes youneed to create a new style or modify an existing one to get the exactlook you want. When you create a new style, specify if it applies to para-graphs or characters, and give the style a short, descriptive name thatdescribes its purpose so you and others recall when to use that style. Aparagraph style is a group of format settings that can be applied only toall of the text within a paragraph (even if it is a one-line paragraph),while a character style is a group of format settings that is applied to anyblock of text at the user’s discretion. To modify a style, adjust the format-ting settings of an existing style.

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Modify a Style

Click the Format menu, and thenclick Styles And Formatting.

Click the style list arrow you wantto modify.

Click Modify.

Click Format, and then click thetype of formatting you want tomodify:

◆ To change characterformatting, such as font typeand boldface, click Font.

◆ To change line spacing andindents, click Paragraph.

Select the formatting options youwant.

Check the Preview box, andreview the style description. Makeany formatting changes necessary.

Click OK.7

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Did You Know?

You can save time by using the Stylesfeature. Once you format a documentwith styles, you can try different looksquickly. Modify each style, and thenwatch all text tagged with that stylechange automatically.

You can view different style lists.When looking at the list of styles in theStyles And Formatting task pane, youcan select what types of styles to viewfrom the Show list arrow: AvailableFormatting, Formatting In Use,Available Styles, and All Styles.

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The best way to draw attention to a list is to format the items with bulletsor numbers. You can even create multi-level lists. For different emphasis,change any bullet or number style to one of Word’s many predefined for-mats. For example, switch round bullets to check boxes or Romannumerals to lowercase letters. You can also customize the list style orinsert a picture as a bullet. If you move, insert, or delete items in a num-bered list, Word sequentially renumbers the list for you.

Creating Bulleted and Numbered Lists

Create a Bulleted List

Click where you want to create abulleted list.

Click the Bullets button on theFormatting toolbar.

Type the first item in your list, andthen press Enter.

Type the next item in your list, andthen press Enter.

Click the Bullets button on theFormatting toolbar, or press Enteragain to end the list.

Create a Numbered List

Click where you want to create anumbered list.

Click the Numbering button on theFormatting toolbar.

Type the first item in your list, andthen press Enter.

Type the next item in your list, andthen press Enter.

Click the Numbering button on theFormatting toolbar, or press Enteragain to end the list.

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Change Bullet or Number Styles

Select the list, click the Formatmenu, and then click Bullets AndNumbering.

Click the Bulleted tab or theNumbered tab.

Click a predefined format.

Click Customize to change theformat style. You can change theBullet (or Number) Position andText Position options to specifywhere you want the bullet (ornumber) to appear and how muchto indent the text.

To add a graphic bullet, clickPicture, and then select thepicture you want.

Click OK.

Create a Multi-Level Bulleted or Numbered List

Start the list as usual.

Press Tab to indent a line to thenext level bullet or number, typethe item, and then press Enter toinsert the next bullet or number.

Press Shift+Tab to return to theprevious level bullet or number.

End the list as usual.4

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Did You Know?You can quickly create a numberedlist. Click to place the insertion point atthe beginning of a line, type 1., pressthe Spacebar, type the first item, andthen press Enter. Press Enter orBackspace to end the list.

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When you fill a page, Word inserts a page break and starts a new page.As you add or delete text, this soft page break moves. A soft page breakappears as a dotted gray line in Normal view. To start a new page beforethe current one is filled, insert a hard page break that doesn’t shift asyou edit text. A hard page break appears as a dotted gray line with thetext Page Break centered in Normal view. A section is a mini-documentwithin a document that stores margin settings, page orientation, pagenumbering, and so on. In Page Layout view, you can show or hide thewhite space on the top and bottom of each page and the gray spacebetween pages.

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Inserting New Pages and Sections

Insert and Delete a Hard Page Break

Click where you want to insert ahard page break.

Click the Insert menu, and thenclick Break.

TIMESAVER Press Ctrl+Enterto insert a page break.

Click the Page Break option.

Click OK, and the page breakappears.

To delete a page break, click thepage break in Normal view, andthen press the Delete key.

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Did You Know?You can move a page or section break.Click the View menu, click Normal toswitch to Normal view, select thebreak you want to move, and then dragthe break to its new location andrelease the mouse button.

You can opt to start a new line, but nota new paragraph. Insert a text wrap-ping break to force text to the next linein the same paragraph—the perfecttool to make a phrase fall on one line.Press Shift+Enter where you want toinsert a text wrapping break.

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Insert and Delete a Section Break

Click where you want to insert asection break.

Click the Insert menu, and thenclick Break.

Click the type of section break youwant.

◆ Next Page. Starts the sectionon a new page.

◆ Continuous. Starts the sectionwherever the point is located.

◆ Even Page. Starts the sectionon the next even-numberedpage.

◆ Odd Page. Starts the section onthe next odd-numbered page.

Click OK.

To delete a section break, click thesection break in Normal view, andthen press Delete.

Show or Hide White SpaceBetween Pages

Click the Print Layout button.

Scroll to the bottom of a page, andthen point to the gap between twopages. (The Hide White Spacecursor or Show White Spacecursor appears.)

Click the gap between the pagesto show or hide the white space.

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Most books, including this one, use headers and footers to help you keeptrack of where you are. A header is text printed in the top margin ofevery page within a document. Footer text is printed in the bottom margin. Commonly used headers and footers contain your name, thedocument title, the filename, the print date, and page numbers. If youdivide your document into sections, you can create different headers andfooters for each section.

Adding Headers and Footers

Create and Edit Headers and Footers

Click the View menu, and thenclick Header And Footer.

If necessary, click the SwitchBetween Header And Footerbutton on the Header And Footertoolbar to display the footer textarea.

Click the header or footer box, andthen type the text you want.

To insert common phrases, clickthe Insert AutoText button on theHeader And Footer toolbar, andthen click the text you want.

Edit and format header or footertext as usual.

When you’re done, click the Closebutton on the Header And Footertoolbar.

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Did You Know?There are default tab stops used toalign header and footer text. Headersand footers have two default tab stops.The first, in the middle, centers text.The second, on the far right, aligns texton the right margin. To left align text,don’t press Tab. You can add and movethe tab stops as needed. In addition,you can use the alignment buttons onthe Formatting toolbar.

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This header text is printed onevery page.

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Create Different Headers andFooters for Different Pages

Click the View menu, and thenclick Header And Footer.

Click the Page Setup button on theHeader And Footer toolbar.

Click the Layout tab.

To create different headers orfooters for odd and even pages,click to select the Different OddAnd Even check box.

To create a unique header orfooter for the document’s firstpage, click to select the DifferentFirst Page check box.

Click OK.

Click the Show Previous and ShowNext buttons to move from oneheader to the next; enter andformat the text in the remainingheaders and footers.

To move between the header andfooter, click the Switch BetweenHeader And Footer button.

Click the Close button on theHeader And Footer toolbar.

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Did You Know?There is a format difference betweeneven and odd pages. As in books, oddpages appear on the right, and evenpages appear on the left.

You can add a graphic to either aheader or footer, such as a companylogo. Click the header or footer to posi-tion the insertion point, click the Insertmenu, click Picture, and then click thetype of file and the location of the fileon the submenus that follow.

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Click to insert thecorrect page number

on each page.

Click to insert the totalnumber of pages in the

document.

Click to insert the currentdate from your computer’scalendar.

Click to insert thecurrent time from yourcomputer’s clock.

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Page numbers help you keep your document in order or find a topic fromthe table of contents. Number the entire document consecutively or eachsection independently; pick a numbering scheme, such as roman numer-als or letters. When you insert page numbers, you can select the positionand alignment of the numbers on the page. The date and time fieldensures you know which printout is the latest. Word uses your com-puter’s internal calendar and clock as its source. You can insert the dateand time for any installed language. Add page numbers and the date in afooter to conveniently keep track of your work.

Inserting PageNumbers and the Date and Time

Insert Page Numbers

Click the Insert menu, and thenclick Page Numbers.

Click the Position list arrow, andselect a location.

Click the Alignment list arrow, andthen select the horizontalplacement.

Click Format.

Click the Number Format listarrow, and then select anumbering scheme.

Select the starting number.

Click OK.

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Did You Know?You can format page numbers in head-ers and footers. Click the View menu,click Header And Footer, select thetext you want to format in the headeror footer, and then use the formattingtools on the Formatting toolbar to cus-tomize the text.

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Insert the Date or Time

Click the Insert menu, and thenclick Date And Time.

If necessary, click the Languagelist arrow, and then select alanguage.

Select the Update Automaticallycheck box.

Click the date and time format youwant.

Click OK.5

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Did You Know?You can set the current date and timeas the default. In the Date And Timedialog box, click the Default button,and then click Yes.

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When you start Word, a blank document opens based on a default tem-plate. The default template defines the page margins, default font, andother settings. Instead of using the default template, you can create yourown template. A custom template can store text, styles, formatting,macros, and page information for use in other documents. Start with apredefined Word template, or use one you created. Quickly try a newlook by attaching a different template to your current document. Theattached template’s styles replace the styles in your document.

Working withTemplates

Save a Document as a Template

Open a new or existing document.

Add any text, graphics, andformatting you want to appear inall documents based on thistemplate. Adjust margin settingsand page size, and create newstyles as necessary.

Click the File menu, and then clickSave As.

Click the Save As Type list arrow,and then click DocumentTemplate.

Make sure the Templates folder(usually located in the MicrosoftOffice folder in the Programsfolder) or one of its subfoldersappears in the Save In box.

Type a name for the new template.

Click Save.

You can open the template andmake and save other changes justas you would in any otherdocument.

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See AlsoSee “Creating a New File” on page 8for information on creating a new fileusing a template.

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Attach a Template to anExisting Document

Open the document to which youwant to apply a new template.

Click the Format menu, clickTheme, and then click StyleGallery.

Click a template name to previewit.

Click OK to add the template stylesto the document.

Load an Add-In

Click the Tools menu, and thenclick Templates And Add-Ins.

Click the add-in you want to load.

To add one to the list, click Add,switch to the folder that containsthe add-in, click the Files Of Typelist arrow, select Word Add-Ins,click the add-in, and then clickClick OK.

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Did You Know?You are probably using the Normaltemplate. By default, all Word docu-ments use the Normal template, whichformats text in 12-point Times NewRoman and offers three different heading styles.

Click the option you want to see inthe Preview box.

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If you have confidential information in a document or text that you don’twant others to see, you can hide the text. When you hide text, you can’tview or print the text unless you select the Hidden Text option in theOptions dialog box. When you display or print hidden text, the charactersappear with a dotted lined underneath. Hiding text does not protect yourtext from being seen, but it does conceal it from others.

Hiding Text

Hide or Unhide Text

Select the text you want to hide orthe hidden text.


Click the Font tab.

Select or clear the Hidden checkbox.

Click OK.

Display or Print Hidden Text

Click the Tools menu, and thenclick Options.

Click the View tab.

Select the Hidden Text check box.

Click the Print tab.

Select the Hidden Text check box.

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Documents

Formatting a Document with Word€¦ · Formatting a Document with 5 Word Introduction The text of your document is complete, but now you want others to notice your newsletter, think