Laboratory Exercise # 6 – Formatting Paragraphs Office Productivity Tools 1 Laboratory Exercise # 6 Formatting Paragraphs Objectives: At the end of the

Laboratory Exercise # 6 – Formatting Paragraphs

Office Productivity Tools 1

Laboratory Exercise # 6Formatting ParagraphsObjectives:

At the end of the session, the students are expected to:

•••••••

Set tabsUse tabsSet indentsUse indentsCreate numbered and bulleted listsEdit numbered and bulleted listsAdd shading to paragraph

Materials:

• 1 PC with pre-installed Microsoft Windows operating system and Microsoft Word 2003

Basic Principles:

The left and right margin of text in your document is guided by the margins set in the document. Theremay be times that you want to change the margins or alignments to emphasize a list of items or otherwisebalance text from the other items on the page. In Laboratory Exercise # 5 “Formatting Fonts,” you useddifferent types of alignment of text. Another way to align text is by the use of tabs. Tabs are set every halfinch by default. You offset the text line from the left margin by half inch every time you press the TAB key.

You can set Tab stops to align text in columns. You have the complete power to set your Tab stops. Wordalso provides tabs that allow you to align text in several ways. These are:

•

•

•

•

Left Tab – The beginning of the text is aligned line at the tab stop.

Center Tab – The line is centered at the tab stop.

Right Tab – Right-aligns the text line at the tab stop.

Decimal Tab – Lines up numerical entries at their decimal point.

One way to set tabs is through the Tabs dialog box. To launch the Tabs dialog box, choose FormatTabs.



Figure 6.1 Launching Tabs Dialog Box

Figure 6.2 Tabs Dialog Box

The Tabs dialog box requires you to specify a tab position in the Tab Stop Position box (in number ofinches from the left margin). You use the sprinter box arrows to specify the position for the tab or directlytype the position in the box. Then, click the Alignment option button to specify the type of tab you want tocreate at the tab stop. Fill the empty space to the left of the tab if you want to make use of a leader. To dothis, choose one of the leader option buttons located in the Leader box. After stating the position and tabtype, click Set to add the tab. In case you need to delete a particular tab from the list or if you want toremove all tabs, all you have to do is to click Clear or Clear All respectively. Click OK after setting all thetabs needed.



Figure 6.3 Different Tab Alignments

You can also set the tabs using the Ruler instead of using the Tabs dialog box. Using the ruler enablesyou to visually check the tab stops’ position. It is easier for you to set the type of tab at a particular tabstop and remove tabs that are not needed. In order to view the Ruler in the Word document window,choose View Ruler. The Ruler will be displayed at the top of your document.

Click the Tab button on the far left of the Ruler to set a tab on the Ruler. This Tab button is also used toselect the type of tab. The tab types are displayed each time you click the Tab button. After choosing theappropriate tab type, position the mouse pointer on the ruler where you want to create the tab stop. Clickthe mouse and the tab is positioned on the ruler.



Figure 6.4 Creating Tabs using Ruler

Use the mouse to drag the tab off the Ruler if you want to remove a tab on the Ruler. Click and drag thetab if you want to reposition its location in the Ruler.

There is another way to indent or offset lines and paragraphs from the left or right margins. Word providesseveral indent settings that offset the text a particular setting on the Ruler. These are:

•

•

Increase Indent – This button on the Formatting toolbar is used to indent a paragraph fromthe left margin. Position the insertion point in the paragraph where you want to indent and thenclick the Increase Indent button.

Decrease Indent – This button on the Formatting toolbar is used to decrease the left indenton a particular paragraph.

The Ruler is also used to indent a paragraph from both left and right margins. The Ruler has a left andright indent marker located on the far left and far right, respectively. Use the mouse to drag the Left Indentmarker to indent a paragraph from the left margin. Drag the marker at the bottom. Do not drag the top ofthe marker because it is used as the First line indent marker. The two markers separate if you do not dragboth markers together at the bottom. As for the right indent, it is used to indent a paragraph from the rightmargin using the Right Indent marker.



Figure 6.5 Left Indent and Right Indent markers

You can also create a special type of indent called Hanging indent. In this type of indent, the text (singleline or multiple lines) that groups under the first line of the paragraph is indented more than the first line.Hanging indents are created by separating the First Line and Left indent.

The steps in creating hanging indents are:

1. Position the insertion point in the paragraph you want to indent.2. Drag the Left Indent marker (drag the square bottom of the marker). Drag it to the position where

you want to indent the second and following lines of the paragraph.3. Drag the First Line Indent marker (drag the top of the marker). Drag it to the position where you

want the first line to start.


Figure 6.6 Hanging Indents

You can increase the indent between the first line and the rest of the paragraph by dragging either the FirstLine marker or the Left Indent marker. You may choose Indents and Spacing by selecting FormatsParagraph to enter numerical information for your hanging indents. Select Hanging in the Special listunder Indention and set the amount of space under the By box.

Figure 6.7 Format


Paragraph


Figure 6.8 Paragraph Dialog Box

You can add numbers and bullets in your document to add emphasis to a list of points or outline a list ofitems. Numbered lists are used steps or points that should appear in order. Bulleted lists are used forhighlighting or separating different items or points in a list wherein items should not appear in any particularorder. Numbered or bulleted lists can be created from scratch or you can add numbers or bullets to anexisting list.

The steps in creating new numbered lists are:

1. Place the insertion point to the position where you want your list to start in your document.2. Select Format Bullets and Numbering. This will display the Bullets and Numbering dialog box.

Figure 6. 9 Format


Bullets and Numbering



3. Select Numbered tab for a numbered list.

Figure 6.10 Numbered tab of Bullets and Numbering tab

4. Click the style you want to use for the numbers in the list in the style box. Click the Customizebutton if you want to customize any of the default styles offered. Clicking the Customize button willdisplay the Customize Numbered List dialog box.

Figure 6.11 Customize Numbered List dialog box

5. Change the number style, format, start number, font for the numbers, or the number position usingthe Customize Numbered List dialog box. The changes you made are displayed on the Previewarea.

6. Click OK (Customize Numbered List dialog box) when you are finish selecting your options for thenumber style of your list. You are returned to the Bullets and Numbering dialog box. Click OKagain to return to the document.

Sample numbering lists are shown in this document. You can also create a bulleted list using the Bulletsand Numbering box. The steps are:



1. Open the Bullets and Numbering dialog box by choosing Format Bullets and Numbering. Click

the Bulleted Tab.

Figure 6.12 Bulleted Tab

2. Select the bullet style you want to use. Click Customize if you want to customize your bullet style.This will display the Customize Bulleted List dialog box.

Figure 6.13 Customize Bulleted List dialog box

3. Use Font and Character buttons to select your bullet style from the different symbol sets. You maywant to use graphics as bullet. To do this, simply click Picture button. This will display the PictureBullet dialog box that allows you to choose the graphic bullet you want to use. Click OK aftermaking the necessary selections.



Figure 6.14 Picture Bullet dialog box

4. Click OK to return to the Bullets and Numbering dialog box. Click OK if you are ready to begin thebulleted list. This will close the Bullets and Numbering dialog box. The first bullet for the list will bedisplayed in your document.

Figure 6.15 Sample Bulleted List

You may also use the Numbering button to create a numbered list and the Bullets button.Just click any of these buttons to use the default number or bullet style. Simply click the buttons again toturn off the numbers or bullets. After you turn on any numbering or bulleting, a number or a bullet appearsat the beginning of the line where the insertion point is positioned. Type the text that you want for thisnumbered or bulleted item. Press ENTER key to begin a new line. You will notice that the numbering orbulleting continues with each succeeding line. Repeat the process if you are ready to move to the nextnew item.You can also add numbers or bullets to existing text by simply clicking the Numbering button or Bulletsbutton.



You can also create multilevel lists by using the Bullets and Numbering feature. Multilevel lists have two ormore levels within a particular list (example, outline). To create a multilevel list are:

1. Position the insertion point where you want to begin your list or select the text in an existing list.2. Choose Format Bullets and Numbering.

3. Click the Outline Numbered tab. This will display the multilevel options.

Figure 6.16 Outline Numbered tab

4. Choose the multilevel style you want to use.5. Click the Customize Outline Numbered list if you want to customize the list options. Click OK to

return to the Outline Numbered tab.6. Click OK to return to the document and to close the Bullets and Numbering dialog box.7. Type the item and enter the first-level items in the list. Press ENTER to proceed to the next line.8. Press the TAB key to demote the next line to the next sublevel. Press ENTER to proceed to the

next line.9. Press SHIFT+TAB if you decided to promote a line that you have demoted. Make sure that your

insertion point is on the line you want to promote. Press ENTER key if you are finished with thecurrent line.

Figure 6.17 Sample Outline Numbered List



You turn off the outline numbering by clicking the Numbering button located on the Formatting toolbar.Doing this will deactivate the numbering.

You can put or place a color or grayscale pattern behind the text in a paragraph or paragraphs. Thispattern is called as shading which can be used if the text is in a border or not. The steps in adding shadingto text are:

1. Select the text and make sure that the insertion point is in the paragraph.2. Select Format Borders and Shading.3.4.5.

Select Shading tab.Click one of the colors to select a fill color on the color palette in the Fill area.Click the Style drop-down arrow and select a pattern from the list to select a pattern for the fill

color.6. Use the Apply To drop-down arrow to assign whether the current paragraph or selected text

should be shaded.7. Click OK.

Figure 6.18 Shading Tab

Figure 6.19 Shading Example



Procedures:

Activity 1 Creating Tabs

1. Open Microsoft Word.2. Type the following text shown in the figure below.

Arial, Center, Bold, 16 pt.

Arial,10 pt.,Justified,Center tab

Arial, 10 pt., Justified,Decimal tab

Arial, 10 pt., Justified,Right tab

3. Save your file in My Documents as Performance Table – [Your name].

Activity 2 Creating Numbered Lists

1. Open Microsoft Word.2. Type the following text as shown below. Follow all the formats used in the document.

Use the following:

•

•

••

For the header, use Arial, Bold, 12 pt., Blue, and Center alignment. Use color gray forparagraph shading.Use Arial, 10 pt., Blue, and Justify alignment for the first three paragraphs. Follow the stylesused for the font used in the paragraphs (if the font is italicized, bold, or underlined).Use Arial, 10 pt., and Justify alignment for the rest of the document.For the bulleted text, use appropriate bullet styles used in the document. The words in check

bullet must be Bold and Underlined.

Intel Software Development Products:Intel C++ Compiler and Intel Visual FORTRAN Compiler

Want to enhance your application’s performance? Looking for transition faster to 64 bits or make the moveto multi-core, ahead of your competition? If only you knew someone on the inside. Someone who reallyknows the hardware. Turns out you do.

Intel Software Development Products. Tools for software from the makers of hardware.



“The new Intel compiler version 9.0 ran all of the Polyhedron Benchmarks without requiring any changesand showed worthwhile speed improvements. The 64 bit version ran very nicely, even on a non-Intelprocessor.” – John Appleyard, Polyhedron

PerformanceIntel Software Development Products put Intel’s inside knowledge of high-performancecomputing platforms in the hands of leading application developers. Their search forexceptional new levels of performance is simplified with features such as auto-parallelization,OpenMP, debuggable release build, and more.

CompatibilityCompatible with development tools most programmers already use for Windows-basedapplication development. Source and binary compatible with Microsoft Visual C++ 6.0 and.NET.Source and object compatibility with GCC version 3.2 and above, and other widely usedutilities in the Linux development tool chain. Intel C++ Compiler also conforms to the C++ABI Standard.A powerful combination of a Compaq Visual FORTRAN (CVF) front-end and Intel Fortranback-end, along with substantial CVF source code compatibility.

SupportIntel Premier Support and product upgrades included for 1 year.

3. Save your document in My Documents as Intel – [Your name].

Activity 3 Creating Outline Numbered List

1. Open Microsoft Word.2. Type the following text as shown below. Follow all the formats used in the document.

Use the following:

•

••

For the header, use Lucida Console, 14 pt., Yellow, and Center alignment. Use color blackfor paragraph shading.Use Courier New, 10 pt. for the rest of the document.Use Outline Numbered List for creating the outline given in the document.

CommunicatingEffectively

ForDummies

1. Communicating Successfully1.1. Working at Communicating and Communicating at Work

1.1.1. Sharing the Rope Versus Tugging on It1.1.1.1. Understanding where the tug-of-war comes from1.1.1.2. Achieving the goal in communicating: Mutual understanding

1.1.2. Hold the Pickles, Lettuce, and Assumptions1.1.2.1. Understanding assumptions and how they can help1.1.2.2. Avoiding the downside of assumptions1.1.2.3. Becoming aware of your own assumptions

1.2. Understanding How People Express Themselves to Others1.2.1. Understanding the Four Approaches to Speaking

1.2.1.1. My way or the highway: The Aggressive Approach1.2.1.2. The appeasing way: The nonassertive approach1.2.1.3. Subtle but aggravating: The passive-aggressive approach1.2.1.4. Straight and positive: The assertive approach



1.2.2. Contrasting the Four Approaches to Speaking1.2.3. Becoming an Assertive Speaker

2. Tuning In to the Power of Active Listening2.1. Fixing Your Radar on the Speaker

2.1.1. Capturing the Whole Message2.1.1.1. Understanding the impact of the unspoken message2.1.1.2. The feelings behind the facts

2.1.2. Attending or Pretending to Listen?2.1.2.1. Giving yourself to the speaker2.1.2.2. Adding concentration to the attending mix

2.1.3. Avoiding Barriers to Listening2.1.3.1. Poor Eye Contact2.1.3.2. Unfavorable facial expressions2.1.3.3. Unwelcoming posture2.1.3.4. Too much movement2.1.3.5. Ineffective placement2.1.3.6. Uninviting tone of voice

3. Save your document in My Documents as Dummies – [Your name].

Resources:

•

•

Kinkoph, Sherry Willard, (2003), Office 2003: top 100 simplified tips and tricks, New Jersey, USA,Wiley Publishing, Inc.Habraken, Joe., (2004), Microsoft Office 2003 all-in-one, Indiana, USA, Que Publishing