Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition Formatting Text and Paragraphs Editing Documents

Microsoft Office 2007-Illustrated Introductory, Microsoft Office 2007-Illustrated Introductory, Windows Vista EditionWindows Vista Edition

Formatting Text and Formatting Text and ParagraphsParagraphs

Editing Documents

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition 2

• Format with fontsFormat with fonts

• Copy formats using the Format Copy formats using the Format PainterPainter

• Change line and paragraph spacingChange line and paragraph spacing

• Align paragraphsAlign paragraphs

• Work with tabsWork with tabs

ObjectivesObjectives


• Work with indentsWork with indents

• Add bullets and numberingAdd bullets and numbering

• Add borders and shadingAdd borders and shading

• Add footnotes and endnotesAdd footnotes and endnotes

ObjectivesObjectives


Formatting with FontsFormatting with Fonts

• Formatting text with fonts is a Formatting text with fonts is a powerful way to alter the appearance powerful way to alter the appearance of a documentof a document• A A fontfont is a complete set of characters is a complete set of characters

with the same typeface or designwith the same typeface or design• Arial, Times New Roman, Tahoma, and Arial, Times New Roman, Tahoma, and

Calibri are examples of fontsCalibri are examples of fonts• Each font has a specific design and feelEach font has a specific design and feel


Formatting with FontsFormatting with Fonts Serif fontsSerif fonts have a small stroke, called a have a small stroke, called a

serifserif, on the ends of characters, and are , on the ends of characters, and are often used for body text:often used for body text:

– Times New RomanTimes New Roman– GaramondGaramond– Book AntiquaBook Antiqua– Californian FBCalifornian FB

Sans serif fontsSans serif fonts do not have a serif, and do not have a serif, and are often used for headings:are often used for headings:

– Arial Rounded MT BoldArial Rounded MT Bold– Comic Sans MSComic Sans MS– Franklin Gothic DemiFranklin Gothic Demi– PapyrusPapyrus



• Changing the size of text, or the Changing the size of text, or the font font sizesize, is another way to determine the , is another way to determine the impact of textimpact of text• Font size is measured in pointsFont size is measured in points• A A pointpoint is 1/72 of an inch is 1/72 of an inch• 11-point Calibri is the default font size 11-point Calibri is the default font size

and font for a new Word documentand font for a new Word document

• You can also change the You can also change the font colorfont color


Formatting with Fonts Formatting with Fonts • Change fonts using the Font Change fonts using the Font

list arrowlist arrow• Change font size using the Change font size using the

Font Size list arrowFont Size list arrow• Change font color using the Change font color using the

Font Color list arrowFont Color list arrow

Font list arrow

Font Size list arrow

Font names are formatted in the font



• Tips for formatting with fontsTips for formatting with fonts• Choose fonts that augment the Choose fonts that augment the

document purposedocument purpose• Conservative fonts for business Conservative fonts for business

documentsdocuments• Playful fonts for flyers, invitations, etc.Playful fonts for flyers, invitations, etc.

• Too many fonts can clutter a documentToo many fonts can clutter a document• Use no more than two or three different Use no more than two or three different

fonts in a documentfonts in a document

• Format body text and headings in a Format body text and headings in a different fontdifferent font



• Adding a drop capAdding a drop cap• A A drop capdrop cap is a large is a large

initial capital letter, initial capital letter, often used to set off often used to set off the first paragraph of the first paragraph of an articlean article

• To insert a drop cap, To insert a drop cap, use click the Drop Cap use click the Drop Cap button in the Text button in the Text group on the Insert tabgroup on the Insert tab


Changing Font Styles and Changing Font Styles and EffectsEffects

• Font stylesFont styles• Make text darker and thickerMake text darker and thicker by by

applying applying boldbold• Click the Bold button to apply boldClick the Bold button to apply bold

• Slant text by applying Slant text by applying italic italic • Click the Italic button to apply italicClick the Italic button to apply italic

• UnderlineUnderline text for emphasistext for emphasis• Click the Underline list arrow, then select Click the Underline list arrow, then select

an underline stylean underline style


• The The Format PainterFormat Painter allows you to allows you to copy the format setting applied to copy the format setting applied to selected text to other textselected text to other text• Use to copy multiple format settings or Use to copy multiple format settings or

individual onesindividual ones• Click the Format Painter button once to Click the Format Painter button once to

apply the format settings to one itemapply the format settings to one item• Double-click the Format Painter button to Double-click the Format Painter button to

activate the Format Painter and apply activate the Format Painter and apply settings to multiple itemssettings to multiple items

Changing Line and Changing Line and Paragraph SpacingParagraph Spacing


Changing Font Styles and Changing Font Styles and Effects Effects

• Font effectsFont effects• Apply using the Apply using the Font Font

dialog boxdialog box• SuperscriptSuperscript• SubscriptSubscript• ShadowShadow• OutlineOutline• EmbossEmboss• EngraveEngrave• Small capsSmall caps Choose font

effects



• Character-spacing effectsCharacter-spacing effects• Apply character-spacing effects using Apply character-spacing effects using

the Character Spacing tab in the Font the Character Spacing tab in the Font dialog boxdialog box

• Change the width, orChange the width, or scale scale, of characters, of characters• Change the spacing between charactersChange the spacing between characters• Raise or lower characters relative to the Raise or lower characters relative to the

line of textline of text



48 point, red, shadow

effect, 80% character

scale

ItalicBold



• Changing the case of lettersChanging the case of letters• Change letters from uppercase to Change letters from uppercase to

lowercase and vice versalowercase and vice versa• Sentence caseSentence case capitalizes the first letter of capitalizes the first letter of

a sentencea sentence• Title caseTitle case capitalizes the first letter of each capitalizes the first letter of each

wordword• Toggle caseToggle case switches all letters to the switches all letters to the

opposite caseopposite case

• Use the Change Case button in the Use the Change Case button in the Font group on the Home tabFont group on the Home tab


Changing Line and Paragraph Changing Line and Paragraph SpacingSpacing

• Adding white space to a document Adding white space to a document can make it easier to readcan make it easier to read• Increase space between Increase space between lineslines using the using the

LineLine SpacingSpacing listlist arrow arrow • Increase space between Increase space between paragraphsparagraphs

using the Before and After text boxes in using the Before and After text boxes in the Paragraph group on the Page the Paragraph group on the Page Layout tabLayout tab


Changing Line and Paragraph Changing Line and Paragraph Spacing Spacing

12 points of space added before title paragraph

Line spacing is 1.5

Spacing section shows paragraph

spacing for paragraph where insertion point is

located

Line spacing is 1.15

6 points of space added after heading paragraph


Changing Line and Changing Line and Paragraph SpacingParagraph Spacing

• Formatting with Formatting with Quick StylesQuick Styles• Apply multiple format settings in one step Apply multiple format settings in one step

with a stylewith a style• A A stylestyle is a set of format settings that are is a set of format settings that are

named and stored togethernamed and stored together• Styles can include character and Styles can include character and

paragraph format settingsparagraph format settings• Apply Quick Styles by selecting a style Apply Quick Styles by selecting a style

from the Quick Style galleryfrom the Quick Style gallery

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Changing Line and Changing Line and Paragraph SpacingParagraph Spacing• Each Quick Style Each Quick Style

set includes styles set includes styles for a title, several for a title, several heading levels, heading levels, body text, quotes, body text, quotes, and listsand lists

• Each Quick Style Each Quick Style Set has a different Set has a different designdesign


Aligning ParagraphsAligning Paragraphs

• Paragraphs are aligned relative to Paragraphs are aligned relative to the left and right marginsthe left and right margins• Left-aligned Left-aligned text is flush with the left text is flush with the left

margin and has a ragged right edgemargin and has a ragged right edge• Right-alignedRight-aligned text is flush with the right text is flush with the right

marginmargin• CenteredCentered text is positioned evenly text is positioned evenly

between the marginsbetween the margins• JustifiedJustified text is flush with both the left text is flush with both the left

and right margins and right margins



• Change paragraph alignment using the alignment Change paragraph alignment using the alignment buttons in the Paragraph group on the Home tabbuttons in the Paragraph group on the Home tab

Centered

Justified

Right-aligned

Left-aligned



• Indents and Spacing tab in the Indents and Spacing tab in the Paragraph dialog boxParagraph dialog box

• Shows the format Shows the format settings for the active settings for the active text and paragraphtext and paragraph

• Use to check, change, Use to check, change, and compare format and compare format settingssettings



• Format a document using themesFormat a document using themes

• A A themetheme is a complete set of theme is a complete set of theme colors, fonts, and effectscolors, fonts, and effects

• Preview a theme before applying itPreview a theme before applying it

• Click the Themes button in the Click the Themes button in the Themes group on the Page Layout Themes group on the Page Layout tab to select and apply a themetab to select and apply a theme


Working with TabsWorking with Tabs

• TabsTabs help you to align text vertically at a help you to align text vertically at a specific location on a pagespecific location on a page• A A tab stoptab stop is a point on the horizontal ruler is a point on the horizontal ruler

that identifies a text alignment locationthat identifies a text alignment location• By default, tab stops are located every ½ inch By default, tab stops are located every ½ inch

from the left marginfrom the left margin• You can create custom tab stops You can create custom tab stops • Text can be aligned to the left, right, or center Text can be aligned to the left, right, or center

of a tab stop, or aligned with a bar character of a tab stop, or aligned with a bar character or decimal pointor decimal point



• Set tabs using the rulerSet tabs using the ruler • Click the Click the tab indicatortab indicator at the left end of the at the left end of the

horizontal ruler to select the type of tabhorizontal ruler to select the type of tab• Set the tab by clicking the ruler at the location Set the tab by clicking the ruler at the location

you want the tab stop to beyou want the tab stop to be• Tab stop applies to:Tab stop applies to:

• The active paragraph, or The active paragraph, or • The selected paragraphsThe selected paragraphs

• Drag a tab stop on the ruler to change its Drag a tab stop on the ruler to change its locationlocation



Tabbed text left-aligned

Left tab stop Right tab stop

Tabbed text right-aligned

Tab leader

Tab indicator



• Set tabs using the Tabs dialog boxSet tabs using the Tabs dialog box– Create new tab stopsCreate new tab stops

– Change the position or Change the position or alignment of existing tab alignment of existing tab stopsstops

– Clear tab stopsClear tab stops

– Apply a Apply a tab leadertab leader, a line , a line that appears in front of that appears in front of tabbed texttabbed text


Working with IndentsWorking with Indents

• IndentingIndenting a paragraph moves the edge of a paragraph moves the edge of the paragraph in from the left or right the paragraph in from the left or right marginmargin• Indent the entire left or right edge of a Indent the entire left or right edge of a

paragraphparagraph• Indent just the first lineIndent just the first line• Indent all lines except the first lineIndent all lines except the first line

• Indent markersIndent markers on the horizontal ruler on the horizontal ruler identify the indent settings for the identify the indent settings for the paragraph in which the insertion point is paragraph in which the insertion point is locatedlocated



• To indent a paragraph:To indent a paragraph:• Drag an indent marker to a new Drag an indent marker to a new

location on the rulerlocation on the ruler• Click the Increase Indent button or the Click the Increase Indent button or the

Decrease Indent button in the Decrease Indent button in the Paragraph group on the Home tabParagraph group on the Home tab

• Change the indent settings on the Change the indent settings on the Indents and Spacing tab in the Indents and Spacing tab in the Paragraph dialog boxParagraph dialog box



First Line Indent marker

Hanging Indent marker

Left Indent marker

Indented paragraph Right Indent

marker

Indent buttons



• Clearing text formattingClearing text formatting• Use the Use the Clear Formatting commandClear Formatting command to to

return text to its default settings:return text to its default settings:• 11-point Calibri text11-point Calibri text• Left-aligned, 1.15 paragraph spacing, 10 Left-aligned, 1.15 paragraph spacing, 10

points below, and with no indentspoints below, and with no indents

• To clear formatting, select the text, click To clear formatting, select the text, click the Clear All Formatting button in the the Clear All Formatting button in the Font group on the Home tabFont group on the Home tab


Adding Bullets and NumberingAdding Bullets and Numbering

• Formatting paragraphs with bullets Formatting paragraphs with bullets and numbering can help to organize and numbering can help to organize ideas in a documentideas in a document• A A bulletbullet is a character, often a small is a character, often a small

circle, that appears before the items in circle, that appears before the items in a list to add emphasisa list to add emphasis

• NumberingNumbering the items in a list helps to the items in a list helps to illustrate sequence and priorityillustrate sequence and priority


Adding Bullets and Numbering Adding Bullets and Numbering

Numbered list

Bulleted list

• Use the Use the Bullets button Bullets button oror Numbering button Numbering button in the Paragraph group in the Paragraph group on the Home tab to apply bullets or numbering to paragraphson the Home tab to apply bullets or numbering to paragraphs

Bullets and Numbering

buttons


Adding Bullets and Numbering Adding Bullets and Numbering

• Use the Use the Bullets Bullets oror Numbering list arrows Numbering list arrows to apply, to apply, change, or customize bullet and numbering styleschange, or customize bullet and numbering styles


Adding Bullets and NumberingAdding Bullets and Numbering

• Creating outlinesCreating outlines• To create a hierarchical structure in a To create a hierarchical structure in a

list, apply an list, apply an outline numbering styleoutline numbering style• Click the Click the Multilevel List list arrow Multilevel List list arrow to to

select and apply a multilevel list styleselect and apply a multilevel list style• Format an existing listFormat an existing list

• Demote items using the Demote items using the Increase Indent Increase Indent buttonbutton

• Promote items using the Promote items using the Decrease Indent Decrease Indent buttonbutton


Adding Borders and ShadingAdding Borders and Shading

• Adding borders and shading to text can Adding borders and shading to text can help to enhance the information in a help to enhance the information in a documentdocument• A A borderborder is a line added above, below, to the is a line added above, below, to the

side of, or around words or paragraphsside of, or around words or paragraphs• ShadingShading is a color or pattern that is added is a color or pattern that is added

behind words or paragraphsbehind words or paragraphs• Use the Use the Border button Border button or the or the Shading button Shading button

in the Paragraph group on the Home tabin the Paragraph group on the Home tab



• Border optionsBorder options• BoxBox• ShadowShadow• 3-D3-D• CustomCustom• Line styleLine style• Line colorLine color• Line widthLine width


Adding Borders and Shading Adding Borders and Shading

• Shading optionsShading options• Fill colorFill color

• Theme colorTheme color• Standard colorStandard color• Custom colorCustom color

• Pattern stylePattern style• Tint (e.g. 75%)Tint (e.g. 75%)• Pattern (e.g. diagonal lines)Pattern (e.g. diagonal lines)



BorderShading


Adding Borders and Shading Adding Borders and Shading

• Highlighting text in a documentHighlighting text in a document• HighlightingHighlighting is transparent color that is is transparent color that is

applied to text using the Highlight applied to text using the Highlight pointerpointer

• Highlighting is most effective when a Highlighting is most effective when a document is viewed on screendocument is viewed on screen

• Highlighting does printHighlighting does print

• To highlight text, click the Text Highlight To highlight text, click the Text Highlight Color list arrow in the Font group on the Color list arrow in the Font group on the Home tab, select a color, then select Home tab, select a color, then select the textthe text


Adding Footnotes and Adding Footnotes and EndnotesEndnotes• Footnotes and endnotes provide Footnotes and endnotes provide

additional informationadditional information• They consist of two partsThey consist of two parts

• Note reference markNote reference mark• Corresponding footnote or endnoteCorresponding footnote or endnote

• To convert footnotes to endnotes, To convert footnotes to endnotes, click the launcher in the Footnote click the launcher in the Footnote group, click Convert, click OK, then group, click Convert, click OK, then click Close.click Close.


Adding Footnotes and Adding Footnotes and Endnotes Endnotes Example of footnote in textExample of footnote in text


Footnote text

Separator line

Note reference mark


Adding Footnotes and Adding Footnotes and Endnotes Endnotes Creating a bibliographyCreating a bibliography• A A bibliographybibliography is a list of reference sources you is a list of reference sources you

cited or consulted while creating a documentcited or consulted while creating a document• Create a source for each reference source you Create a source for each reference source you

usedused• Insert citations in a document that are tied to a Insert citations in a document that are tied to a

sourcesource• The bibliography is generated using the source The bibliography is generated using the source

information provided for the documentinformation provided for the document


SummarySummary

• Enhance documents with formattingEnhance documents with formatting• Format characters:Format characters:

• Font, font size, font styles, font effects, and Font, font size, font styles, font effects, and character-spacingcharacter-spacing

• Format paragraphsFormat paragraphs• Alignment, line spacing, paragraph spacing, tabs, Alignment, line spacing, paragraph spacing, tabs,

indents, bullets, numbering, borders, and shadingindents, bullets, numbering, borders, and shading

• Choose appropriate formatting for the Choose appropriate formatting for the document’s purpose and audiencedocument’s purpose and audience

• Take care not to over format a documentTake care not to over format a document