Word BasicsWord BasicsUnit 3 – Formatting DocumentsUnit 3 – Formatting Documents

Elizabeth Steel PonderElizabeth Steel PonderPalestine Public LibraryPalestine Public Library

Adult ServicesAdult Services

Unit ObjectivesUnit Objectives

Explore different variations of text style and how font Explore different variations of text style and how font choice can effect the readability and mood of your choice can effect the readability and mood of your message.message.

Add/Delete Add/Delete Bold,Bold, ItalicsItalics, and , and UnderlineUnderline styles to your styles to your text.text.

Copy formatting from one section to anotherCopy formatting from one section to another Change default fontChange default font Use special effects to enhance your text.Use special effects to enhance your text. Format Paragraphs – line spacingFormat Paragraphs – line spacing Using Borders and ShadingUsing Borders and Shading Increase knowledge of shortcut keysIncrease knowledge of shortcut keys

Menu shortcutsMenu shortcuts

To access a menu from the menu bar without To access a menu from the menu bar without the use of the mouse – the use of the mouse – ALT+the underlined letter in the menu word. ALT+the underlined letter in the menu word. Example:Example:

To access the FTo access the Foormat menu you would press ALT+o rmat menu you would press ALT+o because the letter “o” is underlined in the menu title.because the letter “o” is underlined in the menu title.

Use the arrow keys to move up and down or press Use the arrow keys to move up and down or press ALT+the letter underlined within the drop down ALT+the letter underlined within the drop down menu.menu.

Selecting FontsSelecting Fonts

The font you use determines the tone or mood that The font you use determines the tone or mood that your document will give to it’s reader.your document will give to it’s reader.

Here are some things to keep in mind when choosing a Here are some things to keep in mind when choosing a text:text: Who is your audience? Who is your audience?

If you are writing a business letter, choose a professional looking If you are writing a business letter, choose a professional looking font such as font such as Times New RomanTimes New Roman

If you would dress up to talk to this audience, your document If you would dress up to talk to this audience, your document needs to be “dressed-up” as well.needs to be “dressed-up” as well.

Fonts can be dressy or casual, silly or serious, old-fashioned Fonts can be dressy or casual, silly or serious, old-fashioned to modernto modern

Choosing the right font can either encourage or discourage Choosing the right font can either encourage or discourage people from reading your message. The wrong typeface can people from reading your message. The wrong typeface can make your message go unread.make your message go unread.

Did you know…?Some people

consider typing in all caps to be

YELLING?!

Appropriate vs. Appropriate vs. Inappropriate FontsInappropriate Fonts

There are no “good” or “bad” fonts – only There are no “good” or “bad” fonts – only appropriateappropriate and and inappropriate.inappropriate.

How do we know we have chosen the How do we know we have chosen the correct font? correct font? It all depends…It all depends…

For online help, check out For online help, check out http://www.esperfonto.com/http://www.esperfonto.com/ This website will suggest fonts for you to This website will suggest fonts for you to

help you ensure that you have selected the help you ensure that you have selected the best one for your audience.best one for your audience.

An Exercise in Mood An Exercise in Mood ChangeChange

Just as an example of how the typeface of your Just as an example of how the typeface of your text can effect the reader’s mood, notice how text can effect the reader’s mood, notice how the same word gives off different emotions as it the same word gives off different emotions as it is displayed.is displayed.

Each time the word “house” is displayed I want Each time the word “house” is displayed I want you to think about what TYPE of house it you to think about what TYPE of house it makes you imagine. (Victorian, Haunted, makes you imagine. (Victorian, Haunted, Professional, Fun, etc.)Professional, Fun, etc.)

House Old English

House Algerian

House Bauhaus 93

House Blackadder

House Bradley Hand

House Chiller

House Edwardian Script

House Helevitca

House Arial

House Ravie

House Stencil

House Monotype Corsiva

House Gigi

FontFont

A FONT is a design set for characters – A FONT is a design set for characters – more simply it is how the characters that more simply it is how the characters that you type appear on screen and paper.you type appear on screen and paper.

A Typeface, such as Times New Roman, A Typeface, such as Times New Roman, defines how the letters will look. Within defines how the letters will look. Within that type face there are several STYLE & that type face there are several STYLE & EFFECTS variations:EFFECTS variations: Bold , Bold , ItalicsItalics, , UnderlineUnderline, Shadow, , Shadow, Bold Bold

ItalicItalic, Emboss, Emboss

More on FontsMore on Fonts

Typeface can also be effected by size. Typeface can also be effected by size. Each font can be used in different sizes.Each font can be used in different sizes. Font sizes are measured using points Font sizes are measured using points

(i.e. (i.e. 10pt10pt, , 24pt24pt, , 72pt72pt, etc). A point is , etc). A point is

roughly 1/72 of an inch. For that reason, roughly 1/72 of an inch. For that reason, a 72pt font will be about 1” tall when a 72pt font will be about 1” tall when printed.printed.

Times New Roman 18pt

Courier New 16 pt

Arial 22pt

Exploring the Font Dialog BoxExploring the Font Dialog Box

Shortcuts to Selecting Shortcuts to Selecting FontsFonts

Pull-down Fonts List locatedon the Formatting Toolbar

Highlight and right-click the text you would like to change and

select “Font” from theDrop-down menu.

Keyboard Font ShortcutsKeyboard Font Shortcuts

To do thisTo do this PressPress

Change the font.Change the font. CTRL+SHIFT+FCTRL+SHIFT+F

Change the font size.Change the font size. CTRL+SHIFT+PCTRL+SHIFT+P

Increase the font size.Increase the font size. CTRL+SHIFT+>CTRL+SHIFT+>

Decrease the font size.Decrease the font size. CTRL+SHIFT+<CTRL+SHIFT+<

Increase the font size by one Increase the font size by one point.point.

CTRL+]CTRL+]

Decrease the font size by Decrease the font size by one point.one point.

CTRLCTRL+[+[

Font Dialog BoxFont Dialog Box Font Style – Font Style – BoldBold

Select Bold from the font Select Bold from the font style menustyle menu

You can also make text bold You can also make text bold by:by:

Clicking the Bold buttonClicking the Bold button Ctrl+bCtrl+b

ItalicsItalics Select Italics from the font style Select Italics from the font style

menumenu You can also make text italics You can also make text italics

by:by: Clicking the Italics button Clicking the Italics button Ctrl+ICtrl+I

UnderlineUnderline Select Underline Style from the Select Underline Style from the

drop-down menu.drop-down menu. You can also make text You can also make text

underline by:underline by: Clicking the Underline button Clicking the Underline button Ctrl+uCtrl+u

Underlining TextUnderlining Text Underline Style – if you Underline Style – if you

would like to underline would like to underline text with something text with something other than a straight other than a straight line, explore the line, explore the Underline Style drop-Underline Style drop-down menu in the font down menu in the font dialog box.dialog box.

Samples of Underline Samples of Underline StyleStyle

Copying Formatting to Copying Formatting to Another SectionAnother Section

After you have spent several minutes to After you have spent several minutes to set up the formatting you would like to set up the formatting you would like to use in your document, the last thing you use in your document, the last thing you want to have to do is to repeat those want to have to do is to repeat those steps exactly in another part of your steps exactly in another part of your document. document.

To save time and energy, use the Format To save time and energy, use the Format Painter tool in Microsoft Word.Painter tool in Microsoft Word.

Format PainterFormat Painter

1. Select the text with the stylethat you would like to duplicate.

2. Click the Format Painter paintBrush from the Standard toolbar.

3. Highlight the text you would likeapply the formatting to.

4. When you release the mousebutton, whatever text you highlighted will now have the same formatting as the original highlighted text.

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1

3

Formatting ParagraphsFormatting Paragraphs

To change the way that To change the way that the text is placed on the the text is placed on the page, you will want to page, you will want to format the paragraphs.format the paragraphs.

To design a paragraph To design a paragraph (use double spacing, set (use double spacing, set a deeper indentation, a deeper indentation, alignment, etc), click on alignment, etc), click on Format from the Title Format from the Title Menu.Menu.

In the Format drop-down In the Format drop-down list, pick Paragraph. The list, pick Paragraph. The Paragraph dialog box Paragraph dialog box will appear.will appear.

AlignmentAlignment Alignment sets the Alignment sets the

position of paragraphs position of paragraphs relative to any indentation relative to any indentation formatting. Alignment can formatting. Alignment can be changed by using the be changed by using the buttons detailed in the first buttons detailed in the first lesson or through the lesson or through the paragraph dialog box.paragraph dialog box.

Alignment options – Left Alignment options – Left align, right align, center, or align, right align, center, or justify.justify.

*Tip – Clicking the ? Button onany dialog box will open the

help menu for additional instructions on how to use this

feature of Word.

Aligning TextAligning Text

Word gives you the ability to align you text with Word gives you the ability to align you text with the left margin, center, right margin, or justified.the left margin, center, right margin, or justified.

To change text alignment – Click the To change text alignment – Click the appropriate button on the formatting toolbarappropriate button on the formatting toolbar

Left AlignCenter Align

Right AlignJustify – aligned with both left and right

Line SpacingLine Spacing

Line spacing sets the Line spacing sets the amount of vertical space amount of vertical space between lines of text.between lines of text.

Single space will be the Single space will be the default.default.

To Double Space – To Double Space – Click the down arrow in Click the down arrow in

the Line Spacing box.the Line Spacing box. Click DoubleClick Double Click OK.Click OK.

*Tip – Always look at the*Tip – Always look at thePreview box below to make Preview box below to make

Sure your changes will Sure your changes will Produce the desired effect.Produce the desired effect.

Borders & ShadingBorders & Shading

We will begin by applying We will begin by applying borders borders to text. to text. Borders can be on the left, right, top, bottom or Borders can be on the left, right, top, bottom or

all of the way around a selected text or all of the way around a selected text or paragraph.paragraph.

To insert a border –

1. Highlight the text you would like to apply a border to.

2. Click Format from the Title Menu

3. From the Format Drop-down, click Borders and Shading.

Inserting BordersInserting Borders Clicking Borders & Clicking Borders &

Shading will open the Shading will open the dialog box.dialog box.

From the Borders tab From the Borders tab you will see several you will see several different options for different options for your border. your border.

You can preview the You can preview the changes in the Preview changes in the Preview pane.pane.

Setting: This option allows you to determine what TYPE of border you would like – box, shadow, 3-D, custom.

Style: Choose your border style – solid line, dashed line, wavy line, etc.

Borders & ShadingBorders & Shading Dialog Box Dialog Box

Border Application Button – each one of these buttons turns the border on or off for the selected text or paragraph.

Color Drop Down – Use this drop down palette to select a color for your border.

Apply To Drop-down – Select either paragraph or text to apply your border to.

Border Dialog BoxBorder Dialog Box

Width Drop-Down List – Select the width of the border that you apply.

Show Toolbar – This button will close the dialog box and open the Tables & Borders Toolbar.

Borders Dialog Box – Borders Dialog Box – Horizontal LineHorizontal Line

If you would like to insert a horizontal line If you would like to insert a horizontal line to separate areas of your page, you can to separate areas of your page, you can do this in the Borders Dialog Box. do this in the Borders Dialog Box.

Be Warned – any text you have Be Warned – any text you have highlighted will be deleted by the highlighted will be deleted by the insertion of a horizontal line. Make sure insertion of a horizontal line. Make sure you have clicked off text before you have clicked off text before proceeding.proceeding.

Horizontal Line Dialog Horizontal Line Dialog BoxBox

To insert a Horizontal Line –To insert a Horizontal Line –

•Click the place in the document you would like to have a horizontal line inserted.

•Click Format > Borders & Shading > Horizontal Line button under the Borders Tab.

•Horizontal Line Dialog Box will open. Scroll down to select the line you would like to use.

•Click OK – The chosen line will be inserted

Page BordersPage Borders

Under the Page Border tab you

can apply a border to the entire page.

Just like with the Borders tab, this tab allows you to choose a style, an application,

and style.

Look for a preview in the

preview window

Applying ShadingApplying Shading

Applying Applying shadingshading is another way to make is another way to make certain text stand out in a document. certain text stand out in a document.

To shade a word or group of words, you To shade a word or group of words, you will need to highlight or select the text to will need to highlight or select the text to be shaded.be shaded.

Proceed to the Borders & Shading Dialog Proceed to the Borders & Shading Dialog Box (see instructions on slide 20)Box (see instructions on slide 20)

ShadingShading1. Word will default to the

Borders tab. To use Shading, click the Shading Tab

2. Choose a “fill” color for your shaded area. The More Colors to make your own colors.

3. Look at the Preview pane to see what the changes will look like.

Use Apply to: to change the text that the shading will be applied to.

Shading PatternsShading Patterns

Word gives us the option to determine the transparency or

shading pattern for the area you shade.

Use the drop-down list to select transparency or scroll down further

to reveal patterns available.

Shortcuts to Borders & Shortcuts to Borders & ShadingShading

Shading ShortcutsShading Shortcuts• HighlightingHighlighting

• Word can highlight Word can highlight things in a document for things in a document for you. you.

• Click the highlighter Click the highlighter button and select a button and select a color.color.

• As long as the As long as the highlighter is turned on, highlighter is turned on, anything you select will anything you select will be highlighted.be highlighted.

• To turn off the To turn off the highlighter, click the highlighter, click the button again.button again.

Borders Shortcuts

• You can apply a border or make changes to a border by clicking the Border button on the Format Toolbar.

•Click the down arrow to drop down a list of possible borders. Click the border you would like to incorporate.

Practice What You’ve Practice What You’ve LearnedLearned

Open the file “Practice Unit 3” from the Open the file “Practice Unit 3” from the desktop.desktop.

Read the document and apply the Read the document and apply the changes that are necessary to make it changes that are necessary to make it look like the printed final product. look like the printed final product.

When you have been able to duplicate When you have been able to duplicate the final product using today’s new skills the final product using today’s new skills successfully, print a copy and turn it in.successfully, print a copy and turn it in.