Text in Publications
Prepare layout for a publication
Develop text boxes for a publication
Use bullets and numbering in a publication
Check spelling and copy formats in a
Create tables in publications
Guides are used to help visualize nonprinting areas and align objects on the page
and to each other.
Layout guides affect the entire publication
and appear on all pages. They appear as blue
dotted lines. Two types:
◦ Margin guides
◦ Grid guides
Margin guides define the
To hide margin guides:
View Tab, Show group,
Additional horizontal and
vertical Grid guides may
be added: Page Design
Tab, Layout Group,
Guides, Grid and Baseline
Ruler guides are specific to individual pages.
They appear as green dotted lines.
To create and modify ruler guides:
Page Design Tab, Layout Group, Guides
Show on individual
Adding text to a publication using a text box
enables the text to be easily moved and
Borders, shading, and
formatting may also be
applied to text in a text
Format text boxes using
the Format Text Box dialog
box (available on the
Shortcut menu when you
Apply borders (lines) and shading (fill) using
the Colors and Lines tab in the Format Text
Box dialog box.
Text boxes can be moved and resized using
the resizing handles located around the box.
Each text box has its own set of margins,
called white space, which is used to improve
clarity of the information in the publication.
Bullets and numbers are used to organize
lists of information in a publication.
Numbered lists are used to present items that
need to be organized in a specific sequence.
Bullets are used for lists of unordered items.
Bullets and numbering may be applied to the
text before OR after it is keyed.
Use the commands in the Paragraph group on
the Home ribbon.
The bullet or numbering style can be
formatted using the Bullets and Numbering
Spelling errors can distract the reader and
discredit an artfully designed publication.
Use the Spelling command in the Proofing
group on the Review tab to check the spelling
of text in a text box.
A misspelling is indicated by a wavy red line
under the word.
Words can be added to the dictionary so that
they are not marked as errors.
Hot key for Spelling: F7
Text formatting is a method of adding visual
interest to text.
To increase productivity in a publication, the
Format Painter may be used to copy text
formatting to different locations within a
To use Format Painter, highlight the text
containing the desired format. On the Home
Tab, in the Clipboard group, click on Format
Painter. Drag the cursor over the target text.
To copy formatting to multiple locations,
selecting the text with the appropriate format
and double-click the Format Painter icon.
The hot key for Format Painter is
Tables organize information for easy
A table is a collection of information
organized columns and rows.
Insert a table using the Insert tab, Tables
group, Tables command.
Columns and rows can be added or deleted
using the Table Tools Layout ribbon.
Column width, row height, predesigned table
formats, line weight and color can be
changed using the Table Tools Format tab.