Transcript Practical Literacy 2e Ch. 10.ppt

Chapter 10
Formatting a Document
1
What’s Inside and on the CD?
• In this chapter, you will learn how to format text, using
features such as:
–
–
–
–
Bold and italic text
Different fonts and font sizes
Paragraph alignment
Bulleted and numbered lists
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How do I select different font, font
sizes, and text colors?
• You can use the commands on the Home tab to select
different text attributes for:
– Letters
– Words
– Sentences
– Paragraphs
• Font refers to design or typeface of each character
• Limit number of fonts for professional look
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How do I select different fonts, font
sizes, and text colors?
• Text attributes
– Font
– Font size
• Normal font size 9 – 12 point
• Range from 8 – 72 points
• Larger font by typing in number larger than 72
– Bold
– Italic
– Underline
– Text color
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How do I select different fonts, font
sizes, and text colors?
• Selected text
– Change, add, delete formatting options
– When finished, click outside highlighted area to deselect it
• Font effects include
– Shadow
– Outline
– Emboss
• Click Editing, Select, then Select All on the Home tab to
apply any text attributes to entire document
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How do I select different fonts, font
sizes, and text colors?
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How do I apply bold, italic, and
underlining attributes?
• Use commands in the Font group to apply text attributes
– Bold
– Italic
– Underlining
• Typically, you’ll apply attributes to text you’ve already
typed, but you can apply attributes before typing new
text
• Command buttons both apply and remove attributes
• Hyperlinks are automatically formatted with blue text and
underlined
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How do I apply bold, italic, and
underlining attributes?
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How do I use the Font dialog box?
• Some text attributes are available only from Font dialog
box, such as character spacing option
• Font dialog box allows applying multiple formatting
options to selected text
• Use the Character Spacing tab to change the scale,
spacing, vertical position, or kerning of selected text
• The Preview area shows how your formatting affects the
selected text
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How do I use the Font dialog box?
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How do I center and align text?
• Left-aligned text
– Positioned straight against left margin
– Appears uneven on right margin
• Centered text
– Positioned between margins
– Typically used for titles
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How do I center and align text?
• Justified text
– Both left and right margins aligned
– Typically used in formal documents
– More professional look
• Right-aligned text
– Rarely used
– Can be useful for headings in a paper, or return
address in a letter
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How do I center and align text?
• Alignment options apply to entire paragraph
– Click in paragraph to align, then click appropriate
align button
– You don’t have to select all the text
• To center title
– Press Enter key after title
– Click anywhere in title
– Click Center button
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How do I center and align text?
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How do I use styles?
• Style consists of predefined formatting applied to
selected text
• Advantages of styles:
– Consistency in formatting
– Recognized by desktop publishing programs and
Web authoring tools
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How do I use styles?
• Create style
– Styles Dialog Box Launcher
• New Style
• Remove style
– Select text
– Select Normal style
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How do I use styles?
• Delete style
– Styles Dialog Box Launcher
• Right-click style to delete
–Click Delete
–Click Yes
–Click Close
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How do I use styles?
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How do I add numbering and bullets to
a list?
• Bullet is symbol placed before each item in list
– Set off list without implying specific order
• Numbered lists imply order to listed items
• Bullets and numbering work same way:
– Select items in list
– Click
Numbering button or Bullet button
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How do I add numbering and bullets to
a list?
• If list has not been typed:
– Click Bullet or Numbering button
– Type list
– At end of list, click button to discontinue
• To remove numbering or bullets:
– Select list
– Click appropriate button
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How do I add numbering and bullets to
a list?
• Word automatically renumbers list if you add, delete, or
move items
• If numbering is incorrect
– Select list
– Click numbering button twice
• To change style
– Right-click selected list
– Highlight Bullets and Numbering
– Select a format
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How do I add numbering and bullets to
a list?
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How do I add numbering and bullets to
a list?
• A multilevel list displays list items in levels and sublevels
– Used in outlines and legal documents
• You can apply bullets or numbering after entering the list
• Press the Tab key to change a list item to the next level
down, or Shift+Tab to move a list item up a level
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How do I add numbering and bullets to
a list?
• You can define custom styles for text, numbers, and
bullets
– Click the arrow next to the Multilevel List button
– Select Define New Paragraph
• Change a number manually by right-clicking the number
and selecting Set Numbering Value
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How do I add numbering and bullets to
a list?
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How do I adjust line spacing?
• Word defaults to single-spacing
• Other spacing options can be applied to paragraph,
group of paragraphs, or entire document
• Space between paragraphs can also be adjusted
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How do I adjust line spacing?
• Double-space document by setting line spacing to
double-space
• To set line spacing for one paragraph:
– Position insertion point in paragraph, click the Paragraph
Dialog Box Launcher on Home Or Page Layout tab
– Select desired line spacing from Line-spacing drop-down
list on Indents and Spacing tab
• To adjust line spacing for more than one paragraph,
select paragraphs, then follow above guidelines
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How do I adjust line spacing?
• To set line spacing for entire document before you begin
typing:
– Click Editing, Select, then click Select All
– Click the Paragraph Dialog Box Launcher on Home or
Page Layout tab
– Select line spacing, then click OK
• As you type, text appears with selected line spacing
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How do I adjust line spacing?
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How do I use tabs?
• Use Tabs to align text in columns
• Default tab stops – every ½ inch
– Tab stops can be changed
– Personal tab stops can be added
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How do I use tabs?
• Many types of tab stops:
– Left tab stop aligns text on left side of tab
– Right tab stop aligns text on right side of tab
– Center tab stop centers text at that location
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How do I use tabs?
– Decimal tab stop aligns numbers with decimal at tab
location
– Bar tab stop places vertical bar at tab location
• Leader – line of punctuation characters that fills area
from text to tab stop
– Typically used in table of contents
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How do I use tabs?
• To clear tab stop
– Click it in Tab stop position box
– Click Clear button
• To clear all tab stops
– Click Clear All button in Tabs dialog box
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How do I use tabs?
• Tab stops on Word ruler bar are represented by these
icons:
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How do I use tabs?
• To set tab stops using ruler:
– Click appropriate icon at left end of ruler
– Click location on ruler to set tab stop
• To change position of tab stop, select it and slide left or
right
• If the ruler bar is not displayed:
– Click the View tab
– Select the Ruler option in the Show/Hide group
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How do I use tabs?
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How do I indent text?
• Text can be indented from left, right, or both margins
• First line of text can be indented differently from rest of
paragraph
• Hanging indent will move first line of text more to left
than rest of text
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How do I indent text?
• To indent a paragraph from left or right:
– Click spin box buttons in appropriate Indentation box
to increase or decrease indent distance
– Check Preview section to see how indentation affects
paragraph
• To indent first line:
– Select First Line from Special pull-down list
– Select amount of indentation from By spin box
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How do I indent text?
• To create hanging indent:
– Select Hanging from Special pull-down list
– Select amount of negative indent from By spin box
• Indent settings apply to paragraph that contains insertion
point
• To apply indent settings to more than one paragraph:
– Select paragraphs
– Use Paragraph dialog box to set indent
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How do I indent text?
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How do I add footnotes or endnotes to
a document?
• Footnotes and endnotes typically used to add comments
to blocks of text or cite references to other documents
• Footnote appears at bottom of page containing
corresponding superscript number
• Endnote appears at end of section or chapter
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How do I add footnotes or endnotes to
a document?
• Click References tab, click Insert Footnote or Insert
Endnote button
• Footnote and Endnote dialog box appears
– Click appropriate option
• Delete footnote or endnote by selecting number that
corresponds to note in text, and pressing Delete key
• The References tab contains several tools for adding
citations to a document
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How do I add footnotes or endnotes to
a document?
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How do I work with outlines and other
document views?
• Word provides several ways to view documents:
• Format marks reveal hidden symbols that indicate
paragraph breaks ¶, spaces ·, and tab stops . To
display, click
Show/Hide toolbar button
– Print Layout View
– Web Layout View
– Outline View
• Change views by clicking one of the View buttons in the
lower-right corner of document window, or clicking View
on ribbon
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How do I work with outlines and other
document views?
• Outline view handy for organizing content
– Assign outline levels to each title, heading, and
paragraph
– View any level of outline to get overview, or include all
details
– Easy to rearrange sections to streamline document’s
organization
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How do I work with outlines and other
document views?
• Microsoft Word uses following conventions to indicate
outline levels:
– Plus sign indicates heading with subtext
– Small solid circle indicates body text at lowest level of
outline
– Gray line under heading indicates subordinate text
not displayed
– Dash indicates heading without subordinate text
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How do I work with outlines and other
document views?
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How do I create a table?
• A table is a grid of rows and columns
• Cell – intersection of each row and column
– Cell can hold text, numbers, or a graphic
• Format an entire table or individual cells
• Place insertion point where you want table
– Click Insert tab, click Table, then click Insert Table
– Set number of rows and columns, then click OK
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How do I create a table?
• To add text, click cell, type text
– Word wrap expands size of cell
– Move to another cell using arrow keys, or Tab key, or
click desired cell
• Select table style from the Table Styles group for
formatting options
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How do I create a table?
• To insert new column or row:
– Place insertion point in cell closest to where you want new
row or column
– Click Layout tab, choose from among the options to
specify a placement
• To delete column or row:
– Click Layout tab, click the Delete command, select from
among the options
• To adjust width of column
– Position pointer over dividing line between columns
– When pointer changes to , press left mouse button and
drag column to correct width
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How do I create a table?
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Can I format a document into
columns?
• Three ways to format text into columns
– Tabs
– Tables
– Columns
• Columns allow you to fill the left column entirely with text
and then continue into the right column
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Can I format a document into
columns?
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