Microsoft Word
When writing, you would usually put our feelings down on paper, in the
form of sentences composed of words, as they occur. Your subsequent efforts may
involve a lot of rewriting and rearrangement of the written material to enhance
relevance, clarity and the appeal. Doing this in the traditional way with pen
and paper can be a painstaking and time consuming process.
Computers allow you to do the above with great ease offering much
flexibility for fast editing and enhancing visual appearance. When computers
are used to do the above it is called word processing.
Computers however, do require certain programs or software called
application software to enable you to do the work. The particular application
software or program that you would use in this case is known as a word
processor.
MS Word
Microsoft Word
is a full-featured word processor, which you can use to create and
design documents such as letters and memos. You can edit documents, as well as
enhance their appearance and print them in a variety of formats.
With Word, you
can also create documents such as newsletters, sales reports and brochures,
price lists and add graphics and tables to them to enhance their presentation.
The documents you create are limited solely by your imagination.
Starting Word
You can start
Word using the Start menu. Once the program has been started, a brief copyright
screen appears and then the application window opens.
Procedures
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1. Click the Start button on the taskbar.
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2. Point to Programs.
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3. Select Microsoft Word.
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Notes:
Word provides a Spelling and Grammar feature that you can use to ensure
that your document is free of spelling and grammatical errors.
You can get Help on a Word task or feature in many ways.
Word provides the Office Assistant Help facility. The Office Assistant
is context-sensitive, which means that help for the current task is only a
mouse click away. The Assistant may also appear on your screen if Word detects
that you need help completing the current task.
You can also search detailed Help indexes by category or keyword.
The first time you open Word after installation, the Office Assistant
appears, welcoming you to the program. In this instance, select Start using
Microsoft Word to start Word and close the Assistant. If the User Setup dialog
box opens, enter your name and initials as necessary and then select OK.
The
Word SCREEN INTRODUCED
When Word
starts what you see on the screen is a rectangular box or window with different
parts to it. This is the MS Word window
and is the interface or environment. Where we do our word processing. It is
made up of,
the application window
The
application window contains the menu bar, toolbars, status bar, and document
window. The bars allow you to navigate
your way within Word to perform various tasks connected to your word
processing.
the
document window
The document
window opens within the application window when you start Word, open an
existing file, or create a new document. It is where you type whatever you want
to when preparing any document.
Notes:
·
The menu bar allows you to access various commands, which are grouped according to
function.
·
The toolbar buttons provide shortcuts to many menu commands.
·
The status bar provides information such as the current insertion point location and
the number of pages in a document.
·
The document window
contains scroll bars, the Select Browse Object button, the Previous and Next
buttons, the View buttons, which allow you to move quickly through a document, and the
Document Work Area where you enter the text, tables, and graphics you want to appear in
your document.
·
Several document
windows may be open at the same time.
·
The Office Assistant, a context-sensitive help feature, may appear within
its own window in either the application or document window. The Office
Assistant may appear when you open Word. You can adjust the capabilities of the
Office Assistant, as well as choose not to have the Assistant appear, if
desired.
the mouse pointer
The Mouse
Pointer usually appearing on the screen as an arrowhead is the mouse device
used to select commands or actions to be executed. It changes shape within the
document area appearing as a capitalized roman i
The following
are the basic four functions of the Mouse Pointer:
§
Pointing : It means
aiming
§
Clicking : It means
Pressing left button for one time
§
Double Clicking : It
means Pressing left button for twice speedily
§
Dragging. It means
Holding and pressing Left button for selection purpose.
the
cursor
The Cursor or
the insertion point is the blinking vertical line that appears at the upper
left corner of the document work area. Any text you type appears on the screen
to the right of the cursor. You can change the location of the cursor with the
keyboard or the mouse. You do this when you wish to edit your document at
different points.
Exiting Word
When you have
finished using Word, you should exit the application properly, since Word performs necessary housekeeping before it closes.
Procedures
1. Point to and click on the File menu.
2. Select and click on the Exit command.
Notes:
If the current document has been modified but not saved, Word prompts
you to save the changes before exiting.
Navigating Word
How
To
Discussion Notes
With all the
various elements of the screen or word window it would be natural to ask what
is this..... And/or how do I......?
The bars
within the Word screen/window provide you with tools to access the various
aspects of Word to execute specific actions. Navigating within Word via these
bars is a simple task and you can do it easily using the mouse.
title bar
The title bar
appears at the top of the application window and contains the name MS Word and
the name of the document you're working on.
menu bar
Right below
the title bar is the menu bar. The menu bar provides access to all the features of Word. Each menu contains commands grouped
by function.
When you
select an item on the menu bar, the corresponding menu appears from which you
can select the desired command.
Procedures
1. Point to and click an item on the menu bar.
2. Click on a command to execute it.
Notes:
Some menu
commands are grayed or dimmed, which indicates that the command is not
available for the current task.
When a menu
command is followed by an ellipsis (...), selecting it opens a dialog box in
which additional information is entered.
In addition to the standard menus on the menu bar, Word contains
shortcut menus that may be accessed by clicking the right mouse button.
Shortcut menus contain commonly used commands and are context-sensitive.
Therefore, the options available on the shortcut menu vary, depending on the
area of the window or the object selected.
toolbars
Next are the Toolbars which
contain shortcuts to the commands. These are displayed as buttons with icons or
pictures of the action or item of choice. Each button executes a specific menu
command. There are many toolbars providing a grouping of related commands and
word gives you the option of choosing which you want displayed.
You can choose
to display one, several, or all the toolbars at any given time, or you can hide
all the toolbars. You use the Toolbar submenu on the View menu to display and
hide toolbars.
Procedures
1. Point to and click on the View command on the menu bar
2. Select and click on the Toolbars command
3. Select a toolbar to display by checking the box to the left of its name.
Notes:
When Word
starts, the Standard and Formatting toolbars appear by default.
The Standard
toolbar contains buttons used for many general Word functions, whereas the
Formatting toolbar contains buttons and pull-down lists used to enhance the
appearance of text and paragraphs.
Many of the
toolbars display as floating palettes that can be moved to any location on the
screen.
You can also
change the size and shape of the palettes. These options provide flexibility
when you need to display several toolbars at once.
When you point
to a button on a toolbar, the name for its function appears. This description
is referred to as a toolbar ScreenTip.
Procedures
1. Point to a button on the toolbar and note the screen tip
2. Click on a button to execute the associated toolbar command.
Status Bar
At the bottom
of the word window you will find the status bar which gives you information
about where you are in the document. It shows the location of the cursor, the
page number, number of pages etc. in the current document.
Scroll Bars
There are two
scroll bars - the vertical scroll bar at the right and the horizontal scroll
bar at the bottom of the document window. These allow you allow you to quickly
move around in a window. They allow you to move up and down and right and left
in the document continuously or scroll through the document.
The Select
Browse Object button is located in
the bottom right corner of the document vertical scroll bar between the Previous
and Next buttons. This button allows you to navigate through large documents by
going to specific objects such as a page, section, or heading.
Rulers
There are two
rulers which allow you to see the position of the text in the document in
inches, one at the top and one at the left.
WORKING WITH
DOCUMENTS I - Essential Skills
Letters,
memos, reports, or other work we do in Word are documents. When working with
documents we can start with a new one or work on an existing one. In either
case we must first have a document open on the screen.
Creating
a new Document
When you want to start a new word processing job you must create a new
document by opening a new document window.
·
You can easily create
a new document by clicking on the New button in the Standard Toolbar
Procedures
·
Click the New button
.
.
·
You can also create a
new document by using the New command on the File menu.
Procedures
1. Select File
2. Select New
3. Select blank document in the New dialog box window
4. Click on OK
Entering/Typing
Text
When a new
document window opens, a blinking vertical line appears in the
upper left corner of the document window. This is the cursor or insertion point
and it indicates the position where text can be entered or typed.
Word Wrap
When typed
text fills a line, Word automatically moves to the beginning of the next line.
This feature is called word wrap.
Paragraphs
You press the [Enter] key to move the insertion point to the beginning
of a new paragraph, to insert a blank line between paragraphs, or to end a line
of text.
Procedures
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1. Type any text and keep typing till it wraps to the next line.
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2. Press [Enter] as necessary to start a new paragraph
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3. Type additional text as necessary.
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Saving
a Newly Created Document
After creating a new document, you can save
it to disk so that you can retrieve it at another time.
·
You can save a newly
created document by clicking on the Save button on the Standard toolbar
·
You can also select
the Save command from the File menu to save a document.
Procedures
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1. Click the Save button
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2. Type the desired file name.
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3. Select the Save in list.
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4. Select the drive in which you want to save the document.
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5. Select the folder in which you want to save the document.
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6. Select Save.
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Notes:
When you save a document for the first time, Word opens the Save As
dialog box in which you enter the desired file name and location.
Subsequent saves do not display the Save As dialog box. Instead, any
changes are saved to the same file name and location.
A file name can consist of up to 255 characters.
You can use the Create New Folder button in the Save As dialog box to
create a new folder without leaving Word.
The following characters cannot be used in filenames: (/), (\), (>),
(<), (*), (“ ”), ( | ), (:), or (;).
Opening
an existing document
To work on an
existing document you must open it from disk.
·
You can open an
existing document by clicking on the Open button on the Standard toolbar
·
You can also open the
Open dialog box by selecting the Open command from the File menu or by pressing
[Ctrl+O].
You can have
more than one document open at a time.
Procedures
1. Click the Open button
.
.
2. Select the Look in list in the Open dialog box.
3. Select the drive where the document you want to open is located
4. Select the folder where the document you want to open is located
5. Select the name of the document you want to open
6. Select Open.
Notes :
The Open dialog box displays a list of folders and files in the current drive and folder. You can select the desired file from
the list, or you can type the name of the file you want to open.
If the file resides in a different drive or folder, you can use the Look
in list to select the correct location. The folders and files residing in the
selected location appear below the Look in box.
The names of
the 4 most recently opened documents appear in a list at the bottom of the File
menu. You can click a file name in the list,
to open the document.
Moving
within the document
using the mouse
You can view
areas of the document that are not visible on the screen, and move through the
text in a document by using the mouse and the scroll bars.
Scrolling through a document does not move the insertion point. When
using the mouse, you must click the mouse in the document to move the insertion
point.
Procedures
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1. Click the down scroll arrow to scroll down through the document text.
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2. Click the up scroll arrow to scroll up through the document text.
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3. Click below the vertical scroll box to scroll the document up one screen.
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4. Click above the vertical scroll box to scroll the document down one
screen.
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5. Drag the vertical scroll box to the desired location in the document.
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When navigating in a multiple page document, you can use the Go to
command on the Edit menu to move to a specific page.
WORKING
WITH DOCUMENTS - Editing Text
Deleting Text
Often
you may find it necessary to delete single characters which were wrongly typed
(typos). Word provides two ways to do this.
·
You can use the [Backspace] key to remove the character to the left of the insertion point and the [Delete] key to remove the character to the right of
the insertion point
Procedures
|
1. Position
the insertion
point to the right of the character you want to remove.
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2. Press
[Backspace].
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3.
Position the insertion point to the
left of the character you want to remove.
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4. Press
[Delete].
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Selecting Text
Many
times you may want to
perform a function (such as deleting or spell checking) on a word, sentence,
paragraph, or particular area of text. To do so, you must first select the text.
Selecting text
expands the insertion point to highlight
a block of text.
·
Text can be selected using the mouse or key combinations.
Procedures
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1. To
select a word,
double-click it.
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2.
To select a sentence, hold [Ctrl], click anywhere in the sentence, and
release [Ctrl].
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3. To
select a paragraph, triple-click
anywhere in the paragraph.
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4. Click
anywhere in the document to deselect
selected text.
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5. To
select a text block using the mouse, drag across the text from the first
character you want to select to the right of the last character you want to
select.
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6. To
select an area of text using the
mouse and the keyboard, position the insertion point to the left of the first
character you want to select.
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7. Press
[Shift], position the insertion point to the right of the last character you want to select,
and release [Shift].
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8. To
select a line of text using the
mouse and the keyboard, position the insertion point to the left of the first
character you want to select.
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9. Press
[Shift+End] to go to the end of the
text line.
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10. To
select the entire document, press
[Ctrl+A].
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Notes :
Selecting a new text block or repositioning the
insertion point deselects the original selection.
Moving within the document
using the mouse
You
can view areas of the document that are not visible on the screen, and move
through the text in a document by using the mouse and the scroll bars.
Scrolling
through a document does not move the insertion point. When using the mouse, you
must click the mouse in the document to move the insertion point.
Procedures
|
1. Click
the down scroll arrow
to scroll down through the document text.
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2. Click
the up scroll arrow to scroll up
through the document text.
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3. Click
below the vertical scroll box to
scroll the document up one screen.
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4. Click
above the vertical scroll box to
scroll the document down one screen.
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5. Drag
the vertical scroll box to the
desired location in the document.
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When navigating in a multiple page document, you
can use the Go To command on the Edit menu to move to a specific page.
Deleting and
Replacing Selected Text
Selected text can be deleted with a single keystroke.
You
can replace selected text simply by typing new text. No need to first
delete the text.
Procedures
|
1. Select
the text you want to
delete.
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2. Press
[Delete].
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Procedures
|
1. Select
the text you
want to replace.
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2. Type
the replacement text.
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Notes :
You can also delete selected text by selecting
the Clear command from the Edit menu.
The default option, Typing replaces selection, can be disabled on the Edit page of the Options dialog box.
Moving Text
To move text when editing a document you
use the Cut and Paste features of Word.
·
You can use the Cut and Paste buttons on the Standard toolbar
to move selected text, from its original location and place it into a new
location.
·
You can also move selected text using the
Cut and Paste commands on the Edit
menu.
Procedures
|
1. Select
the text you
want
to move.
|
|
2. Click
the Cut button
 . |
|
3.
Position the insertion point in the
location where you want to paste the text.
|
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4. Click
the Paste button
 . |
Notes :
When deleting or moving text using the Cut and Paste features, Word automatically adds or removes spaces as
needed, provided that the Use smart cut
and paste option has been enabled on the Edit page of the Options dialog box.
Cut text is placed on the Windows Clipboard. The
Clipboard holds only one item at a time.
The Paste
feature does not remove the text from the Clipboard; you can continue to paste
the same item until another item is placed on the Clipboard.
Copying Text
To
duplicate text, you can use the Copy and Paste features.
·
You can use the Copy and Paste buttons to
copy selected text from one location to another.
·
You can also copy selected text using the
Copy and Paste commands on the Edit
menu.
Procedures
|
1. Select
the text
you
want
to
copy.
|
|
2. Click
the Copy button
 . |
|
3. Position
the insertion point in the location where you want to paste the text.
|
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4. Click
the Paste button
. |
Notes :
The copied text is placed on the Clipboard.
When copying selected text remains in the
original location and a copy is placed in the new location.
Reversing/Redoing
Commands
The
Undo and Redo features allow you to reverse or
redo the last command executed. When text has been accidentally deleted, this
feature is invaluable. You can use the Redo
feature to reverse the Undo feature.
Procedures
|
1. To
undo
the
last command,
click the
Undo button
 . |
|
2.
To redo the last command, click the Redo button
 . |
Notes :
When you point to the Undo or Redo buttons,
the type of task to be undone or redone appears as part of the ScreenTip.
A feature related to Redo is the Repeat
command, which is accessible from
the Edit menu. Both commands are
context-sensitive.
You can use Repeat
to duplicate the previous
command. Similar to the Undo or Redo button, the type of task to be
duplicated becomes part of the command.
You
can also activate the Undo feature
by selecting the Undo command from
the Edit menu.
Moving and
Copying Text with the Mouse
Drag-and-drop
editing allows you to move or copy text quickly using the
mouse. This feature is most useful when the text you want to move or copy and
the new location are both visible in the document
window.
Procedures
|
1. Select
the text
you
want to move.
|
|
2.
Drag the selected text to the location where you want to insert it.
|
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3. Release
the mouse button.
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Procedures
|
1. Select
the text
you want
to copy.
|
|
2. Hold
[Ctrl] and drag the selected text
to the location where you want to
insert it.
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3. Release
the mouse button and release [Ctrl].
|
Notes:
When using drag-and-drop editing, the text is not placed on the Clipboard.
By default, the Drag-and-drop text editing option is enabled on the Edit page of the Options dialog box.
You can change this option, if desired.
Session 5: DOCUMENT APPEARANCE - FORMATTING TEXT
While the content of your
document is primary, an attractive looking document makes for much easier
reading. Being able to focus the reader's attention on important points or
issues by adding visual emphasis to particular sections of text can increase
the impact of your document significantly.
Word provides you with the tools to enhance the visual appeal of your
document by changing the way your text looks. One way to do this is to apply
character formats. Character formatting which, enhances the appearance of text includes, Font Typeface defined as a group of characters sharing similar type
attributes. Font Size refers to the
height of printed text on a page; the higher the number, the larger the font
size. Font Style refers to type
enhancements such as bold and italic and underlining.
|
FONT TYPEFACE
Times New Roman Arial Courier |
|
FONT SIZE
Times New Roman 8 Times New Roman 12 Times New Roman 18 |
|
FONT STYLE
Bold type style Italic type style |
|
UNDERLINE
Single underline Word only underline |
Word character formats
Other character
attributes accessible in the Font dialog
box, include superscript and subscript which you might use for
example, in scientific documents and font
animation to create moving text and add colorful, moving borders to text.
DOCUMENT APPEARANCE - FORMATTING TEXT
While the
content of your document is primary, an attractive looking document makes for
much easier reading. Being able to focus the reader's attention on important
points or issues by adding visual emphasis to particular sections of text can
increase the impact of your document significantly.
Discussion
Word allows you
to enhance the visual appeal of your document by applying character formats to
change the way your text looks. Character
formatting which, enhances the appearance of text includes,
Font Typeface defined as a group of characters sharing
similar type attributes.
Font Size refers to the height of printed text on a
page; the higher the number, the larger the font size.
Font Style refers to type enhancements such as bold
and italic and underlining.
Word character formats
Other character
attributes are accessible in the Font
dialog box, on the Format menu.
You have superscript and subscript which you might use for
example, in scientific documents and font
animation to create moving text and add colorful, moving borders to text.
Selecting and Changing Fonts
Varying the
font within a document improves the readability of the text and emphasizes key
points. You can view the many font typefaces Word provides you with in the Font list on the Formatting toolbar.
You can select
a font prior to typing. Then, any text you type appears in the selected font
until you select a new font.
·
You can change the font or any text using the Font list on the Formatting toolbar.
·
You can also change fonts using the Font page of the Font dialog box.
The most recently used fonts appear in a
list at the top of the Font list.
Changing an
existing font
Procedures
|
1. Select the text for
which you want to change the font.
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|
2. Select the Font list on the Formatting toolbar.
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3. Select the desired font name.
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Notes
:
When selecting a font for a document, you should choose a font consistent with the purpose of the
document. For example, a thick, bold font may be appropriate for the
heading of an office memo but not for a personal letter.
You
can also mix fonts within a single
document. For example, if your document has headings and text in paragraphs
beneath each heading, you can select one font for the headings and another for
the paragraphs.
Modifying the Font Size
You can vary
font size within your document to emphasize key sections. Font size is measured in points. One point is approximately 1/72
of an inch. The larger the font size, the larger the type. Therefore, a word
with a 36 point font size is approximately one-half inch in height.
You can select
a font size prior to typing text. As you type, you can mix font sizes.
·
You can modify font size from the Font size list on the Formatting toolbar.
·
You can also modify the font size using the Font page of the Font dialog box.
Procedures
|
1. Select the text for
which you want to modify the font size.
|
|
2. Select the Font Size list on the Formatting toolbar.
|
|
3. Select the desired font size.
|
Notes
:
Generally speaking, larger font sizes are used for headlines
and headings, and smaller font sizes are used for body text. For example, if
you are creating a newsletter, you can use a 22 point font for the headings and
a 12 point font for the text.
Changing Font Appearance
(Font Format)
You can change
the character formats of existing text, either to add
emphasis or to enhance the appearance of the text. The most commonly used
character formats are bold and italic.
Bold Formatting is used to
call attention to text within a document, especially in headings.
Italic
Formatting
also calls attention to text, but not as much as bold formatting. Italicized
text slants to the right and is often used to emphasize a word within normal
text.
·
You can easily apply bold formatting to text by
using the Bold button on the formatting toolbar.
Procedures
|
1. Select the text for
which you want to change the font
format.
|
|
2. Click the Bold button
 . |
·
You can easily apply italic formatting to text
by using the Italic button on the formatting toolbar.
Procedures
|
1. Select the text for
which you want to change the font
format.
|
|
2. Click the Italic button
 . |
Notes:
You can change the character formats as you type text. You
can mix these character formats in any combination within the same document
but, to get the maximum effect of any formatting, it is best to use it
sparingly.
You can also change the character formats of text using the Font page of the Font dialog box. You
can tell which character formats have been applied to specific text by
positioning the insertion point in the text. For example, if bold formatting
has been applied to the current text, the Bold
button is highlighted when you position the insertion point in the text. If you
no longer want a character format applied to text, you can remove the
formatting. Changing the font format of existing text. The Bold and Italic buttons
are toggles. If you select text that contains one of these formats and click
the Bold or Italic button, the format is removed.To bold or italicize a single
word, you do not have to select the whole word; just position the insertion
point within the word.
Underlining Text
You can
underline text to draw the reader's attention to it. There are several
underline types from which you can choose to
underscore text.
·
To place a single line under text, you can use
the Underline button on the Formatting toolbar.
·
To apply a different underline type, you can
choose from several others listed on the Font
page of the Font dialog box.
Notes:
To underline a single word, you do not have to select the
whole word; just position the insertion point within the word.
The Underline
button is a toggle. If you select text that contains underlining and click the Underline button the underlining is
removed.
Some commonly used underline types include Words only, which places a single
underline under the words but not the spaces in a document; Double, which places a double underline
under all text and spaces in a document; and Thick, which places a thick underline beneath all text and spaces
in a document.
You can preview each of these underline types on the Font page of the Font dialog box before
actually applying them.
Procedures
|
1. Select the text you
want to underline.
|
|
2. Select the Format menu.
|
|
3. Select the Font command.
|
|
4. Select the Underline list.
|
|
5. Select the
underline option you want to apply.
|
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6. Select OK.
|
Using Font Effects
There are
several font effects from which you can choose to
enhance text or to use in special situations. Some of these effects include Strikethrough, which places a single
horizontal line through text; and Superscript and Subscript, which raise
selected text above or below the current line and changes the text to a smaller
font size. These two effects are often used in scientific writing.
Additional
effects are Outline which, displays
the inner and outer borders of each character in a document. The Small caps effect formats selected
lowercase text as small capital letters. The Small caps effect, however, does not affect numbers, punctuation,
or uppercase letters. The Hidden effect
prevents selected text from being displayed or printed.
You can preview
each of these font effects on the Font
page of the Font dialog box before actually applying them.
In addition,
you can make text stand out in a document using Word animations. Examples of
animations from which you can choose include Blinking Background, which flashes a black background behind text; Las Vegas Lights, which flashes tiny,
different color shapes around text; and Marching
Black Ants, which creates a clockwise movement of dashed lines around text.
You can apply only one animation at a time.
You can mix animations
within a document, though to be most effective they should be used sparingly.
You can preview
each animation type on the Animation
page of the Font dialog box before actually applying them.
Animated effects do not print, although the text
to which they are applied does print.
Copying Character
Formats
You can use the Format Painter button on the Standard toolbar to copy the character
format of specific text and apply it to other text. This feature saves time when
multiple formats have been applied to the text and you want to format other text with all the same formats.
When the Format
Painter is active, the mouse pointer becomes an I-beam with a paintbrush to its
left.
·
To copy the selected formatting to multiple
locations, double-click the Format
Painter button to enable it. Then, click it again when you have finished
formatting text to disable it.
Procedures
|
1. Select the text containing
the formats you want to copy.
|
|
2. Click the Format Painter button
 . |
|
3. Select the
text you want to format.
|
Changing Character Case
·
Word can quickly change text case in a document using the
Change Case dialog box. For example, you can change a lowercase sentence to
uppercase.
Procedures
|
1. Select the text for
which you want to change the case.
|
|
2. Select the Format menu.
|
|
3. Select the Change Case command.
|
|
4. Select the desired case option.
|
|
5. Select OK.
|
Notes
:
You can also toggle from uppercase to lowercase letters in
selected text. Toggling the case of selected text can save time if you have
inadvertently typed text with the Caps
Lock feature enabled.
In addition to the lowercase
and UPPERCASE options, the Change
Case dialog box includes a number of other change case options. The Sentence case option capitalizes the
first letter in each selected sentence. The Title Case option capitalizes the first letter in each word. The TOGGLE CASE option reverses the case
for each letter.
DOCUMENT
APPEARANCE - FORMATTING PARAGRAPHS
Paragraph
formatting allows you to enhance the visual appeal of your document. It refers
to the layout of the paragraph on
the page and involves alignment, spacing, and indentation options
Alignment refers to the relative location of text
to the margins.
Spacing refers to the distance between lines
above, below, or within a paragraph.
|
PARAGRAPH
ALIGNMENT
This paragraph is aligned with the left
margin.
This paragraph is aligned with the
right margin.
This paragraph is centered between the
margins.
Every line of a justified paragraph,
except the last line, is aligned with both the left and right margins.
PARAGRAPH
and LINE SPACING
Paragraph spacing refers to space above
or below the paragraph. Line spacing refers to the spacing between each line
of the paragraph.
|
Word paragraph formats
Aligning Paragraphs
Paragraph text
can be aligned to the Left margin, the Right margin, or be Centered or Justified between right and left margins.
·
You can use the four alignment buttons, Align Left, Center, Align Right, and
Justify on the Formatting toolbar to align paragraph text.
Procedures
|
1. Position the insertion
point in a single paragraph you want to align or select multiple paragraphs.
|
|
2. Click the
desired alignment button on the Formatting
toolbar.
|
Notes :
·
Align Left aligns text to the left margin producing a
ragged right margin
·
Center centers text between
the left and the right margins.
·
Align Right aligns text to
the right margin producing a ragged left margin.
·
Justify aligns text to
both the left and right margins so that neither margin is ragged.
When a paragraph is justified,
Word adds extra space between words to justify the text.
Modifying Paragraph
Spacing
Paragraph spacing refers to the
space above and below a paragraph.
·
You can adjust paragraph spacing on the Indents and Spacing page of the Paragraph dialog box.
Procedures
|
1. Position the insertion
point in the paragraph for which you want to change the spacing.
|
||
|
2. Select the Format menu.
|
||
|
3. Select the Paragraph command.
|
||
|
4. Select the Indents and Spacing tab.
|
||
|
5. Under Spacing, enter the desired spacing
above the paragraph in the Before
spin box.
|
||
|
6. Under Spacing, enter the desired spacing
below the paragraph in the After
spin box.
|
||
|
7. Select OK.
|
||
Notes :
You can vary paragraph spacing based upon your individual
needs.
Any changes you make are previewed in the Paragraph dialog box.
Modifying Line Spacing
Line spacing refers to the distance between every
line in a paragraph.
·
You can adjust the line spacing in a paragraph on the Indents and Spacing page of the
Paragraph dialog box.
Line spacing
options from which you can choose include: Single,
1.5 lines, Double, At least, Exactly, and Multiple. You enter a specific point size when you select At least or Exactly, or enter a percentage when you select Multiple.
Procedures
|
1. Position the insertion
point in the paragraph for which you want to change the line spacing.
|
|
2. Select the Format menu.
|
|
3. Select the Paragraph command.
|
|
4. Select the Indents and Spacing tab.
|
|
5. Select the Line spacing list.
|
|
6. Select the
desired line spacing.
|
|
7. Select OK.
|
Creating a Left Indent
Indenting a paragraph refers to moving it away from the left,
the right, or both margins.
·
You can use the Increase Indent button on the Formatting
toolbar to indent a paragraph away from the left margin to the right in
half-inch increments.
Creating
a left indent
Procedures
|
1. Position the insertion
point in the
paragraph you want to indent.
|
|
2. Click the Increase Indent button
 . |
Notes :
This feature has many uses, including calling attention to
text and other sections in a document.
You can click the Decrease
Indent button on the Formatting
toolbar to decrease a paragraph indent in half-inch increments.
You can use options
available in the Paragraph dialog box to select a different
increment or a different type of indentation.
Indenting the First Line
Different types of left indents are available for
paragraphs.
The first line of paragraphs in many
letters and documents is often indented from the left to improve readability.
·
It is easy to create a first line indent using the horizontal ruler.
The indent
marker on the left of the horizontal ruler is actually composed of two indent
markers and a box. The top triangle is the First Line
Indent marker and the bottom triangle is the Hanging Indent marker
|
Indent Marker
|
Use
|
 |
Indents only
the first line of the selected paragraph from the left margin.
|
 |
Indents all lines of a paragraph other
than the first line from the left margin.
|
 |
Moves both the first-line indent marker
and the left indent marker simultaneously.
|
Procedures
|
1. Select the paragraphs you want to indent.
|
|
2. Drag the first-line indent marker to the
desired position on the horizontal ruler.
|
|
3. Release the mouse button.
|
Notes :
The First Line Indent marker and the Hanging Indent marker
move independently of each other. However, you can drag the Left Indent marker
(the box) to move the First Line Indent and Hanging Indent markers
simultaneously.
Creating a Hanging
Indent
You can indent
all lines of a paragraph without the first line.
This type of indent is known as a hanging indent. A hanging indent is often used for lists or
bibliographic references.
Procedures
|
1. Select the paragraphs you want to indent.
|
|
2. Drag the hanging indent marker to the desired
position on the horizontal ruler.
|
|
3. Release the
mouse button.
|
Creating a Right Indent
You can indent
a paragraph from the right margin. You may want to do
this, for example, to make a paragraph stand out on a page.
·
You can indent selected text from the right margin by dragging
the right margin marker which appears alone at the right end of the horizontal
ruler.
Procedures
|
1. Select the paragraphs you want to
indent.
|
|
2. Drag the right indent marker to the desired
position on the horizontal ruler.
|
|
3. Release the
mouse button.
|
Copying Paragraph
Formats
With the Format
Painter, you can copy the paragraph
formatting of specific text and apply it to one or
more other paragraphs. This feature saves time when the formatted paragraph you
copy contains multiple formatting codes.
·
To copy the selected formatting to multiple locations,
double-click the Format
Painter button to enable it. Then, click it again when you have finished
formatting paragraphs to disable it.
Procedures
|
1. Positions the insertion
point in the
paragraph containing the formatting you want to copy.
|
|
2. Click the Format Painter button
. |
|
3. Click in the
paragraph you want to format.
|
Applying a Paragraph
Style
Styles make it simple to format text and paragraphs
consistently. You can add styles as you type, or you can add styles to existing
text and paragraphs. A style is composed of various character and
paragraph formats and is saved with a style name.
A style can be
one of two types, character or paragraph. A character style is applied to specific text, while a paragraph style is applied to an entire
paragraph. However, paragraph styles can contain character formatting.
The style
applied to the current text or paragraph appears in the Style list at the far left of the Formatting toolbar.
Procedures
|
1. Position the insertion
point in the paragraph to which you want to apply a style.
|
|
2. Select the Style list on the Formatting toolbar.
|
|
3. Select the
desired style name.
|
Applying the Body style
Notes :
Word comes with several built-in styles. The most commonly
used style is Normal. For example, you can use the Normal style
for the body of a letter.
Other default styles include Heading 1, Heading 2, Heading 3, Body, and Default Paragraph
Font. You can create your own styles as well.
Although some styles include the word Heading in them and are designed for the headings in a document,
you can use them for other situations as well.
Creating a Style
If an existing
style does not meet your specific needs, you can create a new style. The most
expedient way to create a new style is
to base the new style on an existing style and modifying that style.
·
To add a style to the Normal
template, open the document
containing the desired style and select the Style command from the Format
menu. Select the name of the desired style, select Modify, and select the Add
to template option.
·
You can also use the Modify Style dialog box to
edit a style. When you edit a style, you can change formatting items such as
font attributes, paragraph settings, tabs, and borders.
Procedures
|
1. Select the text
containing the desired formatting for the new style.
|
|
2. Select the Style list on the Formatting toolbar.
|
|
3. Type the name
for the new style.
|
|
4. Press [Enter].
|
Notes:
When you create a new style using one of the existing styles in
the Style box on the Formatting toolbar, it is associated
only with the current document. You can then use the Modify Style dialog box to
add it to the current template, if desired.
When a style is added to the template, that style is
available for all new and existing documents based on that template. If
desired, you can assign shortcut key to select the style.
Bullets and Numbers
Creating a Numbered List
Discussion
There may be
times when you need to number a list
or sequential items. For example, you may want to number specific steps on a
list or add letters to an outline detailing the hierarchy of a corporation.
·
You can easily create a numbered
list using the automatic numbering feature.
To do this, you
type a 1 or an A and then a ( . ), ( - ), or ) followed by
a space, or two spaces without any punctuation, and then text. Word assumes you want to sequentially list the items. Thereafter, each time you press [Enter], the next applicable number or
letter in the sequence appears.
To create a
numbered list you can also, use the Numbered
and Outline Numbered pages in the
Bullets and Numbering dialog box from the Format
menu
You can disable numbering by pressing the [Enter] key to start a new line and then
clicking the Numbering button or pressing the [Enter] key again or the
[Backspace] key.
You can select
from additional number styles in the
Bullets and Numbering dialog box, as well as customize a number style. Just as
when you use automatic numbering, the next applicable number or letter appears
each time you press the [Enter] key.
Procedures
|
1. Position the insertion
point where you want to begin the numbered list.
|
|
2. Type the
desired number or letter to begin the list.
|
|
3. Add the
desired spacing or punctuation.
|
|
4. Type the
desired text for the first item on the list.
|
|
5. Press [Enter].
|
Discussion
Word can
generate a numbered list from existing text. This
feature is a great timesaver. For example, you may decide that a previously
created, unnumbered list would appear better as a numbered list.
When you use the
Numbering button on the Formatting toolbar, Word numbers each
paragraph of the selected text sequentially, beginning with the number 1.
Procedures
|
1. Select the text to
which you want to add numbers.
|
|
2. Click the Numbering button
 . |
Removing Numbers from Text
Discussion
If you decide
that numbers are no longer appropriate,
you can remove them from the text.
·
You can use the Numbering button on the Formatting
toolbar to remove numbers from a list.
Procedures
|
1. Select the list from
which you want to remove the numbers.
|
|
2. Click the Numbering button
 . |
Discussion
·
If an item in a numbered list is added or deleted, Word
automatically renumbers the subsequent items as needed.
It is often helpful to display the nonprinting
characters to assist you in this task.
·
In addition, Word automatically renumbers a list
when items are moved, added or deleted.
Procedures
|
1. Position the insertion
point at the end of the item after which you want to add a new item.
|
|
2. Press [Enter].
|
Procedures
|
1. Click in the
selection bar to the left of
the item you want to delete.
|
|
2. Press [Delete].
|
Discussion
When you want to emphasize items in a list
in no particular order, you can use a bulleted list.
·
The easiest way to create a bulleted list is to
use the automatic bulleting feature.
Whenever you
type an asterisk (*) followed by a
space and text, Word assumes you want to create a bulleted list. Thereafter,
each time you press the [Enter] key,
a bullet appears on the next line.
·
You can also use the Bulleted page of the Bullets
and Numbering command from the Format
menu to create a bulleted list.
·
In the Bullets and Numbering dialog box, you can
select from additional bullet styles, as well as customize bullet styles. Just
as when you use automatic bulleting, a bulleted line appears automatically each
time you press the [Enter] key.
You can disable
bullets by pressing [Enter] and
clicking the Bullets button or
pressing [Enter] again or the [Backspace] key.
Procedures
|
1. Position the insertion
point where you want to begin the bulleted list.
|
|
2. Type an
asterisk (*).
|
|
3. Press [Spacebar].
|
|
4. Type the
desired text for the first bullet in the list.
|
|
5. Press [Enter].
|
Discussion
Word can
generate a bulleted list from existing text.
·
When you use the Bullets button on the Formatting
toolbar, Word adds a bullet to each paragraph of the selected text.
This feature is
a great time-saver. For example, you may decide that a previously created undulated
list would appear better as a bulleted list.
Adding
bullets to text
Procedures
|
1. Select the text to which
you want to add bullets.
|
|
2. Click the Bullets button
 . |
Discussion
·
If you decide that bullets are no longer
appropriate, you can remove them from the text. You can
use the Bullets button on the Formatting
toolbar to remove bullets from selected text.
Procedures
|
1. Select the list from
which you want to remove the bullets.
|
|
2. Click the Bullets button
. |
Discussion
·
You can change bullet and number styles using options available in the
Bullets and Numbering dialog box.
·
You can also mix different bullet and number
styles within the same document, if desired.
Procedures
|
1. Select the Format menu.
|
|
2. Select the Bullets and Numbering command.
|
|
3. Select the
desired tab.
|
|
4. Select the
desired style.
|
|
5. Select OK.
|
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