Word 972000

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Word 97/2000

• Part 5
• Paragraph Formatting

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Paragraph Formatting

• What is Paragraph Formatting?
• Alignment
• Indenting
• Line Spacing
• Bullets Numbering
• Tabs
• Practice Exercises 5

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What is Paragraph Formatting?

• Background
• The paragraph formatting features allow you to
  enhance the appearance of your document.
• They include alignment, indentation, line
  spacing and tabs.
• The key to formatting the paragraph is to place
  the insertion point in the paragraph that you
  wish to format, and then apply the formatting.

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What is Paragraph Formatting?

• Background (cont.)
• NOTE Word treats a paragraph as any block of
  text which ends with a paragraph marker (). You
  may find it useful to view the non-printing
  characters during this section, so click on the
  Show/Hide button on the Standard toolbar.

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Alignment

• Background
• Alignment is the process of aligning text
  relative to the left and right margins and the
  centre of the page.
• By default text is aligned to the left hand side
  of the page, which results in a ragged right
  appearance.

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Alignment

• To align text using the toolbar
• Make sure that you have the file
  \work\paragraph.doc open.
• Place the insertion point in the first line of
  text The Hairy Woodpecker - Picoides villosus
• On the Formatting toolbar, look at the alignment
  buttons

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Alignment

• The text is currently Left Aligned because that
  button is depressed.
• Click on the Centre button, and notice that the
  title is centred.
• Click on the Align Right button, and the text
  will move to the right of the page.
• Position the cursor in the paragraph of text
  which starts The hairy woodpecker looks and
  notice that it is currently left aligned and it
  has a ragged right margin.
• Click on the Justify button, and the text is
  aligned to both the right and left margins, as in
  newsletter, magazines and newspapers.

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Indenting

• Background
• Sometimes you will want to make one paragraph
  stand out from the rest of the page, by changing
  the distance from the margin.
• To do this you should indent the paragraph.

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Indenting

• To indent a paragraph
• Position your cursor in the paragraph that reads
  A loud, sharp, high-pitched peek
• From the Format menu select Paragraph and the
  following dialog box is displayed.

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Indenting
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Indenting

• Make sure that the Indents and Spacing tab is
  displayed.
• You can indent both from the left margin and from
  the right margin.
• Under Indentation, change the figure next to left
  and right to 1cm.
• Look in the Preview box, and see the changes that
  have been made.
• Click on OK, and the paragraph is indented by 1cm
  at both margins.

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Indenting

• Special indentation
• With your cursor still in the same paragraph,
  click on the right hand mouse button.
• Select Paragraph from the shortcut menu, and the
  Paragraph dialog box is displayed.
• Under Indentation there is another category
  called Special.
• Click on the down arrow next Special, and you are
  given a choice of None, First Line and Hanging.

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Indenting

• Special indentation (cont.)
• Select First Line, and in the By box change the
  figure to 1cm.
• Look in the Preview box to see the change that
  has been made. The first line to the paragraph
  has been indented by 1cm, but the rest of the
  text stays as it was.
• Change the Special option to Hanging and look in
  the Preview box to see the change it has made.
• Click on the OK button, to make this change.

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Indenting

• To left indent text using the toolbar
• Position the cursor in the paragraph that starts
  Hairy woodpeckers are resident birds and click
  on the Increase Indent button on the Formatting
  toolbar.
• Each time you click on the Increase Indent
  button, the paragraph is further indented.
• To decrease the indent, click on the Decrease
  Indent button.

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Indenting

• To change the indents using the ruler
• Using the ruler to indent paragraphs is a little
  tricky at first, but it is a quick method.
• The diagram below explains what each arrow on the
  ruler does.

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Indenting

• Position your cursor in the paragraph that starts
  As expert climbers, hairy woodpeckers and
  experiment with using the indents.
• Click on each one in turn and drag the marker
  across the ruler.
• Look at the paragraph and see what changes you
  have made.

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Line Spacing

• To change the line spacing
• Select the paragraph that starts The male usually
  takes the lead and from the Format menu select
  Paragraph.
• Under Spacing, click on the arrow next to Line
  Spacing and you are given the following options

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Line Spacing

• Single
• This is the default option for line spacing,
  which accommodates the largest font in that line,
  plus a small amount of extra space. The amount
  of extra space varies depending on the font used.
• 1.5 Lines
• Line spacing for each line that is
  one-and-one-half times that of single line
  spacing.
• Double
• Line spacing for each line that is twice that of
  single line spacing..

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Line Spacing

• At Least
• Minimum line spacing that Word can adjust to
  accommodate larger font sizes or graphics that
  would not otherwise fit within the specified
  spacing.
• Exactly
• Fixed line spacing that Word does not adjust.
  This option makes all lines evenly spaced.

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Line Spacing

• Multiple
• Line spacing that is increased or decreased by a
  percentage that you specify. For example, setting
  line spacing to a multiple of 1.2 will increase
  the space by 20 percent, while setting line
  spacing to a multiple of 0.8 will decrease the
  space by 20 percent. The default is three lines.
• At
• The amount of line spacing you select. This
  option is available only if you select At Least,
  Exactly, or Multiple in the Line Spacing box.

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Line Spacing

• To change the line spacing (cont.)
• Select Double, and click on OK to see the result
  of the change you have made.

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Line Spacing

• To adjust spacing before and after a paragraph
• Position the cursor in the paragraph that starts
  Hairy Woodpeckers are resident birds and open
  the Paragraph dialog box.
• Under Spacing change the figures in the Before
  and After spin boxes to 24pt.
• Look at the Preview to see the changes you have
  made.
• Click on OK to apply the paragraph formatting.
• Close down the file and Save the changes you have
  made.

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Bullets Numbering

• To apply bullets to a list
• Make sure that you have the file
  \work\bullets.doc open.
• Select the list of items in the document beneath
  What to look and listen for and click on the
  Bullets button on the toolbar.
• Bullets are applied to the list.
• Click at the end of the list and press the
  Enter key. Notice that the bullet formatting
  is applied to the new line.

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Bullets Numbering

• To apply numbers to a list
• Select the same list of items in the document and
  click on the Numbering button on the toolbar.
• Numbers are applied to the list.
• Click at the end of the list and press the
  Enter key. Notice that numbering is applied to
  the new line.

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Tabs

• Background
• This feature allows you to set left, centred,
  right, decimal, and dotted leader tabs quickly
  and easily.
• This is not strictly a paragraph formatting
  feature, but is included in this chapter for
  comparison with paragraph indenting.

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Tabs

• To set tabs using the Ruler
• Open a new blank document.
• Displayed at the extreme left hand side of the
  Ruler is the tab type symbol.
• The table below describes each tab type.

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Tabs

• To set tabs using the Ruler (cont.)
• If you repeatedly click on this Tab symbol, it
  displays each tab type in turn.
• Click on the symbol, until the Left tab type is
  displayed.
• To apply the tab, simply click on the Ruler at
  the location that you wish to apply the tab stop.
• Click on the ruler at approximately 1cm.

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Tabs

• To set tabs using the Ruler (cont.)
• Click on the tab symbol, until the Centre tab is
  displayed.
• Click on the Ruler at approximately 6cm, and the
  centre tab is applied.
• Using the same procedure, add a Right tab at 10cm
  and a Decimal tab at 14cm.
• Make sure that you have the Show non-printing
  characters button switched on.

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Tabs

• To set tabs using the Ruler (cont.)
• Press the Tab key on the keyboard, a small
  non-printing tab arrow will be displayed in the
  document. Notice that the tab stops at 1cm where
  the left hand tab is located.
• Type in Left.
• Tab again and type in Centre.
• Tab again and type in Right.
• Tab again and type in Decimal.

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Tabs

• To set tabs using the Ruler (cont.)
• Press the Enter key to start a new line.
• Press the Tab key and enter the following text
  into the document.

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Tabs

• To change tab stops using the ruler
• Select the rows you have just typed.
• On the ruler, click on one of tab stops and drag
  it across the ruler to a different location.
• When you release the mouse, the text will
  automatically have changed to the new tab stop
  position.

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Tabs

• To delete a tab using the ruler
• Select the rows you have just typed.
• On the ruler click on the decimal tab, and drag
  it off the ruler onto the document.
• You have just deleted the tab stop.

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Tabs

• To set or change tabs using the drop down menus
• Highlight the rows you have just typed and from
  the Format menu, choose the Tabs command to
  display the Tabs dialog box.
• We want to re-set all the tabs, so click on the
  Clear All button to remove any existing tabs.
• To insert a new tab, type in 1cm in the Tab Stop
  Position text box and select the Left alignment
  button by clicking on the radio button.

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Tabs

• Look at the Leader options
• Choose type 1 and then click on Set to confirm
  the tab settings.

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Tabs

• Repeat this procedure and set up the following
  tabs
• Once you are happy with the tab settings you have
  created, then click on OK.

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Tabs

• Default tab settings
• If you do not want to use the above methods to
  set your own tabs, the default tab settings are
  set at intervals of 0.5 or 1.27 cm from the left
  hand margin.
• Close down the document, and Save the changes you
  have made.

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Practice Exercise 5

• Open a New blank document.
• You are going to create the document below, and
  practice your paragraph formatting skills.
• The main body of the text should be typed in
  Times New Roman, 11pt, fully Justified.
• Think about whether it is easiest to apply the
  formatting as you type the text, or whether it is
  easiest to type the text and then apply the
  formatting.
• Save the document as \work\exercise5.doc and
  Close it down.

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