Word Lesson 5 Formatting Paragraphs and Documents

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Word Lesson 5Formatting Paragraphs and Documents

• Microsoft Office 2007 Introductory

2
Objectives

• Show and hide the ruler.
• Set the margins of a document.
• Align text.
• Adjust paragraph indents.
• Adjust line and paragraph spacing.

3
Objectives (continued)

• Change vertical alignment.
• Set and modify tab stops.
• Create and modify bulleted and numbered lists.
• Create an outline numbered list.
• Organize a document in Outline view.

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Vocabulary

• Alignment
• Bullet
• Center
• First-line indent
• Hanging indent

• Indent
• Inside margin (gutter margin)
• Justify
• Leader
• Left-align

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Vocabulary (continued)

• Margin
• Mirrored margins
• Multilevel list
• Negative indent (outdent)

• Outline numbered list
• Outside margin
• Right-align
• Tab stop (tab)
• Vertical alignment

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Formatting Paragraphs and Documents

• Just as you apply formatting to text, you can
  also use Word features to format paragraphs and
  entire documents.
• Formatting presents a consistent and attractive
  style throughout a document, allowing readers to
  understand your message more easily.

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Viewing the Ruler

• Word provides rulers along the top and left
  margins to help you with formatting.
• The ruler is hidden by default. To display it,
  click the View Ruler button located at the top of
  the vertical scroll bar on the right side of the
  window.
• You can also click the View tab on the Ribbon,
  and then, in the Show/Hide group, click the Ruler
  check box.

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Setting Margins

• Margins are the blank areas around the top,
  bottom, and sides of a page.
• Word sets predefined, or default, margin
  settings.
• To change margin settings, click the Page Layout
  tab on the Ribbon, and then click the Margins
  button.
• You can select a preset margin setting or set
  your own custom margins.

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Aligning Text

• Alignment refers to the position of text between
  the margins.
• You can left-align, center, right-align, or
  justify your text.
• To align text, click one of the Alignment buttons
  in the Paragraph group on the Home tab.
• Left-aligned and justified are commonly used for
  documents. For invitations, titles, and
  headings, text is often center-aligned. Page
  numbers and dates are often right-aligned.

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Changing Indents

• An indent is the space between text and a
  documents margin. You can indent text either
  from the left margin, right margin, or from both
  margins.
• To quickly change the indent of an entire
  paragraph one-half inch at a time, click the
  Increase Indent or Decrease Indent buttons in the
  Paragraph group on the Home tab.
• To change the indent by different amounts, you
  can drag the Left and Right Indent markers on the
  ruler.

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Changing Indents (continued)

• A first-line indent is when only the first line
  in a paragraph is indented. To set, drag the
  First Line Indent marker on the ruler.
• After you set a first-line indent in one
  paragraph, all subsequent paragraphs you type
  will also have a first-line indent.
• A hanging indent is when the first line of text
  is not indented, but the following lines are
  indented. To set, drag the Hanging Indent
  marker on the ruler.
• You can also set indents on the Indents and
  Spacing tab in the Paragraph dialog box.

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Adjusting Line Spacing

• You can adjust line spacing, which is the amount
  of space between lines of text.
• The default setting in a Word document is 1.15
  lines. This makes the text easier to read.
• To change line spacing, click the Line spacing
  button in the Paragraph group on the Home tab.

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Adjusting Paragraph Spacing

• Paragraph spacing is the amount of space between
  paragraphs.
• The default for Word is to add 10 points of space
  after each paragraph.
• You can adjust the space before or after a
  paragraph in the Paragraph group on the Page
  Layout tab.

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Changing Vertical Alignment

• Vertical alignment refers to the positioning of
  text between the top and bottom margins.
• You can align text with the top of the page,
  center the text, distribute the text equally
  between the top and bottom margins, or align the
  text with the bottom of the page.
• To align, click the Page Setup Dialog Box
  Launcher and then click the Layout tab. In the
  Page section, click the arrow next to the
  Vertical alignment box to choose an alignment.

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Understanding Tab Stops

• Tab stops (tabs) mark the place where the
  insertion point will stop when you press the Tab
  key.
• In Word, default tab stops are set every half
  inch and are left-aligned.
• To set a tab stop, select the paragraph, and then
  click the ruler at the location you want to set
  the tab stop. To move a tab stop, drag the marker
  on the ruler. To remove a tab, drag the marker
  off the ruler.
• You can also set leaders. Leaders are lines that
  fill the blank space before a tab setting. They
  are often used in tables of contents.

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Using Bulleted and Numbered Lists

• In a numbered list, items appear sequentially.
  In a bulleted list, the items appear with a
  bullet. A bullet is any small character that
  appears before an item.
• To create a list, you can use the AutoFormat As
  You Type feature. You can also create a
  paragraph, and then, in the Paragraph group on
  the Home tab, click the Numbering or Bullets
  button.
• You can also change a list that you already typed
  by selecting all the items, and then clicking the
  Bullets or Numbering button.

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Using Bulleted and Numbered Lists (continued)

• You can customize bulleted and numbered lists.
  You can change the indent by dragging the indent
  markers on the ruler. You can choose your own
  bullets and number styles from the gallery.
• You can also create a multilevel list, which is a
  list with two or more levels of bullets or
  numbering. A numbered multilevel list is often
  called an outline numbered list.
• Use the Multilevel List button in the Paragraph
  group to select from a gallery of styles.

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Organizing a Document in Outline View

• In Outline view, you can type topic headings and
  subheadings for a document.
• To switch to Outline view, click the View tab on
  the Ribbon, and then in the Document Views group,
  click the Outline button.
• In Outline view, the first line of the document
  is ready for you to type the first heading. Word
  then allows you to have different levels of
  headings.

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Organizing a Document in Outline View (continued)

• To modify an outline, you can drag a heading by
  dragging the circle with the plus or minus sign
  in it. You can also click the Move Up and Move
  Down buttons in the Outline Tools group.
• If you want to add text below the headings, its
  easier to work in Print Layout view.
• To close Outline view, you click the Close
  Outline View button in the Close group on the
  Outlining tab.

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Summary

• You can show and hide the ruler to suit your
  working style by clicking the View Ruler button
  at the top of the vertical scroll bar, or by
  clicking the View tab, and then selecting the
  Ruler check box in the Show/Hide group.
• Margins are the blank areas around the top,
  bottom, and sides of a page. You can change the
  margin settings by clicking the Margins button in
  the Page Setup group on the Page Layout tab.
• You can align text by clicking one of the
  alignment buttons in the Paragraph group on the
  Home tab.
• You can indent text either from the left margin,
  from the right margin, or from both margins. You
  can also set first-line and hanging indents.

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Summary (continued)

• You can change the line spacing of text from the
  default of 1.15 lines to 1.0 (single-spaced),2.0
  (double-spaced), or greater.
• You can change the paragraph spacing by changing
  the measurements in the Before and After boxes in
  the Paragraph group on the Page Layout tab.
• You can change the vertical alignment of text by
  opening the Page Setup dialog box, clicking the
  Layout tab, and selecting an alignment option
  from the Vertical alignment list in the Page
  section.
• Text alignment can be set with left, right,
  centered, or decimal tabs. Leaders can be used
  with any kind of tab.

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Summary (continued)

• You can use the Bullets or Numbering buttons in
  the Paragraph group on the Home tab to create
  bulleted or numbered lists. To change the
  appearance of a list, click the arrow next to the
  Bullets or Numbering button to choose a different
  bullet or numbering style.
• You can use the Multilevel list button in the
  Paragraph group on the Home tab to create a list
  with a hierarchical structure.
• You can work in Outline view to set up the
  outline of a document.