Microsoft Word Formatting Paragraphs and Documents

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Microsoft WordFormatting Paragraphs and Documents
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Objectives

• Students will be able to
• Set the margins of a document
• Align text
• Adjust indents and line spacing
• Change vertical alignment
• Set and modify tabs
• Apply bullet and numbering formats
• Create an outline numbered list
• Organize a document in outline view

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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,
  which you may keep or change
• To change margin settings
• Open the File menu
• Choose Page Setup
• Click the margins tab

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Setting Margins
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Aligning Text

• Alignment refers to the position of text between
  the margins
• For your text alignment, you can choose
• left-aligned
• centered
• right-aligned
• justified

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Aligning Text

• Left-aligned and justified are the two most
  commonly used alignments
• For invitations, titles and headings choose
  centered
• Right is used for page numbers and dates

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Aligning Text
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Aligning Text

• To align text
• Click the alignment buttons on the formatting
  toolbar

Justify Button
Left Align Button
Right Align Button
Center Button
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Aligning Text

• To align text
• Open the Format menu
• Choose Paragraph
• In Paragraph dialog box, choose alignment from
  the alignment drop-down list

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Changing Indents

• An indent is the space you insert between text
  and a documents margin
• You can indent from the left, right, or left and
  right margins
• You indent text by using the indent markers on
  the horizontal ruler

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Changing Indents

• To indent text
• Select the text you want to indent or position
  the insertion point in the text you want to
  indent
• Drag the indent markers to the desired point on
  the ruler
• Clicking the decrease indent or increase indent
  buttons on the formatting toolbar is another way
  to indent text quickly

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Changing Indents
First-Line Indent Marker
Indent Markers
Hanging Indent Marker
Left Indent Marker
Right Indent Marker
Decrease Indent Marker
Increase Indent Marker
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Changing IndentsSetting a First-Line Indent

• The paragraph format where the first line indents
  more than the following lines is a first-line
  indent
• After you set a first-line indent in one
  paragraph, all following paragraphs you key will
  have the same first line indent

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Changing IndentsSetting a First-Line Indent

• First-Line Indent

First-line Indent
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Changing IndentsSetting a Hanging Indent

• Hanging indents are where the first full line of
  text is not indented but the following lines are
• To set a hanging indent
• Drag the handing indent marker to the right of
  the first-line indent marker
• Hanging indents appear commonly in lists and
  documents

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Changing IndentsSetting a Hanging Indent

• Hanging Indent

Hanging Indent
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Changing IndentsIndenting from Both Margins

• Sets off paragraphs from the main body of the
  text
• Example Used for long quotes

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Changing IndentsIndenting from Both Margins
Right Indent
Left Indent
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Adjusting Line and Paragraph Spacing

• Line Spacing refers to the amount of space
  between lines of text
• By default, word single spaces text
• Single-spacing has no extra space between each
  line
• You can add space between lines to make text more
  readable

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Adjusting Line and Paragraph Spacing

• This line is single spaced. This line is single
  spaced. This line is single spaced. This line
  is single spaced
• The 1.5 lines adds half a line of space between
  lines. The 1.5 lines adds half a line of space
  between lines.
• Double-spaced text has a full blank line between
  each line of text. Double-spaced text has a full
  blank line between each ling of text.

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Adjusting Line and Paragraph Spacing

• To change line spacing
• Open the format menu
• Choose paragraph
• Select the indents and spacing tab
• In the spacing section, select options from the
  line spacing box
• You can also change line spacing by clicking the
  line spacing button on the Formatting toolbar
• You then click the arrow and choose from the
  listed options

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Adjusting Line and Paragraph Spacing

• You can also add space between paragraphs
• You can add space before or after by
• Opening the Format menu
• Choosing paragraph
• In the spacing section, change the values in the
  before and after boxes

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Changing Vertical Alignment

• Vertical alignment refers to positioning text
  between the top and bottom margins of a document
• You can align text with the top of the page,
  center the text, distribute the text equally
  between the top and bottom, or align the text
  with the bottom of the page

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Changing Vertical Alignment

• To vertically align text
• Open the file menu and choose page setup
• Click the layout tab in the page setup dialog box
• In the page section, click the arrow next to the
  vertical alignment box
• Choose top, center, justified, or bottom

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Setting Tab Stops

• Tab stops, or tabs, mark the place where the
  insertion point will stop when you press the tab
  key
• Useful for creating tables or aligning numbered
  items
• Text alignment can be set with decimal, right,
  left, or center tab stops
• By default, tab stops are set every half inch and
  are left aligned

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Setting Tab Stops

• To set tabs
• Select the text or place the insertion point in
  the paragraph
• Open format and choose tabs
• In the tab dialog box, key the tab stop position
• Choose the tab alignment you want
• Click set to set the tab

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Setting Tab Stops

• Another way is to click the tab box at the far
  left of the ruler
• Each time you click it changes to another type of
  tab left, right, center, or decimal
• When it changes to the tab you want, click on the
  ruler at the place where you want to set the tab
• To remove a tab, drag it off the ruler

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Setting Tab Stops

• Leaders are solid, dotted, or dashed lines that
  fill the blank space before a tab setting
• Used in table of contents
• To insert a leader
• Open format menu
• Choose tabs
• In the leader section, click to choose the leader
  option you want
• To clear a tab, use the clear all button

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Bulleted and Numbered Lists

• Numbered list useful for instructions or items
  that need to appear sequentially
• Bulleted is useful when order of items does not
  matter
• A bullet is any small character that appears
  before an item
• Pictures, symbols, or icons may serve as bullets

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Bulleted and Numbered Lists

• To create a bulleted or numbered list
• Open the format menu
• Choose bullets and numbering
• Choose the style you prefer
• Click ok and begin keying
• Another way
• Click the bullets and numbering buttons on the
  formatting toolbar
• To convert text into a list, select the text and
  them choose bullets and numbering

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Bulleted and Numbered Lists

• To customize your bullets
• Open format and bullets and numbering
• Choose the bullet style you want to customize
• Click the customize button
• You can also change the bullet or text position
  in the dialog box
• Same for numbered lists
• Preview box shows how the list will look

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Outline Numbered List

• An outline numbered list is a list with two or
  more levels of bullets or numbering
• Choose the outline tab in the bullets and
  numbering dialog box and choose the format you
  want to use
• As you key you will need to indent some items
  more than others
• Click the increase indent and decrease indent
  buttons on the formatting toolbar to help you do
  this

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Organizing a Document in Outline View

• Switch to outline view by clicking the outline
  view button on the bottom left of the document
  window
• When you do, the outlining toolbar is displayed
  and an outline symbol appears in the document so
  you can key a heading

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Organizing a Document in Outline View

• A plus () symbol before a heading indicates that
  subheading or body test are below the heading
• A minus (-) symbol indicates that no subheadings
  or body text are below the heading

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Organizing a Document in Outline View

• Creating an outline
• When you key the first heading and press enter,
  word formats the heading with the built-in
  heading style, heading 1
• The text formatting will not be visible while you
  are in outline view
• Word has 9 built in styles assigned for each
  different level of heading

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Organizing a Document in Outline View

• As you key an outline, you can assign a heading
  to a different level
• Click the demote button on the outlining toolbar
  to move a heading to the next lower level
• Click the promote button on the outlining toolbar
  to move a heading to the next higher level

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Organizing a Document in Outline View

• Modifying an outline
• Once you have keyed an outline you can easily
  modify it
• Use the up and down buttons on the toolbar to
  move a heading to a different location OR
• Click the headings outline symbol ( or -) and
  drag it to a new location
• When you move a heading that way, all the
  subordinate text underneath it moves too

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Organizing a Document in Outline View

• Click the expand or collapse buttons to view only
  the headings you want and to make it easier to
  reorganize the outline
• When you switch to a different view, outline
  indentations disappear but the style formatting
  for the headings is still visible

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Complete Step-by-Steps 5.1 5.11