Formatting in Word

Formatting Characters using the Toolbar

· To Bold Text: Click the Bold button on the Formatting toolbar or press <Ctrl> + <B>.

· To Italics Text: Click the Italics button on the Formatting toolbar or press <Ctrl> + <I>.

· To Underline Text: Click the Underline button on the Formatting toolbar or press <Ctrl> + <U>.

· To Change Font Size: Select the pt. size from the Font Size list on the Formatting toolbar.

· To Change Font Type: Select the font form the Font list on the Formatting toolbar.

Using the Format Painter

· The Format Painter lets you copy character and paragraph formatting and apply or paste the formatting to other characters and paragraphs.

· To Copy Formatting with the Format Painter: Select the text, paragraph, or object with the formatting options you want to copy. Click the Format Painter button on the Standard toolbar and drag the Format Painter pointer across the text or paragraph where you want to apply the copied formatting options.

· Double-click the Format Painter button to apply formatting to several locations. Click the Format Painter button again when you’re finished.

Using the Font Dialog Box

· Formatting characters with the Font dialog box isn’t as fast or easy as using the Formatting toolbar but offers more formatting options.

· To Open the Font Dialog Box: Select Format ® Font from the menu.

· To Change a Font’s Color: Click the Font Color Button arrow on the Formatting toolbar and select the color.

Changing Paragraph Alignment

· To Left-Align a Paragraph: Click the Align Left button on the Formatting toolbar or press <Ctrl> + <L>.

· To Center a Paragraph: Click the Center button on the Formatting toolbar or press <Ctrl> + <E>.

· To Right-Align a Paragraph: Click the Align Right button on the Formatting toolbar or press <Ctrl> + <R>.

· To Justify a Paragraph: Click the Justify button on the Formatting toolbar or press <Ctrl> + <J>.

· To Align a Paragraph with the Paragraph dialog box: Select Format ® Paragraph from the menu and select the paragraph alignment from the Alignment list.

Indenting Paragraphs

· To Indent a Paragraph: Click the Increase Indent button on the Formatting toolbar; click and drag the Left Indent marker on the ruler; or select Format ® Paragraph from the menu and enter how much you want the paragraph indented in the Indention section.

· To Decrease an Indent: Click the Decrease Indent button on the Formatting toolbar.

· To Right Indent a Paragraph: Click and drag the Right Indent marker on the ruler, or select Format ® Paragraph from the menu and enter the Right indention amount.

Special Indents

· Hanging Indents (Using the Paragraph Dialog Box): Select Format ® Paragraph from the menu, select Hanging from the Special box in the Indention section. Enter the amount of the hanging indent in the At box, and click OK.

· Hanging Indents (Using the Ruler): Click and drag the Hanging Indent marker on the ruler.

· To Indent Only the First Line of a Paragraph (Using the Paragraph Dialog Box): Select Format ® Paragraph from the menu, select First line from the Special box in the Indention section. Enter the amount of the hanging indent in the At box, and click OK.

· To Indent Only the First Line of a Paragraph (Using the Ruler): Click and drag the First Line Indent marker on the ruler.

Setting Tab Stops with the Ruler

· Tab stops can be aligned to the left, center, right, and to decimal points.

· To Add a Tab Stop: Click on the ruler where you want to add the tab stop or select Format ® Tabs from the menu and specify where you want to add the tab stop(s).

· To Change the Tab Alignment: Click the Tab selector box on the ruler until you see the type of tab you want to use (left, center, right, and decimal) and then follow the previous steps to add the tab stop.

· To Adjust a Tab Stop: Click and drag the  tab stop to the desired position on the ruler.

· To Remove a Tab Stop: Drag the  tab stop from the ruler.

Adjusting and Removing Tabs, and Using the Tabs Dialog Box

· To Adjust a Tab Stop: Click and drag the  tab stop to the desired position on the ruler.

· To Remove a Tab Stop: Drag the  tab stop from the ruler.

· To Use the Tabs Dialog box: Open the Tabs dialog box by selecting Format ® Tabs from the menu.

· To Add a Leader to a Tab Stop: Select Format ® Tabs from the menu to open the Tabs dialog box and select the Leader you want to use from the Tabs dialog box.

Formatting Paragraph Line Spacing

· To Change Paragraph Line Spacing: Select Format ® Paragraph from the menu, click the Line Spacing list arrow and select the spacing option you want to use (Single, 1.5 lines, Double, At least, Exactly, or Multiple).

Formatting Spacing between Paragraphs

· To Adjust the Space above a Paragraph: Select Format ® Paragraph from the menu and specify how much space you want in the Spacing Before box.

· To Adjust the Space below a Paragraph: Select Format ® Paragraph from the menu and specify how much space you want in the Spacing After box.

Creating Bulleted and Numbered Lists

· To Create a Bulleted List: Click the Bullets button on the Formatting toolbar, or select Format ® Bullets and Numbering from the menu, click the Bullets tab, and select the bulleting option you want to use.

· To Create a Numbered List: Click the Numbering button on the Formatting toolbar, or select Format ® Bullets and Numbering from the menu, click the Numbering tab, and select the numbering option you want to use.

Adding Borders to Your Paragraphs

· To Add a Border to a Paragraph: Select Format ® Borders and Shading from the menu, click the Borders tab, and click the side(s) (top, bottom, left, and/or right) of the Border Preview section where you want the borders. You can also add borders by clicking the Border button arrow on the Formatting toolbar and selecting the border you wish to add.

· To Display the Tables and Borders toolbar: Right click any toolbar and select Tables and Borders from the shortcut menu, or from the menu bar, click ViewàToolbarsàTables and Borders.

· To Format the Style of a Border Line: Select Format ® Borders and Shading from the menu and choose the formatting options. Or, format the border using the Tables and Borders toolbar.

Adding Shading and Patterns

· To Add a Shading to a Paragraph (Toolbar): Select the paragraph(s) where you want to apply the borders, click the Shading list arrow on the Tables and Borders toolbar and select the color you want to apply.

· To Add a Shading to a Paragraph (Menu): Select Format ® Borders and Shading from the menu, click the Shading tab and select a shading option.

Adjusting Margins

· To Change a Document’s Margins (Using the Menu): Select File ® Page Setup from the menu, and click the Margins tab and adjust the top, bottom, left, and/or right margins as necessary.

· To Change a Document’s Margins (Using the Ruler): Click and drag the Left or Right margin line on the ruler.

· Note: The minimum usable margin varies, depending on the printer. Typically, a laser printer supports margins as small as .5-inch, while inkjets usually require a slightly larger margin.

Creating Headers and Footers

· To Add or View a Document Header or Footer: Select View ® Header and Footer from the menu.

· To Switch Views Between the Header and Footer: Click the Switch between Header and Footer button on the Header and Footer toolbar.

· To Insert a Page Number in a Header or Footer: Display the header or footer and position the insertion point where you want the page number, click the Insert Page Number button on the Header and Footer toolbar.

Changing the Paper Orientation and Size

· To Change a Page’s Orientation: Select File ® Page Setup from the menu, click the Paper Size tab, and select Portrait or Landscape in the Orientation section.

· To Change the Paper Size: Select File ® Page Setup from the menu, click the Paper Size tab, click the Paper Size list arrow to select from a list of common paper sizes. You can also change the paper size manually by entering the paper’s size in the Width and Height text boxes.

Previewing a Document

· To Preview Multiple Pages on the Screen: Click the Print Preview button on the Standard toolbar or select File ® Print Preview from the menu. Click the Multiple Pages button and drag to select how many pages you want to preview.

· To Prevent a Document from Flowing onto an Additional Printed Page (Shrink to Fit): Preview the document, then click the Shrink to Fit button while in Print Preview mode.

· Shrink to Fit will work only if a small amount of text appears on the last page of a short document.

Controlling Where the Page Breaks

· To Insert a Manual Page Break: Place the insertion point where you want to insert the page break and press <Ctrl> + <Enter>.

· To Delete a Page Break: Place the insertion point on the line that contains the page break and press the <Delete> key.

· It's easier to delete a page if you’re in Normal View. Switch to Normal View by clicking the Normal View button on the horizontal ruler at the bottom of the screen, or select View ® Normal from the menu.

· To Adjust the Line and/or Page Break Settings for a Paragraph: Select the paragraph and select Format ® Paragraph from the menu and click the Line and Page Break tab. Select the line and/or page break options for the selected paragraph and click OK.

Working with Section Breaks and Multiple Page Formats

· By separating a document using section breaks you can apply different page formatting to the different sections.

· To Insert a Section Break: Select Insert ® Break from the menu and select the type of break you want to insert.

Creating and Working with Envelopes

· To Print an Envelope: Select the address if it appears in the active document, select Tools ® Envelopes and Labels from the menu, and click the Envelope tab if necessary. If necessary, enter the delivery and return address in the indicated areas.
Click Options to specify what size envelope you are using, if you want a delivery point barcode included, or