Formatting Paragraphs with Microsoft Word 2000 ITSW 1401

Formatting Paragraphs with Microsoft Word 2000 ITSW 1401, Intro to Word Processing Instructor: Glenda H. Easter Paragraph Formatting, Microsoft Word, Chapter 5

Exercise Document l l Lesson 5 uses the document, Turquoise. Doc is on Disk 3 Paragraph Formatting, Microsoft Word, Chapter 5 2

Purpose of Document Formatting l l Formatting allows you to change the appearance of a document. With formatting, you can: • • • Change the alignment of text Change the spacing between paragraphs Indent selected text Number text Add borders and shading Paragraph Formatting, Microsoft Word, Chapter 5 3

Paragraph Formatting Defined l l l Paragraph formatting is applied to an entire paragraph. All formatting is stored as in the paragraph a mark. Each time you press Enter, you copy the formatting instructions in the current paragraph to a new paragraph. Paragraph Formatting, Microsoft Word, Chapter 5 4

Paragraph Alignment l You can align text one of four ways: • • l Left-aligned Centered Right-aligned Justified When applying paragraph formatting, you can be anywhere in the paragraph. Paragraph Formatting, Microsoft Word, Chapter 5 5

Selecting Paragraph Alignment l l l You can select the alignment from the toolbar. You can go through Format, and Paragraph. You can use the shortcut keys. • Ctrl/E - Center • Ctrl/R - Right-aligned • Ctrl/J - Justified Paragraph Formatting, Microsoft Word, Chapter 5 6

Changing Line Spacing l Common Line Spacing options can be selected using the shortcut keys. • Ctrl/1 for single space • Ctrl/5 for 1. 5 line spacing • Ctrl/2 for Double spacing l l You can right click in the paragraph and choose Paragraph from the shortcut menu. Special Note: The number 1, 1. 5, or 2 must be selected from the typewriter keyboard, and not the ten-key pad. Paragraph Formatting, Microsoft Word, Chapter 5 7

Paragraph Spacing l l Minimum Line Spacing is selected by clicking in “The At Least” option. The “Exactly” option applies fixed line spacing that Word does not adjust. • This option makes all lines evenly spaced. l The “Multiple” option increases or decreases line spacing by the percentage you specify. Paragraph Formatting, Microsoft Word, Chapter 5 8

Establishing Paragraph Spacing from the Dialog Box Paragraph Formatting, Microsoft Word, Chapter 5 9

Paragraph Indents l l l An indent increases the distance between the sides of a paragraph and the two side margins (left and right). Indented paragraphs appear to have different margin settings. Different types of indents offer variety in the document style. Paragraph Formatting, Microsoft Word, Chapter 5 10

Types of Paragraph Indents l l l Negative Indent: Extends into the margin area. No Indent: No indents extends the text from the right margin to the left margin. This is the default. Left Indent: This increases a paragraph’s distance from the left margin. (Both bottom and top triangle) Paragraph Formatting, Microsoft Word, Chapter 5 11

Types of Paragraph Indents (Continued) l l Right Indent: This increases the paragraph’s distance from the right margin. Left and Right Indents: Indents one-half inch from both the left and the right margins. Paragraph Formatting, Microsoft Word, Chapter 5 12

Types of Paragraph Indents (Continued) l First-Line Indent: This indents the first paragraph one-half inch from the left margin, while the remainder of paragraph is aligned with the left margin. This is the style used when formatting paragraphs. (Top triangle) Paragraph Formatting, Microsoft Word, Chapter 5 13

Types of Paragraph Indents (Continued) l Hanging Indent: The first line of the paragraph aligns with the left margin, while the remainder of the paragraph is indented one-half inch. (Bottom triangle. ) Paragraph Formatting, Microsoft Word, Chapter 5 14

Setting Paragraph Indents l You can use one of four ways to set a paragraph indent. • • Indent buttons on the Formatting toolbar Paragraph dialog box Keyboard Ruler Paragraph Formatting, Microsoft Word, Chapter 5 15

Setting Tabs Using the Format Menu Paragraph Formatting, Microsoft Word, Chapter 5 16

Setting Tabs Using the Ruler Bar Paragraph Formatting, Microsoft Word, Chapter 5 17

Set Indents using the Indent Buttons, Dialog Box, and Keyboard l When you set indents using the ruler, there are three indent markers. • The First-Line Indent appears at the top of the ruler. When you drag this marker to the right, you create a first-line indent. • The Hanging Indent is the bottom triangle. Drag it to the right to create a hanging indent. Paragraph Formatting, Microsoft Word, Chapter 5 18

Set Indents using the Indent Buttons, Dialog Box, and Keyboard (Continued) l The Left Indent Marker has two parts: • The triangle which is the Left Indent Marker, sets the hanging indent. • The small box which is the left indent marker, sets a left indent and moves the first-line indent marker at the same time. l The Right-Indent Marker appears at the right margin on the ruler. Paragraph Formatting, Microsoft Word, Chapter 5 19

Set Indents using the Indent Buttons, Dialog Box, and Keyboard (Continued) Hanging Indent Marker Left Indent Marker Paragraph Formatting, Microsoft Word, Chapter 5 First-Line Indent Marker Right Indent Marker 20

Set Indents using the Indent Buttons, Dialog Box, and Keyboard (Continued) l l When you move the square which is the left indent marker, you move both the top and bottom in proportion To remove all formatting from a paragraph: • Press CTRL/SHIFT/N Paragraph Formatting, Microsoft Word, Chapter 5 21

Borders and Shading l l Shadows can appear as a shade of gray, as a pattern, or as a color. Borders have a variety of line styles and colors. Paragraph Formatting, Microsoft Word, Chapter 5 22

Setting Those Borders and Lines Just Right! Paragraph Formatting, Microsoft Word, Chapter 5 23

Selecting the Width of the Lines in the Border Paragraph Formatting, Microsoft Word, Chapter 5 24

Selecting the Type of Border Desired Paragraph Formatting, Microsoft Word, Chapter 5 25

Selecting Borders and Shading Options Paragraph Formatting, Microsoft Word, Chapter 5 26

Floating Border’s Toolbar l l You may find it easier to move your borders button on the toolbar to your text. It becomes a Floating Border Toolbar. To move, click the gray area until it turns blue. Once blue, hold the left margin and move the bar anywhere on the page. Paragraph Formatting, Microsoft Word, Chapter 5 27

Changing the Location of the Border Button on the Toolbar Paragraph Formatting, Microsoft Word, Chapter 5 28

Applying Shading to a Paragraph l l You can shade certain portions of text for emphasis. You can determine the percentage of shade by selecting the Fill choice. You may apply a pattern to text, if desired. NOTE: Shading affects the readability of text. Choose it wisely! Paragraph Formatting, Microsoft Word, Chapter 5 29

Applying Borders Automatically l l l You can insert lines automatically from the keyboard. Place the cursor below the text, or where you wish your border to go. Key --- and press the Enter key. A single line is placed where the cursor was positioned. See next slide for illustration. Paragraph Formatting, Microsoft Word, Chapter 5 30

Applying Borders Automatically Paragraph Formatting, Microsoft Word, Chapter 5 31

Types of Automatic Borders Selected from the Keyboard l l l A thin bottom border: Type three hyphens (---) and press the Enter Key. A thick bottom border: Type three or more underscores (___) and press the Enter Key. A double-line bottom border: Type three equal (===), and press the Enter Key. Paragraph Formatting, Microsoft Word, Chapter 5 32

Repeating and Copying Formatting l l Use F 4 to repeat paragraph formatting. Use Format Painter to copy paragraph formatting. Paragraph Formatting, Microsoft Word, Chapter 5 33

Repeating and Copying Formats l l Select paragraph to change and make modifications. Position your cursor in front of the next paragraph or text to be changed, and press F 4. Paragraph Formatting, Microsoft Word, Chapter 5 34

Bullets and Numbered Lists l l l Bulleted lists and numbered lists are hanging indents. They help you to organize important details in a document. To create a bulleted or numbered list, select the options from the toolbar. See these illustrated by opening up Memo 2. doc Paragraph Formatting, Microsoft Word, Chapter 5 35

Bullets l l l Select the text to which you wish to apply bullets, and click on the toolbar. Word automatically establishes a 0. 25 -inch hanging indent. You may change the type of bullet, by selecting Bullet from the Format Menu. Paragraph Formatting, Microsoft Word, Chapter 5 36

Changing the Display of Numbered Lists Paragraph Formatting, Microsoft Word, Chapter 5 37

Bullets - vs - Numbered Lists l Change bullets to numbered lists by selecting the text and selecting either bullets or numbers from the formatting toolbar. Paragraph Formatting, Microsoft Word, Chapter 5 38

Create Lists Automatically l l The Auto. Format feature creates bulleted and numbered lists as you type. If you begin to type text by manually numbering the first sentence, Word will continue to number the sentences in numerical order. Paragraph Formatting, Microsoft Word, Chapter 5 39

Symbols and Special Characters l l You can select symbols from the Insert Menu. Use the Symbol dialog box and shortcut keys characters to form an en dash, and em dash, and Smart. Quotes. Paragraph Formatting, Microsoft Word, Chapter 5 40

En Dash, Em. . . What? l l En Dash is wider than a hyphen. Em Dash is wider than an En Dash. Smart. Quotes are quotation marks that open a quote curled in one direction (“) and close a quote curled in the opposite direction (”). These are accessed from Insert/Symbols/Special Characters. Paragraph Formatting, Microsoft Word, Chapter 5 41

Special Characters Paragraph Formatting, Microsoft Word, Chapter 5 42

Keyboard Commands l l l Em Dash: Alt/Ctrl/Num. Lock/and the (minus sign) En Dash: Alt/Ctrl/and the (minus sign). Smart. Quote: Ctrl/’, ’ Paragraph Formatting, Microsoft Word, Chapter 5 43