1. word
2010
Chapter 2
Formatting Text
and Paragraphs
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.

2. Word 2010 Formatting Skills
• •
Skill 2.1 Applying Character Effects Skill 2.11 Creating Multilevel
• Skill 2.2 Changing Fonts Lists
• Skill 2.3 Changing Font Sizes • Skill 2.12 Using Quick Styles
• Skill 2.4 Changing Text Case • Skill 2.13 Changing Paragraph
• Alignment
Skill 2.5 Changing Font Colors
• Skill 2.14 Changing Paragraph
• Skill 2.6 Applying Highlights
Spacing
• Skill 2.7 Using Format Painter
• Skill 2.15 Revealing Formatting
• Skill 2.8 Clearing Formatting Marks
• Skill 2.9 Creating Bulleted Lists • Skill 2.16 Changing the Space
• Skill 2.10 Creating Numbered between Paragraphs
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Lists • Skill 2.17 Changing Indents
• Skill 2.18 Using Tab Stops
• Skill 2.19 Using Tab Leaders
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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3. Word Skill 2.1
Applying Character Effects
To apply character effects using
the ribbon:
1.Select the text to emphasize.
2.On the Home tab, in the Font
group click the effect button:
Bold — gives the text a heavier,
thicker appearance.
Italic — makes text slant right.
Underline — draws a single line
under the text.
Strikethrough — draws a
horizontal line through the text.
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Subscript — draws a small
character below bottom of text.
Superscript — draws small
character above top of text.
Change Case — changes the
capitalization on selected text.
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4. The Font Dialog Box
To open the Font dialog box, on
the Home tab, in the Font group:
1.Click the dialog launcher .
2.Select an option in the Effects
section and click OK to apply the Font dialog box
character effect to the text.
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5. Word Skill 2.2
Changing Fonts
• A font, or typeface, refers to a set of characters of a
certain design.
• The font is the shape of a character or number as it
appears on screen or in a printed document.
• Word offers many fonts.
– Serif fonts, such as Cambria and Times New Roman,
have an embellishment at the end of each stroke.
– Sans serif fonts, such as Calibri and Arial, do not have
an embellishment at the end of each stroke.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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6. To Change the Font
1. Select the text to be changed.
2. On the Home tab, click the
arrow next to the Font box.
3. As you roll over the list of
fonts, the Live Preview
feature in Word changes the
look of the text in your
document, giving you a
preview of how the text will
look with the new font
applied.
4. Click a font name from the
menu to apply it to the text.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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7. Word Skill 2.3
Changing Font Sizes
• When creating a document it is important not only to
choose the correct font, but also to use the
appropriate font size.
• Fonts are measured in points, abbreviated “pt.”
• On the printed page, 72 points equal one inch.
• Different text sizes are used for paragraphs and
headers in a document.
– Paragraphs typically use 10 pt., 11 pt., and 12 pt. fonts.
– Headers often use 14 pt., 16 pt., and 18 pt. fonts.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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8. To Change the Size of the Text
1. Select the text to be changed.
2. On the Home tab, in the Font
group, click the arrow next to
the Font Size box.
3. Scroll the list to find the new
font size.
4. Click the size you want.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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9. Word Skill 2.4
Changing Text Case
Types of Text Case Formats
•Sentence case — formats text as a sentence with the
first word being capitalized and all remaining words
beginning with a lowercase letter.
•lowercase — changes all letters to lowercase.
•UPPERCASE — changes all letters to uppercase, or
capital letters.
•Capitalize Each Word — formats text so each word
begins with a capital letter.
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•tOGGLEcASE— formats text in the reverse of the
typed format, converting uppercase letters to lowercase
and lowercase letters to uppercase.
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10. To Apply Text Case Formatting
1. Select the text you want to
change.
2. On the Home tab, in the Font
group, click the Change
Case button.
3. Select a text case option from
the menu to apply it to the
text.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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11. All Caps or UPPERCASE Case Command
• From the Font dialog box, you
can apply the All caps or
Small Caps character
formatting to text.
• Although the All caps
command has the same effect
as the UPPERCASE case
command, All caps applies
character formatting, while
UPPERCASE changes the
underlying text that was typed.
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Font dialog box
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12. Word Skill 2.5
Changing Font Colors
• Adding color to text in your document adds emphasis
to certain words and helps design elements, such as
headers, stand out for your reader.
• It is important to be selective when adding color to
your document.
• Using too many colors can often be distracting to the
reader.
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13. To Change the Color of the Text
1. Select the text to be changed.
2. On the Home tab, in the Font
group, click the arrow next to
the Font Color button.
3. Click the color you want from
the color palette.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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14. Color Themes
A color theme is a group of
predefined colors that work well
together in a document.
To Change a Color Theme,
1.On the Page Layout tab, in the
Themes group, click the arrow
next to the Colors button.
2.Click the color theme you want
from a list of built-in color themes
or click the Create New Theme
Colors… to create a new theme.
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Color Themes list
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15. Word Skill 2.6
Applying Highlights
• Text in a Word document can be highlighted to
emphasize or call attention to it.
• When text is highlighted, the background color of the
selected area is changed to make it stand out on the
page.
• Only use the highlighter for small amounts of text to
minimize distraction.
• Be careful when selecting colors to use for
highlighting.
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– If both the color of the text and the highlight color are
dark, the text will be hard to read.
– If the highlight color is too light, it may not give the text
enough emphasis.
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16. To Highlight Text in a Document
1. Select the text to be
highlighted.
2. On the Home tab, in the Font
group, click the arrow next to
the Text Highlight Color
button.
3. Click the color you want to
use.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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17. To Highlight Text Throughout Document
1. On the Home tab, in the Font
group, click the Text
Highlight Color button
without selecting any text first.
Your cursor changes to a
highlighter shape.
2. Click and drag across text
with the highlighter cursor to
highlight text.
3. To change your cursor back,
click the Text Highlight Text Highlight button
Color button again.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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18. Word Skill 2.7
Using Format Painter
• The Format Painter tool allows you to copy formatting
styles that have been applied to text. You can then “paste”
the formatting, applying it to text anywhere in the
document.
• If the text you are copying the formatting from is formatted
using a paragraph style:
– Place the cursor anywhere in the paragraph and click the Format
Painter button.
– To apply the same paragraph style formatting to another
paragraph, click anywhere in the paragraph to which you want to
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apply the formatting.
• If you want to apply the formats more than once
– Double-click the Format Painter button when you select it.
– It will stay on until you click the Format Painter button again or
press to deselect it.
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19. To Use Format Painter
1. Select the text that has the
formatting you want to copy.
2. On the Home tab, in the
Clipboard group, click the
Format Painter button.
3. Select the text that you want
to apply the formatting to.
4. The formats are automatically
applied to the selected text.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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20. Word Skill 2.8
Clearing Formatting
• After you have applied a number of character formats
and effects to text, you may find that you want to
return your text to its original formatting.
• You could perform multiple undo commands on the
text, or you could use the Clear Formatting command.
• The Clear Formatting command removes any
formatting that has been applied to text, including
character formatting, text effects, and styles, and
leaves only plain text.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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21. To Remove Formatting
1. Select the text you want to
remove the formatting from.
2. On the Home tab, in the Font
group, click the Clear
Formatting button.
The Clear Formatting command
does not remove highlighting.
In order to remove highlighting:
1. Click the Text Highlighting
Color button.
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2. Select No Color.
3. Click and drag across the text
with the highlighter cursor to
remove the highlighting.
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22. To Clear Formatting
1. On the Home tab, in the Styles Group More button
Styles group, click the More
button.
2. Click Clear Formatting.
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Clear Formatting option
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23. Word Skill 2.9
Creating Bulleted Lists
• If your list does not include items that need to be
displayed in a specific order, use a bulleted list to help
information stand out from surrounding text.
• A bullet is a symbol that is displayed before each
item in a list.
• When a bullet appears before a list item, it indicates
that the items in the list do not have a particular order
to them.
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24. To Create a Bulleted List
1. Select the text you want to
change to a bulleted list. In
order to appear as separate
items within a bulleted list,
each item must be followed
by a hard return (press ).
2. On the Home tab, in the
Paragraph group, click the
Bullets button.
3. Click outside the list to
deselect it.
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25. Word Skill 2.10
Creating Numbered Lists
• Some lists, such as directions to complete a task,
need to have the items displayed in a specific order.
• Numbered lists display a number next to each list
item and display the numbers in order.
• Numbered lists help you organize your content and
display it in a clear, easy-to-understand manner.
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26. To Create a Numbered List
1. Select the text you want to
change to a numbered list. As
with bulleted lists, in order to
appear as separate items
within a numbered list, each
item must be followed by a
hard return (press ).
2. On the Home tab, in the
Paragraph group, click the
Numbering button.
3. Click outside the list to
deselect it.
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27. To Add More Items to an Existing List
1. Place your cursor at the end of an item and press
to start a new line.
2. The list will renumber itself to accommodate the new
item.
3. You can turn off the numbering feature by pressing
twice.
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28. To Change the Numbering List Type
1. On the Home tab, in the Font
group, click the Numbering
button arrow.
2. Select an option from the
Numbering Library.
3. You can create new
numbered list styles by
selecting Define New
Number Format . . .
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Numbering Library
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29. Word Skill 2.11
Creating Multilevel Lists
A multilevel list divides your
content into several levels of
organization.
1.For example, the top level
organization might start with
a. The next level appears
indented. The
numbering scheme
restarts at the beginning.
•When you return to the first
outline level, the numbering
scheme picks up with the next
number.
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1. But the sublevels restart
each time.
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30. To Create a Multilevel List
1. Select the text you want to
change into a list.
2. On the Home tab, in the
Paragraph group, click the
Multilevel List button.
3. The list has been created with
each item at the same level.
4. To demote an item in the list,
select the text, and click the
Increase Indent button.
5. To promote an item in the list,
select the text, and click the
Decrease Indent button.
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31. To Create a Custom Multilevel List Format
1. On the Home tab, in the
Paragraph group, click the
arrow next to the Multilevel
List button.
2. Click the Define New List
Style . . . item at the bottom
of the Multilevel List gallery.
3. In the Define new Multilevel
list dialog box, you can
change the formatting,
number style, and position of
the levels.
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Define new Multilevel list dialog box
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32. Word Skill 2.12
Using Quick Styles
• A Quick Style is a group of formatting, including
character and paragraph formatting, that can be
easily applied to text in adocument.
• Quick Styles can be applied to body text, headers,
quotes, etc.
• Using Quick Styles permits you to quickly change the
look of that style across your document by changing
the document’s theme.
• Certain Quick Styles, such as headings, are also
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used by other features in Word, such as creating a
table of contents and the Navigation task pane.
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33. To Apply a Quick Style to Text
1. Select the text you want to
change.
2. On the Home tab, in the
Styles group, click the More
button .
3. Select a Quick Style from the
Quick Styles gallery.
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34. Word Skill 2.13
Changing Paragraph Alignment
Paragraph alignment refers to how text is aligned with
regard to the left and right margins.
It is important to understand common uses of different
alignments.
•Paragraph text and headers are typically left aligned.
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•Titles are often centered.
•Newspaper columns are often justified.
•Columns of numbers are typically right aligned.
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35. To Change the Alignment of Text
1. Click in the paragraph you
want to change.
2. On the Home tab, in the
Paragraph group, click an
alignment button:
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36. Word Skill 2.14
Changing Paragraph Spacing
• Line spacing -the white space between lines of text.
• Default line spacing in Microsoft Word 2010: 1.15
spacing
– Gives each line the height of single spacing with a little
extra space at the top and bottom.
– Is a good choice to use for the body of a document.
• Other commonly used spacing options include:
– single spacing
– double spacing
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– 1.5 spacing
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37. To Change Line Spacing
1. Select the text you want to
change.
2. On the Home tab, in the
Paragraph group, click the
Line Spacing button.
3. Select the number of the
spacing you want.
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38. Word Skill 2.15
Revealing Formatting Marks
• When creating a document it is important to use
consistent formatting, such as a single space after the
period at the end of a sentence.
• As you create a document, Word adds formatting
marks that are hidden from view.
• You can quickly check the formatting of your
document by displaying these hidden formatting
marks.
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39. To Display Formatting Marks
1. On the Home tab, in the
Paragraph group, click the
Show/Hide button.
2. The formatting marks are
displayed in the document.
3. Click the Show/Hide button
again to hide the formatting
marks. Formatting marks
include symbols that
represent spaces,
nonbreaking spaces, tabs,
and paragraphs.
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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
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40. Word Skill 2.16
Changing the Space Between Paragraphs
• When you set line spacing for a paragraph, Word
creates new paragraphs based on that line height.
• This results in a very evenly spaced document, but
also one where it can be difficult to differentiate
between paragraphs, especially if your document is
single spaced.
• To help differentiate between paragraphs in a
document, you can change the spacing before and
after paragraphs.
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41. To Increase & Decrease Space Before & After Paragraphs
1. Click in the paragraph you
want to change.
2. On the Home tab, in the
Paragraph group, click the
Line Spacing button.
3. Choose one of four options:
1. Add Space Before
Paragraph.
2. Add Space After
Paragraph
3. Remove Space After
Paragraph.
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4. Remove Space Before
Paragraph.
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42. Word Skill 2.17
Changing Indents
• When you create a document, the margins control
how close the text comes to the edge of a page.
• But what if you don’t want all your paragraphs to line
up?
• Indenting paragraphs increases the left margin for a
paragraph, helping it stand out from the rest of your
document.
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43. To Change the Indentation of a Paragraph
1. Place the cursor anywhere in
the paragraph you want to
change.
2. To increase the indent of the
paragraph by one level, on
the Home tab, in the
Paragraph group, click the
Increase Indent button.
3. To reduce the indent of the
paragraph and bring it closer
to the edge of the page by
one level, click the Decrease
Indent button.
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44. First Line or Hanging Indent
• To open the Format
Paragraph dialog box, click
the Dialog Launcher in the
Paragraph group on the Home
tab or in the Paragraph group
on the Page Layout tab.
• To indent the first line of a
paragraph, select the
First line option in the
Special drop down list.
• To left-align the first line
of a paragraph and indent
the remainder of the
paragraph, select the
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Hanging indent option.
Paragraph dialog box
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45. Word Skill 2.18
Using Tab Stops
• A tab stop is a location along the horizontal ruler that
indicates how far to indent text when the Tab key is
pressed.
• There are five types of tab stops:
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46. To Set a Tab Stop
1. Select the paragraph in which
you want to set a tab stop.
2. Click the tab selector at the
far left of the horizontal ruler
until it changes to the type of
tab you want.
3. Click the horizontal ruler
where you want to set a tab
stop.
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47. Word Skill 2.19
Using Tab Leaders
• Adding tab leaders can make
data even easier to read.
• Tab leaders fill in the space
between tabs with solid,
dotted, or dashed lines.
• Using tab leaders helps
associate columns of text by
leading the reader’s eye from
left to right.
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48. To Add Tab Leaders
1. Select the text to which you
want to add the leader.
2. On the Home tab, in the
Paragraph group, click the
dialog launcher.
3. In the Paragraph dialog box,
click the Tabs . . . button.
4. In the Leader section of the
Tabs dialog box, select the
leader option you want.
5. Click OK.
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49. Word 2010 Formatting Skills Recap
• Skill 2.1 Applying Character • Skill 2.11 Creating Multilevel
Effects Lists
• Skill 2.2 Changing Fonts • Skill 2.12 Using Quick Styles
• Skill 2.3 Changing Font Sizes • Skill 2.13 Changing Paragraph
• Skill 2.4 Changing Text Case Alignment
• Skill 2.5 Changing Font Colors • Skill 2.14 Changing Paragraph
• Spacing
Skill 2.6 Applying Highlights
• • Skill 2.15 Revealing Formatting
Skill 2.7 Using Format Painter
Marks
• Skill 2.8 Clearing Formatting
• Skill 2.16 Changing the Space
• Skill 2.9 Creating Bulleted Lists between Paragraphs
•
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Skill 2.10 Creating Numbered • Skill 2.17 Changing Indents
Lists
• Skill 2.18 Using Tab Stops
• Skill 2.19 Using Tab Leaders
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