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Transcript

  • 1. Chapter 3
    Formatting a Document
  • 2. What’s Inside and on the CD?
    In this chapter, you will learn how to format text, using features such as:
    Bold and italic text
    Different fonts and font sizes
    Line Spacing and Paragraph alignment
    Tables, Bulleted and numbered lists
    2
    Practical Microsoft Office 2010
  • 3. How do I select different font, font sizes, and text colors?
    You can use the commands on the Home tab to select different text attributes for:
    Letters
    Words
    Sentences
    Paragraphs
    Fontrefers to design or typeface of each character
    Limit number of fonts for professional look
    3
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  • 4. How do I select different fonts, font sizes, and text colors?
    Text attributes
    Font
    Font size
    Normal font size 9 – 12 point
    Range from 8 – 72 points
    Larger font by typing in number larger than 72
    Bold
    Italic
    Underline
    Text color
    4
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  • 5. How do I select different fonts, font sizes, and text colors?
    Selected text
    Change, add, delete formatting options
    When finished, click outside highlighted area to deselect it
    Font effects include:
    Super and sub script
    Strikethrough
    Small caps and all caps
    Emboss
    Click Editing, Select, then Select All on the Home tab to apply any text attributes to entire document
    5
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  • 6. How do I select different fonts, font sizes, and text colors?
    6
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  • 7. How do I apply bold, italic, and underlining attributes?
    Use commands in the Font group to apply text attributes
    Bold
    Italic
    Underlining
    Typically, you’ll apply attributes to text you’ve already typed, but you can apply attributes before typing new text
    Toolbar buttons both apply and remove attributes
    Hyperlinks are automatically formatted with blue text and underlined
    7
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  • 8. How do I apply bold, italic, and underlining attributes?
    8
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  • 9. How do I use the Font dialog box?
    Some text attributes are available only from Font dialog box, such as character spacing option
    Font dialog box allows applying multiple formatting options to selected text
    Use the Advanced tab to change the scale, spacing, vertical position, or kerning of selected text
    The Preview area shows how your formatting affects the selected text
    9
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  • 10. How do I use the Font dialog box?
    10
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  • 11. How do I center and align text?
    Left-aligned text
    Positioned straight against left margin
    Appears uneven on right margin
    Centeredtext
    Positioned between margins
    Typically used for titles
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  • 12. How do I center and align text?
    Justified text
    Both left and right margins aligned
    Typically used in formal documents
    More professional look
    Right-alignedtext
    Rarely used
    Can be useful for headings in a paper, or return address in a letter
    12
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  • 13. How do I center and align text?
    Alignment options apply to entire paragraph
    Click in paragraph to align, then click appropriate align button
    You don’t have to select all the text
    To center title
    Press Enter key after title
    Click anywhere in title
    Click Center button
    13
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  • 14. How do I center and align text?
    14
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  • 15. How do I use styles?
    Style consists of predefined formatting applied to selected text
    Advantages of styles:
    Consistency in formatting
    Avoid design errors
    15
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  • 16. How do I use styles?
    Create style
    Styles Dialog Box Launcher
    New Style
    Removestyle
    Select text
    Select Normal style
    Delete style
    Styles Dialog Box Launcher
    Right-click style to delete
    Click Delete
    Click Yes
    Click Close
    16
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  • 17. How do I use styles?
    17
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  • 18. How do I add numbering and bullets to a list?
    Bullet is symbol placed before each item in list
    Set off list without implying specific order
    Numbered lists imply order to listed items
    Bullets and numbering work same way:
    Select items in list
    Click Numbering button or Bullet button
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  • 19. How do I add numbering and bullets to a list?
    If list has not been typed:
    Click Bullet or Numbering button
    Type list
    At end of list, click button to discontinue
    To remove numbering or bullets:
    Select list
    Click appropriate button
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  • 20. How do I add numbering and bullets to a list?
    Word automatically renumbers list if you add, delete, or move items
    If numbering is incorrect:
    Select list
    Click numbering button twice
    To change style:
    Right-click selected list
    Highlight Bullets and Numbering
    Select a format
    20
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  • 21. How do I add numbering and bullets to a list?
    21
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  • 22. How do I add numbering and bullets to a list?
    A multilevel list displays list items in levels and sublevels
    Used in outlines and legal documents
    You can apply bullets or numbering after entering the list
    Press the Tab key to change a list item to the next level down, or Shift+Tab to move a list item up a level
    22
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  • 23. How do I add numbering and bullets to a list?
    You can define custom styles for text, numbers, and bullets
    Click the arrow next to the Multilevel List button
    Select Define New List Style
    Change a number manually by right-clicking the number and selecting Set Numbering Value
    23
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  • 24. How do I add numbering and bullets to a list?
    24
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  • 25. How do I adjust line spacing?
    Word defaults to single-spacing
    Other spacing options can be applied to paragraph, group of paragraphs, or entire document
    Space between paragraphs can also be adjusted
    25
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  • 26. How do I adjust line spacing?
    Double-space document by setting line spacing to double-space
    To set line spacing for one paragraph:
    Position insertion point in paragraph, click the Paragraph Dialog Box Launcher on Home Or Page Layout tab
    Select desired line spacing from Line-spacing drop-down list on Indents and Spacing tab
    To adjust line spacing for more than one paragraph, select paragraphs, then follow above guidelines
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  • 27. How do I adjust line spacing?
    To set line spacing for entire document before you begin typing:
    Click Editing, Select, then click Select All
    Click the Paragraph Dialog Box Launcher on Home or Page Layout tab
    Select desired line spacing, then click OK
    As you type, text appears with selected line spacing
    27
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  • 28. How do I adjust line spacing?
    28
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  • 29. How do I use tabs?
    Use Tabs to align text in columns
    Default tab stops – every ½ inch
    Tab stops can be changed
    Personal tab stops can be added
    Many types of tab stops:
    Left tab stop aligns text on left side of tab
    Right tab stop aligns text on right side of tab
    Center tab stop centers text at that location
    Decimal tab stop aligns numbers with decimal at tab location
    Bar tab stop places vertical bar at tab location
    29
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  • 30. How do I use tabs?
    Leader– line of punctuation characters that fills area from text to tab stop
    Typically used in table of contents
    To clear tab stop:
    Click it in Tab stop position box
    Click Clear button
    To clear all tab stops:
    Click Clear All button in Tabs dialog box
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  • 31. How do I use tabs?
    Tab stops on Word ruler bar are represented by these icons:
    31
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  • 32. How do I use tabs?
    To set tab stops using ruler:
    Click appropriate icon at left end of ruler
    Click location on ruler to set tab stop
    To change position of tab stop, select it and slide left or right
    If the ruler bar is not displayed:
    Click the View tab
    Select the Ruler option in the Show/Hide group
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  • 33. How do I use tabs?
    33
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  • 34. How do I indent text?
    Text can be indented from left, right, or both margins
    First line of text can be indented differently from rest of paragraph
    Hanging indent will move first line of text more to left than rest of text
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  • 35. How do I indent text?
    To indent a paragraph from left or right:
    Click spin box buttons in appropriate Indentation box to increase or decrease indent distance
    Check Preview section to see how indentation affects paragraph
    To indent first line:
    Select First Line from Special pull-down list
    Select amount of indentation from By spin box
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  • 36. How do I indent text?
    To create hanging indent:
    Select Hanging from Special pull-down list
    Select amount of negative indent from By spin box
    Indent settings apply to paragraph that contains insertion point
    To apply indent settings to more than one paragraph:
    Select paragraphs
    Use Paragraph dialog box to set indent
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  • 37. How do I indent text?
    37
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  • 38. How do I add footnotes or endnotes to a document?
    Footnotes and endnotes typically used to add comments to blocks of text or cite references to other documents
    Footnoteappears at bottom of page containing corresponding superscript number
    Endnoteappears at end of section or chapter
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  • 39. How do I add footnotes or endnotes to a document?
    Click References tab, click Insert Footnote or Insert Endnote button
    Footnote and Endnote dialog box appears
    Click appropriate option
    Delete footnote or endnote by selecting number that corresponds to note in text, and pressing Delete key
    The References tab contains several tools for adding citations to a document
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  • 40. How do I add footnotes or endnotes to a document?
    40
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  • 41. How do I work with outlines and other document views?
    Word provides several ways to view documents:
    Format marks reveal hidden symbols that indicate paragraph breaks ¶, spaces ·, and tab stops . To display, click Show/Hide toolbar button
    Print Layout View
    Web Layout View
    Outline View
    Change views by clicking one of the View buttons in the lower-right corner of document window, or clicking View tab
      
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  • 42. How do I work with outlines and other document views?
    Outline view handy for organizing content
    Assign outline levels to each title, heading, and paragraph
    View any level of outline to get overview, or include all details
    Easy to rearrange sections to streamline document’s organization
    42
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  • 43. How do I work with outlines and other document views?
    Microsoft Word uses following conventions to indicate outline levels:
    Plus sign indicates heading with subtext
    Small solid circle indicates body text at lowest level of outline
    Gray line under heading indicates subordinate text not displayed
    Dash indicates heading without subordinate text
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  • 44. How do I work with outlines and other document views?
    44
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  • 45. How do I create a table?
    A table is a grid of rows and columns
    Cell – intersection of each row and column
    Cell can hold text, numbers, or a graphic
    Format an entire table or individual cells
    Place insertion point where you want table
    Click Insert tab, click Table, then click Insert Table
    Set number of rows and columns, then click OK
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  • 46. How do I create a table?
    To add text, click cell, type text
    Word wrap expands size of cell
    Move to another cell using arrow keys, or Tab key, or click desired cell
    Select table style from the Table Styles group for formatting options
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  • 47. How do I create a table?
    To insert new column or row:
    Place insertion point in cell closest to where you want new row or column
    Click Layout tab, choose from among the options to specify a placement
    To delete column or row:
    Click Layout tab, click the Delete command, select from among the options
    To adjust width of column:
    Position pointer over dividing line between columns
    When pointer changes to , press left mouse button and drag column to correct width
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  • 48. How do I create a table?
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  • 49. Can I format a document into columns?
    Three ways to format text into columns:
    Tabs
    Effective for parallel text
    Tables
    Typically used for resumes
    Columns
    Columns allow you to fill the left column entirely with text and then continue into the right column
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  • 50. Can I format a document into columns?
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