This document discusses various formatting options in Microsoft Word, including: - Aligning paragraphs by applying styles such as left, center, right, and justified alignment. - Changing line and paragraph spacing to improve readability. - Indenting text by adjusting left margins and tab stops. - Inserting page breaks to control where content flows to new pages. The document provides instructions on how to access formatting tools in Word and apply various formatting options like styles, spacing, indentation, and page breaks to paragraphs.

1. Editing and Formatting a
Microsoft Word Document

2. Formatting Paragraphs

3. Formatting Paragraphs
• When you format paragraphs:
– It enhances the overall appearance of the document
• Formatting a paragraph includes:
– aligning the text
– applying paragraph styles
– changing line spacing
– paragraph spacing
– indenting text

4. Aligning Paragraphs
• Alignment of text refers to the position of the text
with respect to the page margins of the
document
• There are four alignment commands:
– Align Left
– Center
– Align Right
– Justify

5. Aligning Paragraphs (Contd..)
Alignment
Command
Description
Align Left Aligns the text to the left margin.
Center Aligns the text to the center of the page.
Align Right Aligns the text to the right margin
Justify Aligns the text to the left and right margins. Word adjusts
the space between the words so that each line starts at the
left margin and ends at the right margin
Table showing the alignment commands and their description

6. Aligning Paragraphs (Contd..)
To change text alignment
Select the heading and subject name

7. Aligning Paragraphs (Contd..)
1
2

8. Aligning Paragraphs (Contd..)
Paragraph dialog box appears as shown
Under Indents and Spacing tab
Click Centered in Alignment list
Click OK

9. Aligning Paragraphs (Contd..)
The heading and the subject name appears in the centre as shown

10. Aligning Paragraphs (Contd..)
Alternatively, to align text:
•Click the Alignment buttons on the Formatting toolbar
Aligns the text to the centre of the page.
Aligns the text to the left margin.
Aligns the text to the right margin
Aligns the text to the left and right margins. Word adjusts the
space between the words so that each line starts at the left
margin and ends at the right margin

11. Applying Paragraph Styles
• You can format text using the Styles command
• Styles are a combination of character and
paragraph formatting characteristics that are
named and stored as a set
• Styles:
– Help in enhancing the appearance of various text
elements, such as headings, sub headings, captions,
and paragraph text
– Help to format documents easily

12. Applying Paragraph Styles (Contd..)
To apply a predefined style to text
Select the text to which you want to apply the style

13. Applying Paragraph Styles (Contd..)
The Style list on the Formatting toolbar
Click the required style

14. Applying Paragraph Styles (Contd..)
Text appears in a new style as shown

15. Changing Line Spacing
• By default, Word assigns single line spacing
for the documents
• You can increase or decrease the spacing
between the lines of a paragraph for better
readability

16. Changing Line Spacing (Contd..)
To increase the line spacing
Select the paragraph of the question paper that contains the instructions

17. Changing Line Spacing (Contd..)
2
1

18. Changing Line Spacing (Contd..)
Paragraph dialog box appears
Select the required line spacing, say 1.5 lines, from the Line Spacing list
Click OK

19. Changing Line Spacing (Contd..)
The spacing between the lines have increased

20. Changing Paragraph Spacing
To change the paragraph spacing
Select the
paragraph
To improve the readability in the document, you can change paragraph spacing

21. Changing Paragraph Spacing (Contd..)
2
1

22. Changing Paragraph Spacing (Contd..)
Paragraph dialog box appears
Click OK
Under Spacing
Specify the required spacing
value say 6 in the Before box
Specify the required spacing
value say 6 in the After box.
To include blank spaces above a paragraph
To include blank spaces after a paragraph

23. Changing Paragraph Spacing (Contd..)
The questions section now appears uncluttered

24. Indenting Text
• Indentation is the blank space between a margin
and the beginning or end of an indented line
– Document appears better if the options are indented a
little towards the right.

25. Indenting Text (Contd..)
•To indent the options by 0.75 inches from the left margin
•To do so:
Select the list

26. Indenting Text (Contd..)
1
2

27. Indenting Text (Contd..)
On the Paragraph dialog box
Set the left margin value to 0.75 inches in the Left box
Click OK
Under Indentation

28. Indenting Text (Contd..)
Text appears indented as shown

29. Inserting and Modifying Tab Stops
• The Tab key is used to move multiple spaces at
a time in a document
• Every time you press the Tab key, the insertion
point will move by 0.5 inches. This value is
called the default tab value
• You can also create your own tab stop positions
to replace the default tab stops

30. Inserting and Modifying Tab Stops (Contd..)
To set tab stops

31. Inserting and Modifying Tab Stops (Contd..)
2
1

32. Inserting and Modifying Tab Stops (Contd..)
Tabs dialog box appears
Type the value 3
Click Set
Click OK

33. Inserting and Modifying Tab Stops (Contd..)
Click at the end of the caption Wright Brothers, and then press the Tab key
A black L-shaped icon appears on the horizontal ruler

34. Inserting and Modifying Tab Stops (Contd..)
The details look more organised as shown
•The insertion point positions itself in line with the tab stop position on the
horizontal ruler.
•Repeat the same procedure for the remaining sentences.

35. Inserting Page Breaks
• A page break is the point at which one page
ends and another page begins
• Word automatically inserts a page break when
you type a full page of text
• Page breaks can be inserted manually also

36. Inserting Page Breaks (Contd..)
1
2
To insert a page break
Click at the position where you want to insert a page break

37. Inserting Page Breaks (Contd..)
Break dialog box appears
Click Page Break
Click OK

38. Inserting Page Breaks (Contd..)
A page break is inserted at the insertion point and
the rest of the contents are moved to the next page