How To Format A Document In Microsoft Word

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1 BASIC FORMATTING IN MICROSOFT WORD Microsoft Word comes with formatting tools that you can use to enhance the appearance of your documents. Some of the formatting tools we will be covering in this lesson include: Formatting Pages Character formats (i.e. bold, underline, italics) Text color Paragraph formats (i.e. indents and spacing) Page numbering Headers and footers Margins Borders and shading One good rule to remember when formatting a document is to type all of the text in a document first, then go back and apply the formatting. Not only will you find that this saves time, but it avoids the potential of creating a poorly formatted document that may require a great deal of work to fix. SETTING THE PAGE SIZE Setting the size of a page in Word is done in the Page Setup group on the Page Layout tab. Basic Formatting in Microsoft Word Page 1 of 15

2 To select a size not shown on the menu, choose the More Paper Sizes command and select the Paper tab of the Page Setup dialog box. SETTING THE PAGE ORIENTATION Word normally prints on a sheet of paper from top to bottom with the narrow edge on top. This is called portrait mode because its orientation is vertical, like a portrait. Word can also print in landscape mode whereby the text prints wide on the page. To change the orientation of the page, you simply need to click Page Layout > Orientation from the Page Setup group. Basic Formatting in Microsoft Word Page 2 of 15

3 SETTING THE MARGINS Margins provide the space around your document that sets off the text from the rest of the page. Word automatically sets your margins at 1 from the top and bottom of the page and 1.25 from the left and right sides of the page. You can adjust the margins by following these steps: 1. Click on the Page Layout tab and select the Margins button from the Page Layout tab. 2. Select from the menu of common margin options. 3. Specific margins can be set by clicking the Custom Margins button at the bottom of the Margins menu. When you click Custom Margins, the Page Setup dialog box appears allowing you specify specific margin information. Basic Formatting in Microsoft Word Page 3 of 15

4 You can always bring up the Page Setup dialog box by clicking the Dialog Box Launcher in the lowerright corner of the Page Setup group on the Page Layout tab. Dialog Box Launcher The Page Setup dialog box includes three tabs: Margins for setting margins, Paper for selecting the paper size, and Layout for dealing with other page formatting options. NUMBERING YOUR PAGES Word not only can automatically number your pages, but it also lets you place the page number just about anywhere on the page and in a variety of different formats. To number the pages in a Word document, you will need to follow these steps: 1. In the Insert tab s Header & Footer area, click the Page Number command button. Basic Formatting in Microsoft Word Page 4 of 15

5 2. A menu drops down, listing various page-numbering options. The first three are locations: Top of Page, Bottom of Page, and Page Margins or the sides of the page. Choose where to place the page numbers. 3. Choose a page-numbering style from the scrolling list. In Print Layout view, you can see the page numbers. In Draft view, they remain hidden. So if you want to see the page numbers, you will need to use Print Layout or Print Preview. Word numbers each page in your document, starting with 1 for the first page, up to however many pages long the thing grows. If you delete or insert a page, Word renumbers the pages for you. There may be times when you want to start numbering your document at a different page other than Page 1. Microsoft Word lets you start numbering your document at whatever page number you want. If you want to start numbering your pages at Page 2, for example, you can do so by following these steps: Basic Formatting in Microsoft Word Page 5 of 15

6 1. Click the Insert tab. 2. In the Header & Footer area, choose Page Number > Format Page Numbers. 3. Click the Start At radio button and type the beginning page number in the box. Click OK to close the Page Number Format dialog box. Word starts numbering your document at the specified page number. So, if you enter 2 in Step 3, the first page of your document is now page 2, the next page is 3, and so on. HEADERS AND FOOTERS Documents can have headers and footers. A header is text that appears at the top of every page. A footer is text that appears at the bottom of every page. To add a header or a footer to a document, you will need to do the following: 1. Click the Insert tab. 2. From the Header & Footer group, choose the Header button. 3. A list of preformatted headers is displayed. Choose the format you want from the list. 4. Select any bracketed text. 5. Type the text that you want to appear. 6. When you re done, click the Close Header and Footer command button in the Close group on the far right side of the Ribbon. Basic Formatting in Microsoft Word Page 6 of 15

7 ADDING COLOUR TO YOUR PAGE To color pages in a document, click the Page Layout tab and select the Page Color command button from the Page Background group. Clicking that button displays a menu full of colors, some based on the document theme and some based on standard colors, or you can choose your own color by choosing the More Colors menu command. Gradients, or multiple colors, can be chosen by using the Fill Effects menu command. ADDING A WATERMARK TO YOUR PAGE A watermark is an image embedded into the paper. Word lets you put a watermark on a page by inserting faint text or graphics behind every page in your document. Here s how: 1. Click the Page Layout tab. 2. In the Page Background group, click the Watermark button. A menu appears with a number of predefined watermarks that you can place behind the text on your document s pages. Basic Formatting in Microsoft Word Page 7 of 15

8 3. Choose a watermark from the list. 4. The watermark is applied to every page in your document. There are a number of ways to customize your watermark. By clicking Custom Watermark from the Watermark menu, the Printed Watermark dialog box appears. Basic Formatting in Microsoft Word Page 8 of 15

9 From here, you can choose between a picture or text watermark. The picture item is useful because you can choose any graphical image available on your PC (such as a company logo) to use as a watermark. The text item, however, lets you only choose only predefined bits of text. To remove a watermark, choose the Remove Watermark command from the Watermark menu. ADDING A PAGE BORDER To add a border around your page, follow these simple steps: 1. Put the cursor on the page you want to border. 2. Click the Page Layout tab and then the Page Borders command from the Page Background group. 3. Select the border you want. You can use a preset box or pick a line style, colour and width. You can also select an art pattern from the Art drop-down list. 4. Choose which pages you want bordered from the Apply To dropdown list. You can select Whole Document to put borders on every page. To select the first page, choose the This Section - First Page Only item. Other options let you choose other pages and groups, as shown in the dropdown list. 5. Click the Options button. 6. The Border and Shading Options dialog box appears. Basic Formatting in Microsoft Word Page 9 of 15

10 7. From the Measure From drop-down list choose the option labeled Text. 8. Click OK. 9. Click OK to close the Borders and Shading dialog box. To add more text between your text and the border, use the Border Shading Options dialog box and increase the values in the Margin area. ADD BASIC FORMATTING TO TEXT You can format text that appears on a Word document in a variety of ways. The following are three (3) common ways to format text. To start, you need to select the text and do the following: 1. On the Home tab at the top of the window and in the Font group, you need to select Bold, Italic or Underline. - OR - 2. You can click any of the same buttons on the Mini toolbar that appears after you select text. - OR - Basic Formatting in Microsoft Word Page 10 of 15

11 3. A third way of formatting text is by using the following keyboard shortcuts: BOLD CTRL+B ITALIC CTRL+I UNDERLINE CTRL+U MORE WAYS TO FORMAT TEXT There are a number of other things you can do to change the way your text looks. On the Home tab and in the Font group, you can: 1. Select another font by clicking the Font icon 2. Change the font size by clicking the Font Size icon 3. Increase the font size by clicking the Grow Font icon 4. Decrease the font size by clicking the Shrink Font icon 5. Change text colour by clicking the Font Color icon PARAGRAPH JUSTIFICATION AND ALIGNMENT Paragraph justification and alignment refers to how the left and right edges of the paragraph look on a page. There are four options for aligning your paragraphs: LEFT JUSTIFICATION A left-aligned paragraph is evenly aligned on the left while the right side is jagged and not lined up. To left justify a paragraph you can either press CTRL + L or the Align Text Left icon. CENTER JUSTIFICATION Centering a paragraph places each line in that paragraph in the middle of the page, with an equal amount of space to the line s right or left. To centre justify a paragraph you can either press CTRL + E or the Center icon Basic Formatting in Microsoft Word Page 11 of 15

12 RIGHT JUSTIFICATION A right-aligned paragraph has its right margin evenly aligned while the left side is jagged and not lined up. To right justify a paragraph you can either press CTRL + R or the Align Text Right icon FULL JUSTIFICATION A fully justified paragraph has both the left and right sides of the paragraph lined up and flush with the margins. To fully justify a paragraph you can either press CTRL + J or the Justify icon SET LINE SPACING Changing the line spacing inserts extra space between all lines of text in a paragraph. Microsoft Word adds the space, or extra blank lines, below each line of text in the paragraph. That means that line spacing also affects the space between paragraphs. The Line Spacing icon displays a menu listing common line spacing commands. Choose a new line- spacing value from that list to change the line spacing for the current paragraph or all the paragraphs selected as a block. Double spacing, or the line spacing value 2.0, means that one line of text appears with one blank line below it. Triple spacing, 3.0, means that one line of text appears with two blank lines below. You can also set line spacing by using keyboard shortcuts: To single-space, press CTRL + 1 To double-space, press CTRL + 2 To use 1½-spaced lines, press CTRL + 5 Another way to set line spacing is by using the Paragraph group. Basic Formatting in Microsoft Word Page 12 of 15

13 In the Spacing part of the dialog box, the Line Spacing drop-down list is used to set various line-spacing values: Single, 1.5, and Double. Additional options in the Line Spacing drop-down list require you to also use the At box. Values you set in the At box indicate line spacing as described here: Basic Formatting in Microsoft Word Page 13 of 15

14 AT LEAST: EXACTLY: MULTIPLE: The line spacing is set to the specified value, which Word treats as a minimum value. Word can disobey that value and add more space whenever necessary to make room for larger type or different fonts on the same line of text. Word uses the specified line spacing and doesn t adjust the spacing to accommodate for larger text. This option is used to enter line-spacing values other than those specified in the drop down list. For example, to set the line spacing to 4, choose Multiple from the Line Spacing drop-down list and type 4 in the At box. APPLYING BORDERS AND SHADING TO TEXT Borders and shading are popular for pages as well as for paragraphs. To put a border and set shading around text, you will need to do the following: 1. Highlight the text where you want to apply a border. 2. From the Home tab, click the Borders and Shading dialog box. 3. Click the Borders tab. Basic Formatting in Microsoft Word Page 14 of 15

15 4. Choose the border you want: Use a preset box or pick a line style, color, and width. 5. To set the shading, click the Shading tab. 6. Select the colour you want by clicking the drop-down menu in the Fill section. 7. Click OK to apply the border and shading you selected. Basic Formatting in Microsoft Word Page 15 of 15

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