Word 97: Basic Formatting

Transcription

1 Word 97: Basic Formatting Windows 95 Before You Begin You should already have the skills taught in Word 97: Introduction (dww23). Those skills include creating, opening, and saving documents; editing, copying, cutting, and pasting; turning on and moving toolbars; and switching views. This document also assumes you have the skills taught in Win95: Getting Started (dws07), including using a mouse to select options;to size, move, and resize windows; and to pull up shortcut menus. The Formatting Story Once upon a time, only professional typesetters could produce documents with interesting formatting, while everyone else s documents had that typewritten look. With Word, it s now easy to produce documents that look like they are typeset. In this handout and the accompanying class, you ll learn to use Word to format characters and paragraphs. You ll also learn a little about formatting your entire document; you can learn more about document formatting in the Word 97: Papers & Reports (dww25) handout and class. Selecting Text to Format If you type some text and want to change its formatting, you need to select the text first. You learned in the Introduction handout and class to select a block of text with your mouse using the I-beam. Other methods for selecting text are described in the following table: To Select This: A Custom Selection Word Sentence Line Paragraph Document Column Do This: Click once to place the I-beam at the start of the text you want. Move the I-beam to the end of the text, hold down the <Shift> key, and click again. Double-click on the word. Press the <Ctrl> key and click in the sentence. Place the pointer in the left margin beside the line and click. Place the pointer in the left margin beside the paragraph and double-click, or tripleclick on the paragraph. Place the pointer anywhere in the left margin, press the <Ctrl> key, and click, or triple click in the left margin. You can also choose Select All from the Edit menu or hold down the <Ctrl> key and type <A>. Hold down the <Alt> key, then click and drag the highlight over the desired text. You can also set up your formatting before typing anything or without selecting text. After you change your formatting options, everything you type has the new formatting. You ll see how this works as we proceed. Formatting Characters After you have selected the text, you can use any combination of character formatting on the same text. If you do not see the Formatting toolbar, you can turn it on by selecting Toolbars from the View menu. Using the Formatting Toolbar The Formatting Toolbar has buttons for frequently used formatting options.

2 Windows 95 Word 97: Basic Formatting Page 2 The first field on the toolbar shows the font s style. In the illustration shown, the text style is Normal. Using styles is discussed in the Advanced Formatting class and handout. The next field shows the text s font, that is, the typeface; in the illustration, the font is Times New Roman. To change the font, click on the arrow next to the current font name, and select a different one from the drop down list. The list shows the fonts you used most recently first, and then all the fonts in alphabetical order. To change the size of the font, use the font size field to the right of the font type field. Fonts are measured in points, with 72 points to an inch. Most documents use a 10 or 12 point font. You can type a new number in the Font Size field, or select a size from the drop down list. Click on the three formatting buttons to make text bold [B], italic [I], or underline [ U]. To change the color of your text, click on the font color button on the far right of the toolbar. To select a different color, click on the arrow next to the button and choose from the drop down list. To highlight text, click on the highlight button (next to the font color button); again, click on the arrow and use the drop down list to change the highlighter s color. Keep in mind that if you do not have a color printer, different font colors will not appear in your printed document, and highlighted text will appear shaded. Tip: Keep an eye on the formatting toolbar as you work. It shows how text will be formatted when you type. For example, when the Bold button is on, everything you type is bold. Using the Format Menu For additional character formatting options, select Font from the Format menu, and then select the font tab. The font tab has the same formatting options available on the formatting toolbar but it also has others. As you make changes, the preview area on the bottom half of the dialog box shows how your text will look. You can select a special Underline style for your text on this tab. You can use different Effects such as emboss, engrave, superscript (as with the 2 in e=mc 2 ), or subscript (as with the 2 in H 2 O). If you define text as hidden, it shows up on-line only if Show/Hide Paragraphs is turned on and prints only if you specify that it should in the Print Options menu. To print hidden text, select Print from the File menu, click on the Options button, and select Hidden Text. Using the Keyboard You can apply many character formats without using the mouse or the menu. Just use keyboard shortcuts like <Ctrl> B for bold, <Ctrl> I for italic, and <Ctrl> U for underline. For a list of other shortcuts, type in shortcut keys in the Office Assistant. Using the Format Painter You can use the Format Painter button to apply the formatting of one block of text to another block of text formatted differently. To use the Format Painter, first select the text that is formatted the way you want other text to look. Then choose the Format Painter button from the Formatting toolbar. Your I-beam now has a paint brush attached to it. Brush the I-beam over the text you want to paint with the formatting of the first text block. The pointer arrow returns to normal once you paint the text. You can also select text and then double-click on the Format Painter. In this case, the Format Painter stays on until you turn it off by clicking on the button again.

3 Windows 95 Word 97: Basic Formatting Page 3 Formatting Paragraphs Paragraph formatting includes setting tabs and indents, alignment, numbering, bulleting, and borders. If you want to have several rows of text lined up so that each line begins at the same place, you must use paragraph formatting (tabs and indents) to control the spacing. To select a single paragraph for formatting, simply place the insertion point in that paragraph. To format multiple paragraphs, extend the selection into at least a portion of all the paragraphs you want to format. As with other formatting, you have many options for getting the job done. To set many paragraph formatting options at once, select Paragraph from the Format menu. You can also change formatting options using toolbars and the Ruler. Turn the ruler off and on from the View menu. Tabs The gray notches on the bottom of the Ruler are the default tab stops. If you press the Tab key on your keyboard, your insertion point moves to these tab stops. You can change tab settings quickly using the Ruler, or select Tabs from the Format menu for more options (including leaders). Your new tab settings will affect either the paragraph you select or new paragraphs from the insertion point forward. To set tabs using the ruler: 1. Use the button on the far left of the ruler to select the type of tab you want. Click on this button until the type of tab you want appears: left center right decimal 2. Click on the Ruler where you want the tab to appear. Your new tab stop appears on the ruler, but the default tabs to the left of that are gone. 3. To adjust your tab s location, drag it to another position on the ruler. To set tabs using the menu: 1. Select Tabs from the Format menu. 2. Type a number in the Tab Stop Position field. (The number you type is the tab s distance from the left margin.) 3. Select its Alignment (left, center, right, decimal, or bar). 4. Select a Leader if you want one. The leader helps guide the reader s eye across the page, as shown in this table of contents entry, which uses a right tab with a dotted leader: Chapter 3...Page Click on the Set button. 6. Click OK to exit the Tabs dialog box after you have set all your tabs. Deleting Tabs From the ruler, simply drag the tab off of the ruler. From the Tabs dialog box, select the tab from the Tab Stop Position list, and then select Clear. To delete all tabs, click on Clear All Tabs in the Tabs dialog box. Paragraph Indentation You may need to set paragraph indents for a bibliography, footnotes, or résumé. You may also want the first line of every paragraph indented from the margin while the rest of the paragraph stays flush with the margin. Setting Indents Using the Ruler With the arrows on the ruler, you can control how far from the left and right margins a paragraph is indented. To change the right indent, drag the triangle on the bottom right of the ruler. The left indent has three parts. The top arrow controls the first line of the paragraph, the bottom arrow controls other lines in the paragraph, and the square under the bottom triangle controls both.

4 Windows 95 Word 97: Basic Formatting Page 4 To change the first line indent, drag the top triangle. To change the indent for everything except the first line of the paragraph, drag the bottom triangle. To move both indents at once, drag the square under the bottom triangle. Tip: Follow the steps below to set up something like this: Pizza Dough Roller, Piper s Pickled Pizzas, Chapel Hill, NC. Mixed dough, rolled, tossed, shaped. Created 8, 12, and 14 inch pies in fast-paced environment to loud music. 1. Set a tab (click on the ruler) where you want the block paragraph to appear (in this example, at 1.5 inches, where Pizza appears). 2. Drag the bottom triangle to the same position on the ruler (here, 1.5 inches) to indent all but the first line. 3. Type the date or other information you want flush with the left margin. 4. Press Tab, and then type the succeeding lines. Setting Indents Using the Format Menu From the Format menu, select Paragraph, and click on the Indents and Spacing tab. In the Indentation section, you may change the right and left indents for your paragraphs. To indent the first line of your paragraphs, select First Line from the Special field. To outdent the first line of a paragraph for a bibliography or footnote, select Hanging Indent from the Special field. Alignment To align a paragraph with the left or right margin, center it across the margins, or justify it (that is, align it with both margins), click one of the four alignment buttons on the Formatting Toolbar. You may also use the Alignment drop down list at the top of the Indents and Spacing tab. Paragraph and Line Spacing From the Indents and Spacing tab, you can also set the Spacing Before and After paragraphs (measured in points). You can also set the Line spacing, including single and double, or type in an exact measurement. The keyboard shortcuts for line spacing are <Ctrl><1> for single spacing and <Ctrl><2> for double spacing. Automatic Numbering of Paragraphs To number paragraphs, use the Numbered List button on the Formatting toolbar. You can number pre-existing paragraphs by first selecting them and them clicking on the button, or turn numbering on and then type new numbered paragraphs. To remove numbering, select the text and turn the Numbered List button off. To change the type of numbers used (to Roman numerals, for example), select Bullets and Numbering from the Format menu, and click on the Numbered tab. Click on a numbering style, and OK your change. To number paragraphs in an outline or other list where you need multiple levels, choose a style from the Outline Numbered tab, and OK your change. Then turn on numbering for the paragraphs you want to be in the list. To move a paragraph from one level to another, for example, from level I, II, III to level A, B, C, select the paragraph, and then click on the toolbar s Decrease Indent or Increase Indent buttons.

5 Windows 95 Word 97: Basic Formatting Page 5 Bulleting Paragraphs Click the Toolbar's Bullets button to add bullets to a highlighted series of paragraphs. Use the Decrease Indent and Increase Indent buttons to create different levels within your bulleted list. To remove bullets, highlight the text and click the Bullets button off. To change your bullet style, select Bullets and Numbering from the Format menu and choose the Bulleted tab. Select from the options shown, and click OK. Or you may modify the style further by clicking the Customize button. The Customize Bulleted List dialog box allows you to change the Bullet position, that is, its distance from the left margin. You may also change the Text position, that is, the distance from the text to the bullet. Click on Bullet to choose a different bullet from a number of symbol fonts. Click on Font to change the character formatting, including the bullet s size. Borders You can use the borders feature to put boxes around text, or shade the background of text. Click on the Outside Border button on the Formatting toolbar to bring up your 10 options for borders. The top row of options allows you to apply borders to the top, sides, and bottom of a selection. The bottom row allows you to put borders around paragraphs within that selection. The bottom left button is for all borders, and the bottom right button is for no border. To change the style of your borders, select Borders and Shading from the Format menu, and click on the Borders tab. From here you can select a line style, color, and width (measured in points), and apply special effects such as Box, Shadow, or 3-D. You may also click on buttons in the Preview window to add side, top, or bottom lines. Choose None to remove a border. Click on Options to change the distance from the border to the text. Click on the Page Border tab to apply and format borders for an entire page or a large section. Click on the Shading tab to gray out, color, or select a pattern for the background. When using shading, be sure the text and background contrast enough for easy reading. Tip: You may also control border style and color and shading color by using the buttons on the top row of the Tables and Borders toolbar. Turn on the toolbar by selecting Toolbars from the View menu. Formatting Shortcuts Right Mouse Button If you hold down the right mouse button while in the text area, a shortcut menu appears which allows you to cut, copy, and paste, and to select menu options for Font, Paragraph, and Bullets and Numbering.

6 Windows 95 Word 97: Basic Formatting Page 6 Keyboard Shortcuts You can also apply character and paragraph formats by using keyboard shortcuts. See the Help menu or the Office Assistant for a list. Document Formatting Setting Margins To set document margins, choose Page Setup from the File menu, and make any changes to the Margins tab. See the Paper and Reports document for more information on fields in this tab. Page Numbers You can quickly add page numbers to your document by selecting Page Numbers from the Insert menu. You can choose to put page numbers at Top of Page or at Bottom of Page. You can also position the page numbers on the Left, Center, Right, Inside, or Outside. Inside puts the page numbers on the inside margins of facing pages. Outside put the page numbers on the outside margins of facing pages. You can also choose whether or not you want to Show number on first page. More to Come in Papers & Reports Class and Handout You can learn more about document formatting including working with headers, footers, and different sections in the Papers & Reports class and handout. The prerequisite for Papers & Reports is Increasing Efficiency. Automatic Envelopes You can easily add an envelope to your document file. Select Envelopes and Labels from the Tools menu, and fill in the Delivery Address and the Return Address. Click on the Options button for more addressing and printing options. After you make all your selections, choose Add to Document. The envelope is saved with and appears at the beginning of your document. Tip: If you are planning a large mailing, you can use Word s merge feature to produce envelopes, labels, and form letters. Refer to the upcoming Merging class for details. (The prerequisite for the Merging class is Increasing Efficiency.) Selecting a Printer If your computer is set up to use more than one printer, you can switch between those printers by selecting Print from the File menu. Select your printer from the Printer Name field. The appearance of your document on-screen, the available fonts, and other options can be affected by which printer you select. For instance, a laser printer lets you use many fonts, while a dot matrix printer may allow you access to only one or two fonts. To be safe, use True Type fonts, which are available both on Laser and dot matrix printers. What s Next? Next in the Word series is the Increasing Efficiency class. Once you have the skills taught in that class and handout, you can take any other classes in the Word series. This document is a publication of Academic Technology and Networks at The University of North Carolina. It may be copied for individual or non-profit use. Please send comments about this publication to CB# 3450, 402 Hanes Hall, Chapel Hill, NC, Author: Debbie Best and Anne Carter. Editor: Jennifer Haytock. Revision date: September 16, Print date: September 19, ATN Document dww24

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