Formatting Text in Microsoft Word

Transcription

1 Formatting Text - 1 of 44 Formatting Text in Microsoft Word Page Setup 2 Centering Text 3 Line Spacing 4 Paragraph Spacing 4 Indenting a Paragraph s First Line 5 Hanging Indentation 5 Indenting an Entire Paragraph 7 Selecting a Font 9 Font Size 12 Font Style 14 Bold 15 Italics 16 Underline 18 Using Symbols 20 Font Style 23 Subscripts 23 Superscripts 25 Font Styles not Supported by Microsoft Word 26 Constructing Tables 27 Inserting a Table 27 Formatting a Table 28 Table Notes 43

2 Formatting Text - 2 of 44 1). Page Setup (File, Page Setup We use APA-style, which calls for one-inch margins at top, bottom, left, and right. By default, Microsoft Word sets left and right margins at 1.25". To change margins, select the Page setup option from the File menu (see Figure Figure 1: File Menu: Page Setup Option In the Page Setup dialog box, the left and right margins are set at 1.25" by default (see Figure 2). You can change the left and right margin setting to 1" by clicking on the down pointing arrowhead to the right of each of the 1.25" settings. When the right and left margin values are at 1" click on the OK button to impose the settings.

3 Formatting Text - 3 of 44 Figure 2: Default Margin Settings Figure 3: APA-Style Margin Settings Centering Text (Format, Paragraph ) Type the text you wish to center. Make sure the cursor is within the line containing the text you wish to center. From the Format menu, click on the Paragraph option (see Figure 4). Figure 4: Format Menu: Paragraph Option This will take you to the Paragraph dialog box (see Figure 5).

4 Formatting Text - 4 of 44 Figure 5: Paragraph Dialog Box: Centered Alignment To the right of the Alignment: dropdown box, click on the arrowhead pointing down and select Centered. Then click on the OK button to center the text and return to your document. Line Spacing (Format, Paragraph ) Make sure your cursor is within the paragraph containing the text for which you wish to set the spacing. From the Format group, click on the Paragraph option. This will open the Paragraph dialog box. To double space text, click on the arrow at the right of the Line spacing: dropdown box in the Spacing area of the dialog box and select Double (see Figure 6). Click on OK to implement the changes and return to your document. Paragraph Spacing (Format, Paragraph ) To use single spaced text with space between paragraphs, click on the arrowhead pointing up at the right of the After: box in the Spacing area and select 6 pts (see Figure 7). Click on OK to implement the changes and return to your document.

5 Formatting Text - 5 of 44 Figure 6: Paragraph Dialog Box: Double Line Spacing Figure 7: Paragraph Dialog Box: 6 Point Spacing After Paragraph Indenting a Paragraph s First Line (Format, Paragraph ) Place your cursor within the paragraph containing the text you wish to indent, or highlight the paragraph sign ( ) for the paragraph where you will be typing the text to be indented. From the Format group, click on the Paragraph option. This will take you to the Paragraph dialog box. In the Indentation section of the dialog box, click on the downward pointing arrowhead to the immediate right of the Special: dropdown box, and select First line. Make sure that 0.5" shows in the By: box (see Figure 8). Click on the OK button to apply the indentation format and return to your document. Hanging Indentation (Format, Paragraph ) We use hanging indentation to construct A.P.A.-style references. Place the cursor is within the paragraph you wish to format or highlight the paragraph sign ( ) for the paragraph. From the Format group, click on the Paragraph option (see Figure 9). In the Paragraph dialog box, click on the downward pointing arrowhead to the immediate right of the Special: dropdown box. Select the Hanging option (see Figure 10). Make sure that 0.5" shows in the By: box. Click on the OK to apply the indentation format and return to your document (see Figure 11).

6 Formatting Text - 6 of 44 Figure 8: Paragraph Dialog Box: Indenting First Line of Paragraph Figure 9: Format Menu: Paragraph Option

7 Formatting Text - 7 of 44 Figure 10: Paragraph Dialog Box: Paragraph with Hanging Indentation Figure 11: Paragraph with Hanging Indentation Indenting Entire Paragraph (Format, Paragraph ) In an A.P.A.-style document, we indent an entire paragraph for a quotation of more than forty words. To left indent all lines of text in a paragraph, select the Paragraph option from the Format menu (see Figure 12). In the Paragraph dialog box, click on the arrowhead pointing up at the right of the Left: box in the Indentation area until you reach 0.5" (see Figure 13).

8 Formatting Text - 8 of 44 Figure 12: Format Menu: Paragraph Option Figure 13: Paragraph Dialog Box: Indent Left by 0.5" Click on the OK to apply the indentation format and return to your document (see Figure 14).

9 Formatting Text - 9 of 44 Figure 14: Indented Quotation Selecting a Font (Format, Font ) There are many typefaces (called fonts) that you may use in your document. Resist the temptation to use exotic fonts. Fonts that appear attractive are often more difficult to read than more mundane fonts. In professional writing, we want the reader to attend to the content conveyed by the text. It is usually best to use the Times New Roman font for reports. I sometimes use the Arial font for section headings, although this is a violation of A.P.A. Style conventions. We format text font in two ways: using the Font option from to Format menu or using the font dropdown box on the toolbars beneath the menu bar. In each instance, we begin by highlighting the text we wish to format (see Figure 15). Select the Font option from the Format menu (see Figure 16). In the Font dialog box, select the Arial option from the scroll box for the Font: dropdown box (see Figure 17). [I have an add-in for Asian fonts in my version of Microsoft Word, so my Font dialog box has two dropdown boxes one for Latin text (Western) fonts and another for Asian text fonts. It is likely that the version of Microsoft Word that you are using has a single dropdown box for fonts that is simply labeled Font:. Click on the OK button to format the font and return to your document. To format the font from the toolbars, highlight the text to be formatted (see Figure 15) and then click on the downward pointing arrowhead to the right of the font box in the toolbar (see Figure 18). To change the font to Arial, click on Arial in the dropdown list. Figure 19 shows the highlighted text with the Arial typeface.

10 Formatting Text - 10 of 44 Figure 15: Highlight Text Figure 16: Format Menu: Font Option

11 Formatting Text - 11 of 44 Figure 17: Font Dialog Box: Select Arial Figure 18: Formatting Font from the Toolbar

12 Formatting Text - 12 of 44 Figure 19: Arial Font Font Size (Format, Font ) A font size of 12 is preferred for professional reports. As was the case for selecting a font, we may set text size in two ways: using the Size option from to Format menu or using the size dropdown box on the toolbars beneath the menu bar. In each instance, we begin by highlighting the text we wish to format. Select the Font option from the Format menu (see Figure 20). The default font size is 12 (see Figure 21). Select a font size of 14 the Size: scroll box (see Figure 22). Click on OK to resize the font and return to your document. To format font size from the toolbar, highlight the text to be resized and then click on the downward pointing arrowhead to the right of the font size box in the menu bar (see Figure 23). To select a size of 14, click on 14 in the dropdown list. Figure 24 shows the text at size 14.

13 Formatting Text - 13 of 44 Figure 20: Format Menu: Font Option Figure 21: Size: = 12 Figure 22: Size: = 14

14 Formatting Text - 14 of 44 Figure 23: Formatting Font Size from the Menu Bar Figure 24: Font Size = 14 Font Style (Format, Font ) There are several styles that we may apply to text. Three of them are bold, italic, and underline.

15 Formatting Text - 15 of 44 Bold Bold text is often over-used. If we use bold styling at all, we may use it for titles and headings. Highlight the text to be styled and open the Font dialog box. The default style is Regular (see Figure 25.1). Select Bold from the Font Style: scroll box (see Figure 25.2). Click on OK to apply the bold style to the font and return to your document. Figure 25.1: Font style: = Regular Figure 25.2: Font style: = Bold To apply the bold style from the menu bar, highlight the text to be styled and then click on the B to the right of the font size box in the menu bar (see Figure 26). Figure 26: Applying Bold Font Style from the Menu Bar Figure 27 shows the bold style text.

16 Formatting Text - 16 of 44 Figure 27: Text with Bold Style Italics We use italic text to emphasize words or phrases. In A.P.A.-style references, titles of books and journals are in italics. Journal volume numbers are also in italics. Highlight the text to be placed in italics and select Font from the Format menu (see Figure 28). Figure 28: Format Menu: Font Option The default style in the Font dialog box is Regular (see Figure 29). Select Italic from the Font Style: scroll box (see Figure 30). Click on OK to apply the italic style to the font and return to your document.

17 Formatting Text - 17 of 44 Figure 29: Font style: = Regular Figure 30: Font style: = Italic To apply italic style from the menu bar, highlight the text to be styled and then click on the I to the right of the font size box in the menu bar (see Figure 31). Figure 31: Applying Italic Font Style from the Menu Bar Figure 27 shows italic style text in a reference.

18 Formatting Text - 18 of 44 Figure 32: Italic Style Text Underline When drafts of documents were produced using a typewriter, underlining was used to emphasize text that would be placed in italics. Since word processing applications allow us to place text in italics, we rarely use underlining. Highlight the text to be underlined and select Font from the Format menu (see Figure 33). Figure 33: Format Menu: Font Option The default style in the Font dialog box is (none) (see Figure 34.1). Select the type of underlining you wish to apply from the Underline Style: dropdown box (see Figure 34.2). Click on OK to apply the underlining to the font and return to your document.

19 Formatting Text - 19 of 44 Figure 34.1: Default Underline style: = (none) Figure 34.2: Underline style: = To apply underlining from the menu bar, highlight the text to be underlined and then click on the U to the right of the font size box in the menu bar (see Figure 35). Figure 35: Underlining from the Menu Bar Figure 36 shows regular, italic, and underlined text.

20 Formatting Text - 20 of 44 Figure 36: Regular, Italic, and Underlined Text Using Symbols (Insert, Symbol ) We shall go through writing the formula for the sum of squares to demonstrate how to use and format symbols in the document text. Σ(Y-µ Y ) 2 Place the cursor where you want to insert capital sigma (Σ), then select the Symbol option from the Insert menu (see Figure 37). Figure 37: Insert Menu, Symbol Option This will take you to the Symbol dialog box. Select the Symbols tab and make sure that (normal text) appears in the Font: dropdown box at the upper left corner of the dialog box.

21 Formatting Text - 21 of 44 Figure 38: Symbol Dialog Box, Symbols Tab Scroll down about 25 lines until you reach the Greek letters. The words Basic Greek will appear in the Subset: box at the upper right corner of the dialog box. Click on the capital sigma (Σ) to highlight the letter. Then click on the Insert button to place Σ in your document. Figure 39: Symbol Dialog Box: Capital Sigma Selected After you click on Insert, the Cancel button at the lower right corner of the dialog box will change into a Close button. Click on the Close button to return to your document.

22 Formatting Text - 22 of 44 Figure 40: Symbol Dialog Box: Close Button Type in the formula until you reach the point where you need to insert the symbol µ (see Figure 41). Figure 41: Insertion Point Select the Symbol: option from the Insert menu. This will take you back to the Symbol dialog box. Make sure that you are within the area defined by the Symbols tab and that (normal text) appears in the Font: dropdown box. Scroll until you reach the Greek letters again. Click on the lower case mu (µ) to highlight the letter. Then click on the Insert button to place µ in your document.

23 Formatting Text - 23 of 44 Figure 42: Symbol Dialog Box: Lower Case Mu Selected Click on the Close button to return to your document. Type in the rest of the formula. Figure 43: Unformatted Formula Font Style (Format, Font ) Subscripts To create the Y subscript for µ Y, highlight the Y immediately after the µ.

24 Formatting Text - 24 of 44 Figure 44: Highlighted Text From the Format menu, click on the Font option. Figure 45: Format Menu: Font Option

25 Formatting Text - 25 of 44 This will take you to the Font dialog box. Make sure that you are in the area defined by the Font tab. Look in the Effects area of the dialog box. Place a check mark in the checkbox to the left of the Subscript option. Click on the OK button to format Y as a subscript and return to your document. Figure 46: Font Dialog Box: Select Subscript Superscripts We use superscripts in mathematical operations to indicate exponents. We also use them to indicate notes. For the equation example, we wish to format the 2 as an exponent. Highlight the 2. Click on the Font option under the Format group. In the Font dialog box, place a check mark in the checkbox to the left of the Superscript option. Click on the OK button to format 2 as a superscript (exponent) and return to your document.

26 Formatting Text - 26 of 44 Figure 47: Font Dialog Box: Select Superscript Font Styles not Supported by Microsoft Word To represent the formula for a sum of squares for a sample, you would have to show the symbol for a sample mean ( Y ) in the formula. Microsoft Word does not have a procedure for formatting text with a horizontal line above a letter. To represent such characters, we would have to use a special application (e.g., Equation Editor) to place an object in the Word document, or draw the character on the printed document. To revise the printed document, type the formula as follows: Σ(Y-Y) 2 After you print your document, draw a bar with black ink above the second Y in the formula to create the symbol for the sample mean. Figure 48: Revised Printout

27 Formatting Text - 27 of 44 Constructing Tables (Table) You may create tables in a document using the options under the Table menu. These tables require some formatting since Microsoft Word does not prodice A.P.A.-tyle tables. Inserting a Table (Table, Insert, Table ) You may want to draw a rough schematic of a table before inserting it into your document. You can use the schematic to find how many rows and columns you should have in your table. For example, to prepare for constructing a table showing infant mortality rates for five maternal age categories and four maternal race categories, I first drew the rough schematic in Figure 49. Figure 49: Rough Schematic of Table I found that I would need nine rows in the table: one row for the table title, one row to identify the headings for the four maternal race category columns, one row to identify the column headings, five rows for the mortality rates for the maternal age categories, and one row for the total mortality rates (for all age categories). I would need six columns: one column to identify the row headings, one column for mortality rates for all maternal race categories, and four columns for the mortality rates within the four maternal race categories. The resulting table would follow the layout shown in Table 1. To construct this table, format an empty paragraph with before and after spacing set at zero points (0 pts) and without any indentation. Otherwise, the cells of the table will have the format of the text paragraphs. This may create difficulties entering data, especially if the cell format calls for indenting text. Click in the empty paragraph to place the cursor within the paragraph. Select the Insert option from the Table menu and the Tables sub-option within the Insert option (see Figure 50). This opens the Insert Table dialog box (see Figure 51). Change the number of columns to 6, the number of rows to 9, and the column width to 1.0" (see Figure 52), then click the OK button.

28 Formatting Text - 28 of 44 Table 1: Infant Mortality Rates per Thousand Live Births by Age of Mother and Specified Race of Mother: United States, 2002 Specified Race of Mother Mother s Age (years) All Races White Black < Total American Indian a Asian or Pacific Islander Figure 50: Table Menu: Insert Option: Table Sub-Option This inserts a 6x9 table into the document (see Figure 53). Formatting a Table (Table ) Click any where within the table and choose the Select option from the Table menu and the Table sub-option within the Select option (see Figure 54). This will highlight the entire table.

29 Formatting Text - 29 of 44 Figure 51: Insert Table Dialog Box: Default Options Figure 52: Insert Table Dialog Box: 6 Columns, 9 Rows, 1" Column Width Figure 53: Table with Horizontal and Vertical Borders Select the Borders and Shading option from the Format menu (see Figure 55) to open the Borders and Shading dialog box (see Figure 56).

30 Formatting Text - 30 of 44 Figure 54: Table Menu: Select Option: Table Sub-Option Figure 55: Format Menu: Borders and Shading Option

31 Formatting Text - 31 of 44 Figure 56: Borders and Shading Dialog Box: Grid We must remove the gridlines from the table. A.P.A.-style tables contain no vertical lines and have horizontal lines only to mark of off certain components of the table. Click on the None option in the Setting: section of the dialog box (see Figure 57). Click on the OK button to remove the gridlines. Figure 57: Borders and Shading Dialog Box: Grid Removed We center tables within reports. This table is currently aligned against the left margin. To center the table, select the table, open the Table menu and choose the Table Properties option (see Figure 58).

32 Formatting Text - 32 of 44 Figure 58: Table Menu: Table Properties Option Make sure that you have selected the Table tab within the Table Properties dialog box. Click on the Center option within the Alignment section of the dialog box. Figure 59: Table Properties Dialog Box: Table Tab Center Alignment

33 Formatting Text - 33 of 44 Click on the Options button to open the Table Options dialog box (see Figure 60). Remove the check mark from the Automatically resize to fit contents checkbox (see Figure 61). Click on the OK button to apply these settings. Figure 60: Table Options Dialog Box: Default Options Figure 61: Table Options Dialog Box: No Resize Option Type in the bottom eight rows of table content (see Figure 62). We do not enter the content for the top two rows, since, as we shall see later, we must merge some of these cells. Figure 62: Partially Filled In Table Select the entire table. Open the Format menu and select the Paragraph option. In the Paragraph dialog box (see Figure 63), the default Before and After spacing settings are zero points (0 pt). Change the Before and After spacing to three points (see Figure 64).

34 Formatting Text - 34 of 44 Figure 63: Paragraph Dialog Box 0 Point Spacing Figure 64: Paragraph Dialog Box 3 Point Spacing We format table column widths next. Select the first column of the table, open the Table menu, and select the Table Properties option (see Figure 65). Figure 65: Table Menu: Table Properties Option FirstColumn Selected This will open the Table Properties dialog box at the Table tab (see Figure 66).

35 Formatting Text - 35 of 44 Figure 66: Table Properties Dialog Box Table Tab To adjust column width, click on the Column tab. Figure 67 shows the column width for the first column set at one inch (1"). Adjust the Preferred width: setting to 0.8" (see Figure 68). Figure 67: Table Properties Dialog Box Column Tab: 1.0" Column Width Figure 68: Table Properties Dialog Box Column Tab: 0.8" Column Width Press the Next Column button to move to the second column. Set the Preferred width: setting to 0.8" for the second column as well. Press the Next Column button again

36 Formatting Text - 36 of 44 to move to the third column. Continue this process until all column widths are set at 0.8" and then press the OK button. Figure 69 shows the table with reformatted column widths. Figure 69: Partially Filled In Table (Columns Formatted) To center the table text, first select all cells in the table. We can center text from the toolbars beneath the menu bar. Click on the Center icon ( ) on the toolbar (see Figure 70). All text within the cells will be centered. Figure 70: Centering Text

37 Formatting Text - 37 of 44 The next step is to create a space for a heading to span the four maternal race categories. First, select the four cells immediately above the four specified maternal race categories (see Figure 71). Figure 71: Selected Cells From the Table menu, select the Merge Cells option to merge the selected cells (see Figure 72. Figure 72: Table Menu: Merge Cells Option Merge Selected Cells

38 Formatting Text - 38 of 44 This will merge the four cells into a single cell that spans the four maternal race categories. Type the spanner heading for the four categories (see Figure 73 Figure 73: Merged Cells and Maternal Race Spanner Heading The next step is to create a space for the table title. First, select the all cells in the top row of the table. From the Table menu, select the Merge Cells option to merge the selected cells (see Figure 74). Figure 74: Table Menu: Merge Cells Option Merge Selected Cells

39 Formatting Text - 39 of 44 This will merge these six cells into a single cell. Type the title for the table in this cell. Click on the Align Left icon ( ) on the toolbar (see Figure 75) to left align the table title. Figure 75: Aligning Text to Left Figure 76 shows the table with the title aligned to the left. Figure 76: Table with Title A horizontal line spanning the top of the table separates the table from the table title. We may place and remove table borders using the toolbars beneath the menu bar.

40 Formatting Text - 40 of 44 Highlight the cell containing the title and select the Bottom Border icon ( toolbar (see Figure 77) to insert the horizontal line (see Figure 78). ) from the Figure 77: Insert Border at Bottom of Title Cell Figure 78: Table With Upper Border We place a horizontal line beneath the heading for the four maternal race categories ( Specified Race of Mother ). Highlight the cell spanning the four maternal race categories and select the Bottom Border icon ( ) from the toolbar (see Figure 79) to insert the spanner line (see Figure 80).

41 Formatting Text - 41 of 44 Figure 79: Insert Border at Bottom of Specified Race of Mother Cell Figure 80: Table With Maternal Race Spanner Line Highlight the column heading cells and use the Bottom Border icon to insert a horizontal line (see Figure 81).

42 Formatting Text - 42 of 44 Figure 81: Table with Line beneath Column Headings In the same way, insert a horizontal line at the bottom of the table (see Figure 82). Figure 82: Table with Borders

43 Formatting Text - 43 of 44 Table Notes I obtained the data in this table from a Centers from Disease Control report. Thus, we must place a note giving the source of the data at the bottom of the table (see Figure 83). There are two additional notes. The one marked with an asterisk explains missing infant mortality data for American Indian mothers who were 40 years or over. The note marked with an a explains that Aleuts and Eskimos (Inuit) were included in the American Indian category. Figure 83: Table with Notes Table 1 shows the formatted table with notes.

44 Formatting Text - 44 of 44 Table 1: Infant Mortality Rates per Thousand Live Births by Age of Mother and Specified Race of Mother: United States, 2002 Specified Race of Mother Mother s Age (years) All Races White Black American Indian a Asian or Pacific Islander < * 8.2 Total Source: National Vital Statistics Reports, Vol. 53, No. 10, November 24, 2004, Centers for Disease Control and Prevention. * Figure does not meet standards of reliability or precision; based upon fewer than 20 deaths. a Includes Aleuts and Eskimos.