Understanding

Formatting

in Microsoft® Word 2003

Understanding Formatting

in Microsoft® Word 2003

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SMS028: Understanding Formatting in Microsoft® Word 2003

Index

Introduction...... 1

Layouts...... 1

Formatting Text...... 3

Understanding Fonts...... 5

Understanding Formatting, Character Effects, and Styles...... 5

Changing Fonts...... 6

Adjusting Font Size...... 6

Applying Text Formatting...... 7

Applying Character Effects...... 7

Highlighting Text...... 8

Using Styles for Quick Formatting...... 8

Formatting Paragraphs...... 9

Understanding Alignment...... 9

Aligning Text...... 9

Applying Borders...... 10

Adding Shading...... 10

Understanding Shortcut Menus...... 11

Inserting Bullets...... 11

Applying Automatic Numbering...... 12

Using the Paragraph Dialog Box...... 12

Revealing Non-printing Characters and Text Boundaries...... 14

Setting Left and Right Indents...... 14

Adding Hanging and First Line Indents...... 15

Setting Line Spacing...... 15

Modifying Character Spacing...... 16

Understanding Tab Stops...... 16

Working with Tabs...... 17

Working in Sections...... 18

Understanding Sections...... 18

Changing Margins...... 18

Experimenting with Page Orientation...... 19

Inserting Page Breaks...... 19

Inserting Columns...... 19

Inserting Section Breaks...... 20

Inserting Different Headers, Footers, and Page Numbers in Sections...... 21

Understanding Pagination Options...... 22

Applying Line Breaks...... 24

Working with Tables...... 25

Understanding Tables...... 25

Inserting Tables...... 25

Deleting Rows from Tables...... 26

Deleting Columns from Tables...... 26

Merging Cells...... 26

Changing Table Properties...... 27

Adding and Linking Content from other Programs...... 28

Adding & Linking Excel Objects...... 28

Linking a PowerPoint Presentation...... 30

Index...... 31

SMS028: Understanding Formatting in Microsoft Word 2003 1

Introduction

Changing the look of text and the layout of a document can add interest and can help readers comprehend information more quickly and easily. For example, if you place headings in a larger, bolder typeface than that of the body text, you can help readers quickly identify the information they are looking for. Also, if you adjust the spacing of text or place it in a table, you can add to the readability of your text and thereby enable greater reader comprehension. Modifying the appearance of a document by adding color, borders, differing fonts, sections, and tables makes the document more appealing and will draw your readers in.
Word enables you to adjust the formatting of a document through commands in the Format menu and in the Standard and Formatting toolbars. This guide discusses the kinds of formatting options Word offers you and gives simple instructions for changing the appearance of a document. The level of information in this guide ranges from novice to advanced, so more experienced Word users may choose to skip through information with which they are already familiar. Novice Word users will benefit from following the guide step by step because many sections build upon information presented in earlier sections.

Layouts

Word 2003 provides various layoutsto make it easy to work with your documents on screen. Layouts such as the Normal, Print, Web and Outline, you are familiar with from previous versions of Word. The newest layout called the Reading Layout allows you to view two pages of a document at once and hasthumbnails to allow you to easily jump around in the document. You can use the Document Map to quickly view all the section headings of the Document. The layout flips through pages much like a book would. After you switch to the Reading Layout, you may note that it ignores all page and section breaks and will look different than in the normal, print, outline or reading view. Print Layout is useful for seeing how all headers and footers and all other elements will look in their printed positions. The Web layout is useful for seeing how a document may look laid out when in a Web browser.

The Reading Layout in Word 2003
To Change Layouts
  1. Click View on the menu bar then click Normal, WebLayout, PrintLayout, ReadingLayout or Outline.
  2. The view changes to the one you have selected.
To View Thumbnails while in the Reading Layout:
  1. Click the Thumbnail button on the toolbar.
  2. The view changes to the one you have selected.

The Reading Layout with Thumbnails in Word 2003
To View the Document Map Pane while in the Reading Layout:
  1. Click the Document Pane button on the toolbar.
  2. The view will change to include the Document Pane.

Document Map pane in the Reading Layout
To Compare Documents side by side:
  1. Open both Word documents that you wish to compare.
  2. On the Window menu, click Compare Side by Sidewith.
  3. To scroll through both of the documents at once, click the Synchronous Scrolling button on the Compare Side by Side toolbar.
  4. Click Close Side by Side to stop comparing the documents.

Formatting Text

Understanding Fonts

The most common visual element you will use in Microsoft®Word is text. Fortunately, Word offers a number of styles, fonts, and character effects you can use to make your text more interesting.
The simplest way to spruce up text is to change its font. A font is a set of all the characters available in one typeface and size, including uppercase and lowercase letters, punctuation, and numerals. Two common fonts are Arial and Times New Roman.
Fonts can generally be classified in a couple of ways. Serif fonts such as Times New Roman contain characters that have small finishing strokes, called serifs, that tend to lead the eye from character to character. Sans serif fonts contain characters that do not have any finishing strokes. Arial is an example of a sans serif font.
Two other types of fonts are decorative fonts and script fonts. Although there are fewer decorative and script fonts than serif or sans serif fonts, they are still useful. Script fonts are appropriate for formal documents such as invitations, while decorative fonts are more casual and can allow you to be more creative.
In addition to serif, sans serif, script, or decorative, fonts are also either proportionally spaced or monospaced. A proportional font contains characters of different widths; typically, the capital M is the widest character and the narrowest is the lowercase l. A monospaced font assigns a fixed size to the space for all characters.
Note: Most fonts, such as Times New Roman, are proportionally spaced. A common monospaced font, however, is Courier New.
One final type of font is a symbol font. Symbol fonts contain special characters that are not part of the alphabet. A common example of a symbol font is Wingdings.
Once you’ve selected a font for your text, you have several more options for making your text more interesting. For example, you can increase or decrease the size of your font.
There also might be occasions when you want to apply an effect to your text. There are several character effects you can use to place emphasis on text or to create an interesting design. Some of the most common character effects are Shadow, which places a shadow behind text; Subscript, which makes text smaller and moves it slightly lower than other text; and Superscript, which makes text smaller and moves it slightly higher than other text.
New Terms
Decorative Font
/ Decorative fonts are comprised of highly specialized characters that are used for decorative purposes.
Font / A font is a set of all the characters available in one typeface and size, including uppercase and lowercase letters, punctuation, and numerals.
Monospaced Font
/ Monospaced fonts assign a fixed size to the space for all characters, regardless of their width, and were designed for typewriters. Courier New is a common monospaced font.
Proportionally Spaced Font
/ Proportionally spaced fonts contain characters of differing widths. Typically, the widest letter is the capital M and the narrowest letter is the lowercase l. Most fonts are proportionally spaced.
Sans Serif Font
/ Sans serif fonts are made up of characters that do not have any finishing strokes. An example of a sans serif font is Arial.
Script Font
/ Script fonts are extremely florid fonts that are used primarily in formal documents.
Serif Font
/ Serif fonts contain characters that have small finishing strokes that tend to lead the eye from character to character. These finishing strokes are called serifs. An example of a serif font is Times New Roman.
Shadow Effect
/ Use the Shadow effect to place a faint shadow behind the selected text.
Subscript
subscript / Subscript is a font effect that formats text slightly lower than other text on a line, as seen in scientific formulas.
Superscript
superscript / Superscript is the character effect that formats text slightly higher than other text on a line. An example is an exponent.
Symbol Fonts
/ Symbol fonts contain special characters that are not part of the alphabet. A common example of a symbol font is Wingdings.

Understanding Formatting, Character Effects, and Styles

What exactly does it mean to change the format of text? Is it different from working with character effects? And what are styles?
Formatting is easy to understand. With formatting, you’re generally talking about the way text looks. You can get more specific, though. Font formats deal with the size and type of text, as well as italicizing, underlining, and bolding. With paragraph formatting, on the other hand, you’re working with the positioning of text. To format a paragraph, you adjust things like the indentation and alignment of the text.
You’ve probably seen a word in all capital letters and most likely have seen numbers in superscript or subscript. These are all examples of character effects, which are also known as font effects. Because they alter the way text appears, character effects can simply be thought of as a special category of formatting.
A style is a formatting tool that stores all of the formatting information about a paragraph or a single character under one name. So when you apply a style, you’re applying a whole set of formats in one quick move.
You can apply styles to text, tables, and lists using the Styles and Formatting Task Pane. The Task Pane can be adjusted to show either the formatting in use, available styles or all styles, or you can use it to create new styles.
There are four types of styles you can create and apply to your text:
  • Character styles store all the formatting for a single character. They can be applied to one or many characters within a paragraph without affecting the entire paragraph.
  • Paragraph styles are more common than character styles. When you apply a paragraph style, the characteristics are applied, of course, to the whole paragraph.
  • Table styles provide a consistent format to the borders, shading, fonts, and alignment in tables.
  • List styles format lists with the same numbering or bullet format, alignment, and fonts.
New Terms
Alignment / Alignment refers to the position of text in a paragraph in relation to the document’s left and right margins or indents. Text can be left-aligned, centered, right-aligned, or justified.
Bold / Use Bold formatting to make each character in the selected text appear fatter or thicker.
Character Effects / Character effects, also known as font effects, alter the way text appears and include strikethrough, superscript, subscript, shadow, outline, and all caps.
Character Style / Character styles store all the formatting for a single character. They can be applied to one or many characters within a paragraph without affecting the entire paragraph.
Indentation / Indentation is the amount of space measured between the text and the left and right margins. Indentation is normally applied to elements such as paragraphs or bulleted lists.
Italic / The italic formatting style makes each character slant slightly to the right. Italics may be used to indicate proper names of titles or for emphasis. Like all formatting characteristics, italics should be used sparingly.
List Style / List styles format lists with the same numbering or bullet format, alignment, and fonts.
Paragraph Styles / Paragraph styles are more common than Character styles. When you apply a Paragraph style, the characteristics of that style are applied to the entire paragraph.
Style / A style is a defined collection of formats that can be applied to text.
Styles And Formatting Task Pane / The Styles and Formatting Task Pane allows you to create new styles, select all text with the same formatting, clear formatting, and reapply formatting.
Table Style / Table styles provide a consistent format to the borders, shading, fonts, and alignment in tables.
Underline / The underline formatting style adds a thin line under selected text. Underline may be used for emphasis, but like all formatting characteristics, should be used sparingly.

Changing Fonts

Choosing the right font is an important part of page design. Not only does the choice of font affect the readability of a document, but font types also influence the tone of a document. For instance, a whimsical font would probably not be an appropriate choice for a contract. Since Microsoft® Word provides many kinds of fonts, finding the right one isn’t difficult.
To Change Fonts
  1. Click and drag over your text to select it.
  2. Click the drop-down arrow in the Font List Box on the Formatting toolbar, and click the font you wish to apply to your text.
New Terms
Font Command / Use the Font command on the Format menu to open the Font dialog box and begin to change the style, appearance, size, and color of selected text.
Font Dialog Box / The Font dialog box allows you to change the style, appearance, size, and color of selected text.
Font List Box
/ Use the Font list box to apply an installed font to selected text. Use the down-arrow to open a WYSIWIG-formatted list of installed fonts.
Format Menu / The Format menu contains commands related to changing the appearance of the document you are working with.

Adjusting Font Size

Microsoft® Word enables you to change the size of the font in documents. Font sizes are measured in points. The greater the point size, the larger the letters. Typically, text that is meant to be printed and read ranges from 10 to 12 points in size.
To Adjust Font Size
  1. Click and drag over your text to select it.
  2. Click the drop-down arrow in the Font Size List Box on the Formatting toolbar, and click the font size you wish to apply to your text.
New Terms
Font Size / Font size refers to the point value. The greater the point value, the greater the font size.
Font Size List Box
/ Use the Font Size list box on the Formatting toolbar to change the size of the selected text. Use the Font Size down-arrow to open a list of preset font sizes.
Select All Command / Use the Select All command on the Edit menu to select the entire contents of a document.
Note: True Type fonts are installed automatically and can be scaled to any size. They appear on the screen much as they do printed out.

Applying Text Formatting

Any format that ‘adds ink’ to the page will emphasize text, which is why the bold and underline formats are so effective in drawing attention. The italic style also sets off text, but this style actually uses less ink, reduces readability, and so should not be used on large blocks of text.
To Apply Text Formatting
  1. Click and drag over your text to select it.
  2. Click either the Bold, Italic, or Underline button on the Formatting toolbar.
New Terms
Bold Button
/ Use the Bold button to apply bold formatting to the selected text to make the text appear fatter or thicker.
Italic Button
/ Use the Italic button to apply italic formatting to selected text.
Underline Button
/ Use the Underline button to apply underline formatting to selected text.

Applying Character Effects

You can apply special effects to your text that make it stand out. These effects include strikethrough, double strikethrough, superscript, subscript, shadow, emboss, engrave, small caps, all caps, and hidden.
To Apply Character Effects
  1. Click and drag over your text to select it.
  2. Click Format, and then click Font.
  3. Under Effects, select a character effect to apply to your text.
    These effects are described below:
New Terms
Double strikethrough
Double strikethrough / Double strikethrough is a font effect that formats text so that a double line crosses through the text.
Emboss
Emboss / Emboss is a font effect that formats text so that it seems to be raised from the page.
Shadow
Shadow / Shadow is a font effect that casts a faint shadow of the text behind it.
Small Caps
Small Caps / Small Caps is a font effect that formats text so that every letter is capitalized, but smaller in size than normal.
Strikethrough
Strikethrough / Strikethrough is a font effect that formats text so that a line crosses through the text.
Subscript
Subscript / Subscript is a font effect that formats text slightly lower than other text on a line, as seen in scientific formulas.
Superscript
Superscript / Superscript is the character effect that formats text slightly higher than other text on a line. An example is an exponent.

Highlighting Text