Advanced Formatting in Word 2

There are three types of formatting: Font Formatting This is when formatting attributes are applied to individual characters. Examples include bold, underlining, font, font size, colour, bold, case, superscript, character spacing. Paragraph Formatting This is when formatting attributes are applied to paragraphs. Examples include indentation, alignment, line spacing, spacing before or after, bullets. Section Formatting This is when formatting attributes are applied to sections of your document. Examples include margins, headers, footers, columns, page orientation, paper size, columns, line numbers. A new document begins as one section by default. When you apply section formatting in this case it is applied to the whole document. It is possible to split your document up into more sections using section breaks. Then you can independently apply section formatting to individual sections. For example, different headers can be set in each section, or a different type of page numbering in last section (such as roman numeral numbering in an appendix). Creating and working with section breaks is covered in detail by the guide Working with Long Documents in Word - part 2.

Applying Formatting. Formatting can be applied directly or using a style. Appling Formatting Directly. Applying formatting directly means that you apply a font or paragraph attribute manually yourself. You can either first select the text and then the formatting command, or click on the formatting command and then begin typing. Formatting commands can be found on: The Ribbon Most of the formatting commands are found on the Home tab of the ribbon. The Home tab is dedicated to writing and formatting. Some formatting commands are found in the Page Layout tab. Dialogue boxes Information Services, Institute of Education, University of London, January 2009

Dialogue boxes, along with some task panes, can be launched using the dialogue box launcher buttons. (The launcher buttons are located at the bottom left corner of some of the tab groups)

Mini toolbar The Mini toolbar appears when you select text and offers you a collection of the most commonly used formatting commands. This can save you having to move back to the Home tab for these commands if you were in an alternative tab.

Formatting can also be applied directly using Format painter. This command allows you to copy formatting from one block of text to another. See page 14. Keyboard shortcut. See page 15. The Repeat Command. This repeats the last formatting that was carried out. See page 16.

Appling Formatting Using a Style A style is a collection of formatting attributes rolled into one command. Any number of attributes could be involved in one style. You can use one of the many preset styles that Word offers you or you can create your own style. This guide concentrates on preset styles.

Styles can be found on: Home tab, styles group. Styles Task Pane. Displayed by clicking on the Styles group dialogue box launcher button. Contextual Tabs. These appear when you select an object in your document such as a table, chart or graphic.

Tips for applying formatting To apply font formatting to one word it is enough to simply click in the word and not have to select the whole word before applying the formatting. To apply formatting to one paragraph it is enough to simply click in the paragraph and not have to select the whole paragraph before applying the formatting.

Clearing Formatting To remove all formatting from text, rather than setting each formatting attribute to the normal or default setting, use the Clear Formatting command button (Home tab, Font group)

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GUIDE Long Documents part 1 Long Documents part 2 Long Documents part 3 Styles and Table of Contents Indentations in Word Tables in word

TOPICS Line numbering, line spacing, spacing before or after a paragraph, margins, sorting text, Headers and Footers, page numbering, section breaks, formatting a section SmartArt graphics, watermarks, building blocks In built styles, creating your own styles, creating a table of contents based on styles. Indents: left, right, hanging, first line, negative. Formatting tables in detail

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Bullets and Numbering

The use of Bullets or Numbering is useful when you wish to distinguish a list of points from the rest of the text.

List 1 - Bullets
Select the text you wish to apply bullets or numbering to. Try using creative ways of selecting text so you save time. Go to the Home tab and locate the Paragraph group Click on either the Bullets or Numbering button to apply the default bullets or numbering. Alternatively, click on the down arrow after the Bullets or Numbering button and select the type of bullets/ numbers you require from the options provided.

List 2 - Bullets
Select the text you wish to apply bullets or numbering to. Try using creative ways of selecting text so you save time. Go to the Home tab and locate the Paragraph group Click on either the Bullets or Numbering button to apply the default bullets or numbering. Alternatively, click on the down arrow after the Bullets or Numbering button and select the type of bullets/ numbers you require from the options provided.

List 3 - Numbering
Repeat steps 1 - 2 above and click on the down arrow after the Bullets button Select the Define New Bullet option The dialogue box shown opposite will appear: If you wish to change the symbol used for the bullet click on the Symbol button and make your selection from the Symbol dialogue box which appears.

List 4 - Numbering
Repeat steps 1 - 2 above and click on the down arrow after the Bullets button Select the Define New Bullet option The dialogue box shown opposite will appear: If you wish to change the symbol used for the bullet click on the Symbol button and make your selection from the Symbol dialogue box which appears.

The Alignment option controls the alignment of the bullets themselves. If you wish to apply formatting changes such as colour or size, click on the Font button and make your selections from the Font dialogue box. Check the Preview area to make sure you are happy with your selection and click OK

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Borders and Shading

The design and look of documents can be improved by the use of borders, lines and shading. These can be applied to text, graphics or cells in a table. This guide will concentrate on text but the principle is basically the same for adding borders and shading to other objects.

Examples of borders: If you selected text which does not run over onto a second line you will get a border around just that text as demonstrated in the line above. If you selected text within the same paragraph which runs over more than one line you will see that a separate border is applied to each line of the text that has been selected. It would be better to format the text in a different way in this case or to put all the text into a separate paragraph. If you leave the insertion point inside one paragraph instead of selecting, it will result in a border around the whole paragraph. If you select several paragraphs a border will appear around all the paragraphs. If you select several paragraphs a border will appear around all the paragraphs. If you select several paragraphs a border will appear around all the paragraphs. If you selected text which does not run over onto a second line you will get a border around just that text as demonstrated in the line above. If you selected text within the same paragraph which runs over more than one line you will see that a separate border is applied to each line of the text that has been selected. It would be better to format the text in a different way in this case or to put all the text into a separate paragraph. If you leave the insertion point inside one paragraph instead of selecting, it will result in a border around the whole paragraph. If you select several paragraphs a border will appear around all the paragraphs. If you select several paragraphs a border will appear around all the paragraphs. If you select several paragraphs a border will appear around all the paragraphs.

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NOTE: It is possible to mistakenly apply one border to a paragraph and another to some text within that paragraph as shown below: (this can also be done with shading) Two borders applied to the same text In this case you need to decide which border you wish to delete. Either select the text with the text border (to delete the text border) or click anywhere in the paragraph (to delete the paragraph border). Then call up the Borders and Shading dialogue box. Make sure the correct Apply to: option is selected and click on None to remove the border.

TIP: To create empty boxes, sd type some text, apply the border and then change the text colour to white.sfsfddfasdf adfasfd s

Paragraph one Paragraph two Paragraph three TIP: If you select several blank lines and use the setting shown in example above you can create blank lines which can be used in creating forms. e.g.

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Applying Shading Using the Border

and Shading Dialogue Box

Shading is applied to either text or paragraphs in the same way as borders are applied. 1. 2. 3. 4. 5. Select the text or paragraph and display the Borders and Shading dialogue box Click on the Shading tab Check that the Apply to: setting is correct (either text or paragraph) Make your selection from the Fill or Patterns options Look in the Preview area to make the settings are correct and click OK.

TIPS: If you will be printing your document on a black and white printer use the grey colours as you will have a better idea of how your document will look when printed Once you put shading over text you may need to apply bold to the text to make it easier to be read.

Page Borders
Page borders can be useful for title pages, brochures, newsletters or greeting cards. They can be easily applied from the Borders and Shading dialogue box. Borders can be plain or quite fancy. To apply page borders: 1. 2. 3. Display the Borders and Shading dialogue box (see steps 2 and 3 at top of page 7) Click on the Page Borders tab and make your required selections. The options work in a very similar way to the Borders tab described on page 7. When you are ready click OK.

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Columns
You may need to display text in two or more columns, particularly if you are working on a newsletter or brochure. When you set up columns, by default, the text will flow from the bottom of one column (once it is full up) to the top of the next column.

Applying Columns
1. 2. 3. 4. 5. 6. Click in the section of your document for which you wish to change the column setting or select the block of text you wish to convert into columns. Click on the Columns command button (Page Layout tab, Page Setup group) and the Columns dialogue box shown below will appear Select the number of columns you require and check all the other settings detailed in the diagram below and then click OK. Click in the section of your document for which you wish to change the column setting or select the block of text you wish to convert into columns. Click on the Columns command button (Page Layout tab, Page Setup group) and the Columns dialogue box shown below will appear Select the number of columns you require and check all the other settings detailed in the diagram below and then click OK.

A short cut method of introducing columns is to use the Column button (Page Layout tab, Page Setup group) and make your selection from options: One, Two, Three, Left, Right.

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More Advanced Formatting Examples

Character Formatting

COMMANDS ON THE HOME TAB, FONT GROUP Grow Font Shrink Font Strike Through Subscript Superscript CHANGE cASE Text Highlight colour

ADDITIONAL COMMANDS ON THE FONT DIALOGUE BOX Display the Font dialogue box by clicking on the Font group dialogue launcher button. Underline style Double strike through Shadow Outline Emboss Engrave Small Caps Character spacing

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Paragraph Formatting
COMMANDS ON THE HOME TAB, PARAGRAPH GROUP SORT Underline style Double strike through Shadow Outline Emboss Engrave Small Caps Character spacing

COMMANDS ON THE HOME TAB, STYLES GROUP Heading 1 Heading 2 Heading 3

Normal
COMMANDS ON THE PAGE LAYOUT TAB, PARAGRAH GROUP Indents This provides an easy way of setting left and right indents. This is the distance that you require the left or right edge of the paragraph to be away from the margin. An example of when they may be used include when formatting quotes. Spacing This command refers to the amount of space which is required above and/or below a paragraph. This is set in points. Underline style Double strike through Shadow Outline Emboss Engrave Small Caps Character spacing

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COMMANDS ON THE INSERT TAB, TEXT GROUP Drop caps This allows you to add a dropped capital at the start of your selected paragraph or paragraphs. You can customize it in various ways. Click on the Drop Cap command button and select Drop Cap Options. Click on the Dropped or In margin position and then select the options you require form the bottom of the dialogue box. This allows you to add a dropped capital at the start of your selected paragraph or paragraphs. You can customize it in various ways. Click on the Drop Cap command button and select Drop Cap Options. Click on the Dropped or In margin position and then select the options you require form the bottom of the dialogue box. This allows you to add a dropped capital at the start of your selected paragraph or paragraphs. You can customize it in various ways. Click on the Drop Cap command button and select Drop Cap Options. Click on the Dropped or In margin position and then select the options you require form the bottom of the dialogue box. These are useful if you are having difficulty formatting some text to position it exactly where it it required. For example, you wish to have some text start half way through the margin but you are not sure of how to use the indents, or you are labelling a diagram.

Text Boxes

This is a text box with a border. It can be positioned anywhere, even over margins and footer areas.

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Word Art

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COMMANDS ON THE PARAGRAPH DIALOGUE BOX Display the Font dialogue box by clicking on the Paragraph group dialogue launcher button. Indents An alternative way of setting indentations. You can set handing or first line indents by selecting from the Special field. An alternative way of setting spacing before and after paragraphs

Spacing

This allows you to add a dropped capital at the start of your selected paragraph or paragraphs. You can customize it in various ways. Click on the Drop Cap command button and select Drop Cap Options. This allows you to add a dropped capital at the start of your selected paragraph or paragraphs. You can customize it in various ways. Click on the Drop Cap command button and select Drop Cap Options. This allows you to add a dropped capital at the start of your selected paragraph or paragraphs. You can customize it in various ways. Click on the Drop Cap command button and select Drop Cap Options. These are useful if you are having difficulty formatting some text to position it exactly where it it required. For example, you wish to have some text start half way through the margin but you are not sure of how to use the indents, or you are labelling a diagram.

Underline style Double strike through Shadow Outline Emboss Engrave Small Caps Character spacing

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Section Formatting
Here are examples of some section formatting attributes that you may not have used before: COMMANDS ON THE PAGE LAYOUT TAB Page Colour Watermark This feature applies a non printable colour background to all the pages of the document. This applies a watermark of your choice to all the pages of the document. You can custom the watermark to have any text you require. An alternative way of accessing the page borders commands described above.

Page Borders

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The Format Painter Command

If you have some text which you have previously spent some time formatting e.g. font, font size, alignment, indents etc. and you need to apply exactly the same formatting attributes to other text the easiest thing to use is Format Painter.

SAMPLE FORMATTING
Sample Formatting Sample Formatting
Format Painter works by copying the formatting characteristics from one piece of text and applying it to others. This is a great time-saving feature when you have a large document to format or when you do not wish to set up styles.

Copying a Formatting Style and Apply Once to Other Text 1. 2. Select the text which has the formatting you wish to apply elsewhere. Click on the Format Painter button once. A small paintbrush will be attached to the I-beam Copying a Formatting Style and Applying it to More than One Paragraph 1. 2. Select the text which has the formatting you wish to apply elsewhere. Double-click on the Format Painter button. A small paintbrush will be attached to the I-beam

Copying a Formatting Style and Apply Once to Other Text 1. 2. Select the text which has the formatting you wish to apply elsewhere. Click on the Format Painter button once. A small paintbrush will be attached to the I-beam

Copying a Formatting Style and Applying it to More than One Paragraph 1. 2. Select the text which has the formatting you wish to apply elsewhere. Double-click on the Format Painter button. A small paintbrush will be attached to the I-beam

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Formatting Keyboard Shortcuts

Shortcuts are very useful in Word 2007 as it is quite likely that you will often be in a tab other than the one that has the formatting command button that you require. Using the keyboard shortcut will often be the fastest way of formatting. Here are some of the shortcuts that are worth remembering. CTRL+B CTR+I CTRL+U CTRL+SHIFT+A Ctrl+SHIFT+K Ctrl++ Ctrl+= Ctrl+> CTRL+< CTRL+D CTRL+SHIFT+N ALT+CTRL+1 CTRL+L CTRL+E CTRL+R CTRL+J CTRL+1 CTRL+5 CTRL+2 CTRL+SHIFT+C CTRL+SHIFT+V Bold Itallics Underline UPPERCASE SMALL CAPS
Superscript

Subscript

Grow Font Shrink font Display Font dialogue box Normal style Heading style 1 Align left Align center Align right Justify Single line space 1.5 line spacing Double line spacing Copy formatting Paste formatting

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Border lines Certain keys on the keyboard when pressed three times and then followed by the ENTER key will produce border lines. See below: ---+ENTER ____+ENTER ===+ENTER ****+ENTER ~~~+ENTER gives a thin line gives a thick line gives a double line gives a dotted line gives a wavy line

Examples of results are shown below:

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Repeat Command
The Repeat command is very useful when you are applying the same formatting feature again and again to different blocks of text, for example, a particular style, a font colour, or indents. To save you having to locate the formatting command again and again you can use the Repeat command which can be access quickly by three different methods:

The Repeat command button on the Quick Access Toolbar Function key F4 CTRL+Y

Use the Repeat command when you have just applied some formatting to some text, e.g. applied a font or colour, and you immediately want to apply the same formatting to more text. In this case select the new text and use the Repeat command. You can continue selecting further blocks of text and using the Repeat command until you carry out some different formatting. One very useful example of where many successive repeats can be used in this way is when all the titles/headings of a long document need to have a certain style applied to them. The quickest way to do this is to use one hand to scroll and select each heading in turn using the mouse and use the other hand to press the F4 function key. TIP: The repeat command only remembers the last action or command you carried out. But you can get around this by going to the Font or Paragraph dialogue box and selecting various formatting attributes to apply to your first block of selected text. They all get treated as one action. So if you now select another block of text and use Repeat all the formatting will be applied.

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Formatting As You Type and the AutoCorrect Options Button

You may have noticed that Word sometimes automatically applies formatting to particular kinds of text as you type, such as converting a URL you type into an active hyperlink, or formatting fractions. You can switch off and on any of these features from the AutoCorrect dialogue box. To do this: 1. 2. 3. 4. 5. Click on the Office button and select Word Options Select Proofing from the pane on the left Click on the AutoCorrect Options button in the pane on the right. Click on the AutoFormat As You Type tab Tick or untick the required checkboxes and click OK. TIP: For more information on the options click on question mark button, (top right of dialogue box), and look through the Word Help window which appears. Click on the link shown below

and each of the options will be described.

REMOVING AUTOFORMATTING AFTER IT HAS HAPPENED If there is an AutoForamtting feature you are happy to leave switched on, but on the odd occasion you do not require the formatting you can reverse the formatting after it has happened. For example, if you type 1st it will get converted to 1st 1. 2. 3. 4. Hover you mouse over the text and a blue bar will appear underneath the first letter Move your mouse pointer arrow so that the tip of the arrow hovers over the blue bar. This will bring up the AutoCorrect Options button. Click on the AutoCorrect Option button and a drop down menu will appear. Select which option is the most suitable for you. TIP: Clicking on Control AutoFormat Options will bring up the AutoCorrect Options dialogue box shown above. Page 20

Better Ways of Selecting Text

If you do a lot of formatting you may be being slowed down by your limited knowledge of all the best and appropriate ways to select text. Check out below all the methods of select different types of text and start selecting text more appropriately and efficiently. Use the Repeat command when you have just applied some formatting to some text, e.g. applied a font or colour, and you immediately want to apply the same formatting to more text. In this case select the new text and use the Repeat command. You can continue selecting further blocks of text and using the Repeat command until you carry out some different formatting. One very useful example of where many successive repeats can be used in this way is when all the titles/headings of a long document need to have a certain style applied to them. The quickest way to do this is to use one hand to scroll and select each heading in turn using the mouse and use the other hand to press the F4 function key. If you do a lot of formatting you may be being slowed down by your limited knowledge of all the best and appropriate ways to select text. Check out below all the methods of select different types of text and start selecting text more appropriately and efficiently. Use the Repeat command when you have just applied some formatting to some text, e.g. applied a font or colour, and you immediately want to apply the same formatting to more text. In this case select the new text and use the Repeat command. You can continue selecting further blocks of text and using the Repeat command until you carry out some different formatting. Use the Repeat command when you have just applied some formatting to some text, e.g. applied a font or colour, and you immediately want to apply the same formatting to more text. In this case select the new text and use the Repeat command. You can continue selecting further blocks of text and using the Repeat command until you carry out some different formatting. One very useful example of where many successive repeats can be used in this way is when all the titles/headings of a long document need to have a certain style applied to them. The quickest way to do this is to use one hand to scroll and select each heading in turn using the mouse and use the other hand to press the F4 function key. If you do a lot of formatting you may be being slowed down by your limited knowledge of all the best and appropriate ways to select text. Check out below all the methods of select different types of text and start selecting text more appropriately and efficiently.

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The Paste Options Button

Have you ever copied some text from one document and pasted it into another only to find that the formatting of the pasted text did not match the new document? You then had to manually format the text. Well, the Paste Options button can speed up your work and the following explains how. 1. Whenever you paste any text you should see the Paste Options button appear. Hover over it, and when the down arrow appear click on it. 2. Select the option you require: Match Destination Formatting will convert the formatting of body text to have the same formatting as the body text in the destination document. Keep Text Only will drop all extra formatting.

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Displaying Formatting Marks Show/Hide

It is possible to display or hide various formatting symbols. They can be displayed to help you understand the formatting of your document and sometimes they can help you understand why the document is not behaving as you expect it to. For example, you can identify whether a gap between two words has been created using a series of spaces or through the use of the TAB key. TO SWITCH ON/OFF SHOW HIDE: 1. 2. Go to the Home tab and locate the Paragraph group Click on the Show/Hide command button

Show/Hide switched off

Show/Hide switched on

Paragraph mark - Indicates the end of a paragraph. It is inserted by pressing the Enter (or Return) key. This can help you identify whether a series of lines are all part of one paragraph or are separate lines Tab mark Dot Indicates that the Tab key has been pressed and not a series of spaces. A dot at half way height indicates that the space bar has been pressed. These dots are useful if you wish to identify where two or three spaces may have accidentally been inserted between words.

NOTE: These formatting marks are all non printable characters

One Four Seven

two five eight

three six nine

One Four Seven

two five eight

three six nine

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Formatting Objects Other Than Text via Contextual Tabs

This is a text box

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Themes
a b a b

one two

a three b

www.ioe.ac.uk

6 5 4 3 2 1 0 Category 1 Category 2 Category 3 Category 4 Series 1 Series 2 Series 3

GUIDE Long Documents part 1 Long Documents part 2 Long Documents part 3 Styles and Table of Contents Indentations in Word Tables in word

TOPICS Line numbering, line spacing, spacing before or after a paragraph, margins, sorting text, Headers and Footers, page numbering, section breaks, formatting a section SmartArt graphics, watermarks, building blocks In built styles, creating your own styles, creating a table of contents based on styles. Indents: left, right, hanging, first line, negative. Formatting tables in detail

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