CIS111 Basic PC LiteracyCIS111 Basic PC Literacy

Formatting Text and ParagraphsFormatting Text and Paragraphs

Editing Documents

Formatting with FontsFormatting with Fonts

• Formatting text with fonts is a powerful way to alter the appearance of a document.

• A font is a complete set of characters with the same typeface or design. Each font has a specific design and feel

• Serif fonts have a small stroke, called a serif, on the ends of characters, and are often used for body text.

Times New Roman GaramondBook Antiqua Californian FB

• Sans serif fonts do not have a serif, and are often used for headings.

Arial Rounded MT Bold Comic Sans MSFranklin Gothic Demi Papyrus

Formatting with Font Formatting with Font SizeSize

Changing the size of text, or the Changing the size of text, or the font size, is another way to , is another way to determine the impact of textdetermine the impact of text•Font size is measured in pointsFont size is measured in points•A A point is 1/72 of an inchis 1/72 of an inch•The The defaultdefault font size and font for a font size and font for a new Word document is 11-point new Word document is 11-point Calibri.Calibri.

Two ways to change the font:Two ways to change the font:•Use the FONT group on the Home Use the FONT group on the Home tab.tab.•Use the quick toolbar that appears Use the quick toolbar that appears when you select a word or words.when you select a word or words.

Before you can change the font size, you must select the text.

Formatting with Font Formatting with Font ColorColor

You can also change the font color.

Two ways to change color:•Use the Font group on the Home tab.•Use the quick toolbar that appears when you select a word or words.

Note: The button to the left of the font color button is the text highlight color. Use this sparingly.

Before you can change the font color, you must select the text.

Adding a DROP CAPAdding a DROP CAP

• A drop cap is a large initial capital letter, often used to set off the first paragraph of an article or chapter.

• To insert a drop cap, use click the Drop Cap button on the Insert tab in the Text group.

• To change drop cap, click thedown-pointingarrow andclick DropCapoptions.

2-line drop

3-line drop

Changing Font StylesBOLD - Makes text darker and thicker.

ITALIC - Makes slanted text.

UNDERLINE - Adds emphasis to text.

Three ways:• Use the buttons on the Font Group.• Use the Font Dialog Box by

clicking the arrow in the Font Group.

• Shortcut keys:CTRL + B (bold)CTRL + I (italicize)CTRL + U (underline)

Before you can change the font size, you must select the text.

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Changing Font Effects

Font effects using the Font dialog box.You can add:•SuperscriptSuperscript•SubscriptSubscript•ShadowShadow•OutlineOutline•EmbossEmboss•EngraveEngrave•Small capsSmall caps

Before you can change the font size, you must select the text.

• The The Format Painter allows you to copy the format setting allows you to copy the format setting applied to selected text to other text.applied to selected text to other text.

• Used to copy multiple format settings or individual ones.Used to copy multiple format settings or individual ones.• To do this:To do this:

1.1. Highlight the text that you want to copy the Highlight the text that you want to copy the format format FROMFROM..

2.2. Click (or double-click) the Format Painter button. Click (or double-click) the Format Painter button. The cursor will change to a paintbrush.The cursor will change to a paintbrush.

3.3. Click the text that you want the format copied Click the text that you want the format copied TOTO..

To use To use ONEONE time: Click the Format Painter button once to apply the format time: Click the Format Painter button once to apply the format settings to one item.settings to one item.

To use To use MULTIPLEMULTIPLE times: Double-click the Format Painter button to times: Double-click the Format Painter button to activate the Format Painter and apply settings to multiple items. Click activate the Format Painter and apply settings to multiple items. Click button again to deactivate.button again to deactivate.

Using the Format PainterUsing the Format Painter

Changing Font Styles and Changing Font Styles and EffectsEffects

• Character-spacing effectsCharacter-spacing effects• Apply character-spacing effects using Apply character-spacing effects using

the Character Spacing tab in the Font the Character Spacing tab in the Font dialog boxdialog box

• Change the width, orChange the width, or scale scale, of characters, of characters• Change the spacing between charactersChange the spacing between characters• Raise or lower characters relative to the Raise or lower characters relative to the

line of textline of text

Changing the Case of LettersChanging the Case of Letters

• Change letters from uppercase to lowercase and vice versa.

• Use the Change Case button in theFont group on the Home tab.

• Apply character-spacing effects using the Character Spacing tab in the Font dialog box.

• Change the width, or scale, of characters.• Change the spacing between characters.• Raise or lower characters relative to the line of

text.

Character-spacingCharacter-spacing

Changing Changing LineLine Spacing Spacing• Adding white space to a document canAdding white space to a document can

make it easier to read.make it easier to read.• Increase space between Increase space between lines usingusing

the Linethe Line SpacingSpacing listlist arrow. arrow. • You can also use the quick keys:You can also use the quick keys:

CTRL + 1 = single spacing CTRL + 1 = single spacing CTRL + 2 = double spacing CTRL + 2 = double spacing CTRL + 5 = 1.5 line spacing CTRL + 5 = 1.5 line spacing

You can also change the paragraph spacing by using the Paragraph dialog box. You do this by going to the Home tab > Paragraph group. Click the dialog box arrow.

Changing Changing ParagraphParagraph Spacing Spacing

Increase space between Increase space between paragraphs using the using the Before and After text boxes in the Paragraph group Before and After text boxes in the Paragraph group on the Page Layout tab.on the Page Layout tab.

You can also change the paragraph spacing by using the Paragraph dialog box. You do this by going to the Home tab > Paragraph group. Click the dialog box arrow.

Quick StylesQuick Styles• Apply multiple format settings in one step with a style.Apply multiple format settings in one step with a style.• A A style is a set of format settings that are named and stored is a set of format settings that are named and stored

together.together.• Styles can include character and paragraph format settings.Styles can include character and paragraph format settings.

• Apply Quick Styles by selecting style from Quick Style galleryApply Quick Styles by selecting style from Quick Style gallery..

Aligning ParagraphsAligning ParagraphsParagraphs are aligned relative to the left and right margins•Left-aligned text is flushwith the left margin andhas a ragged right edge.•Centered text is positioned evenlybetween the margins.•Right-aligned text isflush with the rightmargin.•Justified text is flush withboth the left and right margins.

CTRL + LCTRL + E QuickCTRL + R KeysCTRL + J

Buttons on the Home tab >

Paragraph Group

Home tab > Paragraph group.

Aligning ParagraphsAligning Paragraphs

• Format a document using themesFormat a document using themes

• A theme is a complete set of theme A theme is a complete set of theme colors, fonts, and effectscolors, fonts, and effects

• Preview a theme before applying itPreview a theme before applying it

• Click the Themes button in the Click the Themes button in the Themes group on the Page Layout Themes group on the Page Layout tab to select and apply a themetab to select and apply a theme

Working with TabsWorking with TabsTabs help you to align text vertically at a specific location on a page.help you to align text vertically at a specific location on a page.

• A A tab stop is a point on the horizontal ruler that identifies a text is a point on the horizontal ruler that identifies a text alignment location.alignment location.

• By By defaultdefault, tab stops are located every ½” from the left margin., tab stops are located every ½” from the left margin.• You can create custom tab stops. You can create custom tab stops. • Text can be aligned to the left, right, or center of a tab stop, or Text can be aligned to the left, right, or center of a tab stop, or

aligned with a bar character or decimal point.aligned with a bar character or decimal point.

Tabbed text left-aligned

Left tab stop Right tab stop

Tabbed text right-aligned

Tab leader

Tab indicator

Working with TabsWorking with TabsSet tabs using the Set tabs using the ruler ruler • Click the tab indicator at the left end of the horizontal

ruler to select the type of tab (left, right, centered, etc.)• Set the tab by clicking the ruler at the location you want

the tab stop to be.• Tab stop applies to the active paragraph or selected

paragraphs.• To change the tab stop, simply click and drag a tab stop

on the ruler.

Set tabs using the Tabs dialog box• Create new tab stops; clear existing

ones.• Change the position/alignment of

existing tab stops.• Apply a tab leader, a line that appears

in front of tabbed text.

Working with IndentsWorking with Indents• Indenting a paragraph moves the edge of the paragraph a paragraph moves the edge of the paragraph

in from the left or right marginin from the left or right margin• Indent the entire left or right edge of a paragraphIndent the entire left or right edge of a paragraph• Indent just the first lineIndent just the first line• Indent all lines except the first lineIndent all lines except the first line• Indent markers on the horizontal ruler identify the indent on the horizontal ruler identify the indent

settings for the paragraph in which the insertion point is settings for the paragraph in which the insertion point is locatedlocated

First Line Indent marker

Hanging Indent marker

Left Indent marker Right Indent

marker

Indent buttons

Working with IndentsWorking with Indents

To indent a paragraph:To indent a paragraph:

• Drag an indent marker to a new location on the ruler.Drag an indent marker to a new location on the ruler.

• Click the Increase Indent button or the Decrease Indent Click the Increase Indent button or the Decrease Indent button on the Formatting toolbar.button on the Formatting toolbar.

Clearing Text FormattingClearing Text Formatting

• Use the Use the Clear Formats command to return text to command to return text to its default settings:its default settings:• 11-point Calibri text11-point Calibri text• Left-alignedLeft-aligned• 1.15 paragraph spacing1.15 paragraph spacing• 10 points below10 points below• No indentsNo indents

• To clear formatting, select the text, To clear formatting, select the text, point to Clear Formatting button in thepoint to Clear Formatting button in theFont group on the Home tab.Font group on the Home tab.

Adding Bullets and NumberingAdding Bullets and Numbering

• Formatting paragraphs with bullets and numbering can help to organize ideas in a document.

• Numbering the items in a list helps to illustrate sequence and priority.

• A bullet is a character, often a small circle, that appears before the items in a list to add emphasis.

Use the Bullets button or Numbering button in the Paragraph group on the Home tab.

Adding Bullets and Numbering Adding Bullets and Numbering

Numbered tab

Customize bullet styles

Use the Bullets and Numbering command on the Format menu to apply, change, or customize bullet and numbering styles.

Outline Numbered

tab

Bullet styles