SECTION 2 SKILLS Formatting Characters and Paragraphs

Skills© Paradigm Publishing, Inc. 1


SECTION 2 SKILLSFormatting Characters and Paragraphs2.1 Apply Fonts and Font Effects

2.2 Use the Font Dialog Box

2.2 Use Format Painter

2.2 Repeat a Command

2.3 Align Text

2.3 Indent Text

CHECKPOINT 1

2.4 Change Line Spacing

2.4 Change Paragraph Spacing

2.5 Reveal Formatting

2.5 Find and Replace Formatting

2.6 Insert Bullets and Numbering

2.7Insert Symbols and Special Characters

CHECKPOINT 2

2.8 Set Tabs

2.9 Set Tabs with Leaders

2.10 Add Borders to Text

2.10 Add Shading to Text

2.11 Apply Styles

2.12Change Default Document Formatting

CHECKPOINT 3


Apply Fonts and Font Effects Use buttons in the Font group in the Home tab to apply

character formatting to selected text.

Font group


Apply Fonts and Font Effects…continued The Mini toolbar displays in a faded manner when you select

text and then becomes solid when you point to it.

Mini toolbar


To change the font using the Font button in the Home tab:1. Select the desired text.2. Click the Font button arrow in

the Font group.3. Hover the mouse pointer over

various types and notice how the selected text reflects the selected font.

4. Scroll down the gallery and then click the desired font.

5. Deselect the text by clicking anywhere in the document.

Apply Fonts and Font Effects…continued

Font button arrow


To use the Font dialog box:1. Click the Font group dialog

box launcher.2. Choose the desired font or

click the desired effect check box in the Font dialog box.

3. Click OK.

Use the Font Dialog Box

Font group dialog box launcher

Font dialog box


Font Keyboard Shortcuts

Font Group Button Keyboard ShortcutFont Ctrl + Shift + FFont Size Ctrl + Shift + PGrow Font Ctrl + >Shrink Font Ctrl + <Bold Ctrl + BItalic Ctrl + IUnderline Ctrl + USubscript Ctrl + =Superscript Ctrl + Shift + +Change Case Shift + F3


Use Format Painter

To use the Format Painter:1. Apply formatting to text.2. Double-click the Format

Painter button.3. Select the text to format.4. Click the Format Painter

button to turn it off.

Format Painter button


Repeat a Command If you apply formatting to text in a document and then want to

apply the same formatting to other text, use the Repeat command.

Repeat a command by pressing the F4 function key.


Align Text Change paragraph alignment with buttons in the Paragraph

group in the Home tab.

alignment buttons


Align Text…continued

Alignment Keyboard Shortcut

Left Ctrl + L

Center Ctrl + E

Right Ctrl + R

Justified Ctrl + J


Indent Text You can indent the first line of text in a paragraph, indent all

lines of text in a paragraph, and indent the second and subsequent lines of a paragraph (called a hanging indent) using markers on the Ruler.

First Line Indent Left Indent Hanging Indent Right Indent

Ruler Indent Markers


To indent the first line of a paragraph using the Ruler:1. Position the mouse pointer on the

First Line Indent marker on the Ruler.2. Hold down the left mouse button.3. Drag the marker on the Ruler.

To apply a right indent using the Ruler:4. Position the mouse pointer on the

Right Indent marker on the Ruler.5. Hold down the left mouse button.6. Drag the marker on the Ruler.

Indent Text…continued

First Line Indent marker

Right Indent marker


To indent text using the buttons in the Paragraph group on the Home tab:1. Click anywhere in the paragraph.2. Click the Home tab.3. Click the desired indent buttons.

To indent text using the buttons in the Paragraph group on the Page Layout tab:4. Click anywhere in the paragraph.5. Click the Page Layout tab.6. Click in the desired indent box.7. Type the measurement.


Decrease Indent

Increase Indent

Indent Left Indent Right


To indent text using options at the Paragraph dialog box:1. Click anywhere in the paragraph.2. Click the Paragraph group dialog

box launcher.3. Click the Indents and Spacing tab.4. Type the desired measurement in

the Left and/or Right measurement box.

5. Click the down-pointing arrow at the right side of the Special list box .

6. Click the desired setting.7. Click OK.


Paragraph group dialog box launcher

indent options



Indentation Keyboard Shortcut

Indent text from left margin Ctrl + M

Decrease indent from left margin Ctrl + Shift + M

Create a hanging indent Ctrl + T

Remove hanging indent Ctrl + Shift + T


1) Use buttons in this group in the Home tab to apply character formatting to text.a. Clipboardb. Fontc. Paragraphd. Styles

3) This is the default paragraph alignment.a. Leftb. Rightc. Centerd. Justify

2) Microsoft Word has taken some commonly used commands and placed them on this. a. Mini toolbarb. Standard toolbarc. Easy toolbard. Quick toolbar

4) This feature indents the second and subsequent lines of a paragraph. a. First Line Indentb. Right Indentc. Left Indentd. Hanging Indent

CHECKPOINT 1

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Change Line Spacing

line spacing options

Line and Paragraph Spacing button

To change line spacing using the Line and Paragraph Spacing button:1. Click anywhere in the

paragraph.2. Click the Home tab.3. Click the Line and Paragraph

Spacing button in the Paragraph group.

4. Click the desired measurement from the drop-down list.


Change Line Spacing…continuedTo change line spacing using the Paragraph dialog box:1. Click anywhere in the paragraph.2. Click the Home tab.3. Click the Paragraph group dialog box

launcher.4. Click the Indents and Spacing tab.5. Click the down-pointing arrow at the

right side of the Line spacing option.6. Select a spacing choice from the list.7. Type a measurement in the At text box.8. Click OK.


Line spacing options


Change Line Spacing…continued

Line Spacing Keyboard Shortcut

Single spacing Ctrl + 1

Double spacing Ctrl + 2

1.5 line spacing Ctrl + 5


Change Paragraph Spacing

Before and After options

Line and Paragraph Spacing button

To change paragraph spacing using the Line and Paragraph Spacing button:1. Click anywhere in the

paragraph.2. Click the Home tab.3. Click the Line and Paragraph

Spacing button in the Paragraph group.

4. Click the desired option from the drop-down list.


To change paragraph spacing using the buttons in the Paragraph group on the Page Layout tab:1. Click anywhere in the paragraph.2. Click the Page Layout tab.3. Click in the desired spacing box.4. Click the appropriate arrow at the

right side of the desired text box.

Change Paragraph Spacing…continued

Spacing Before

Spacing After


Change Paragraph Spacing…continuedTo change paragraph spacing using the Paragraph dialog box:1. Click anywhere in the paragraph.2. Click the Home tab.3. Click the Paragraph group dialog

box launcher.4. Click the Indents and Spacing tab.5. Type a measurement in the Before

and/or After text box.6. Click OK.


Spacing After

Spacing Before


Reveal Formatting

To reveal formatting:1. Click in the desired text.2. Press Shift + F1.3. The Reveal Formatting task

pane opens.Reveal Formatting task pane


Find and Replace FormattingTo find and replace formatting:1. Position the insertion point at the

beginning of the document.2. Click the Replace button in the Editing

group in the Home tab.3. Click the More button.4. With the insertion point positioned in

the Find what text box, click the Format button located at the bottom of the dialog box and then click the options to find the desired format.

5. Click OK.steps continued on next slide…

select format to find


Find and Replace Formatting…continued6. With the insertion point positioned in

the Replace with text box, click the Format button located at the bottom of the dialog box and then click the options for the desired replacement formats.

7. Click OK.8. Click the Replace All button.9. Click OK at the message telling you

that the search of the document is complete and how many replacements were made.

select format to replace


Insert Bullets and Numbering

To insert bullets:1. Select the text.2. Click the Bullets button in

the Paragraph group of the Home tab.

To insert numbers:1. Select the text.2. Click the Numbering button

in the Paragraph group of the Home tab.

Numbering button

Bullets button

Judy Peterson

These instructions aren't quite correct. If you type 1. and press the spacebar, Word automatically indents the number approximately 0.25 inch and then hang idents any text you type for your first item by approximately 0.5 inch from the left margin. When finished with your first item, press the Enter key, and Word automatically indents 2. and any text you type for item 2. After completing your list, press the Enter key twice to turn off automatic numbering. These instructions are the same for using automatic bullets for lists.I changed the sentence about turning off automatic numbering with this: "Press the Enter key twice to turn off .." because you must press Enter twice to turn off the auto numbering.However, I wasn't sure what you want to do about the other instructions since they're not quite correct. See Project 1c "Typing Bulleted Paragraphs," in Rustkosky, "MS Office 2007, Windows XP Edition, Benchmark Series," p. 73 for the correct information for the steps. The text on the page under "Bulleting Paragraphs" doesn't mirror the Project instructions on this page.


Insert Bullets and Numbering…continuedTo replace the round bullet with a custom bullet:1. Click the Bullets button arrow in the

Paragraph group of the Home tab.2. Click Define New Bullet.3. Click the down-pointing arrow at the

right side of the Font list box in the Symbol dialog box.

4. Scroll down the list and select the desired font group.

5. Scroll through the symbol list and click the desired symbol.

6. Click OK twice.

Symbol dialog box


Insert Bullets and Numbering…continuedTo apply multiple-level numbering to selected text:1. Select the text.2. Click the Multilevel List

button in the Paragraph group of the Home tab.

3. Click the desired option.

Multilevel List button


Insert Symbols and Special CharactersTo insert symbols:1. Position the insertion point.2. Click the Insert tab.3. Click the Symbol button in the

Symbols group.4. Click More Symbols.5. Click the desired symbol.6. Click the Insert button.7. Click the Close button.

Symbol dialog box


Insert Symbols and Special Characters…continuedTo insert special characters:1. Position the insertion point.2. Click the Insert tab.3. Click the Symbol button in the

Symbols group.4. Click More Symbols.5. Click the Special Characters tab.6. Click the desired character.7. Click the Insert button.8. Click the Close button.

Symbol dialog box


1) This is the default line spacing setting.a. 1b. 1.15c. 1.5d. 1.25

3) Click this button at the Find and Replace dialog box to display additional options. a. Moreb. Lessc. Expandd. Format

2) Press these keys to reveal formatting.a. F1b. Alt + F1c. Ctrl + F1d. Shift + F1

4) If a list of items is in a sequence, consider inserting these before each item. a. dashesb. periodsc. bulletsd. numbers

CHECKPOINT 2

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Set TabsTo set a tab on the Ruler:1. Click the Alignment button

to display the desired alignment symbol.

2. Click on the Ruler at the desired position.

Alignment button desired position


To set tabs with leaders:1. Click the Paragraph group

dialog box launcher.2. Click the Tabs button.3. Type the tab measurement.4. Click the desired alignment.5. Click the desired leader.6. Click Set.7. Click OK.

Set Tabs with Leaders

alignment options

leader options


Add Borders to Text

Border button

To add a border to text using the Border button in the Paragraph group:1. Select the text.2. Click the Home tab.3. Click the Border button arrow

in the Paragraph group.4. Click the desired border at the

drop-down list.


Add Borders to Text…continued

border options

To add borders to text using the Borders and Shading dialog box:1. Select the text.2. Click the Home tab.3. Click the Border button arrow

in the Paragraph group.4. Click Borders and Shading.5. Choose the desired border.6. Click OK.


Add Shading to Text

Shading button

To add shading to text using the Shading button in the Paragraph group:1. Select the text.2. Click the Home tab.3. Click the Shading button arrow

in the Paragraph group.4. Click the desired shade at the

drop-down gallery.


Add Shading to Text…continued

shading options

To add shading to text using the Borders and Shading dialog box:1. Select the text.2. Click the Home tab.3. Click the Border button arrow

in the Paragraph group.4. Click Borders and Shading.5. Click the Shading tab.6. Choose the desired options.7. Click OK.


Add a Page BorderTo add a page border:1. Click the Home tab.2. Click the Border button arrow

in the Paragraph group.3. Click Borders and Shading.4. Click the Page Border tab.5. Choose the desired options.6. Click OK.

page border options

art options


Apply Styles

To apply a Quick Style:1. Position the insertion

point at the desired location.

2. Click the desired style in the Styles group or click the More button and then click the desired style. Quick Styles More button


Apply Styles…continued

To change the Quick Styles set:1. Click the Home tab.2. Click the Change Styles

button in the Styles group.3. Point to Style Set.4. Click the desired set.

Change Styles button


Apply Styles…continued

change the font colors

change the fonts

change the paragraph spacing


Change Default Document Formatting A Word document is based on a template that applies default

formatting. Some of the default formats include 11-point Calibri, line

spacing of 1.15, and 10 points of spacing after each paragraph. To modify the default formatting, you can manually change

individual features, change formatting by applying styles, or change formatting by applying a Quick Styles set.


1) What are the default tabs set at?a. every 0.1”b. every 0.5”c. every 1.0”d. every 1.15”

3) The Borders and Shading button may be used to add what to a document?a. text shadingb. text borderc. page borderd. all of the above

2) These can be added to a tab to help guide the reader’s eyes across the page.a. leadersb. pointersc. dottersd. guiders

4) A document contains a number of predesigned formats grouped into sets called this.a. Default Stylesb. Quick Stylesc. Standard Stylesd. Normal Styles

CHECKPOINT 3

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SECTION 2 SKILLS Formatting Characters and Paragraphs