Word XP – Document Formatting

Document Formatting
Using Word XP (2002)

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Copyright © 2003, Carlson School of Management, University of Minnesota1

Word XP – Document Formatting

Table Of Contents

Document Formatting

Using Views

Formatting Characters vs. Formatting Paragraphs

Formatting Fonts

Viewing Hidden Characters

Copying Formats to Other Text in Your Document

Formatting Paragraphs

Customizing AutoCorrect

Using Styles

Inserting Page Breaks

Inserting Section Breaks

Page Numbers

Headers and Footers

Using Page Setup

Using Print Preview

Using the Ruler

Setting Tabs

Using Bullets and Numbers

Using the Document Map

Cross-references

Footnotes and Endnotes

Creating a Table of Contents

Creating Page Borders

Using Word’s AutoFormat Borders

Creating an Index

Refreshing Fields

Tips on Formatting Resumes

Copyright © 2003, Carlson School of Management, University of Minnesota1

Word XP – Document Formatting

Course Objectives:

At the end of this course, participants will be able to:

  • Do simple formatting using the Formatting toolbar
  • Use the menu to format fonts, bullets, numbers, and paragraphs
  • Use and create styles
  • Format tabs
  • Insert page numbers
  • Insert and format headers and footers
  • Insert page and section breaks
  • Insert footnotes and endnotes
  • Use the Document Map
  • Insert cross references to other parts of a document
  • Create a Table of Contents
  • Create custom page borders.
  • Create an Index

Copyright © 2003, Carlson School of Management, University of Minnesota1

Word XP – Document Formatting

Document Formatting

Document formatting is used to change the appearance of a document to make it more interesting and easier to read. It also includes adding headers and footers, page numbers, tables of contents, cross references, and indexes. You can format individual characters, individual paragraphs, individual sections, or the entire document.

Using Views

Word has several views in which you can work. To select a different view, click the appropriate button on the lower-left part of the screen. The view most users prefer is the Print Layout View.

Using Zoom

Zooming a document changes the size of the image on the screen. It does not change the printed document. From the Standard tool, click to adjust the zoom of the document. For a custom zoom, click in the field and type a custom zoom, then press Enter.

Formatting Characters vs. Formatting Paragraphs

Applying a format to individual words or characters provides the finest level of formatting. You typically apply direct formatting to one or more characters within a paragraph. The character formatting overrides the formatting for the entire paragraph. For instance, in this paragraph, the word “within” above, has character formatting applied to it.

To format an entire paragraph, it is best to use a paragraph format. (See page8for more information on paragraph formatting.) This makes the formatting more consistent throughout your document. Word XP keeps track of formatting you have done within a document, so that you can apply it in other areas of the document, if desired. (See page 6 for more information.)

Selecting Text with the Mouse

Before you can do any formatting, you must first select the text you want to format. You can use your mouse or keyboard shortcuts to select text. Use any of the following options to select text using your mouse.

To Select: / Do this:
Any text / Click and drag over the text.
A single word / Double click the word (or simply click anywhere in the word).
A line / Point in the left margin next to the line. Single-click the mouse.
A paragraph / Double-click in the left margin next to the paragraph.
The entire document / Triple-click in the left margin.

Selecting Text with the Keyboard

Use any of the following options to select text using the keyboard. Use your mouse or arrow keys to move to the text you want to select.

Use this keyboard shortcut / To select:
Ctrl + Shift + (arrow key) / One word to the right or left of the insertion point. OR one line up or down.
Shift + Home / Text from the insertion point to the beginning of the line.
Shift + End / Text from the insertion point to the end of the line.
Ctrl + Shift + Home / From the insertion point to the beginning of the document.
Ctrl + Shift + End / From the insertion point to the end of the document.
Ctrl + A / Entire document.

Selecting with the Mouse and Keyboard

Click at the beginning of the text you want to select. Press and hold Shift. Then click at the end of the text you want to select.

Formatting Fonts

You can use the Formatting toolbar to easily format text.

Using Toolbars

Toolbars consist of buttons to perform the most frequently used menu commands. Rest the mouse pointer over a button to identify the button’s purpose.

By default, Office XP displays the Standard Toolbar and the Formatting Toolbar in one row. You can modify the toolbars by the following methods.

  • Click (on the right edge of each toolbar) to display additional tools available from that toolbar.
  • Select Tools, Customize; on the Options tab, select Show Standard and Formatting toolbars on two rows. Each toolbar displays in a row by itself.
    or
    Click the button at the end of a toolbar and select Show Buttons on Two Rows.
  • To add or remove toolbars, select View, Toolbars, then select the appropriate toolbar.

Formatting Text Using the Toolbar Buttons

Select text, then use any of the following buttons to format.

Click: / To:
/ Select a font
/ Select a font size
/ Bold the selected text
/ Italicize the selected text
/ Underline the selected
/ Highlight text (click button, then click and drag over text to highlight it)
/ Select a different font color

Using Undo and Redo

You can easily undo and/or redo changes. Use one of the following procedures to undo a command.

  • Select Edit, Undo
  • Press Ctrl + Z
  • Click the Undo button on the Standard toolbar.

Use one of the following procedures to redo a command.

  • Select Edit, Redo
  • Press Ctrl + Y
  • Click the Redo button on the Standard toolbar.

To undo or redo multiple commands, click the next to the Undo or Redo button, and select the appropriate command. All changes up to the selected item in the list are made.

Repeating the Last Action

To repeat the last action, press Ctrl + Y.

Common Keyboard Shortcuts for Formatting

You can use the following keyboard shortcuts to format selected text.

Ctrl + b = bold

Ctrl + i = italic

Ctrl + u = underline

Formatting Text Using the Format Menu

For additional text formatting options, select the Format, Font menu. The Font dialog box displays. A Preview area displays your selections. Some of the additional options available from the Font dialog box include:

  • Different effects, such as superscript, subscript, and strikethrough.
  • Effects such as all caps and small caps.
  • Customized underline styles.
  • Different kinds of character spacing (activate the Character Spacing tab).
  • Animated text effects (these are only viewable on-line – not in printed documents).

Changing the Default Font

If you want to change the default font for all new documents, make the desired changes, then click the Default button. Click Yes.

Viewing Hidden Characters

You can choose to hide or show non-printing characters on the screen. These do not display on the printed page. However, they are useful as a reference for spacing in the document. To turn on the hidden characters, click on the Standard toolbar.

Copying Formats to Other Text in Your Document

Word XP has two easy ways for you to copy a format to other text in your document. You can use the Format Painter, or the Styles and Formatting Task Pane.

Using the Styles and Formatting Task Pane

A new feature of Word XP is the Styles and Formatting Task Pane. Once you have applied formatting to text in your document, the Task Pane displays that formatting, as well as any styles you may have applied (Styles are covered beginning on page 12.) Follow these steps to turn on the Styles and Formatting Task Pane.

  1. Click the Styles and Formatting button on the left-side of the Formatting toolbar. (You can also select View, Task Pane.) The pane displays on the right side of the screen. In the example below, some text was formatted to be Bold and Sea Green, with no change in font or size.
  1. Use any of these features:
  2. To apply an existingformat to other text, simply select the text, then click that format from the Styles and Formatting Task Pane.
  3. To modify a format, click the drop-down arrow by that format, and select Modify. From the dialog box that opens, modify as desired. This change will modify all occurrences of the applied format.
  4. To return the text to normal, select the text and select Clear Formatting.
  5. To apply a style, select the text, then select a Style. See page 12 for more information on styles.
  6. To view other formatting and style options, click the drop-down arrow in the Show: field at the bottom of the Styles and Formatting Task Pane.
  7. To view other Task Pane options, click the drop-down arrow in the upper-right corner of the Task Pane. Other options include, Reveal Formatting, Mail Merge, the Clipboard, and a translator.

Note: To view Reveal formatting, simply select the text for which you want the formatting displayed.

  1. To close the Task Pane:
  • Click the Xon the Task Pane.
  • Select View, and deselect Task Pane.
  • Click the Styles and Formatting button on the left-side of the Formatting toolbar

Using the Format Painter

Another easy way to copy formatting from one location to another is by using the Format Painter button on the toolbar.

  1. Select the text that has the format you want to copy.
  2. Click the Format Painter button on the Standard toolbar.
  3. Click and drag over the text to which you want to copy the formatting.

Note: To use the Format Painter for multiple locations in the document, double-click the Format Painter button on the Standard toolbar. Click and drag over the text you want to format. To deactivate the Format Painter, click the button again.

Formatting Paragraphs

Paragraph formatting allows you to change the appearance of an entire paragraph, including paragraph alignment and spacing. Paragraph formatting always affects the entire paragraph in which the insertion point is located (or all selected paragraphs).

Changing Paragraph Alignment

You can easily change paragraph alignment using the Formatting toolbar. Click in the paragraph you want to change, or to change multiple paragraphs, select the paragraphs. Select the desired option below.

Click: / To:
/ Left align the paragraph(s)
/ Center align the paragraph(s)
/ Right-align the paragraph(s)
/ Justify the paragraph(s)
/ Change line spacing for selected paragraph. Click the to select the desired option.
/ Apply numbers to the paragraph(s)
/ Apply bullets to the paragraph(s)
/ Decrease the indent of the paragraph(s)
/ Increase the indent of the selected paragraph(s)
/ Apply a border to the selected paragraphs. For alternate border options, click the .

Formatting Paragraphs Using the Menu

You can set additional paragraph formatting options using the menu. To format one paragraph, simply click anywhere in the paragraph. To format multiple paragraphs, select the paragraphs.

  1. Select the paragraph(s) you want to format.
  2. Select Format Paragraph. The Paragraph dialog box displays.

From the Indents and Spacing tab, you can adjust any of the following:

  • Alignment
  • Left and right indents
  • Hanging indents (as used in bullets, etc.)
  • Spacing before and/or after the paragraph
  • Line spacing (single, double, 1.5, etc.)

From the Line and Page Breaks tab, you can select options for how Word handles paragraphs that extend beyond the current page. For an explanation of any of the choices, click the in the upper-right corner of the dialog box.

  1. Select the appropriate options, then click OK.

Customizing AutoCorrect

Word has several automatic features to assist you. However, if you may want to disable some of these features, to have more control over your formatting. Most options can be changed in AutoCorrect.

  1. From the menu, select Tools, AutoCorrect Options. The AutoCorrect dialog box displays.

  1. Activate each tab and select the desired options, then click OK. (For help with an option, click the ? in the upper-right corner of the dialog box, then click on the feature to display an explanation of its use.)

Note: If Word automatically makes changes for you, you can usually undo the correction. A small rectangle displays beneath the correction.

Rest your mouse on the rectangle to display an option to make changes to how AutoCorrect works with that type of change.

Turning Off Automatically Creating Styles

As you format text, Word can save each format for you as a style. This can make it difficult for you when you want to use the styles for creating a Table of Contents (see page 31). Check to see that this feature is turned off.

  1. Go to Tools, AutoCorrect Options.
  2. Activate the AutoFormat As You Type tab.
  3. At the bottom of the list, deselectDefine styles based on your formatting.

Tip: For help with any other option, click the ? in the upper-right corner of the dialog box, then click on the option for which you have a question.

  1. Click OK.

Using Styles

Word has several preformatted styles in the Normal template available for your use. You can also create your own styles, if desired. Styles are valuable if you use the same formatting multiple times in the same document. There are paragraph styles, which format all text in a selected paragraph, and character styles, which format words or selected words. Paragraph styles are the most common.

Important: It is important to use styles in a document if you want to create a Table of Contents. Word can use the styles to indicate what headings of your document should be included in the Table of Contents. Tables of Contents are discussed on page 31.

If styles are created automatically, you may wish to turn off some AutoFormatting options available from AutoCorrect. See previous page.

Using Word Preformatted Styles

The preformatted styles are part of the Normal template and are available from the Formatting toolbar or from the Styles and Formatting Task Pane. To display the list from the Formatting toolbar, simply click the in the far left portion of the Formatting toolbar. A list of the preformatted styles displays.

To turn on the Task Pane, select View, Task Pane.

Applying a Style

Follow these steps to apply a style.

  1. Click in the paragraph to which you want to apply the style. Note: To apply a style to multiple paragraphs, select the paragraphs
  2. Select the style from the drop-down list on the Formatting toolbar, or the Styles and Formatting Task Pane to apply that style to all text in that paragraph or paragraphs.

Creating a Paragraph Style

By default, as you format your document, Word automatically saves the formats. Turn on the Styles and Formatting task pane to easily modify the formats, or create styles from the formats. There are a number of ways to work with this task pane. One way is described below.

  1. From the Styles and Formatting task pane, in the Show: field, select Available Formatting.
  2. Format the font, color, alignment, paragraph spacing, etc. that you want to use for your style. The format is created with a name describing all the formatting features you have applied.
  3. To create a style from that format, click the New Style button.

The New Style dialog box displays.

  • Type a new name in the Name: field.
  • Select the desired style type (most styles are paragraph styles).
  • If desired, modify formatting with the toolbar, or click the Format button to make changes.
  1. Click OK.

Modifying Styles

You can modify an existing style.

  1. From Styles and Formatting in the Task Pane, click the drop-down arrow for the style you want to change.
  2. Click Modify.
  3. Make changes as described above.
  4. Click OK.

Inserting Page Breaks