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Paragraph Formatting

Paragraph Formatting. Lesson 4. Objectives. Software Orientation. The Paragraph dialog box contains Word’s commands for changing paragraph alignment, indentation, and spacing. Use the figure below as a reference throughout this lesson as well as the rest of this book . Formatting Paragraphs.

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Paragraph Formatting

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  1. Paragraph Formatting Lesson 4

  2. Objectives

  3. Software Orientation • The Paragraph dialog box contains Word’s commands for changing paragraph alignment, indentation, and spacing. Use the figure below as a reference throughout this lesson as well as the rest of this book.

  4. Formatting Paragraphs • Paragraph formatting is an essential part of creating effective, professional-looking documents in Word. • Word’s paragraph formatting feature enables you to determine paragraph alignment, indentation, and spacing between paragraphs. • Word’s formatting features also enable you to add shading and borders to further enhance paragraph text and to remove paragraph formatting altogether.

  5. Setting Indents • An indent is a blank space inserted between text and the left or right margin. • A first-line indent inserts blank space between the left margin and the first line of the paragraph (one-half inch is the default setting for this indent). • A hangingindent, common in legal documents,begins the first full line of text in a paragraph at the left margin; all of the remaining lines in the paragraph are then indented from the left margin. • A negative indent extends paragraph text into the left margin. You can indent paragraphs from the left margin, the right margin, or both, and you can set the sizes of indents using Word’s paragraph-formatting tools. You can also drag the markers on the ruler to set indents. • Table 4-1 (see next slide) shows the various indent markers as they appear on the ruler

  6. Table 4-1: Types of Indents on the Ruler

  7. Step-by-Step: Set Indents • Connect your USB flash drive to one of the USB ports on your computer. • Click the File tab, then click Open. The Open dialog box appears. • Use the vertical scroll bar to scroll down and locate the data files for this lesson on your USB flash drive. Double-click the datafilesfolder for this lesson to open it. • Locate and OPEN the file named acknowledgement. • Click the View tab. Then, in the Show group, click the check box that displays the Ruler. • Click to place the insertion point at the beginning of the first paragraph.

  8. Step-by-Step: Set Indents • On the Home tab, in the Paragraph group, click the drop-down arrow to display the Paragraph dialog box. The Indents and Spacing tabis the active tab. • In the Indentation sectionof this tab, change the Specialselection by clicking the drop-down arrow and selecting First line. The By box lists 0.5 inches by default, as shown here. Click OK.

  9. Step-by-Step: Set Indents • The figure below displays the paragraph with the first-line indent you just set. • Click to place the insertion point in the second paragraph. • On the horizontal ruler, press and hold the left mouse button and drag the hanging indent marker to 0.5 inches.

  10. Step-by-Step: Set Indents • Your screen should look like the figure below. • Place the insertion point in the third paragraph. • On the Page Layout tab, in the Paragraph group, click the up arrow next to Indent Left 10 times to indent the left side of the paragraph to 1 inch on the ruler.

  11. Step-by-Step: Set Indents • Click the up arrow next to Indent Right 10 times to indent the right side of the paragraph to 1 inch on the ruler (see figure). Notice the paragraph has movedin 1 inch from both theleft and the right marginand the paragraph isindented on both sides. • Place the insertion point in the last paragraph.

  12. Step-by-Step: Set Indents • On the ruler, press and hold the left mouse button and drag the left indent marker into the left margin at –0.5 inches, as shown in this figure.

  13. Step-by-Step: Set Indents • Your document should look similar to the one shown here. • SAVE the document as handbook_acknowledgement in the lesson folder on your USB flash drive, then CLOSE it. NOTE: Changing paragraph indents can be completed using the Ruler or the Paragraph dialog box on the Home or Page Layout tabs.

  14. Changing Alignment • Paragraph alignment refers to how text is positioned between a document’s margins. • By default, text is left-aligned at the top of the page. • Horizontal alignment refers to how text is positioned between the left and right margins. There are four types of horizontal alignments: • Left align • Center • Right align • Justify • Table 4-2 (on the next slide) shows the various buttons and shortcut keys you can use for horizontal alignment.

  15. Table 4-2: Horizontal Alignment Options

  16. Changing Alignment • Vertical alignment refers to how text is positioned between the top and bottom margins of the page. • Text can be aligned vertically at the top margin, at the center of the page, or at the bottom of the page, or it can be justified. • Top-of-the-page vertical alignment is the default when launching Word. • Centered vertical alignment places the text evenly between the top and bottom margins. • Bottom vertical alignment places text next to the bottom margin of the document. • Justified vertical alignment aligns text evenly between the top, bottom, left, and right margins. • Table 4-3 (on the next slide) shows the vertical alignment options.

  17. Table 4-3: Vertical Alignment Options

  18. Step-by-Step: Change Alignment • OPENintroduction from the data files from this lesson. • Click to place the insertion point in the first paragraph. • On the Home tab, in the Paragraph group, click the Justify button. The paragraph is justified between the left and right margins. • Place the insertion point in the second paragraph. • On the Home tab, in the Paragraph group, click the drop-downarrow to launch the Paragraph dialog box. The Indents and Spacing tab should be selected. • In the Alignment list under General, click the drop-down arrow, then click Centered. Click OK. The paragraph is centered between the left and right margins.

  19. Step-by-Step: Change Alignment • Place the insertion point in the third paragraph. • Press Ctrl+R to align the text on the right. The right side of the paragraph is now even, while the left is uneven. • On the Page Layout tab, in the Page Setupgroup, click the drop-downarrow to open the Page Setup dialog box. Then, click the Layout tab. • In the Vertical alignment list under Page, click the drop-down arrow and select Center.

  20. Step-by-Step: Change Alignment • In the Apply Tolist under Preview, Whole document is selected, as shown inthis figure. • Click OK.

  21. Step-by-Step: Change Alignment • The text is centered between the top and bottom margins, as shown in this figure. • SAVE the document as handbook_introductionin the lesson folder on your USB flash drive, then CLOSE the file.

  22. Shading a Paragraph • In the following exercise, you learn to use Word’s Shading feature to color the background behind selected text or paragraphs. • To apply shading to a paragraph, click the Shading button in the Paragraph group. • To choose another color, click the drop-down arrow next to the Shading button, and choose a color in the current theme or a standard color from the Shading menu (place your insertion point over a color to see a ScreenTip with the color’s precise name). • To remove shading, click No Color. • Click More Colors to open the Colors dialog box, where additional options are available. You can choose standard colors in the Standard tab, or you can create a custom color from the Custom tab.

  23. Step-by-Step: Shade a Paragraph • OPEN the diversity file from the data files for this lesson. • Place the insertion point in the first paragraph. • On the Home tab, in the Paragraph group, click the drop-down arrownextto the Shadingbutton to display the menu shown in this figure. • In the Theme Colorspalette, click the color in the third row of the last column (Orange, Accent 6, Lighter 40%), as shown in the figure on the next slide.

  24. Step-by-Step: Shade a Paragraph • Choosing the Orange, Accent 6, Lighter 40% color: • SAVE the document as handbook_diversity in the lesson folder on your USB flash drive.

  25. Placing a Border Around a Paragraph • Like shading, borders can add interest and emphasis to paragraphs. • Borders can be formatted with a variety of styles, colors, and widths. • In the following exercise, you use Word’s Border options to apply a border to a paragraph in your document. • You can apply a border to a paragraph by clicking the Border button in the Paragraph group on the Home tab. To change the border style, click the drop-down arrow next to the Border button. • For additional options, click the Borders and Shading option on the Border menu to display the Borders tab of the Borders and Shading dialog box. • You can choose a number of border colors and styles in this dialog box, or you can remove a border completely. This dialog box also contains tabs for page border options and shading.

  26. Step-by-Step: Place a BorderAround a Paragraph • USE the document that is open from the previous exercise. • Place the insertion point in the second paragraph. • On the Home tab, in the Paragraph group,click the drop-down arrow next to the Border button to display the menushown in this figure. • Click Outside Borders on the menu.

  27. Step-by-Step: Place a BorderAround a Paragraph • Your document should look similar to this figure. • SAVE the document with the same filename in the lesson folder on your USB flash drive. NOTE: Borders can also be added to pages, sections, tables, cells, graphic objects, and pictures.

  28. Clearing the Formats from a Paragraph • After formatting your document, you may decide that you no longer want any formatting in a paragraph or that you want to begin again. • The Clear Formatting command provides an easy way to change a paragraph back to plain text. • When you execute this command, all formatting is removed, and the font and font size revert to the original document settings. • In the following exercise, you use the Clear Formatting command to clear all formats from selected paragraphs in Word.

  29. Step-by-Step: Clear Paragraph Formats • USE the document that is open from the previous exercise. • Select the first two paragraphs. • On the Home tab, in the Font group, click the Clear Formatting button. • SAVE the document as handbook_eeo in the lesson folder on your USB flash drive, then CLOSE the file.

  30. Setting Line Spacing in Textand Between Paragraphs • In Word, you can determine how much space separates lines of text, and you also can set the spacing between paragraphs. • By default, Word sets line spacing (the space between each line of text) to 1.15. Line spacing is paragraph based and can be customized by specifying a point size. • Paragraph spacing, which affects the space above and below paragraphs, is set to 10 points after each paragraph by default. The higher the point size is, the greater the space between paragraphs is. In this exercise, you learn to set both line and paragraph spacing.

  31. Setting Line Spacing • Line spacing is the amount of space between the lines of text in a paragraph. In this exercise, you learn to set line spacing using a number of Word paragraph formatting tools. • Table 4-4 provides additional information regarding line spacing options and descriptions.

  32. Step-by-Step: Set Line Spacing in a Paragraph • OPEN the handbook_introduction document you completed earlier in this lesson. • Place the insertion point in the first paragraph. • On the Home tab, in the Paragraph group,click the Line and Paragraph Spacing button to display the Line Spacing menu, as shown in this figure. • Select 2.0 to double-space the selected text.

  33. Step-by-Step: Set Line Spacing in a Paragraph • Place the insertion point in the second paragraph. • On the Home tab, in the Paragraph group, click the drop-down arrow next to the Line and Paragraph Spacing button to display the menu. • To set more precise spacing measurements, click Line Spacing Options to display the Indents and Spacing tab of the Paragraph dialog box. • In the Line Spacing section, click the drop-down arrow and select Exactly in the Line Spacing list. In the At list, click the up arrow until it reads 14 pt. The line spacing is increased.

  34. Step-by-Step: Set Line Spacing in a Paragraph • Click OK. • SAVE the document as handbook_introduction_1 in the lesson folder on your USB flash drive.

  35. Setting Paragraph Spacing • By default, the spacing after a paragraph is set to 10 points and the spacing before paragraphs is set to zero, but you can change these settings for a single paragraph or for an entire document. • In the following exercise, you learn to set paragraph spacing. • To increase or decrease paragraph spacing, click the Before and After up or down arrows in the Indents and Spacing tab of the Paragraph dialog box. • The Paragraph dialog box can be accessed using the dialog box launcher in the Paragraph group of the Home tab, the dialog box launcher in the Paragraph group of the Page Layout tab, or by right-clicking and selecting Paragraph from the menu that appears. • Paragraph spacing can also be changed in the Paragraph group on the Home tab by clicking the Line Spacing button to Add Space Before or After Paragraph or Remove Space Before or After Paragraph.

  36. Step-by-Step: Set Spacing Around a Paragraph • USE the document that is open from the previous exercise. • Place the insertion point in the third paragraph. • On the Home tab, in the Paragraph group, click the drop-down arrow to display the Paragraph dialog box. The Indents and Spacing tab is the active tab. • In the Spacing section, click the up arrow next to Before until it reads 24 pt. • Click the up arrow next to After until it reads 24 pt. • Click OK. Notice the spacing between the paragraphs.

  37. Step-by-Step: Set Spacing Around a Paragraph • With the insertion point still in the third paragraph, click the drop-down arrow next to the Line and Paragraph Spacing button in the Paragraph group to display the Line Spacing menu. • Click Remove Space Before Paragraph. • SAVEthe document as handbook_introduction_2 in the lesson folder on your USB flash drive, then CLOSE the file. ANOTHER WAY: You also can use the Paragraph command group on the Page Layout tab to change paragraph spacing..

  38. Creating and Formatting a Bulleted List • Bulleted lists are an effective way to format lists of items that don’t have to appear in any specific order. (Use numbered lists for items that fall in a set order.) • Items in a bulleted list are marked by small icons—dots, diamonds, and so on. • In Word, you can create bulleted lists from scratch, change existing lines of text into a bulleted list, choose from a number of bullet styles, create levels within a bulleted list, and insert a symbol or picture as a bullet. • By creating and formatting a bulleted list, you can draw attention to major points in a document. • In the following exercise, you learn to create and format such a list.

  39. Step-by-Step: Create a Bulleted List • OPENalarm from the data files for this lesson. • Select the two sentences below the phrase Please keep in mind: • On the Home tab, in the Paragraph group, click theBullets button. Notice that a solid circle appears before the selected paragraph. • Click to place the insertion point at the end of the second bulleted sentence. • Press Enter. Word automatically continues the bulleted list by supplying the next bulleted line.

  40. Step-by-Step: Create a Bulleted List • Beside the new bullet, key If you do not know your four-digit code and password, please get it from the HR department. • Select the entire bulleted list. • To change the format of the bulleted list, click the drop-down arrow next to the Bullets button to display the menu shown in the figure on the next slide. NOTE: The bulleted items may not match your screen.

  41. Step-by-Step: Create a Bulleted List • Click the hollow circle in the Bullet Library. • Place the insertion point in the second bulleted item.

  42. Step-by-Step: Create a Bulleted List • Click the drop-down arrow next to the Bullets button, point to Change List Level, and note the levels that appear (see the figure). When you pointto the Level List,a ScreenTip willappear displayingthe level. • Click to select Level 2. The Bulletitem is demotedfrom Level 1 to Level 2.

  43. Step-by-Step: Create a Bulleted List • Place the insertion point in the third bulleted item. • Click the drop-down arrow next to the Bullets button, then point to Change List Level to produce a menu of list-level options. • Click to selectLevel 3.Your document should look similar to the one shown in thisfigure. • SAVE the document as handbook_alarm in the lesson folder on your USB flash drive.

  44. Step-by-Step: Create a Bulleted List • Select the second and third bulleted items and click the drop-down arrow next to the Bullets button. Point to Change List Level and promote the selected bullets to Level 1. The two selected items now match the first bulleted item. • Select the three Level 1 bulleted items. • Click the drop-down arrow next to the Bulletsbutton, then click Define New Bullet. • Click the Symbol button in the Define New Bullet dialog box. The Symboldialog box opens, as shown in the figure on the next slide.

  45. Step-by-Step: Create a Bulleted List • Change the Font by clicking the drop-down arrow. Scroll down and select Wingdings. • Select the bell in the first row, sixth column. Click OK to close the Symbols dialog box.

  46. Step-by-Step: Create a Bulleted List • Click OK to close the Define New Bullet dialog box. • SAVE the document as handbook_alarm1 in the lesson folder on your USB flash drive. • The three bulleted items are still selected. Click the drop-down arrow next to the Bullets button, then click Define New Bullet. • Click the Picture button in the Define New Bullet dialog box. The Picture Bullet dialog box opens, as shown in the figure on the next slide.

  47. Step-by-Step: Create a Bulleted List • Select the fifth picture in the first column. Click OKto close the Picture Bullet dialog box, then click OK to close the Define New Bullet dialog box. The new picture bullet appears in the selected text. Deselect the bulleted items. • SAVE the document as handbook_alarm_updatein the lesson folder on your USB flash drive.

  48. Turning Automatic BulletingOn and Off with AutoFormat • After you have clicked the Bullet button to create a bulleted list, Word’s AutoFormat feature automatically continues the bulleted format. • In the following exercise, you learn how to turn off this automatic bulleting feature in Word.

  49. Step-by-Step: Turn Automatic BulletingOn and Off with AutoFormat • USE the document that is open from the previous exercise. • Click the File tab to open Backstage view, then click Options. • Click Proofing. • Click AutoCorrect Options, then click the AutoFormat As You Type tab. • Under the section Apply As You Type, select the Automatic Bulleted Lists check box to clear its check mark (an empty check mark indicates the feature is off). To turn Automatic Bulleted Lists back on, click again to place a check mark in the box (see Figure 4-20).

  50. Step-by-Step: Turn Automatic BulletingOn and Off with AutoFormat • To turn Automatic Bulleted Lists back on, click again to place a check mark in the box (see the figure below). • Click OK to closethe AutoCorrectdialog box, thenclick OK to closethe Word Optionsdialog box.

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