Mastering Word Document Formatting: A Comprehensive Guide

1. Formatting Word Documents Formatting Word Documents

2. Formatting Word Documents • Formatting changes/edits how your document will print • Formatting includes • Fonts & Symbols • Paragraph • Alignment, spacing, line spacing, indents • Margins • Headers & Footers • Bullets & Numbering • Borders & Shading Formatting Word Documents

3. Formatting Word Documents-2 • Footnotes & Endnotes • Captions • Cut, Copy & Paste • Using format painter • Printing • Tables is another class • Columns & Section is another class • Tabs & Ruler bar is another class Formatting Word Documents

4. Formatting Word Documents – Page Setup • This is where page margins are set • IMHO, margins should logically set in Format, but they are not • Pay attention to the Apply to: text box • Gutter is the space reserved for binding • Note: Header & Footer settings are here Formatting Word Documents

5. Formatting Word Documents – Page Setup-2 Paper size • Adjust special for paper sizes Orientation – Paper • Portrait (higher than wider) • Landscape (wider than high) Formatting Word Documents

6. Formatting Word Documents – Page Setup-3 Paper source • Usually for multiple paper trays • Letterhead, envelopes, index cards Formatting Word Documents

7. Formatting Word Documents – Page Setup-4 Section start: • Controls how and where sections start Vertical Alignment • Vertical aligns Line Numbers • Puts line numbers in document (legal) Formatting Word Documents

8. Formatting Word Documents – Text Align Alignment • Controls paragraph edges align vertically • Left – text aligns left (default) • Centered – text centers between margins • Right – text aligns to right margin • Justified – text aligns both left and right Formatting Word Documents

9. Formatting Word Documents – Text Align-2 Text can also be aligned from the toolbar icons Left Right Center Justify Formatting Word Documents

10. Formatting Word Documents – Indent Indent means move from the margin. • Right • Left • Special • First line • Hanging • Key in amount, units not required REMEMBER TO SELECT THE PARAGRAPH(S) YOU WANT TO INDENT Formatting Word Documents

11. Formatting Word Documents – Indent-2 Indenting can be done from the ruler (hover on the indent markers and the names will be visible) • First line indent • Hanging indent • Right indent • Left indent First line Hanging Right Left Formatting Word Documents

12. Formatting Word Documents – Line & Page Breaks • Widow/Orphan control (default) • Keep lines together • Keep with next • Page break before • Suppress line numbers • Don’t hyphenate Formatting Word Documents

13. Formatting Word Documents – Line Spacing • Single • 1.5 lines • Double • At least • Exactly • Multiple Formatting Word Documents

14. Formatting Word Documents – Paragraph Spacing Paragraph spacing is used to control space between paragraphs (don’t hit Enter twice to put space between paragraphs) Formatting Word Documents

15. Formatting Word Documents – Paragraph Spacing-2 • Turn this on before keying in text and it will put space between paragraphs as you type • Use to adjust where pages end • I use paragraph spacing after just because I like to be consistent • Spacing units are in points (1/72nd inch) • Use current font size to appear like having a blank line between paragraphs Formatting Word Documents

16. Formatting Word Documents – Format Painter • Format Painter allows you to copy the format of a paragraph without the text • Select the paragraph of which you wish to copy the format of • Click on Format Painter • Select the paragraph that you want to copy the format to. • The Format Painter button turns off. Format Painter Formatting Word Documents

17. Formatting Word Documents – Format Painter-2 • If you have multiple formats in a paragraph (underline, bold, italics, etc.) Format Painter may produce unexpected results • You can lock down Format Painter by double-clicking to format paint multiple areas. Be sure to click on the icon again to turn off Format Painter • Format painter is extremely useful when formatting special numbers and bullets Formatting Word Documents

18. Formatting Word Documents – Show/Hide • Using the Show/Hide button is very useful in troubleshooting Word formatting • It allows you to see many onscreen instructions/symbols Mr. Computer sees all of the time • Some items Show/Hide shows are: spaces, tabs, line breaks, paragraphs, section breaks, etc. Show/Hide button Formatting Word Documents

19. Formatting Word Documents – Status bar Status bar shows Page, Section Page/Pages, location of insertion cursor--(At 1”), Line (Ln), Col (Column) Pay special note to the OVR – when it is black (not gray), Overtype is on and when you insert text, the downstream text is removed as you type, keystroke for keystroke. Double-clicking on OVR or pressing the Insert key switches. Formatting Word Documents

20. Formatting Word Documents – Printing First thing-check to see what printer is selected. Select the print range. • All prints all pages • Current page – page cursor is in • Pages – select 1,3,5-12 Formatting Word Documents

21. Formatting Word Documents – Printing-2 Print what: • Document • Properties • Comments • Styles • AutoText • Key assignments Formatting Word Documents

22. Formatting Word Documents – Printing-3 Print • All pages • Odd pages • Even pages • Copies (No.) • Collate • Page sets • Document sets Formatting Word Documents

23. Formatting Word Documents – Printing-4 Pages per sheet • Print multiple pages on a single sheet of paper • Scale to paper size • ?? Formatting Word Documents

24. Formatting Word Documents – Footer Use the footer to print the filename at the bottom of your pages. It will save your life a thousand times When you select ‘Header and Footer’, the Header and Footer toolbar appears Formatting Word Documents

25. Formatting Word Documents – Footer-2 Before you save (when you start your document), put in the footer • Switch Between Header and Footer button (to put the cursor in the footer) • Click on Insert AutoText and then click on Filename (this puts the current filename in the footer-the footer will remain correct even when if you rename your document) • Press tab (usually twice move the insertion cursor to the right side of the footer) Formatting Word Documents

26. Formatting Word Documents – Footer-3 • With the cursor at the right margin, click on Insert AutoText and select Page X of Y (this puts the page number in the footer in the format of Page 7 of 10) • In the Header and Footer toolbar, click on Close when done. Formatting Word Documents

27. Formatting Word Documents – Captions Captions allow assigning captions to areas of your document. The Index and Tables, you can index them and print the index Formatting Word Documents

28. Formatting Word Documents – Captions-2 After captions have been assigned, they can be used in conjunction with the Index and Tables feature | Tables and Figures to index the captions. Formatting Word Documents