Word 2010 Level 1 Getting Started (Wor10-1)

5/28/2018 Word 2010 Level 1 Getting Started (Wor10-1)

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T r a i n i n g G u i d e

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Level 1 Getting started


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Microsoft Word 2010 - Level 1 Getting started

University of Bristol Read Me Preface

README FIRST

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Who this document is for..... Microsoft Word 2010 Level 1 Getting started is designed for users whohave some familiarity with Windows, the keyboard and using the mosueand now wish to learn the foundations of word processing with Word2010.

What you need to knowbefore working through thisdocument...

Before working through this document you should be familiar withWindows, using the keyboard and using a mouse.

Aims.... You should be able to acquire sufficient skills and knowledge to be able

to use the software at an efficient level.

Objectives At the completion of Microsoft Word 2010 Level 1 Getting started youshould be able to:

work with the basic features of Word

create a new document

open, navigate, preview and count the words in a document andunderstand how a document is presented on the screen

select and work with text in a document

use a range of font formatting techniques.

format paragraphs

create and apply styles

cut and copy information within and between documents

format paragraphs

work effectively with features that affect the page layout of yourdocument

print a document

find the information you need in Help

Files needed for this

document...

This document and all its associated practice files are also available on

the web. To find these go to:

http://www.bris.ac.uk/it-services/learning/

In the Keyword box type the document code given in the bottom rightcorner of the cover page.
http://www.bris.ac.uk/it-services/learning/http://www.bris.ac.uk/it-services/learning/


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University of Bristol Read Me Preface


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University of Bristol

CONTENTS PAGE

Chapter 1 Getting To Know Word ............................................................................................................ 1The Word Screen ........................................................................................................................................... 2

Using The Ribbon ........................................................................................................................................... 3

The Quick Access Toolbar ............................................................................................................................. 4

Customising The Quick Access Toolbar ........................................................................................................ 5

The File Menu ................................................................................................................................................. 6

Chapter 2 Creating A New Document ...................................................................................................... 7Using The Blank Document Template............................................................................................................ 8

Typing Text ..................................................................................................................................................... 9Saving A New Document ............................................................................................................................. 10

Deleting Text ................................................................................................................................................ 11

Checking Spelling And Grammar ................................................................................................................. 12

Saving An Existing Document ...................................................................................................................... 13

Chapter 3 Working With A Document .................................................................................................... 14Opening An Existing Document ................................................................................................................... 15

Navigating With The Keyboard ..................................................................................................................... 16

Scrolling Through A Document .................................................................................................................... 17

Chapter 4 Working With Text .................................................................................................................. 18Techniques For Selecting Text ..................................................................................................................... 19

Deleting Text ................................................................................................................................................ 20

Using Undo ................................................................................................................................................... 21

Chapter 5 Font Formatting Level 1 ..................................................................................................... 22Understanding Font Formatting .................................................................................................................... 23

Changing Fonts ............................................................................................................................................ 24

Changing Font Size ...................................................................................................................................... 25

(Optional) Growing And Shrinking Fonts ...................................................................................................... 26

Making Text Bold / Italic / Underlined ........................................................................................................... 27

Changing Case ............................................................................................................................................. 28

Changing Text Colour .................................................................................................................................. 29

Clearing Font Formatting .............................................................................................................................. 30

Chapter 6 Paragraph Formatting ............................................................................................................ 31Understanding Paragraph Formatting .......................................................................................................... 32

Changing Text Alignments ........................................................................................................................... 33

Chapter 7 Styles ....................................................................................................................................... 34Applying Styles To Paragraphs .................................................................................................................... 35

Applying Styles To Text ................................................................................................................................ 36

Changing the Style Set ................................................................................................................................. 37

Chapter 8 Cutting And Copying ............................................................................................................. 38Understanding Cutting And Copying ............................................................................................................ 39

Cutting And Pasting ...................................................................................................................................... 40

Copying And Pasting .................................................................................................................................... 41


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University of Bristol

(Optional) Using The Clipboard Task Pane ................................................................................................. 42

Chapter 9 Bullets and Numbering .......................................................................................................... 43Starting A Bulleted List ................................................................................................................................. 44

Adding Bullets To Existing Paragraphs ........................................................................................................ 45

Removing Existing Bullets ............................................................................................................................ 46

(Optional) Starting A Numbered List ............................................................................................................ 47

(Optional) Numbering Existing Paragraphs .................................................................................................. 48

(Optional) Removing Existing Numbers ....................................................................................................... 49

Chapter 10 Page Layout ............................................................................................................................ 50Changing Page Margins ............................................................................................................................... 51

Changing Page Orientation .......................................................................................................................... 52

Chapter 11 Printing .................................................................................................................................... 53Print Previewing ............................................................................................................................................ 54

The Print Dialog Box..................................................................................................................................... 55

Chapter 12 Getting Help ............................................................................................................................ 56Understanding How Help Works .................................................................................................................. 57

Accessing The Help Window ........................................................................................................................ 58

Chapter 13 Nice to Know Extras ............................................................................................................ 59The Status Bar .............................................................................................................................................. 60

5Customising The Status Bar ....................................................................................................................... 61

Inserting A Date ............................................................................................................................................ 62

Using Redo ................................................................................................................................................... 63

Using Repeat ................................................................................................................................................ 64

Changing Case ............................................................................................................................................. 65

Using KeyTip Badges ................................................................................................................................... 66


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University of Bristol Page 1 Chapter 1 - Getting To Know Word

CHAPTER 1 GETTING TO KNOW WORD

In this session you will:

gain an understanding of the Word 2010 screen

learn how to use the Ribbon

gain an understanding of the Quick Access Toolbar

learn how to customise the Quick Access Toolbar

gain an understanding of the File Menu

Microsoft Word is a word processing application that is usually partof a suite of Microsoft applications, known as Microsoft Office.

You can use Word to create all sorts of documents, includingletters, reports, faxes, forms, emails, web pages, invitations andcertificates.

Before you leap into creating anything, it is worth taking some timeto become familiar with the Word window and its features.

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THE WORD SCREEN

The File Menu is used to access file management functions such as saving, opening, closing,printing, etc. An Optionsitem is also available so that you can set your working preferencesfor Word 2010.

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The Ribbonis the tabbed band that appears across the top of the window. It is the control

centre of Word 2010. Instead of menus, you can now use the tabson the Ribbon to accesscommandswhich have been categorised into groups. It is largely the same as in 2007.

#The Status Barappears across the bottom of the window and can be set to displayinformation including page number, section number, column, and so on. It can also be used toaccess navigation commands such as Go To.

$The Viewbuttons and the ZoomSliderare used to change the view or to increase/decreasethe zoom ratio for your document.

%The Scroll barindicates your current position in the document and lets you move to otherpositions in the document by clicking or dragging. The arrows can also be used to movethrough the document.

Once you know your way around the Wordscreenyoull find it much easier to use. TheWord screen is made up of a number of differentelements. Some of these elements, like the

Ribbonand Status barmay be familiar to you ifyou have used another Office application such asExcel. If not, dont worry, they soon will be.

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USING THE RIBBON

The Ribbonis the new command centre forMicrosoft Word. It provides a series ofcommandsorganised into groupsand placedon relevant tabs. Tabs are activated by clicking

on their name to display the command groups.Commands are activated by clicking on a button,tool or gallery option. The Ribbon is intended tomake document design more intuitive.

Try This Yourself:

Before starting this exerciseensure that you have a blankdocument displayed

Examine the groups on theHometab

These are the mostcommonly used commands,including copy and paste, fontand paragraph formatting,styles and editing...

"Click on the Inserttab

The commands on this tabare used to create pages,tables, illustrations, links,headers and footers, textobjects and equations...

#Click on Shapesin theIllustrationsgroup to displaythe Shapes gallery

This includes a huge range ofshapes as well as the menuoption: New Drawing Canvasat the bottom of the list...

$Click on each of the tabs andexamine the commands

Some of these open dialogboxes...

%On the Viewtab, click onZoomin the Zoomgroup todisplay the Zoomdialog box

&Click on [Cancel]then clickon the Hometab

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Handy to Know

Additional tabs known as Contextual tabsappear in specific circumstances. Forexample, if you insert a picture, the PictureTools: Formattab will appear. This providesquick access to all of the tools you may needto modify and work with the picture.


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THE QUICK ACCESS TOOLBAR

The Quick Access Toolbar, also known as theQAT, is a small toolbar that appears at the top,left-hand corner of the Word window. It isdesigned to provide access to the tools you use

most frequently, such as Save, and includes bydefault the Undo and Redo buttons. You can addbuttons to the Quick Access Toolbar to makefinding your favourite commands easier.

The Quick Access Toolbar

The Quick Access Toolbaris positioned in the top left corner. In its default state, it includesthe Savetool, the Undotool and the Redotool.

The Customise the Quick Access Toolbar

Appearing immediately to the right of the Quick Access Toolbar, the Customise QuickAccess Toolbartool displays a list of commonly used commands that you can add to thetoolbar. You can select the items that you want to add. The ticks that appear to the left ofthe menu options show you that an option is already displayed.

You can add any command you like to the toolbar by selecting More Commandsto displaythe Word Optionsdialog box. From here you can choose commands or tabs to add to thetoolbar. You can even shift the Quick Access Toolbar below the ribbon if this suits the wayyou work.


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CUSTOMISING THE QUICK ACCESS TOOLBAR

The Quick Access Toolbarcan be customisedby adding buttons or removing buttons. This isthe only part of the Word interface that you canmodify you cant add buttons to the ribbon or

command groups. There are two methods that canbe used to customise the toolbar, including using

the Customise Quick Access Toolbartool

which is provided just for the purpose.

If you want to restore the QAT to its original content, clickon [Reset] in the Word Options dialog box.

Try This Yourself:

Before starting this exerciseensure that you have a blankdocument displayed

Point to the first button on theQuick Access Toolbarto see thename of the tool and its shortcut

In this case, it is Save...

"Right-click on Format Painterwhich appears in the Clipboardgroup on the Hometab to displaya shortcut menu

#Select Add to Quick AccessToolbarto add the Format

Paintertool to the QAT

$Click on the Customise Quick

Access Toolbartool to display

the menu

%Select Opento add it to the

Quick Access Toolbar

Open is represented by an openfolder icon...

&Click on the Customise Quick

Access Toolbartool and

select More Commandstodisplay the Word Optionsdialogbox

'Click on Openin the right-handpanel and click on [Remove]thendo the same for Format Painter

(Click on [OK]to close the dialogbox and restore the QAT

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Handy to Know

You can move the QAT under the ribbon byclicking on the Customise Quick Access

Toolbartool and selecting Show Below

the Ribbon. This puts the tools that you usemost frequently closer to your documentmaking it quicker to access them.


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THE FILE MENU

The File Menureplaces the Office Button. It is

one of the most significant changes to Word2010. The Filemenu provides access to all of thefile-related commands such as Open, Save and

Print. It also provides access to the Optionsitem

where you can customise many features of Word.


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University of Bristol Page 7 Chapter 2 - Creating A New Document

CHAPTER 2 CREATING ANEW DOCUMENT


learn how to create a new blank document based on thedefault template

learn how to type text into a document

learn how to save a new document

learn how to make basic changes to text within a document

learn how to check the spelling and grammar in a document

learn how to save an existing document.

Pivotal to working successfully within Microsoft Word is having theability to create a new document. There are several basic skills youwill need to master to achieve this and these include being able totype and edit text and to also manage proofing, printing and savingthe information for future use (not necessarily in that order!).

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USING THE BLANK DOCUMENT TEMPLATE

When you want to create a letter, shopping list,annual report or anything with words in it, you willfirst need to create a document. All documentscreated in Word are based on a template. A

template defines the basic layout of a document.To create a simple document, you are able to baseit on the Blank Documenttemplate installed withWord.

Try This Yourself:

Before you begin youshould close all Worddocuments that arecurrently open

Click on the File Menutodisplay the menu

"Select Newto display the

New Documentdialog boxThe New Document dialogbox displays the installedand online templatesavailable to you...

#Ensure Blank documentis selected as shown

$Click on [Create]to createa new blank document

Notice that the document isautomatically assigned a

name, which is displayed inthe title bar

Handy to Know

You can also use the keyboard shortcut+ to instantly open a new blank

document based on the Blank documenttemplate, by-passing the New Documentdialog box.


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TYPING TEXT

The fastest way to learn how to type textinto aWord document is simply to start. The text willadopt the default appearance determined by thetemplate. Changing the appearance and layout of

the text can all be sorted out later. Any text that youtype will appear at the insertion point(the smallblinking black bar on your screen). So, to type,position the insertion point and type away.

Try This Yourself:

Same

File

Continue using the previousfile with this exercise, or openthe file W702 Creating A NewDocument_1.docx...

Type Housing ConstructionReport

"Press to start a new line

You might find that Wordautomatically changed theheading style, due to anin-built styles feature. Justignore it for now as it is afeature that you will learnabout in more advancedtraining...

#Type the paragraph as shown

without pressing

Notice that when you reachthe end of a line the insertionpoint jumps to a new lineautomatically this is calledword wrap...

$Press then type the

second paragraph as shown

%Press to complete the

paragraph and to insert ablank line at the end 4

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Handy to Know

The wavy red lines that might appear as youtype text indicate words that are notrecognised by Microsoft Word. The existenceof inbuilt dictionaries enables Word to cross-reference the text that is typed intodocuments.


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SAVING ANEW DOCUMENT

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Few things are more frustrating in the world ofcomputers than doing an hours work and thenlosing it all because the computer crashes. Thisis one reason why it is important to save your

work regularly. Savingyour workmoves theinformation from the computers short-term memory(known as RAM), to its long-term storage (the harddisk drive) so that you can access it again later.

Try This Yourself:

Same

File

Continue using the previousfile with this exercise, or openthe file W702 Creating A NewDocument_2.docx...

Click on the File Menuandclick on Save(or Save Asifyou have opened the file

above) to display the Save Asdialog box

In a newdocument, Wordautomatically proposes aname for the document, basedon the text typed in the firstline

"In the File namebox, typeAlpheius Housing Report(replacing the suggested nameif necessary)

#Check the folder, as shown inthe Save Inbox at the top ofthe Save Asdialog box:

Stay in the current folder, orbrowse to an appropriatefolder if necessary

(If unsure, you can easily savefiles into My Documents byclicking this option on the left)

$Click on [Save]to save thedocument

Notice that the new name nowappears in the title bar at thetop of the screen

Handy to Know

You can also press the keyboard shortcut

+ or click on Save on the Quick

Access toolbarto quickly save a document.

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DELETING TEXT

Deleting text isalmost as easy as using an

eraser. Typically, as long as the insertion point ispositioned in the correct place within thedocument, you should have no problems.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the file W702Creating A NewDocument_6.docx...

Click to the left of the wordyearin the first sentence, toposition the insertion point at

the front of the word

" Type twoand press

# Press four times to moveto the end of the word yearand type the letter s

You can also easily deletewords...

$Move the mouse pointer to theleft of the word halfin the nextsentence, then click and drag

across the words half of thetoselect them

% Press to delete the wordsNow lets replace a word withanother...

&Double-click on the last wordin the first paragraph: half

This will select the word...

'Type yearto replace the word

When text is selected,anything typed will replace itautomatically

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Handy to Know

Pressing deletes text to the right of the

insertion point, while pressing deletes

text to the left of the insertion point.


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CHECKING SPELLING AND GRAMMAR

will

One of the most powerful tools in Word is thespelling checkerand using it regularly beforeyou print is an excellent work practice to get into.In this manner, you will save a lot of paper. When

the spelling check is run, it highlights each instanceof a misspelt word or bad grammar and usuallysuggests a correction. You can then accept thesuggestion or make a correction of your own.

Try This Yourself:

Open

File


Press + to position

the insertion point at thebeginning of the document

"Click on the Reviewtab on theribbon

#Click on Spelling & Grammarin the Proofinggroup

The Spelling and Grammardialog box will open, displayingthe first instance that Worddetects as a spelling orgrammatical error. In theexample shown here, thecompany name Alpheius is not

recognised by Word...

$Click on [Add to dictionary]

This ensures that the word isrecognised in future. The nexterror is then located the wordpoor has been misspelled...

%Click on [Change]to accept

the highlighted suggestion

When all the errors have beenreviewed, Word will advise thatthe spelling and grammar

check is complete...

&Click on [OK]

Handy to Know

Word will normally also check your spellingand grammar as you type. Misspelt wordswill be underlined with a wavy red line andgrammatical errors are highlighted with awavy green line (you might also see a wavyblue line; this is not a spelling or grammarissue but rather an inconsistency in style).

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SAVING AN EXISTING DOCUMENT

Once a document has been named and savedfor the first time, you can then open and close itat will and work in full confidence that, unless it isdeleted, it is reasonably safe from computer

crashes. However, you must still savethedocument regularly when you are working on it, toensure that you do not lose information that hasbeen added in the interim.

Try This Yourself:

Open

File


Click at the end of the headingHousing ConstructionReportto position the insertion

point

"Press and type 2007

#Click on the File Menu thenselect Saveto save thechanges made up to this point

As an alternative to using theFile Menu,you can also usethe Save tool on the QuickAccess Toolbar. So lets makeanother change...

$Double-click on the value in Q4for Hungaryto select it, thentype 256

% Click on Save on theQuick Access Toolbartosave the document again

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Handy to Know

You can also use the keyboard shortcut+ to save your changes quickly.


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University of Bristol Page 14 Chapter 3 - Working With A Document

CHAPTER 3 WORKING WITH ADOCUMENT


learn how to open an existing document

learn how to navigate through a document using thekeyboard

learn how to scroll through a document.

Whenever you use Word to work with a report, letter, memo, bookor the like, you are working with what is known as a document.

Documents are the actual repositories of what you type: your data.There are fundamental skills that you will require to successfullywork with documents.

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OPENING AN EXISTING DOCUMENT

There are several different ways to open anexisting document. Perhaps the simplest wayis from within the Word application itself, usingthe Opendialog box. This has tools to help you

identify different file types, and the location of thefolder where they have been saved.

Try This Yourself:

Before you begin, ensure thatWord 2010 is open

Click on the File Menu

Click Opento display the Open

dialog box

"Browse to the 2010 level 1course files folder

#Click on W703 Working With ADocument_1.docx, then clickon [Open]to open it

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NAVIGATING WITH THE KEYBOARD

There are a number of ways to navigate Worddocuments. This can be very useful whenworking with documents comprising of more thanone page. As well as using the mouse and

scroll bars, one of the quickest ways to movearound a document is by using the keyboardshortcuts. It is possible to move all around adocument using a variety of key combinations.

Try This Yourself:

Open

File

Before starting this exercise youMUST open the file W703Working With ADocument_1.docx...

Hold down and press to

move to the end of thedocument

"Press + to move to thestart of the document

#Press + to jump to the

next page

$Press + to jump to the

previous page

%Press + five times to

move down five paragraphs

&Press to jump to the end of

the current line

'Press to jump to the startof the current line

(Press + to move the

insertion point right one word

)Press + to move to the

start of the document again

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SCROLLING THROUGH ADOCUMENT

Using your mouse and the scroll barsisprobably the easiest way to scroll through adocument. Pointing and clicking to get whereyou want to be is certainly easier to negotiate

than having to remember key combinations. Thescrolling arrowsare easy to find; they are oneither end of the scroll bar, which is located on theright side of the document window.

Try This Yourself:

Same

File

Continue using the previous file with thisexercise, or open the file W703 WorkingWith A Document_1.docx...

Press + to move the insertion

point to the start of the document - thestatus bar shows you are on page 1 of 4

"Click once on the Next Pagebutton to

move to the next page notice the pagenumber indicator in the status bar haschanged

#Click once on the Previous Pagebutton

to move back a page

$Click several times on the down arrow

at the base of the scroll bar noticethat you can no longer see the insertionpoint, as it remains at the top of thedocument

%Click on the up arrow until the screenstops scrolling you should now see thetop of the document

&Move the mouse pointer onto the slider

button

, hold down the left mouse

button a tip box indicates the currentpage

'Continue to hold down the left mouse

button and drag the sliderbutton

down until you get to the bottom of thescroll bar this is the bottom of thedocument

(Drag the slider button up, until you get tothe top of the document

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University of Bristol Page 18 Chapter 4 - Working With Text

CHAPTER 4 WORKING WITH TEXT


gain an overview of the techniques used to select text

learn how to delete text in a document

learn how to undo actions in a document.

What you type into a document, often needs to change. You mightneed to swap a sentence or paragraph around to improvereadability, replace several words or sentences, or even deletewhole sections. Whatever the reason, text in a document constantlychanges.

To enable you to work with text, you must be able to locate andselect it. This then indicates to Word which part of the document willbe changed. Once text is selected, Word provides tools to enableyou to easily edit, delete, move or copy it.

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TECHNIQUES FOR SELECTING TEXT

You can select textin a document using eitherthe mouse or the keyboard and, in someinstances, a combination of both. The methodthat you choose will depend upon what you want

to select and which device, mouse or keyboard,you are more comfortable using. The varioustechniques for selecting textare shown in thetable below.

To select Using the mouse Using the keyboard

Single character Click to the left of the character, hold down the leftmouse button and drag to the right by onecharacter.

Use the arrow keys to position thecursor to the left of the desiredcharacter. Hold down and press

.

Multiple characterswithin a word

Click to the left of the character, hold down the leftmouse button and drag to the right to highlight thedesired characters.

Use the arrow keys to position thecursor to the left of the desiredcharacter. Hold down and press

for each character.

Word Double-click on the word. Use the arrow keys to position the

cursor to the left of the desired word.Press + + .

Sentence Click on the first word of the sentence then, whileholding down the left mouse button, drag themouse to select the remaining words in thesentence.

Use the arrow keys to position thecursor at the start of the sentence,then press + + until you

have selected all of the words in thesentence.

Line Hover over the blank selection bar to the left ofthe text until the pointer changes to aright-pointing arrow then click once.

Use the arrow keys to position thecursor at the start of the line, thenpress + + until you have

selected all of the words in the line.

Paragraph Triple-click on a word in the paragraph.

ORHover over the blank selection bar to the left ofthe text until the pointer changes to aright-pointing arrow then double-click.

Use the arrow keys to position the

cursor at the start of the paragraph,then press + + .

Block of text Click on the first word of the block then, whileholding down the left mouse button, drag themouse over the remaining text.

OR

Use a combination of both the mouse andkeyboard click at the start of the selection, scrollup/down so you can see the end of where youwant to select, then press and click at the

end of the selection.

Use the arrow keys to position thecursor at the start of the text, thenpress:

+ + to select whole

words

OR

+ to select characters

Whole document Hover over the blank selection bar to the left ofthe text until the pointer changes to aright-pointing arrow then triple-click.

Press + to position the

cursor at the start of the document,

then press + +

OR

Use a combination of both the mouseand keyboard click anywhere in thedocument and press + .


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DELETING TEXT

One of the primary advantages of working with aword processor is the ease with whichcorrections can be made. In Word, simplechanges can be made to the text in your

document by using the deleteand backspacekeys to readily remove text. Whereas the deletekey removes characters to the right of the insertionpoint, backspace removes characters to the left.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the file W704Text Management_3.docx...

Click to the left of veryin thethird paragraph to position theinsertion point

"Press to delete the letter to

the right: v

#Press fourmore times to

delete eryand the space

$Click to the right of remarkablyin the second paragraph and

press eleventimes this

will delete the characters to theleft of the insertion point

%Click to the left of verypeculiarin the next paragraph

&Press +

This keyboard shortcut deletesan entire word...

'Click to the left of goodin thenext paragraph, hold down

and click at the right end

of goodto select the word

(Press notice how the

spacing between the words isadjusted automatically

Handy to Know

You can also select non-contiguous rangesof text. Simply select the first range, thenhold down and select the next range/s.

When using this method to delete multiplewords, keep in mind that Word may not

automatically adjust the spacing betweenwords.

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USING UNDO

If you find that you have inadvertently deleted,changed or moved text, you can undothechanges that were made and revert to a previousversion of the document. The Undooperation in

Word holds a snapshot of your document prior toeach and every action that you perform, enablingyou therefore to select the point to which you wantto revert the document.

Try This Yourself:

Same

File

Continue using the previous filewith this exercise, or open thefile W704 TextManagement_4.docx...

Triple-click in the first paragraphto select it

"Press to delete it

Whoops! Didnt actually meanto do that...

#Click on Undo on the Quick

Access Toolbar

The deleted paragraph will bereinstated...

Lets see how the Undo list ofsnapshots builds...

$Click immediately beforefoundersin the second

paragraph, type Alpheiusthenpress

%Double-click on tinyin the thirdparagraph and press twice

this will also delete theredundant comma

&Click on the drop arrow for

Undo on the Quick

Access Toolbarto display thelist of actions

'Move the mouse pointer over

the third action and click on it this will undo the last 3 actions

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Handy to Know

You can also use the keyboard shortcut+ to quickly undo the previous action.

Alternatively, hold down and press

repeatedly to undo consecutive actions.


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University of Bristol Page 22 Chapter 5 - Font Formatting - Level 1

CHAPTER 5 FONT FORMATTINGLEVEL 1


gain an understanding of font formatting

learn how to change fonts

learn how to change font size

learn how to grow and shrink fonts

learn how to make text bold learn how to change case

learn how to change text colour

learn how to clear font formatting.

If your document contains page after page of plain text it can bevery hard for your reader to pick out the important points and makesense of the whole thing. You can improve the look and readabilityof your document by changing the appearance of the text this isknown as formatting. Word 2010 offers many tools and facilities tohelp you achieve this and make your document more attractive,clear and interesting to read.

This chapter gives an introduction to formatting; further topics arecovered in Word 2010 - Level 2, which will take you a stage further.

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UNDERSTANDING FONT FORMATTING

Font formatting refers to the appearance of text.You can change the format or appearance of textto make a particular phrase stand out, to maketext more or less prominent, to indicate that the

text is a quote, to reflect a particular mood orfeeling, and to ensure that the overall effect is oneof continuity and consistency. Text anywhere in adocument can be formatted for any reason you like.

Text in Documents

Some of the simplest documents consist of text on a page. The text you use can be formatted tomeet corporate requirements, to fit more on a page, to make it easy to read, to make it look like aflyer rather than a letter it can be formatted for a wide variety of reasons.

For example, you may like to change the font, font size, apply boldor italics, underline or change thecolourof text.

Text in Tables

Text is used in tables, as shown here. The text can be formatted to show:

Headings

Normal table entries

Quotes

S!"#$%and many other things...

Text in Boxes

Text can also be used in text boxes and other shapes. This text can also be formatted to match yourdocument or as a caption for an image in a borderless text box, for example.

Keep it Simple

Formatting of text is best applied simply. Only make a limited number of changes unless your projectspecifically calls for more. A single overall font change can often be more effective than multiplechanges that confuse or distract the reader. As a rule of thumb:

use no more than four formats on a page

reserve underlining for very special cases, because it can interfere with the readability oftext and imply a hyperlink

dont use ALL UPPERCASE because it is not as easy to read as lowercase or mixed caseand can be taken to imply SHOUTING

Emphasise only the keywords.

Font Formatting Tools

Because text can be added in so many ways to a document, it stands to reason that you will want

your text formatting tools on hand wherever text appears. Font tools appear on the Normaltab, inthe Mini toolbar that appears when text is selected, and when you right-click on text to display ashortcut menu.

The tools work as:

toggles, such as Bold which is either on or off

single-use buttons such as Grow Font which only ever do what their tool tip says

buttons to display a menu of choices, such as Change Case

multi-purpose tools such as Font Colourwhich can be used either to apply the displayedcolour or to display a menu of alternatives

Callout boxes are anotherexample of where text is

used and can be formatted.

Mini toolbar


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CHANGING FONTS

The appearance that you choose for your text isreferred to as the fontor typeface. Fonttraditionally refers to a combination of typeface,style and size in points (e.g. Arial Bold 12 pt).

In word processing, font just refers to the typefaceor shape of the letters. Typical classic fonts include

Times New Roman, Arial, Century Gothicand

Copperplate.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the fileW706 FontFormatting_2.docx...

Click on Select in the

Editinggroup on the Hometab and select Select All

All of the text will be

selected. Notice that the Fontgroup indicates that the fontis Calibri (Body)...

"Click on the drop arrow for

Fontand point to a font

The text will adjust to reflecta preview of the new font...

#Point to Arial Narrow, then

Book Antiqua, Garamondand Gill Sans MT

If you dont have these fonts,try different ones. As youpoint to each font, thepreview will change...

$Scroll down and click on

Verdana, or another font ofyour choice to apply thechange

This time the font formattingis permanent it wontchange again unless youmake another selection

1

3


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CHANGING FONT SIZE

W

One way that text can be emphasized is bychanging the sizeof the font. For example, ifyour normal text is 11 pt, you may like to makethe headings 13 pt or larger. Font size may also

be changed for small detailed items, such ascomments in a text box or a caption for a picture.Large text can be used in documents such as flyersand for cover pages.

Try This Yourself:

Same

File

Continue using the previousfile with this exercise, or openthe file W706 FontFormatting_3.docx...

Click on Select in the

Editinggroup of the Hometaband select Select All

This selects all of the text in

the document (other than intext boxes and headers andfooters)...

"Click on the drop arrow of

Font Size and point to

14

Live preview will display thetext in a larger font size...

#Click on 10to change the fontsize to 10 pt

You can also change the font

size of parts of a document,and you can use the Minitoolbar...

$Using the mouse, drag downthe left of the first address atthe top of the document toselect it then move back overthe text to display the Minitoolbar

%Click on the drop arrow ofFontSizeand click on 9

&Click away from the text tohide the Mini toolbar

1

2

4

6

Handy to Know

You may have noticed that the text didntchange size when you used the Mini toolbaruntil you actually clicked on a different fontsize. This is because Live Preview doesntwork with the Mini toolbar.


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(OPTIONAL)GROWING AND SHRINKING FONTS

If youre not exactly sure what font size you wantand just know that you want to make the textlarger or smaller, you can grow or shrink the font.

Grow Font and Shrink Font use the font

sizes listed under Font Size. Each time you clickon Grow Font, it changes the font size to the nextone up, as shown on the list. This is another wayto try out different font sizes.

Try This Yourself:

SameFile Continue using the previous

file with this exercise, or openthe file W706 FontFormatting_4.docx...

Click to the left ofAGECorporate Endeavours:Green Force Projectstoselect the line

"In the Fontgroup, click on

Grow Font twice to

increase the font size to 12 pt

The size is displayed in theFont Size control...

# Click on Grow Font afew more times and see howthe size increases each time

Now to shrink it back...

$Click on Shrink Font toreduce the size of the fontuntil it is around 8 pt

It should be a lot smaller thanthe surrounding text...

% Click on Grow Font untilthe font size reaches 11 pt

This is one point larger thanthe majority of the text

1

2

4

5

Handy to Know

A keyboard shortcut for increasingthe font

size is + (close square bracket).

A keyboard shortcut for decreasingthe font

size is + (open square bracket).


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MAKING TEXT BOLD/ITALIC/UNDERLINED

One of the most common ways of emphasisingtext is to make it bold. Bold text is darker inappearance because the letters are thicker, but itretains the same shape as normal text.

The intensity of boldtext draws the readers eye

directly to it so that they read the most importantinformation first. Like all formatting features, textmust be selected before it can be made bold.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the fileW706 FontFormatting_5.docx...

Click to the left of the lineAGE CorporateEndeavours: Green ForceProjectsto select it as

shown

" Click on Bold which islocated on the Hometab, inthe Fontgroup

The letters increase inthickness and intensity...

#Click away from the text tosee the final effect

This makes the subject of theletter easier to identify

To take the bold effect off,select the relevant text andclick on Boldagain

$Try out the other two buttonsfor Italicand Underline

in the same way

1

2

3

Handy to Know

Bold text is created by replacing the originalletters with a darker, thicker version of them.Many typefaces, such as Times New Roman,have a series of typeface variations such asnormal, bold, italicsand bold italics. Whenyou apply Bold, Word replaces your normal

typeface with a bold version of it.


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CHANGING CASE

Caserefers to whether the uppercase (capital) orlowercase form of a letter is used. Microsoft Wordallows you to change between cases so that youdont have to retype text. Change case options

are Sentence case, where the first letter is acapital, lowercase, UPPERCASE, CapitaliseEach Word, and tOGGLE cASE, which swapsbetween upper and lower case.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the file W706Font Formatting_12.docx...

Click to the left of the headingAGE CorporateEndeavours: Green ForceProjectsto select it

"Click on Change Case

and select Sentence case.

All of the capitals, other thanthe very first one, arechanged to lowercase...

#Click onChange Case

and select UPPERCASE

This time all letters arechanged to capitals...

$Click onChange Case

and select tOGGLE cASE

This changes all of theuppercase letters tolowercase (and vice versa)...

%Click onChange Case

and select Capitalise EachWord

This converts the letters backto a form more suitable for aheading

2

3

4

5

Handy to Know

Text typed in all UPPERCASE letters israrely used because it is harder to read (notvarying in shape) and because uppercasecan be interpreted as shouting when used incorrespondence. All uppercase is bestreserved for short headings or headlines

which appear in much larger font sizes.


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CHANGING TEXT COLOUR

The colour of text can be changed to any colourthat you select from the wide ranging palette.Colour can be used to reflect a corporate brandidentity, to reflect the mood of a document or just

to jazz it up a bit and catch the eye of a passerby.With colour, as with many of the other fontformatting features, less is more use too manycolours and you will just confuse the reader.

Try This Yourself:

Same

File

Continue using the previousfile with this exercise, or openthe file W706 FontFormatting_13.docx...

Double-click onAGEin thefirst paragraph to select it

"Click on the drop arrow for

Font Colour to displaythe colour palette

#Point to different colours andsee the effect on the text

Live Preview will update thedisplay...

$Point to Greenin StandardColours

The tool tip displays the nameof the colour so that its easierto find...

%Click on Greento apply thecolour to the font

&Click away from the text todeselect it and display theresult

1

4

5

Handy to Know

Once you have selected a colour, it will

appear in the Font Colourtool . You can

then click on the tool rather than the droparrow to apply the colour.

You can remove a font colour by clicking onAutomatic.


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CLEARING FONT FORMATTING

If you decide that the formatting applied to textactually makes it more difficult to read, or youveaccidentally applied formatting that you dontwant, you can clear formatting. You can reverse

some formatting effects by using the same tool thatyou used to apply the effect, or you can remove allformatting and return text to its original normalstate.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the file W706Font Formatting_16.docx...

Examine the text

It has had many formattingchanges applied to it, includingfont and font size as well assome special formatting

effects...

"Click on Select and select

Select All

#Click on Clear Formatting

to return the text to Calibri11 ptand remove the fontformatting effects

$Click anywhere in thedocument to deselect the text,then scroll down to examine it

All of the font formatting,

including subscript andsuperscript have beenremoved. The only survivingeffect is the highlighting...

%Click to the left of the headinghighlighted in grey to select it

&Click on the drop arrow of Text

Highlight Colour and

click on No Colour

The text is returned to itsoriginal format

1

4

6

Handy to Know

Clear Formatting changes text back to

the default settings specified in the Fontdialog box. It does not affect settings thatdont appear in the Fontdialog box, such as

Text Highlight Colour .


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University of Bristol Page 31 Chapter 6 - Paragraph Formatting

CHAPTER 6 PARAGRAPH FORMATTING


gain an understanding of paragraph formatting

learn how to change text alignments.

The spacing and alignment of text in a paragraph is controlled byparagraph formatting. By selecting the most effective layout for aparagraph you can ensure that the result is professional and easy toread.

FOCUS

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UNDERSTANDING PARAGRAPH FORMATTING

Understanding Paragraphs

Aparagraphconsists of any amount of text followed by aparagraph mark. A paragraph mark iscreated when you press and is usually hidden, although you can display paragraph marks and

other formatting marks if you need to by clicking on Show/Hide in the Paragraphgroup on the

Hometab. You can even have empty paragraphs which consist of a paragraph mark and nothingelse. These are usually seen as blank lines. Paragraph marks hold the formatting for a paragraph,so if you accidentally delete a paragraph mark, the paragraph formatting of the following paragraphwill take effect.

Examples of ParagraphsThe following paragraphs are shown with the formatting marks displayed so that you can see whereparagraphs start and finish. Spaces are indicated by dots and tabs by right arrows. There are nineparagraphs below can you spot them all?

Blank line also a paragraph

Formatting Paragraphs

Because paragraph formatting affects everything in a paragraph, you do not need to select the entireparagraph to apply the formatting. As long as you are positioned somewhere in the paragraph, anyparagraph formatting you apply will affect the entire paragraph.

Creating Paragraphs

When you press and start a new paragraph, it will use the formatting of the previous paragraph

(unless specific style settings override this). This way, you can create a bulleted list and keepentering bullets until you no longer need them.

1

2

3

4

Paragraph formattingrefers to formattingcommands that affect entire paragraphs settings such as indenting, bullets, line spacingand paragraph spacing. To understand

paragraph formatting and how it works, you need tounderstand what aparagraphis. This pageexamines paragraphs and how formatting can beapplied to them.


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CHANGING TEXT ALIGNMENTS

Handy to Know

If your ruler is not visible, you can display itby clicking on Rulerin the Show/Hidegroupon the Viewtab. You can also display ittemporarily by hovering in the area where itwould normally appear immediately abovethe page.

Paragraphs of text can be alignedin fourdifferent ways on the page using the paragraphalignment tools. The alignment of the textdepends on the location of the left and right

indent markers which are visible on the ruler. Theyenable you to reposition text horizontally withouthaving to change margin settings. Each paragraphcan have its own alignment.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the fileW707 ParagraphFormatting_1.docx...

Click in the heading

This paragraph is left-alignedand the corresponding tool in

the ribbon is highlighted.Lets try the other options...

"Click on Centre to centre

the heading

#Click in the secondparagraph below the heading

and click on Right

$Select the last threeparagraphs and click on

Justify then click away

from the text to deselect itNow you have examples ofall four alternatives. Noticehow Justify spreads out thewords in each line to create ablock effect. This is neat froma distance, but harder to readbecause of the spacing...

%Press + to select all

of the text then click on Left

to restore the alignment

of the text

1

4


40/72


University of Bristol Page 34 Chapter 7 - Styles - Level 1

CHAPTER 7 STYLES


learn how to apply styles to paragraphs

learn how to apply quick styles to text

learn how to change the style set.

Microsoft Word is really making it very simple for you to producegreat looking documents. And to this end, they have provided anextensive range of stylesthat let you apply multiple formattingsettings to text with one click.

By using styles, you will produce documents with a consistent lookand feel quickly and easily.

FOCUS

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APPLYING STYLES TO PARAGRAPHS

Microsoft is encouraging us to use Stylesin ourdocuments. They have created several sets ofQuick Styles and have made them moreaccessible by locating them on the Hometab on

the ribbon. In this exercise, you will use the defaultQuick Style setto apply two of the predefinedparagraph styles to selected text.

Try This Yourself:

Open

File

Before starting thisexercise you MUST openthe file W712Styles_1.docx...

Ensure the Home tab isactive, then click anywherein the headingAGE NewVehicle Department

Notice that Normal iscurrently selected in theStyles group on the ribbon.Lets apply a different styleto the heading paragraph...

" Click the Morebuttonfor Stylesto open theQuick Styles gallery, thenpoint to the various QuickStyles

Notice that the whole

heading, or just one word,may change based on thestyleto which you arepointing

#Click on the style namedTitleto apply thisparagraph style to theheading

$Now click anywhere in theparagraph beginningBlame..., then click theMorestyles button andapply the Quoteparagraphstyle to this paragraph

1

2

3

4

Handy to Know

You can apply aparagraph styleto aparagraph simply by clicking somewhere inthe paragraph and then clicking on thedesired Quick Style in the gallery. But if youclick on a character stylein the gallery, onlythe word on which you clicked will change tothe new style.


42/72



APPLYING STYLES TO TEXT

Every paragraph in a document has a paragraphstyle applied to it even if it is just the defaultNormalstyle. As well as defining paragraphfeatures, a paragraph style also specifies the

default character formatting which is applied toeach character in the paragraph. You can overwritethe default character formatting by applying acharacter style to selected text within a paragraph.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the fileW712 Styles_2.docx...

Ensure that the Home tabis active, then select thetext our Flyer ZW6doesnt look too bad

"Click on the Morebuttonfor Stylesto open theQuick Styles gallery, thenpoint to the various quickstyles

Currently, the text isformatted with the defaultcharacter formatting set forthe Normal paragraphstyle...

#Click on Intense Emphasisto apply the character style

to the text, then click awayfrom the text to deselect itand see the change

1

3

Handy to Know

Character styles can only define formattingdetails such as font, font size, font colour,bold, italics and underlining.


43/72



CHANGING THE STYLE SET

In Word 2010, you can choose a set of styles thatare designed to work together. The style coloursand formats in a single style set create anattractive and readable document.

All you have to do is choose the Quick Style setthat is appropriate for the document that you arecreating and then apply the styles from theconvenient Quick Styles gallery.

Try This Yourself:

Open

File

Before starting this exercise youMUST open the file W712Styles_7.docx...

On the Hometab, in the Stylesgroup, click the Change Stylesbutton

"Select Style Setto display theStyle Set gallery

#Hover the mouse pointer over thedifferent set names, such asDistinctive, Elegant, etc, in theStyle Set gallery

Live Preview will show you howyour document would appear if thestyle set name was selected

$Click on the Style Set Fancy toformat your document using thefonts and colours from this set

%On the Hometab, in the Styles

group, click the Change Stylesbutton

&Click on Style Set but this timeselect Reset Document QuickStylesfrom the gallery

This option resets the style set tothe style set applied when thedocument was last saved...

'Now change the Style Set for thisdocument to Modern

(Save the document, closing it on

completion

2

7

Handy to Know

You can select a Style Setwhen you firstcreate a new document, but you can changethe Set again at a later time.

You can change just the colours this willretain the underlying styles and fonts.

You can change just the fonts this will

retain the underlying styles and colours.


44/72


University of Bristol Page 38 Chapter 8 - Cutting And Copying - Level 1

CHAPTER 8 CUTTING AND COPYING


gain an understanding of the cut and copy processes

learn how to cut and paste text in a document using theribbon

learn how to copy and paste text using the ribbon

learn how to use the Clipboard task pane.

If there is one set of skills that you will want to learn in MicrosoftWord, it is cutting, copying and pasting. With this skill you will beable to easily move or copy text and objects around the pages of adocument and also between documents.

Cutting and copying will save you time and effort in instances whenyou need to duplicate or move information and ensures accuracyand consistency.

FOCUS

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UNDERSTANDING CUTTING AND COPYING

Cutting and copyingare fundamental skills thatyou will benefit greatly from learning, when usinga word processor such as Microsoft Word. As anintegral part of creating and editing documents,

you will constantly call on these skills to achievefast and accurate results. Cutting and copyingpresent a fast and effective means for movinginformation, rather than tackling it manually.

The Concept

Conceptually, you can think of the cutting and copying processes in terms of literally using a pair ofscissors on a piece of paper or a book - the only difference with copying, is that you need toincorporate the imaginary services of a photocopier. Anyone with toddlers will no doubt picture thecutting process with clarity.

Cuttinginformation removes that content from its current location and temporarily stores it in a partof the computers memory called (appropriately) the Clipboard. When cut, the information willdisappear from the screen, so try not to be too alarmed. When you navigate to the location whereyou want the information to be moved to, you simply paste it in as you would with glue or stickytape. Once on the clipboard, information can be pasted repeatedly until, for instance, you cut or copydifferent information or close the application.

Copyinginformation makes a replica of the selected information and places that on the clipboard,so that the original content does not disappear. To check that a copy has in fact been made, asthere is no real clear indication, you can view the contents of the Clipboard.

Once activated, the Office Clipboardenables you to cut or copy 24 individual items and store themtemporarily. In this way, you can pick and choose which item to paste in to various locations.


46/72



CUTTING AND PASTING

Words Cut and Pastefeature is aptly namedbecause it looks and behaves like an electronicversion of cutting with scissors and pasting withglue. When an item is cutfrom a document, it is

placed into a temporary holding area called theClipboard. Data from the clipboard can bepastedback into the same document or to a totallydifferent one.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the file W705Cutting And Copying_1.docx...

Press + to move theinsertion point to the end of thedocument

"Select the final paragraph

(which happens to be just oneline, in this case)

#On the Hometab on the

ribbon, click on Cut

in the Clipboardgroup

The text is removed from thepage and placed on theClipboard. As the Clipboard ishidden by default, the text willseem to disappear...

$Press + to move

the insertion point to the startof the document

%Click at the beginning of thefirst main paragraph (below theheading) to place the insertionpoint here

&On the Hometab, click on thetop half of the Pastebutton inthe Clipboardgroup

The cut text has now beensuccessfully moved to the

beginning of the document.

2

3

5

6

Handy to Know

You can also use the keyboard shortcut

+ to cuttext (this shortcut is easily

remembered if you liken the letter X to a pair

of scissors!) and + topastetext.

You can also cut and paste from oneapplication to another (e.g. Word to Excel)


47/72



COPYING AND PASTING

If you can cut and paste, then you have alreadymastered the skills required to copyand pasteinformation. The techniques for copying text aresimilar to cutting, except that you need to perform

a copy operation rather than a cut operation. Justlike cutting, the copied information is also moved tothe clipboard, the only difference being that theoriginal data remains in the source document.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the file W705Cutting And Copying_2.docx...

Double-click on Directorsinthe heading to select it

"Ensure that the Hometab is

active then click on Copy

in the Clipboardgroup

Not much appears to happenas the original text remains inplace; a copy of the text willhave moved to the clipboard...

#Double-click on the wordfoundersin the thirdparagraph to select it

$Ensure that the Hometab isactive then click on the top halfof Pastein the Clipboard

groupThe word Directors willreplace the selected word.Notice that the pasted wordhas adopted the formatting ofthe surrounding text...

When you paste information, the l ittle smart tag

enables you to choose from a list of PasteOptions, primarily related to the format that youwant to apply to the pasted text. To ignore the

options, simply press .

1

3

4

Handy to Know

You can also use the keyboard shortcut

+ to copytext and + topaste

text.


48/72



(OPTIONAL)USING THE CLIPBOARD TASK PANE

Microsoft Word enables you to copy and/or cut24 selections and temporarily store these on theOffice Clipboard. You can select individualitems to paste from the clipboard into different

locations within the same document, or into adifferent document altogether. To achieve this, youneed to display the Clipboard task pane, whichappears on the left side of the screen.

Try This Yourself:

Open

File

Before starting this exercise youMUST open the file W705Cutting And Copying_5.docx...

Click on the dialog boxlauncher for the Clipboardgroup to display the Clipboardtask pane

"Select the second heading TheFounding Directors, then click

on Cut in the Clipboard

group to cut it

The text will appear in theClipboard task pane...

#Repeat step 2to cut any othertwo paragraphs

You will see each one appendto the Clipboard list. Lets pasteitems from the clipboard...

$Press + to move theinsertion point to the end of thedocument, then press to

start a new paragraph

%Click on the last item listed inthe clipboard to paste it into thedocument

Notice that the item is still listedin the clipboard, enabling you topaste it repeatedly...

&Click on Close to close the

Clipboard task pane

1

5

Click on the item in the clipboard toplace a copy into the document

Handy to Know

To remove an item from the Clipboard taskpane, point to the item to display the droparrow, then click on the drop arrow andselect Delete

If you shut down the computer, all items inthe clipboard will be deleted


49/72


University of Bristol Page 43 Chapter 9 - Bullets and Numbering

CHAPTER 9 BULLETS AND NUMBERING


learn how to start a bulleted list

learn how to add bullets to existing paragraphs

learn how to remove existing bullets

learn how to start a numbered list

learn how to number existing paragraphs learn how to remove existing numbers.

Adding bullets or numbers to your paragraphs helps to emphasisepoints you wish to make.

A bullet is a symbol used at the beginning or a paragraph. Bulletedlists are used where the list of items has no particular order orpriority. The list below uses bullets.

Numbered lists are used where the items have a particular order orpriority.

FOCUS

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50/72



STARTING ABULLETED LIST

A Bulletis simply a symbol or special characterplaced at the start of a sentence or a line of text.The standard bullet in Word is a filled-in circle !but other symbols can be used. Bulleted lists are

used to make a list stand out from the rest of thetext and to make each item in the list easier toidentify and read. Bulleted lists are used where thelist of items has no particular order or priority.

Try This Yourself:

Open

File


Click at the end of the final

paragraph, press and

then type:

Other useful plants include:

" Press to start a newline. On the Hometab clickthe Bullets button in the

Paragraphgroup, to start thebulleted list

The list is automaticallyindented...

#

Type a few items into the list

as shown, pressingafter each entry

You should now have a bulleton a new line at the endwhich you dont need...

$With the curser still in this

new line, click on Bullets

to turn the bullets off andreturn to the previousparagraph alignment

2

3

4

Handy to Know

You can adjust the position of a bulleted list

using Increase Indent or Decrease

Indent . These are found in the

Paragraphgroup of the Hometab.


51/72



ADDING BULLETS TO EXISTING PARAGRAPHS

In a bulleted list, each paragraph starts with abullet. When you apply bulletsto existing text, abullet is placed at the beginning of eachparagraph and the rest of the text is indented.

Bulleted lists, in their default format, have nospacing between the paragraphs other than normalline spacing. When you add bullets to paragraphs,the spacing between them may change.

Try This Yourself:

Open

File


Select the three paragraphsthat cover the stages ofwater purification

"Click on Bullets toapply bullets to theparagraphs and indent thetext

You may notice that thespacing between theparagraphs has also beenremoved...

#Click on Increase Indent

to indent the

paragraphs further

Note the position of the leftindent marker on the ruler.The first line indent markerindicates the position of thebullet, and the hangingindent marker marks theposition of the text. You canadjust these manually if youwant to...

$Click on Decrease Indent

to remove the indent

and align the bullets to the

left with the rest of the text

2

3

Handy to Know

The spacing between paragraphs in abulleted list is controlled by a checkbox in theParagraphdialog box. Look for Dont addspace between paragraphs of the samestyleand remove the tick if you want to beable to adjust the Spacing BeforeandAfter. Otherwise, adjust the line spacing.


52/72



REMOVING EXISTING BULLETSIf you decide that bullets are not required for aseries of paragraphs, you can remove them.Word will remove the bullets, adjust thealignment of the text and correct the spacingbetween the paragraphs. If youve just applied

bullets, you can reverse the action by clicking on

Undo . If not, you can remove bullets by

reapplying them because Bulletsis effectively atoggle switch.

Try This Yourself:

Same

File

Continue using the previousfile with this exercise, or openthe file W707 ParagraphFormatting_8.docx...

Select the three paragraphsthat have bullets applied

Note the position of the indent

marker on the ruler. The FirstLine Indent Marker is alignedwith the left margin and theHanging Indent Marker isindented...

"Click on Bullets to remove

the bullets

The bullets will disappear andthe text and indent markers willbe realigned with the leftmargin

1

2

Handy to Know

Bulleted lists are formatted according to astyle called List Paragraph. When youremove bullets, they are reformatted usingthe Normalstyle which controls the

paragraph format such as Spacing BeforeandAfter.


53/72



(OPTIONAL)STARTING ANUMBERED LIST

Numbered listsare used to make a list stand outfrom the rest of the text, especially where theitems have a particular order or priority.

The default numbering system is Arabic (1, 2, 3)but you can also use different number systemssuch as Roman numerals (i, ii, iii) and alphabetical(a, b, c).

Try This Yourself:

Same

File

Continue using the previousfile with this exercise, or openthe file W707 ParagraphFormatting_9.docx...

Click at the end of the Stage

3paragraph and press

"Type:

The stages of nutrientpollution are:

# Press to start a newline

$On the Hometab, click the

Numbering button in the

Paragraphgroup, to start anumbered list

%Type a few entries as shown,

pressing at the end of

each line

The default Spacing Aftertakes care of the spacebetween the list and thefollowing paragraph, whilespacing within the list iscontrolled by the linespacing...

& Press again to turn offnumbering and revert toprevious paragraph alignment(You can then delete anyextra space, as appropriate)

4

5

Handy to Know

If you want to be able to adjust the spacingbetween items in a numbered list, removethe tick from Dont add space betweenparagraphs of the same stylein theParagraphdialog box. Use Spacing BeforeandAfterto adjust the spacing between

items.


54/72



(OPTIONAL)NUMBERING EXISTING PARAGRAPHS

In a numbered list, each paragraph starts with anumber. When you apply numberingto existingtext, a number is placed at the beginning of eachparagraph and the text in the paragraph is

indented. The content of paragraphs in numberedlists should be considered carefully, becausenumbering implies a priority or sequence.

Try This Yourself:

Open

File


Select the three paragraphsthat cover the stages ofwater purification

"Click on Numbering toapply numbering to theparagraphs and indent thetext

You may notice that the extraspacing between theparagraphs has beenremoved...

#Click on Decrease Indent

to remove the indent and

align the numbers with therest of the text

1

3

Handy to Know

Weve used Decrease Indent just to

demonstrate that you can adjust thealignment of the numbered list using theIndenttools either those on the Hometab

or the Page Layouttab.


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(OPTIONAL)REMOVING EXISTING NUMBERS

You can remove either one or more of thenumbers assigned to paragraphs. Word willremove the number, adjust the alignment of thetext and correct the spacing between the

paragraphs. If youve just applied numbering, you

can remove it by clicking on Undo . If not, you

can remove numbering by reapplying it becauseNumberingis a toggle switch.

Try This Yourself:

Open

File

Before starting this exerciseyou MUST open the file W707ParagraphFormatting_11.docx...

Click in the paragraph thatstarts with the number 2.

You can remove numbering

from single paragraphs if youneed to...

"Click on Numbering then

click on Increase Indent to

align the paragraph with theother numbered paragraphs

This is handy if you haveseveral paragraphs for a singlepoint...

#Select the three paragraphs inthe numbered section

$Click on Numbering

This time numbering is appliedto all of the paragraphsbecause one didnt have anumber...

%Click on Numbering to

remove the numbers

&Click on Decrease Indent

to return the paragraphs totheir original alignment

'Click outside the paragraphs todeselect the text

1

2

7

Handy to Know

Using Numbering and Bullets in

Word can be a bit confusing because theydont always do what you expect likeadding numbers when you actually want todelete them. Persevere youll eventuallyget what you want!


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University of Bristol Page 50 Chapter 10 - Page Layout

CHAPTER 10 PAGE LAYOUT


learn how to change page margins

learn how to change page orientation.

Page layout refers to the overall layout and appearance of yourdocument such as how much text you will include on each page, thesize of the paper on which you will print your document, and so on.

FOCUS

In


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University of Bristol Page 51 Chapter 10 - Page Layout

CHANGING PAGE MARGINS

Try This Yourself:

Open

File

Before starting thisexercise you MUSTopen the file W715 PageLayout_1.docx...

Click on the PageLayouttab on theribbon

"Click on Marginsin thePage Setupgroup toopen the Margins gallery

#Click on Widetoincrease the LeftandRightmargins

$Repeat steps 2and 3tochange the margins toNarrow

Notice how the width ofthe text has increasedsignificantly to what itwas previously...

%Repeat steps 2and 3toreturn the margins toNormal

The marginis the white space around the sides,top and bottom of a page. By default, Word setsthis to 2.5 cm (or 1 inch) for each margin, butthere will be occasions when you will want to

alter this default setting. For example, you maywant to change the page margins just to alter thelook of a document or perhaps to force a strayparagraph back to the previous page.

3

4

Handy to Know

Margins can help to improve a documentsreadability by limiting the width of the textthat your users have to read. If the lines oftext are too wide, your readers eyes will tend

to get lost as they read along the lines o

Word 2010 Level 1 Getting Started (Wor10-1)

Documents

word screen

started5282018 word

preface5282018 word

completion of microsoft

started wor10

efficient level

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