1.03 Character and Paragraph Formatting

Create a list

- Microsoft Word is set up to automatically create bulleted or numbered lists. To create a numbered list, simply type "1." and press the space bar. Word automatically starts a numbered list. - To create a bulleted list, you can use the asterisk symbol (*) followed by the space bar. If these methods don't work, choose the Autoformat As you Type tab from the File tab > Options > Proofing menu. ((((( - To create a list, first, select the paragraphs that will make up the items and then choose one of the list commands in the Paragraph group on the Home tab. If you want to use a symbol other than the default • shape for a bulleted list, select the arrow next to the Bullets command for choices. The Numbers command has many options for number formats

Additional paragraph formatting options

- The Paragraph Formatting dialog box provides additional options not available on the Ribbon. To launch it, select the dialog box launcher on the Home tab, Paragraph group.

text formatting

- They must convey a message through their appearance. - Character formats set the tone for the message, while paragraph formats provide organization and clarity

Restart and continue list numbering

- When you create two sets of lists in a document, the second set may restart with the number 1, or the second set may continue the numbering of the previous. You can specify your choice by right-clicking on the first item in the second set of numbers and selecting the following: ; Restart at 1 ; Continue Numbering (from the previous list) ; Set Numbering value If you choose Set Numbering Value, the dialog box opens which enables you to start a new list, continue from a previous list, or set the value. Alternately, the Ribbon can be used as follows: 1. Select next to the first item in the list. 2. Select the arrow next to Numbering in the Paragraph group on the Home tab. 3. Select Set Numbering Value to launch the dialog box and follow the instructions shown previously.

Increase and decrease list levels

- You can use the Tab keys or the Indent options in the Paragraph group on the Home tab to increase and decrease list levels. To use the Tab keys, make sure your options are set up properly as follows: 1. Select File > Options > Proofing. 2. Select the Autocorrect Options button. 3. Select the tab titled Autoformat as you Type. 4. Place a checkmark next to the option titled Automatically as you type at the bottom of the dialog box. 5. Set left- and first-indent with tabs and backspace. 6.Select next to the number or bulleted item you wish to change. 7.Press Tab to decrease the list level and Shift+Tab to increase the list levels. You can also use Increase 8. Indent to decrease the list level and Decrease Indent to increase the list level. After right-clicking, you can choose the Restart at 1, Continue Numbering, and Set Numbering Value for your list.

Typeface

- a particular design of type. - think of typeface as the name of the design of the letters and other characters. (Font list is on home - Typefaces are further classified as serif and sans serif. - A serif is a small stroke or line at the ends of a letter, which draws the letters of a word together for easier reading. - A sans serif font doesn't have the strokes. - The main text is called body text. You may see fonts used for titles and headings that are different than the body text. - Serif font is often used for titles because it's easy to read in large, bold letters.

Character formats

- emphasize certain characters, words, and phrases to improve the readability of a document - changes to the font, which refers to the typeface, size, and style of a character

First line indents

- first line of paragraph in intended but not the others - A hanging indent leaves the first line in place while moving the remaining lines in. To precisely set indents: 1. Open the Paragraph dialog box. 2. Select First line or Hanging from the Special list in the Indentation options. 3. Enter a value in the By box. You can also set indents with markers on the ruler. To create an indent with this approach: 1. Put the insertion point in the desired location on the paragraph, or select multiple paragraphs for formatting. 2. Drag the First Line Indent marker to indent the first line, or you can use the Hanging Indent marker to leave the first line where it's an indent the rest of the paragraph. 3. If you need to set the left indent of the whole paragraph, the small box below the triangle markers is the Left Indent marker.

Paragraph formats

- formats that are applied to an entire paragraph at a time. Examples include line spacing, indents, tabs, and bullets/numbering When you change a paragraph format, you change the way text aligns within a document or how much space appears before, after, or between lines of a paragraph.

Font style

- indicates how the characters are emphasized. - Font styles help you make certain words and characters stand out. - Styles include bold, italic, underline, strikethrough, superscript (as in E=mc2), subscript (as in H2O), color, highlight, and more. Bold = Ctrl+B, Italic = Ctrl+I, underline = Ctrl+U Things to Avoid: - underline is often associated with hyperlinks and can be misleading if used otherwise. - Using too many colors can lead to a confusing, unprofessional look. - Bright colors and highlighting can make a document hard to read, and some individuals may not be able to tell blue text from green.

Setting indents using the ruler

- select the Ruler option on the View tab. The Left Indent is the small box on the left, and the Right Indent is the arrow on the right end of the ruler. Be sure you've placed the insertion point in the paragraph you want to format before dragging a marker to change the indent. - The marker above the left indent sets hanging indent. If you make a mistake, select Undo and try again.

paragraph spacing

- the amount of space above and below a paragraph - You may want to format paragraphs with space before and after. This spacing can improve readability as it makes the paragraph breaks easier to see To set spacing, select the drop-down list next to the Line and Paragraph Spacing button in the Paragraph group. For additional options, select Line Spacing Options in the drop-down list. This opens the Paragraph Dialog box with the Line and Spacing tab selected.

Font size

- the height of characters in points - make your document easier to read and understand by making headings and titles at least two points larger than body text.

Tabs and Tab Stops

- use the Tab key to move text to locations called tab stops. Tab stops, like Indents, can be set from the Ruler. The default tab stop positions in a new Word document are at every half inch (0.5″, 1.0″, 1.5″, and so on). Press the Tab key to move the insertion point, and any text following it, to the next tab stop. - Tabs and tab stops are especially useful when you want to align text into columns. Tab stops with left, right, center, or decimal alignment are used to change the way text aligns at the stop. Each type of stop is shown.

To add a tab stop

1. first place the insertion point in the paragraph to be formatted or select multiple paragraphs together. ( The default type of tab stop is a left tab. If you want a different type, choose the tab selector above the vertical ruler on the left side of the window until the correct alignment is displayed. 2. When you have the correct type of tab, select the horizontal ruler above the document to add the stop. If you need to adjust the position, drag the tab stop to the desired location on the ruler. ( Creating a tab stop removes all the default tab stops to its left. To remove a tab stop, select and drag it out of the ruler. 3. You can create multiple stops at once, or tab stops with leaders, by selecting the Tabs button at the lower left of the Paragraph dialog box. Double-clicking Leaders adds a repeated character between items separated by a tab. The Tabs dialog box has several leader options. Leaders are useful for adding periods (.......) between titles and page numbers in a table of contents or for creating a fill-in blank on a form using underscore characters (___________). 4. Once you've set tab stops and aligned data, you can select a column of data by first pressing and holding the Alt key while dragging to select a vertical block of text. Selecting text in this way makes it easy for you to format an entire column of data at once.

Apply character formats

1. you must first select the text to be formatted. 2. Next, select commands in the Font group on the Home tab. (To apply several formats at once, select the Font dialog box launcher on the Home tab to display a dialog box. The keyboard shortcut is Ctrl+D. 3. When you use the mouse to select the text, a mini toolbar appears. This toolbar lets you apply a limited number of popular font options quickly.

Text Effects

A new font command group that adds a distinctive appearance, such as outlines, shadows, glows or reflections, to selected text. Home tab > arrow next to the text effects and typography option

Clear All Formatting

Clearing all formatting such as bold, underline, italics, or color from your text returns it to the original or default formatting style. - To clear all formatting, select the text then go to the Home tab and choose Clear All Formatting in the Font group.

Paragraph indents

Indents are used to set apart a paragraph from other text. Quotes are one example of where indented paragraphs are often used. Tomorrow, and tomorrow, and tomorrow, Creeps in this petty pace from day to day, To the last syllable of recorded time —Macbeth

Paragraph Alignment

LEFT aligned text is typical for letters, research papers, and general communication. Text with this alignment lines up on the left, with a jagged right edge CENTER alignment places text equally between left and right edges. RIGHT aligned text is used in advertisements and image captions. Text with this alignment lines up on the right, with a jagged left edge JUSTIFIED text adjusts the space between words to align on both the right and left edges. It's most commonly used in newspapers, magazines, and books. Sometimes it can look awkward if there's a short line with a lot of space. > You can change the alignment of text by placing the insertion point in the paragraph you want to format or by selecting multiple paragraphs. Then select an alignment command in the Paragraph group on the Home tab.

Define A Custom Bullet Character and Number Format

To change bullets to be a symbol: 1. Select the text you want to convert. 2. From the Home tab, select the arrow next to Bulleted List from the Paragraph group. 3. Choose Define New Bullet. 4. Choose Symbol and select the desired bullet symbol. 5. Select OK. Changing bullets to pictures: 1. you'll choose Picture from the Define New Bullet dialog box. 2. Then browse to the picture you'd like to use on your local drive or do a Bing Image search. 3. Once you find a picture you like, choose Insert. If you're happy with how the picture bullets look, select OK. Changing bullet font: - your steps are again the same, except this time you'll choose Font from the Define New Bullet dialog box and change the size or other properties. You can adjust the bullet font using the Font or Advanced tab.

Copying formatting with the format painter

Use: You'll find it convenient to copy and paste formats when you need to apply the same formatting elsewhere in the document. For this, you can use Format Painter in the Clipboard group on the Home tab. The Format Painter's symbol is a paintbrush. - To copy paragraph formats, simply place the insertion point in the paragraph with the formats to be copied, select Format Painter, and then point in the paragraph to be formatted. - To copy character formats only, first select the text with the formats to be copied, select Format Painter, and then drag the mouse over the text to receive the formatting. - To apply copied formats to multiple paragraphs or selections of text, double-click Format Painter when copying the formats. Your mouse pointer will display the Format Painter icon until you press the Esc key.

Key Points

When you apply font formats, consider document readability. You can apply character formats using the commands in the Font group on the Home tab or with the mini toolbar. Indents set a paragraph apart from other text. You can use the Increase and Decrease Indent commands in the Paragraph group of the Home tab, the Paragraph dialog box, or markers on the ruler to set them. You can change the spacing above, below, and in between lines of a paragraph using the Line and Paragraph Spacing command in the Paragraph group of the Home tab or the Paragraph dialog box. You can create and customize tab stops using the Tabs dialog box. You can create bulleted and numbered lists with commands in the Paragraph group of the Home tab. You can customize bullets to be symbols, pictures, or certain fonts. Indents are created using the Indentation options in the Paragraph dialog box or by using markers on the ruler. You can quickly copy and paste multiple paragraph and character formats at once with the Format Painter command on the Home tab. The Document Inspector allows you to find and remove hidden data or personal information prior to sharing a document.

Bulleted and numbered lists

call attention to main points list examples emphasise details number steps in a process - Bulleted lists are used for items of equal importance, and numbered lists are used for items that should be in a specific order.