Teach Yourself Microsoft Word Topic 2 Selection and Formatting Techniques

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1 Teach Yourself Microsoft Word Topic 2 Selection and Formatting Techniques In this lesson you will revise last week s work and learn a few new tricks whilst completing this exercise. Next you will learn some new Microsoft Word selection techniques followed by a number of formatting techniques. Skills Check 2a 1. Type the following into a new blank MS Word document or grab the text from my website and then make the changes indicated: 1 April 2016 <After the date press Enter twice> Ms Jane Russell 66 Clyde St Thornbury, 3071 Vic Press Shift + Enter to move to the next line to avoid paragraph spacing <Press Enter after Vic twice> Dear Jane, Thank you for your letter dated 31 March 2016 concerning payment of your SPAN Neighbourhood House account. You will appreciate that, under the terms of the contract, arrears in excess of 30 days for the SPAN Neighbourhood House Microsoft Word 2016 course, which you have been attending on a regular basis for the last four weeks, are due and payable forthwith. Accordingly, while we appreciate your current disposition, we must ask that you remit the full amount of arrears ($50.00) within seven days or you will not be able to continue with your current course nor enrol for any more courses here at SPAN Neighbourhood House. Yours sincerely, <Press Enter after Yours sincerely, twice> G Kruyer Administrations Manager <Press Shift + Enter to move to the next line to avoid paragraph spacing> <Press Enter after this job title twice> <Type your name here> 2. Save the document in your network server space folder naming it: Task-2a.docx D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 1

3. Replace the date at the top of your document to today s date following these steps: Highlight the date with your mouse Insert ribbon Text group Click the OK button.

2 3. Replace the date at the top of your document to today s date following these steps: Highlight the date with your mouse Insert ribbon Text group Click the OK button. Use settings shown on the right Press 4. Change the salutation Dear Jane, to Dear Madam, 5. Insert the following sentence at the end of the second paragraph: We know that you are working full time as a County Court judge and your time is precious but please take the time to help us here at SPAN Neighbourhood House. Most of our staff are volunteers or work for next to nothing and we are a community organisation running on the smell of an oily rag. We really need the money to fund further courses for our community. 6. Change Yours sincerely, to Yours faithfully, 7. Highlight all the paragraphs with your mouse. 8. Once paragraphs are highlighted, fully justify all paragraphs by pressing the Justify button: which is in the Paragraph group of the Home ribbon. 9. Save and then show your document to Mr Kruyer. Question 1. When a paragraph is: a) Left justified, what does this mean? Draw the button that would do this to highlighted text. b) Right justified, what does this mean? Draw the button that would do this to highlighted text. c) Centred, what does this mean? Draw the button that would do this to highlighted text. d) Fully justified, what does this mean? Draw the button that would do this to highlighted text. Introduction to Selecting and Formatting Text The formatting features of MS Word help add visual emphasis to parts of your text. You can alter the type of font, its point size and its style. In other words, you can apply one or more text formatting combinations to achieve the desired effect. There are numerous ways to format text in MS Word. I suggest that you first type the text required, save it and then apply the appropriate formatting. This is done by using the select, then do method. When you want to do something to text you must first select it. MS Word indicates this by altering the background colour of selected text, turning a white background into grey. E.g. Highlighted Text You can select a word, a line, a sentence, a paragraph or the whole document. Once you have made the selection, you can change its appearance with the many editing and formatting features included in MS Word. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 2

Selecting Text Complete the following exercise to demonstrate a number of mouse selection techniques: Type the following heading into a blank MS Word document: FORMATTING TEXT Press the Enter key.

3 Selecting Text Complete the following exercise to demonstrate a number of mouse selection techniques: Type the following heading into a blank MS Word document: FORMATTING TEXT Press the Enter key. Type the following text, allowing word-wrap to operate: Formatting text usually requires two steps: first you select what you want to format, such as a word or paragraph; then choose the appropriate format. Click in front of the word FORMATTING on the first line of your document. Click and drag the mouse to the right until all of FORMATTING TEXT is highlighted. Release your mouse button to select the text. The words in the first line of your document are now highlighted and will remain so until you click elsewhere. When text is highlighted you must be careful not to press any other key as it will replace the highlighted text. If this occurs use the Undo button in the Quick Access toolbar to return the deleted text. Click elsewhere in the document to deselect your text. By using the drag method, you can select any amount of text however, MS Word includes a number of alternative techniques to select varying amounts of text. Some of these techniques involve the use of the Selection Bar. This is an unmarked column on the left-hand side of your document window as shown below which is used with your mouse to select text. Selection Bar D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 3

Selection techniques using your mouse: To select: Any text A word A line Multiple lines A sentence A paragraph Multiple paragraphs Entire document Do this: Drag the mouse pointer across the text that

4 Selection techniques using your mouse: To select: Any text A word A line Multiple lines A sentence A paragraph Multiple paragraphs Entire document Do this: Drag the mouse pointer across the text that you want to select Double-click anywhere inside the word Click in the selection bar to the left of the line Drag up or down in the selection bar to the left of the line Hold down the Ctrl key and click anywhere in the sentence Double-click in the selection bar to the left of the paragraph Double-click and drag in the selection bar to the left of the paragraphs Triple-click in the selection bar Click in the Selection Bar next to the second line of text to select it. Click anywhere else to deselect the text. Save the document in your network server folder naming it: Task-2b.docx To de-select a selected section of your document, move your mouse pointer to any blank part of your page and click. Formatting Text As mentioned earlier, once text is selected it can be formatted appropriately. There are a number of ways to format text. One approach is to use the Font group within the Home tab on the Ribbon as shown on the right: A quicker way to format text is to use the Format mini toolbar that appears above selected text as shown on the right: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 4

5 Changing Font You can change the font of selected text. A font is a complete set of letters and numbers with the same appearance. There are a number of standard fonts provided with Microsoft Windows. The font in use is specified in the Font box in the Font group, as well as on the mini toolbar above selected text. In the diagram above, the font name of the selected text is Times New Roman. Select the FORMATTING TEXT heading again. Click the Font box down-arrow: to display a list of available fonts. Then use the Scroll bar to find Stencil as shown on the right: Click on Stencil. The word Stencil now appears in the Font box indicating that it is the selected font for the current selected text. Triple-click anywhere on the Selection Bar to select your entire document. Change the font of the entire document to Arial. Click after the full stop at the very end of your document. Press the Enter key to start a new paragraph. Type the following text: Garamond Press the Enter key. Type the following text, allowing word-wrap to operate: Garamond is an extremely popular font designed in 1530 by Claude Garamont. He was a French type designer, publisher and punch-cutter from Paris. Considered to be one of the leading type designers of all time, he is recognised to this day for the elegance of his typefaces. Select the heading Garamond and paragraph that you just typed below it. Change the font of the highlighted text to Garamond. Save the changes by clicking on in the Quick Access toolbar. Click after the full stop at the very end of your document. Press the Enter key to start a new paragraph. Type the following text: Courier New Press the Enter key. Type the following text, allowing word-wrap to operate: Courier New belongs to the family of monospaced fonts. These can be identified by the individual components of a letter where each one takes up exactly the same amount of space. Select the heading Courier New and paragraph that you just typed below it. Change the font of the highlighted text to Courier New. Save the changes by clicking on in the Quick Access toolbar. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 5

Fonts can generally be divided into four categories: serif, sans serif, script and novelty: Serif Sans Serif Novelty Serif typefaces have short cross-strokes at the upper and lower end of the stroke

Most books, newspapers and magazines have traditionally been printed in serif typefaces, so readers, especially older ones, generally feel most comfortable reading paragraphs written in serif fonts.

6 Fonts can generally be divided into four categories: serif, sans serif, script and novelty: Serif Sans Serif Novelty Serif typefaces have short cross-strokes at the upper and lower end of the stroke (main part) of the letter. Most books, newspapers and magazines have traditionally been printed in serif typefaces, so readers, especially older ones, generally feel most comfortable reading paragraphs written in serif fonts. Serif fonts tend to be more graceful and formal looking than sans serif fonts. Sans Serif typefaces do not have cross-strokes at the ends of the letters. They are cleaner and more clearly formed than serif fonts, and therefore tend to look starker and less easy on the eye. Sans Serif fonts tend to be more casual and less formal looking than serif fonts. They tend to look more modern than traditional. Script typefaces are designed to resemble handwriting. They are usually used on invitations and the like rather than for books and newsletters. You should not do whole words in upper case if you are using a script typeface, because the letters will tend to look disconnected and the words will be difficult to read. Novelty typefaces are informal "fun" type fonts. They often look more like drawings than letters. They can make interesting and relevant headings, but are usually not very easy to read when used for whole paragraphs of text. Times New Roman Courier Garamond Rockwell Sylfaen Arial Corbel Haettenschwe Lucida Sans Verdana Bradley Hand Edwardian Script Freestyle Script Script MT Bold Vladimir Script Broadway Curlz Jokermann Stencil (Windings) Changing Font Size The size of the font is expressed in a printer s measure called a point. The smaller the number, the smaller the text. Most people choose a text size that is between 10 and 12 point as this is easily read by most people. The size of the font to be typed appears in the Font Size Box in the Font group, as well as on the mini toolbar directly above selected text. Click the Selection Bar next to the first line of text: FORMATTING TEXT to select it. Click the Font Size Box down arrow to display the font sizes available: Click size 16. The number 16 appears in the Font Size Box and the selected heading increases in size to 16 point. Click anywhere else to deselect the text. Change the other two headings (but not the paragraph text) to size 16 as well. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 6

7 Changing Font Style You can change the style of the text to incorporate a range of special effects. Your text can be plain, bold, underline, italic or any combination of these. To alter the style of text, use the three style buttons: in the Font group. Bold To print text or headings darker than normal you use the Bold formatting style. First select the text and then click the button on the Ribbon. Click the Selection Bar next to the first line of text: FORMATTING TEXT to select it. Click. The first line of text is now bold. Notice that the button appears with a different background colour when activated:. Other buttons on the Ribbon will be displayed in a similar fashion when turned on. Click anywhere else to deselect the text. Italic An alternative technique to emphasise text is through the use of the italic style. An italic style causes the characters to slant to the right. This technique is often used when incorporating quotes within a document. To use italics when formatting text, you follow a similar procedure to bolding text by using the Italic button: within the Font group. Drag the mouse to select the words two steps in the first paragraph. Click. Click anywhere else to deselect the text. The words appear in italics (two steps). Underline MS Word provides the facility to underline text using a variety of underline format options. However, at this stage you will learn the most common underline format which involves a similar procedure to bold and italics except you use the Underline button within the Font group. You have just emphasised some text (two steps) by italicising it. To emphasise this text further you will apply an underline format. Formatting styles can be used in combination. Again drag the mouse to select the words two steps in the first paragraph. Click. Click anywhere else to deselect the text. The words appear in italics and underlined (two steps). Save the changes. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 7

Font Launcher So far you have used buttons displayed within the Font group. This is the quickest and easiest technique for altering the text format of your document.

to the first line of text: FORMATTING TEXT to select it. Click the Launcher button to display the Font dialog box which is shown below.

Both words in the heading should now be underlined: Notice that the space between words is not underlined. Save the changes.

8 Font Launcher So far you have used buttons displayed within the Font group. This is the quickest and easiest technique for altering the text format of your document. More formatting options can be displayed by clicking on the tiny Font Launcher button in the bottom-right of the Font group which you can see circled in red on the right: Click the Selection Bar next to the first line of text: FORMATTING TEXT to select it. Click the Launcher button to display the Font dialog box which is shown below. Click the down-arrow of the Underline style: list box (circled on the right) to display the various underline options. Click on Words only: Click OK. Click anywhere else to deselect the text. Both words in the heading should now be underlined: Notice that the space between words is not underlined. Save the changes. Alignment Alignment means how things such as your text are lined up on your page. For example, centre aligned text will be lined up with the centre line of your document; left aligned text will be aligned with the left margin of your document; right aligned text will be aligned with the right margin of your document; and fully-justified text (or simply justified) has text aligned with both the left and right margins of a document. The blank area around the four edges of a printed page is called a margin. You have a left margin, a right margin, a top margin and a bottom margin. (Later on in this course you will find out how to adjust your margins.) Question 2. Are the previous two paragraphs above left justified, centred, right justified or fully justified? Click the Selection Bar next to the first line of text: FORMATTING TEXT to select it. Centre the heading by clicking on the Centre button in the Paragraph group. Highlight the Garamond heading as well as the paragraph that follows. Right-justify the heading and paragraph by clicking on the Align Right button. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 8

9 Make sure the very first paragraph (but not the heading) is left-justified. Highlight the Courier New heading as well as the last paragraph. Fully-justify the heading and paragraph by clicking on the Justify button. Note: If you only want to align a single paragraph or heading, then all you need to do is place the cursor anywhere within that paragraph and then click on one of the four alignment buttons. There is no need to highlight all the text in this case. Save the changes. Line Spacing Line spacing refers to the amount of space between each line of text. By default, MS Word applies single line spacing to text typed within a paragraph. You can also adjust the spacing between paragraphs. Line spacing can be adjusted using the button which is in the Home tab s Paragraph group of the Ribbon. To apply line spacing you first must select the paragraphs you want to alter or place your mouse s insertion point anywhere in a single paragraph where you want to alter it. Click anywhere in the last paragraph of your document. Click the Line Spacing button to display the various spacing options for that paragraph as shown on the right: Click 2.0 to select double line spacing. The result is shown on the right: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 9

Paragraph Spacing MS Word has a default setting whereby a blank line is automatically placed between paragraphs.

as shown to the right: Click the Line Spacing button

Choose Line Spacing Options to display the Paragraph dialog box shown below: In the Spacing section alter both

10 Paragraph Spacing MS Word has a default setting whereby a blank line is automatically placed between paragraphs. You adjust paragraph spacing via the Line Spacing Select the second heading (Garamound) and following paragraph as shown to the right: Click the Line Spacing button to display the various spacing options. button. Choose Line Spacing Options to display the Paragraph dialog box shown below: In the Spacing section alter both Before and After to 0 pt: Click OK. Click anywhere in your document to deselect your text. Save the changes. Your document should now be formatted as shown below: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 10

Borders To emphasise your text further, MS Word has the facility to add various types of borders and shading.

Click in front of the word FORMATTING to move the cursor to this location: FORMATTING TEXT Press the Enter key to insert spacing before the heading.

Drag your mouse to select the first three lines of your document as shown on the right: MS Word allows you to select from a range of different border type options.

11 Borders To emphasise your text further, MS Word has the facility to add various types of borders and shading. You add borders via the Borders button which is in the Home tab s Paragraph group of the Ribbon. Click in front of the word FORMATTING to move the cursor to this location: FORMATTING TEXT Press the Enter key to insert spacing before the heading. Click at the end of the word TEXT to move the cursor to this location. Press the Enter key to insert spacing after the heading. Drag your mouse to select the first three lines of your document as shown on the right: MS Word allows you to select from a range of different border type options. You can display the border types by pressing the down arrow next to the Border button:. Move your mouse over the Borders button and click on the down arrow: to display the border options shown on the right: Click on: to apply an outside border to the text you have selected. Click anywhere in your document to deselect your text. Your heading should now be formatted as shown below: Now click anywhere within your border it does not matter where. Move your mouse over the Borders button and click on the down arrow to display the border options. Click on: to reveal the Borders and Shading dialog box shown on the right: Click on the Shading tab circled: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 11

$Your heading should now be filled with your chosen colour. Mine is shown below: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.$

12 Click on the down arrow of the Fill list box to display a selection of Theme Colours as shown on the right: Choose a colour. Click on OK. Save your changes. Your heading should now be filled with your chosen colour. Mine is shown below: D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 12

13 Print Preview The easiest way to check how your document s page layout and formatting will appear when printed is to use the Print Preview feature embedded in the Print command. Print Preview displays the document as it will appear when printed. You can view whole pages one at a time or view many pages side by side. Open the Backstage view by clicking on the File tab. Choose to display the Print options as shown below: Zoom tools Notice that a Print Preview of your document appears in the right-hand pane of the dialog box. In the bottom righthand corner of this preview are two zoom tools: Zoom slide allows you to increase or decrease preview display. Zoom to Page button to allow you to quickly revert to a full page display. Use the Zoom slide to increase and decrease the preview display then the Zoom to Page button to revert to a full page preview To print a document, you make sure you are selecting the appropriate printer and then click on the button. Question 3. How do Americans spell colour? D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 13

14 Skills Check 2c 1. Type the following letter into a new blank MS Word document and then format the letter as shown below: Remember: Press the Enter key to start each new paragraph. 2. Save the document in your network server folder naming it: Task-2c.docx 3. Print your document and give it to Mr Kruyer for evaluation (and ACFE) purposes. 4. Close your document. 5. Exit MS Word. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 14

15 Skills Check 2d 1. Type the following letter into a new blank MS Word document and then format the letter as shown below: Remember: Press the Enter key to start each new paragraph. 2. Save the document in your network server folder naming it: Task-2d.docx 3. Print your document and give it to Mr Kruyer for evaluation (and ACFE) purposes. 4. Close your document. 5. Exit MS Word. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 15

16 Skills Check 2e 1. Create a new document and type the text shown below: 2. Change the font size, formatting and alignment to match the appearance below: 3. Save the document in your network server folder naming it: Task-2e.docx 4. Close your document. 5. Exit MS Word. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 16

17 Skills Check 2f 1. Type the following into a new blank MS Word document and then make the changes as shown below: 2. Save the document in your network server folder or your USB stick naming it: Task-2f.docx D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 17

3. Apply appropriate formatting and a heading border with shading to match the appearance shown above: a) The main heading is centred. b) All paragraphs are fully justified.

f) Top heading is size 20pt; sub-headings are size 16pt; paragraphs are size 12pt; and last five lines are size 14pt. 4. All paragraphs have 1.5 line spacing. 5.

18 3. Apply appropriate formatting and a heading border with shading to match the appearance shown above: a) The main heading is centred. b) All paragraphs are fully justified. c) The last six lines above including your name and today s date are right justified. d) All text fonts are either Arial or Times New Roman. e) All headings and sub-headings are in bold text. f) Top heading is size 20pt; sub-headings are size 16pt; paragraphs are size 12pt; and last five lines are size 14pt. 4. All paragraphs have 1.5 line spacing. 5. If you already have skills at inserting images, then insert The Bridge logo somewhere sensible in your document you decide where to place it and what size to make it. You can the image from my website. 6. Save changes to your document. 7. Print your document and give it to Mr Kruyer for evaluation (and ACFE) purposes. 8. Close your document. 9. Exit MS Word. Skills Check 2g 1. Download the logo shown on the right from my website. I will show you how to save it to your USB drive. 2. Type the following document into a new blank MS Word document. 3. Add an interesting page border. I will show you how to do this. 4. Change the page background colour to a colour that you like. I will show you how to do this too. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 18

19 5. Save the document to your USB stick naming it: Task-2g.docx Have you backed up all of your work at the end of this lesson to your USB thumb drive? Have you been saving your work to your network server space every 10 minutes? Show your MS Word documents to Mr Kruyer for assessment. Due Dates: All questions and exercises from this task should be completed by next week s class. D:\TAFE\microsoft\ms-office\Word\learning-tasks\level-1\task2\TYMSWord2.docx Page 19

Teach Yourself Microsoft Word Topic 7 Lists and Columns

http://www.gerrykruyer.com Teach Yourself Microsoft Word Topic 7 Lists and Columns In this lesson, you will spend some time revising and testing your knowledge of the material covered in the previous lesson,