Word 2003 Formatting Paragraphs Manual
Contents
1. Set the desired left indent a Click the Increase Indent button indent paragraph 0 5 inches to right b Click the Decrease Indent button indent paragraph 0 5 inches to left Page 4 of 10 Indent Paragraph using dialog Box The above methods work best when used in general terms however when you need an indent to be at an exact location it is best to use the Paragraph dialog box 1 Select the paragraph or line s you want to indent 2 Click the format menu Indentation 3 Click Paragraph ate 34 Special 4 Click the Indents and Spacing tab Bight 91 o pe 3 5 Under the Indentation Area see right you can type the exact location you would like to move the indent marker to a Ifyou are moving the left includes hanging and first line or right indent you can type the location into the space provided b If you would like to modify either the hanging or first line indent you will need to specify which by clicking on the drop down under special Then type in the new location of the special indent Add Borders and Shading Borders and Shading are great ways to add visual interest to your document They can also be extremely useful when you need to make draw attention to a particular piece of text Look at the disclaimers below which one are you more likely to see on a page of text Disclaimer Our Company does Disclaimer Our Company does not guarantee the accuracy of not guarantee the accur2. chosen color zl The Preview area of the dialog box will aikematie help you to see what your shading will stow Toobar look like Click OK to apply the shading to your document Create Numbered and Bulleted Lists Sometimes it may be helpful to list text using bullet points or numbering This 15 a very easy task to accomplish when using word Create a List from Existing Text 1 2 Select Text you would like to add bullets or numbering to Click either the bullets or the numbering buttons from the formatting toolbar Word automatically adds the bullets or numbering Create a New List 1 2 3 4 Place your insertion point where you would like your list to be Click the bullets lt or numbering buttons on the formatting toolbar Start typing your list Every time you press enter the insertion point will move down one line and be placed next to a new bullet point or number Remove Bullets and Numbering 1 2 3 Select the potion of Text from which you would like to remove the bullets numbering Click the appropriate button bullets or numbering to turn the feature off It is important to remember that removing the bullet or number will cause your text to line up with the left margin of the page You can use the indent buttons to a increase or decrease the indentation of your text Page 6 of 10 Line Spacing To cha
3. usually pops up automatically when you draw a text box but if it doesn t you can still display it by clicking the View menu click Toolbars and click Text Box Click the Create Text Box Link button on the Text Box toolbar The mouse pointer will change to an icon of a full pitcher When you roll your mouse over the second text box your mouse pointer will turn into a pouring pitcher Click the text box Your text will flow into the second text box Note If you click somewhere other than on a text box you will cancel the link Adjust the text boxes so they are the desired size shape and appearance Breaking a Text Box Link 1 To remove the link between text boxes click one of the text boxes 2 Click the Break Forward Link button 52 on the Text box toolbar Page 10 of 10
4. without changing the margins of the entire document At the edges of the horizontal ruler are four indent markers that reflect where the edges of your text will fall First Line Indent _ z E Right Indent Indentation Description Example First Line This marker controls the left boundary for the TR gi Heats Indent first line of a paragraph are quite small and it can be Using the Increase and Decr This marker controls the left boundary for all Hanging lines in a paragraph except the first line The Indent hanging indent usually travels with the left indent Setting indents using the r small and it ca Using the Incr This marker controls the left boundary for all 8 Paes the lines of a paragraph If no first line indent or hanging indent is active the left indent marker will cause the other markers to Left Indent Setting indents usir quite small and it c move Using the Increase This marker controls the right boundary for a R Right every line in a paragraph regardless of the Indent left side indents In the example the word wrap feature is engaged the indent them exactly where suttons limits you Indent Paragraph using Ruler 1 Select the paragraph or lines you would like to modify 2 Drag the appropriate indent marker see above to a new position on the horizontal ruler Indent Paragraph using buttons 1 Select the paragraph s or line s you want to indent 2
5. Word 2003 Formatting Paragraphs User s Manual University of Wisconsin Oshkosh Information Technology Sarah Bradway Table of Contents SET CUSTOM CHANGE PARAGRAPH ALIGNMENT INDENT PARAGRAPHS ADD BORDERS AND SHADING CREATE NUMBERED AND BULLETED LIS IS LINE SPACING r O INSERT COLUMNS CREATE TEX ao oas eanas LINK TEXT BOXES aeaa Eaa ENE Set Custom Tabs Tabs also known as tab stops enable you to line up text to the left right and center or to a decimal character or bar characters Tabs allow you to quickly move your insertion point to the same place on every line of a document Setting Tab Stops There are two major steps in setting custom tabs The first is setting the tab for the document as a whole There are five types of tab stops you can use see table below for details Tab Name Tab Stop b
6. abs Type in the position on the ruler where you want the tab to appear To modify an existing tab click the tab position from the list Click the radio button next to the type of tab you want Click the radio button next to the type of leader Click Set To add more tabs follow steps 4 7 When finished click OK Change Paragraph Alignment Occasionally a portion of text may need to be aligned differently than the default Left Alignment Titles are a good example of this Titles stand out more if they are centered over a piece of text To change the alignment of your text follow the instructions below 1 2 Select the text you want to align Apply the desired paragraph alignment xi Tab stop position Default tab stops a jo ry Tab stops to be cleared Alignment Left Center Right Decimal Bar Leader 1 None C eo 4 Set Clear Clear Left Align Click the Align Left button located on the formatting toolbar or press Ctrl L b Center Align Click the Align Center butto located on the formatting toolbar or press Ctrl E Right Align Click the Align Right button located on the formatting toolbar or press Ctrl R d Justify Click the Justify button located on the formatting toolbar or press Ctrl J Page 3 of 10 Indent Paragraphs Indents are a way to adjust the left and right edges of a piece of text
7. acy of its published information its published information Borders using Border Button The easiest way to add a border is by using the border button located on the formatting toolbar 1 Select the text you would like to draw a border around 2 Click the border button 7 to get an outside border around your text 3 To apply a customized border click the dropdown menu next to the border button Word gives you several other borders to choose from Borders using the Dialog Box 1 Select the text to which you would like to ith nani cs apply a border BEE 2 Click the Format Menu Box 3 Click Borders Shading a _ 4 Click the Borders tab E pa m 3 5 Select a setting for your border 1 e box 5 0 if shadow 3 etc a Jea 6 Select a style color width etc Show Toolbar Page 5 of 10 7 8 The Preview area of the dialog box will help you to see what your border will look like Click OK to apply the border to your document Shading Using the Dialog Box 1 gt 8 Select the text to which you would like to apply shading to Click the Format Menu Click Borders and Shading Click the Shading tab HHHH Select the color you would like to use in E E eer your shading _ Mare Color mi Click the Style dropdown to slightly darken your
8. cing Insert Columns Columns can be very useful when organizing newsletters or other documents that require easy readability If you would like control over how wide each of your columns is and how much white space is shown use the Dialog Box to format your columns If you just want general uniform columns the button on the toolbar might be more useful Insert Columns using the Dialog Box 1 Select the text you would like to format in columns 2 Click the Format Menu 3 Click Columns 4 The Columns Dialog Box will appear Page 7 of 10 5 The first section labeled Presets commonly used layouts that you can immediately apply to your document 6 Ifyou would like more control over how columns appear you can design your own layouts Number of columns ze 4 7 Select the number of columns needed by Width and spacing width Spacing clicking the spin box labeled Number of be ahr Columns ie 7 8 You will now be able to adjust your columns to fit your needs Use the Width T Equal column width _ spacing area of the dialog box to pply bo Whole document Start new column increase or decrease the width where the words will be and spacing white parts of your columns Make sure to watch the preview section of the dialog box this will help you to see exactly what your columns will look like on your page 9 Ifyou prefe
9. nge the white space to the left and right of a paragraph you would modify page margins You can change the white space above and below and within a paragraph by modifying the line spacing Indents and Spacing Line Page Breaks Change Spacing between Paragraphs sae o 1 Select the paragraph you would like to modify 2 Click Format Menu Ome 3 Click Paragraph Right 9 z B 4 Click the Indents and Spacing tab Spacing 5 Under the Spacing pon mie are two Spin boxes i a labeled Before and After To increase the PAA white space above a paragraph increase the 0 numbers in the Before box increase the white space below a paragraph increase the numbers in the After box 6 the Preview box to observe how your text will Cancel change 7 Click OK to apply changes Change Line Spacing within a Paragraph using Dialog Box 1 Select the paragraph you would like to modify Click Format Menu Click Paragraph Under the Spacing Section is a dropdown labeled Line spacing Click the dropdown to select the type of spacing needed Click OK to apply changes to your document a Change Line Spacing within a Paragraph using Toolbar 1 Select the paragraph s you want to modify 2 the Formatting toolbar display the Line Spacing Buttons drop down list 7 and select the desired amount of line spa
10. r more uniform columns click the box next to Equal column width This will automatically adjust your columns so that the width and spacing is the same for all columns 10 Sometimes a black line to separate your columns may be helpful this option is available by clicking the box labeled Line between 11 Click OK to apply the changes to your document Insert columns Using the Toolbar 1 Place the insertion point where you want the columns to start 2 Click the Columns button on the standard toolbar 3 Click the 1 2 3 or 4 column configuration Word will automatically apply columns of equal width and spacing to your document Columns Insert Column Breaks Occasionally text in columns does not flow appropriately through the columns For example your first column may be completely full of text but your second column may only have one or two lines You would like to move the entire last paragraph to the second column To accomplish this insert a break 1 sure you in Print Layout view so you can see exactly how everything will appear on the page 2 Place the insertion point just before the start of the new column 3 Click the Insert Menu 4 Click Break 5 Click Column Break 6 Click OK to apply the changes to your document Page 8 of 10 Create Text Boxes Microsoft refers to a Text box as a movable resizable container for text or graphics Text boxes are mostly used
11. tories in a newspaper are often T Suppress endnotes continued onto other pages The newspaper can only devote 8 so much space on the front page to story however the front page stories are usually the longest most in depth articles so From edge the end of the story is continued onto other pages Now Pave imagine trying to get all the ends of the stories organized on ee page with other articles cartoons and horoscopes It might jana sound impossible but the task is accomplished quickly and Whole document easily with the use of linked text boxes Linking text boxes allows text from one box to flow into another box the two boxes can then be resized or moved independently of each Em fae other any text that doesn t fit into the first box automatically gets moved to the second Page 9 of 10 Adding Links 1 8 Select the Print layout view Insert the text boxes that you want to link at the locations you want them in your document Click the border of the first text box to select it Type or paste ALL of your text into the first text box a If you type your text you may want to make your text box big to begin with so you can see all of your text as you type resize to desired dimensions when finished b If you paste your text into the text box you may not be able to see all of the text this is OK Display the Text Box toolbar This
12. umn holding it to a certain vertical point Formatting Text to Use A Set Tab Now that you have your tab set in the document you need to make sure that the text you are writing conforms or uses the tab stops that have been set You do this by using the tab key on your keyboard The tab key on the keyboard is most often used to move the insertion point to the right by one half inch for example when indenting a new paragraph This will work for most parts of a document unless there is a tab stop set on the ruler Once a tab has been set for the document the tab key will no longer move the insertion point one half inch to the right it will now move your insertion point to the place on the line where the tab has been set Move a Tab If you decide you would like to adjust the position of a tab they are very easy to move 1 Select the paragraph s or line s that contain the tabs you want to move 2 Click and drag the existing tab marker to a new location on the horizontal ruler Clear a tab Tabs can easily be cleared or removed from the horizontal ruler To do so 1 Select the paragraph s or line s that contain the tab you want to remove 2 Click and drag the existing tab down and off the ruler Page 2 of 10 Tabs Dialog Box The Tabs Dialog box is another way to set modify or clear tabs 1 2 3 9 10 Select the paragraph s or line s that will contain the tab you want to add Click Format Menu Click T
13. utton Description Lefttb Text flows to the right of the tab stop Text is centered on the tab stop Right tab Text flows to the left of the tab stop Decimal tab Text aligns on the decimal point used for numbers Adds a vertical line at the tab stop Here are some examples of text aligned using tabs Tab icon on ruler bar looks like this ee a a ee a ee Left Tab Center Tab Right Tab Decimal Tab Tab AS Center Words 954 23 You Tabs are 1246 7 Can align right 3 5695 See the aligned 4 56 Text centers when a 236 89 Is of right 12759 6258 Left words tab 15 0 5666 Aligned used 89 0 Set a Tab 1 Select the paragraph s or lines that will contain the tab 2 Select the type of tab you want to set by clicking the Tab Stop button The button is located to the left of the horizontal ruler and just above the vertical ruler A O d Page 1 of 10 3 Every time you press the button it will change to a different type of tab when you find the type of tab you would like to use stop clicking the button 4 Use your mouse pointer and click the spot on the horizontal toolbar where you would like to place your tab A tab marker will appear on the ruler The tab is now set eee ee ees You Tabs are 124607 Can align right 5 5695 the aligned 4 26 5 Above you will see a picture of a ruler with tabs set you can see how the tabs serve as a kind of anchor point for the text in the col
14. when you want to add text to your page but need to separate it from the normal text of your document They can also come in especially helpful when you would like a portion of text set at a different orientation than your normal text Insert a Text Box 1 Place the insertion point where you want the text box to appear 2 Click on the Insert menu select Text box A button for text boxes can also be found on the drawing toolbar 3 The drawing canvas will appear You can add your text box to the drawing canvas or if you prefer to add the text box directly to your document pres ESC to get rid of the drawing canvas 4 Your mouse pointer will now look like a black cross Drag to draw the text box When you release the mouse button the Text Box will appear Type the text you want into the Text Box Use normal Formatting procedures to modify text size color font etc 7 The Text box itself can also be formatted Make sure you have your text box activated by clicking on it Then click the Format menu select Text box A dialog box appears that allows you to change the fill color line color size etc of the text box 8 Ifyou would like to change the orientation of your text in the Text Box simply click the Text Direction button on the Text Box Toolbar ed Text Direction Button Margins Paper Layout Link Text Boxes es Section start Have you ever noticed how s
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