Computer Fund Part III Lesson 03

8/13/2019 Computer Fund Part III Lesson 03

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III-3.1

Formatting Text

After completing this lesson, you will be able to:

Use the Formatting toolbar to format text.

Apply character effects to text.

Align text.

Cut and paste text.

Use drag and drop to edit text.

Use collect and paste.

Apply styles.

Preview a document.

Print a document.

Have you ever wished that you could change the format and layout of a

document to place emphasis on key words and phrases? Or have you ever read

a document that you created and printed, only to find that the information on

page 3 should be where the information on page 2 is? Microsoft Word has

numerous features to help you create and format documents in ust the way you

want! Word also lets you move and copy information throughout a document or

even to another document!

"n this lesson, you will learn how to apply formatting to make te#t bold,

underlined, and italic, and you$ll learn how to change the si%e and font style of

te#t! When you edit a document, you often need to move or copy te#t or otherobects from one place to another! "n this lesson, you will learn different

methods for cutting and copying te#t and obects! &ou$ll practice copying and

pasting te#t between different documents! &ou$ll also learn how to modify the

appearance of a paragraph by aligning te#t!

'o complete the procedures in this lesson, you will need to use a file named

(rochure )3 in the *art """, +esson)3 folder in the omputer -undamentals

*ractice folder that is located on your hard disk! 'his document has been

created to publici%e the services of the public relations firm ontoso, +td!

&ou$ll change the te#t, formatting, borders, and shading! -or the section in this

lesson on moving and copying te#t, you$ll use the files Memorandum )3 and

+ogo )3! 'hese files contain te#t that you will paste in the brochure!

Using the Formatting Toolbar toFormat Text

.lthough in Word you can change the appearance of te#t in several different

ways, using the -ormatting toolbar is the /uickest and easiest way to make

LESSON 3


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III-3.2 Computer Fundamentals

most te#t changes! 'he -ormatting toolbar has several buttons and lists that you

can use to change te#t attributes! .n attributeis a characteristic such as bold

formatting, italics, lowercasing, underlining, font 0the style of the characters1,

font si%e, and even te#t color!

'he bo#es at the left end of the -ormatting toolbar are, from left to right, the

tyle bo#, the -ont bo#, and the -ont i%e bo#, as shown in the following

illustration! 'hese bo#es tell you the name of the style, the name of the font,

and the si%e of the font currently in use! 0tyles are covered later in this lesson!1

&ou click the down arrows on the right sides of the bo#es to open the bo#es

and display content lists!

When you select formatted te#t, the font and font si%e of the selected te#t

appear on the -ormatting toolbarin the -ont and -ont i%e bo#esonly if thefont and font si%e of the selected te#t is the same! "f the font, font style, or font

si%e varies throughout the selected te#t, the -ont, -ont i%e, and -ont tyle

bo#es appear blank on the -ormatting toolbar! "f the selected te#t is bold, italic,

or underlined, the relevant button on the -ormatting toolbar appears recessed

and in a lighter shade!

&ou can also use the -ormatting toolbar to remove formatting! -or e#ample, if

you want to remove the bold formatting from a title, you simply select the title

te#t and click the (old button!

When you are formatting a document, you can open the 4eveal -ormatting task

pane 0from the -ormat menu1 to display the format of the selected te#t, such as

its font and font effects! 'he 4eveal -ormatting task pane allows you to

display, change, or clear the formatting for the selected te#t! &ou also can use

the 4eveal -ormatting task pane to select te#t based on formatting so that you

can compare the formatting used in the selected te#t with formatting used in

other parts of the document!

"n this e#ercise, you use the -ormatting toolbar buttons to make te#t bold,

italic, and underlined, and you use the -ormatting down arrows to open lists on

the -ormatting toolbar to change the font and si%e of a heading!

1 On the Standard toolbar, click the Open button.

The Open dialog box appears.

2 Click the Look in down arrow, click the icon for your hard disk,double-click the Computer undamentals !ractice folder, then

double-click the !art """ folder, then the Lesson#$ folder.

The contents of the Lesson#$ folder appear in the Open dialog box.

3 %erify that the file &rochure #$ is selected and click the Open

button.

The Open dialog box closes and the file &rochure #$ appears in

'ord.

"n the following exercises, the

Standard and ormatting

toolbars ha(e been

separated.

The buttons on the toolbars

toggle on and off. That is,

when you click a button, you

turn on the attribute. 'hen

you click the button again,

you turn off the attribute.

'hen you create a new

document, 'ord uses Times

)ew *oman as the font in

+-point type as the default

setting. point is the

eui(alent of +/0 of an inch

in height. So +-point text is

one-sixth of an inch in height.


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Part III: Lesson 3 Formatting Text III-3.3

4 Select the heading line, Contoso, Ltd. Network.

5 On the ormatting toolbar, click the &old button, and click the "talic

button.

The title appears bold and italic.6 1ouble-click the last word of the heading, Network, to select it.

7 On the ormatting toolbar, click the 2nderline button.

8 Click anywhere.

The text is no longer selected, and the word Networkis underlined.

9 Triple-click the selection area 3the area of the document to the left

of the text4.

ll text in the document appears selected.

10 On the ormatting toolbar, click the ont down arrow.

list of a(ailable fonts appears.

11 Scroll down, if necessary, and click Century Schoolbook.

The text changes to the Century Schoolbook font.

12 On the ormatting toolbar, click the ont Si5e down arrow 3to the

right of the number 124.

list of font si5es appears.

13 Click +#.

6ou can also apply the &old

attribute to selected text by

pressing the key combination

Ctrl7&. Similarly, you can

italici5e selected text bypressing Ctrl7".

6ou can also apply the

2nderline attribute to

selected text by pressing

Ctrl72.

)ote that the styles listed in

the ont list on your

computer screen might be

different from the styles

shown in this figure.

The most recently used fonts

are listed first in the ont list,

followed by an alphabetical

listing of all a(ailable fonts.

The ont Si5e list displays

whole numbers, but you can

specify font si5es in half-point

increments by typing the font

si5e 3for example, 10.54 in the

ont Si5e box.


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The selected text is displayed in a smaller, +#-point font si5e.

14 Click anywhere.

The text is no longer selected.

15 On the ormat menu, click *e(eal ormatting.The *e(eal ormatting task !ane appears, displaying the format of

the selected text.

)ote the information that is pro(ided in this task pane as well as the

links to other dialog boxes such as the ont dialog box and the

!aragraph dialog box.

16 "n the *e(eal ormatting task pane, click the Close button.The *e(eal ormatting task pane closes.

17 On the ile menu, click Sa(e s.

The Sa(e s dialog box appears.

18 Sa(e the document as &rochure #$ 8dited, and click Sa(e.

'ord sa(es the document.

9eep this file open for the next exercise.


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Applying Character Effects to Text

&ou can apply formatting attributes and effects that are not available on the

-ormatting toolbar, such as superscript, subscript, strikethrough, and small caps

character effects from the -ont dialog bo#! When you use the -ont dialog bo#,you can also change multiple attributes at once and display a sample of the

selected attributes before you apply them to the te#t! Other attributes that are

available only from the -ont dialog bo# include special effects such as

shadowed or embossed te#t and color for underlined te#t!

'o use the -ont dialog bo#, you select the te#t that you want to format, and on

the -ormat menu, click -ont! Or before you begin typing te#t, on the -ormat

menu, click -ont! 'hen all te#t that you type will appear in the format that you

selected in the -ont dialog bo# until you change the formatting again!

Since all the font attributes

are (isible in the ont dialog

box, modifications can bemade uite easily. 6ou can

use the !re(iew box to see

how the modifications will

look in the document.


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Aligning Text in a Document

(y default, te#t that you type has the Align Leftalignment attribute applied!

'hat is, te#t is aligned with the left margin! However, you can use the Center,AlignRight, or Justify attributes toalign te#t! enteredte#t is placed e/ually

between the left and right margins, right5aligned te#t is placed at the right

margin, and ustifiedte#t fills out all the space between the right and left

margins! 'o align an e#isting paragraph, click anywhere in the paragraph and

click one of the following buttons on the -ormatting toolbar!

6se the alignment buttons on complete paragraphs rather than on characters or

phrases! &ou do not need to select all the te#t in a paragraph before you apply

an alignment! &ou only need to click to place the insertion point somewhere in

the paragraph!

'he following illustration shows the four different types of alignment

attributes7

"n this e#ercise, you center, right5align, left5align, and ustify te#t!

1 Select the first heading line, Contoso, Ltd. Network.

2 On the ormatting toolbar, click the Center button.

The heading line mo(es to the center of the document.

3 Click anywhere in the first paragraph.

s is true with text attributes,

when an alignment attribute

is turned on, all text typed

from that point on is affected

until you turn the attribute off.


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4 On the ormatting toolbar, click the lign *ight button.

The paragraph mo(es to the right margin.

5 On the ormatting toolbar, click the lign Left button.

The paragraph mo(es back to the left margin.

6 On the ormatting toolbar, click the :ustify button.

The lines in the paragraph now extend to both the left and right

margins, except for the last line of the paragraph, which doesn;t

extend all the way to the right margin because it is shorter than the

other lines.

7 On the ormatting toolbar, click the lign Left button to return thetext to its original alignment.

8 Sa(e and close this document. 9eep 'ord open for the next

exercise.

Cutting and asting Text

When you cut and paste te#t, you are removing te#t from one location in a

document and placing it in another location in the same document or in a

different document! opying and pastingduplicates the original information in

another location or document! 'here are various methods for cutting and

pasting te#t7 you can click ut and *aste on the 8dit menu, use the mouse

pointer to drag and drop te#t, or click the ut and *aste buttons on the tandardtoolbar! -or e#ample, the marketing manager at ontoso, +td! is updating the

company brochure! 'he new brochure will contain information from an internal

memorandum that was distributed to company employees! 'o save time, she

will copy the information in the memo, rather than retyping it, and will paste

the information into the brochure that she is updating!


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When you use the opy command, te#t that you select is duplicated in a new

location while also remaining in the original spot! When you use the ut

command, the te#t that you select is taken from its original position and moved

to another location!When you paste something from the lipboard, the *aste Options button

appears ne#t to the item you have pasted! licking the *aste Options button

displays a list of actions Word can take regarding the pasted item! 'his list will

vary depending upon the content of the pasted item but generally 0for te#t

items1 will include7 9eep ource -ormatting, 6se :estination tyles, Match

:estination -ormatting, and 9eep 'e#t Only! 'hese options allow you a /uick

and easy way to format pasted te#t to match an e#isting documentor not,

depending upon your needs!

"n this e#ercise, you copy selected te#t from one document to another, and cut

and paste selected te#t within the same document!

1 On the Standard toolbar, click the Open button.

The Open dialog box appears with the contents of the Lesson#$

folder displayed.

2 Select the file named


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8 On the Standard toolbar, click the !aste button.

The paragraph remains in the original document, and a copy of the

paragraph is inserted at the new location in the brochure.

9 Click the !aste Options button.

The menu of options for pasting opens.

10 Click


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14 !ress 8nter to separate the paragraph with a blank line, and on the

Standard toolbar, click the !aste button.

The paragraph appears at the new location after the list of ser(ices.

15 On the Standard toolbar, click the Sa(e button.


Using Drag and Drop to Edit Text

'o cut and paste without using the buttons, you can use the drag5and5drop

techni/ue! .s is true with other editing techni/ues, you begin by selecting the

desired te#t! 'o drag and drop, select the te#t, position the mouse pointer over

the selected te#t, hold down the left mouse button, and then drag the selection

to a new location!

"n this e#ercise, you use drag and drop to move te#t within a document!

1 Click the selection area to the left of the word Photographyto select

the entire line.

To copy text using drag and

drop, position the mouse

pointer o(er the selected text,

hold down the mouse button,

hold down Ctrl, and then drag

to the new location.


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2 !osition the mouse pointer o(er the selected text, and press and

hold down the left mouse button.

dotted rectangle appears near the mouse pointer.

3 1rag the text, with the dotted rectangle, until the dotted line mouse

pointer is directly in front of the Nin News Releases3the top line in

the list of ser(ices4.

4 *elease the mouse button.

The text mo(es to the new location.


'ord sa(es the document.9eep this file open for the next exercise.

Using Collect and aste

Office ;* actually uses two clipboardsthe Windows lipboard 0which you

have already used in this lesson1 and the Office Clipboard! 'he Windows

lipboard can store only one selection at a time! However, the Office lipboard

can hold up to 2< items at a time, and you can paste any of these items into

documentsnot ust the item that you most recently copied or cut to the

lipboard! &ou need to view the Office lipboard$s task pane so that you can

see its contents!

The Office Clipboard is

a(ailable in


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'he lipboard displays the first =) characters of te#t or, if it is a graphic or

some other form of data, as much of the item as is possible! 8ach item also has

an icon ne#t to it, which indicates the program from which it came!

'he lipboard task pane can appear automatically when you copy or cut two

items consecutively if you have it set up to do so! "f this option is turned off,

you can manually open the lipboard task pane by clicking Office lipboard

on the 8dit menu!

'he Office lipboard can hold up to 2< items! "f you try to copy a twenty5fifth

item, a message asks if you want to discard the first item on the Office

lipboard and add the new item to the end of the lipboard! "f you click O9,

the ne#t time you copy an item from any program, the Office lipboardautomatically discards the first item and adds the new item! "f you click ancel,

any new items that you copy won$t be added to the Office lipboard until you

make space on the Office lipboard by pasting or cutting items already stored

there! &ou won$t see the message again until the Office lipboard is full! >ote

that the collected items remain on the Office lipboard until you /uit all open

Office ;* programs on your computer!


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'o adust the way in which the Office lipboard works, click the Options

button at the bottom of the lipboard! -rom the menu choices that appear, you

can choose to Show Office Clipboard Automaticallywhen you cut or copy two

items consecutively or to Collect Without Showing Office Clipboard! "f you

choose to Show Status Near Taskbar When Copying you$ll see a creen'ipnear the Windows taskbar each time you cut or copy an item! &ou can also

choose how Office lipboard "con on 'askbar, which places an icon on the

Windows taskbar! 'his icon will be displayed anytime you have the lipboard

open in one of the Office applications! &ou can then double5click this icon to

display the Office lipboard!

"n this e#ercise, you open the lipboard task pane, see how the Office

lipboard handles multiple items, and then paste from it and clear it!

1 On the 8dit menu, click Office Clipboard.

The Clipboard task pane opens.

2 Click the Clear ll button.

"f there were any cut or copied items in the Clipboard, they are

cleared.

3 On the Standard toolbar, click the Open button. "n the Open dialog

box, select the file named Logo #$, and click Open.

'ord opens the file.

4 Click the text Contoso, Ltd.

Little boxes appear around the logo, indicating that the logo isselected.


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5 On the Standard toolbar, click the Copy button.

The logo is copied from the document and placed in the Clipboard.

ScreenTip appears on the taskbar indicating that the item has

been collected. There is one item a(ailable in the Clipboard.

6 Close the logo document.

The logo document closes, and the brochure document appears.

7 1ouble-click in the selection area next to the last paragraph of the

brochure document that begins n addition to the network.

8 On the Standard toolbar, click the Cut button.

The paragraph is remo(ed from the document and placed on the

Office Clipboard. The Clipboard task pane now contains two items.

9 Scroll up to the top of the document, and click in front of the letter C

in the heading Contoso, Ltd. Network.

10 !ress 8nter eight times to mo(e the title down.

11 Click at the top of the document to position the insertion point.


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Applying !tyles to Text

Stylessave you time when formatting a document and help you maintain a

consistent format within the same document and from document to document!-or e#ample, suppose you are creating a document that contains several

subheadings! &ou want these subheadings to be green and in a different font

than your te#t! "nstead of using the formatting options on the -ormatting

toolbar every time you type a subheading in the document, you can create a

style!

.fter you create the style, you simply place the insertion point anywhere in the

e#isting te#t or anywhere in the document you want the style to start and click

the tyle down arrow! elect the style you want, and the te#t is modified with

the chosen style!

Whenever you open a new, blank document, Word automatically attaches a

standard template to the document! . templateis a preformatted document thathas its own set of styles! When you type in a new, blank document, the

characters are set in a default style that is called >ormal! 'he words that you

type are automatically formatted in the font 'imes >ew 4oman, at 2 points in

si%e, and aligned against the left margin! 'he >ormal template has five styles,

three of which are designed for use as headings! 'he names of styles are

located on the -ormatting toolbar, in the tyle list, as shown in our ne#t figure!

styleis a named set of

formatting instructions, used

to apply multiple formatting

characteristics to text in a

single step.


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&ou can use styles to /uickly apply multiple formatting attributes to te#t! -or

e#ample, you could specify attributes such as bold, left align, italici%e, and even

font color, and then apply all those attributes at the same time by applying a

style! imply select or click the te#t, and on the -ormatting toolbar, click the

tyle down arrow, and click the style that you want to apply! "f you want toapply a style to an entire paragraph, you need only click anywhere in that

paragraph and click the style name in the tyle list! &ou can also apply a style

by clicking a blank line, selecting a style from the tyle list, and typing! 'he

te#t that you type from then on appears in the style that you selected!

"n this e#ercise, you apply styles to paragraphs!

1 Scroll down in the document, and click anywhere in the word

Photography, which is the first item in the list of ser(ices near the

end of the document.

2 On the ormatting toolbar, click the Style down arrow, and click

=eading $.The style is applied to the current paragraph?in this case, the

single line Photography.

3 Select the remaining list items, click the Style down arrow, and click

=eading $.

The =eading $ style is applied to all the paragraphs in the list.

4 Click outside of the list to deselect the paragraphs.

The list should look like the one in the following illustration.

5 Click in front of the first line in the last paragraph of the document.


=eading +.

The style is applied to the entire paragraph.

On the 8dit menu, click the

*epeat command to apply

styles to multiple paragraphs

that are scattered throughout

the document. pply the style

that you want to use in the

first paragraph, click or select

the next paragraph, and

press Ctrl76 or @. 2se this

method until you are finished

applying the style.


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7 On the Standard toolbar, click the 2ndo button to remo(e the

formatting that you Aust applied.

8 "n the last paragraph of the document, select the words For more

information.


=eading $.

The style is applied only to the selected text and not to the entire

paragraph.

10 Select the Pin the word Photography, which is the first item in the

list of ser(ices.

11 Click the Style down arrow, and click =eading +.

The character becomes larger.

12 On the Standard toolbar, click the 2ndo button to remo(e the

formatting you Aust applied.


'ord sa(es the document.


re"iewing a Document

'o see e#actly how your document will look after it is printed, you can use

Print Preview! 'he *rint *review window shows you e#actly how the lines on

the page will appear when they$re printed and where page breaks will occur! "f

you don$t like the layout, you can make adustments before you print! 6sing

*rint *review can help you identify desired formatting changes without wasting

paper!

tip

"n !rint Layout (iew, you can show or hide the white space between the

pages. !osition the pointer between the pages until the Show 'hite Space

pointer or =ide 'hite Space pointer appears, and then click the page.


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"n this e#ercise, you preview a document before printing it!

1 On the Standard toolbar, click the !rint !re(iew button.

2 On the !rint !re(iew toolbar, click the


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#esson $rap%Up

"n this lesson, you learned how to format te#t! &ou also learned how to use

various te#t attributes, how to cut or copy and paste te#t, and how to use thelipboard to paste multiple selections! "n addition, you applied styles, then

previewed and printed the document!

"f you are continuing to the ne#t lesson7


'ord sa(es the changes to the file.

2 On the ile menu, click Close to close the file.

'ord closes the file.

"f you are not continuing to other lessons7


'ord sa(es the changes to the file.

2 "n the upper-right corner of the 'ord window, click the Close

button.

'ord closes the file and the 'ord program closes.

&uic' &ui(

1 'hat key combination and shortcut key allow you to apply styles to

multiple nonconsecuti(e paragraphsE

2 'hat are four methods to cut and paste a selection of textE

3 &efore you print a document, how can you be sure that the marginswill look rightE

4 'hat is a styleE

5 'hat are two ways that you can apply bold formatting to a selection

of textE

6 =ow can you (iew multiple selections of text in the Office

ClipboardE

7 'hat is the difference between cutting and copying textE

8 =ow can you edit a linked obAect in a 'ord documentE


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utting )t All Together

Exeri!e 1""f necessary, start Word! Open the document named "nvitation )3

from the *art """, +esson)3 folder! enter all the te#t in the document! hangethe second paragraph from the bottom to a 2)5point font si%e, in small caps,

blue, and bold! elect the lines of te#t Youre inited to!, When, and Where,

and change them to @ points and bold! hange all te#t to the font Aaramond!

-inally, move the last three paragraphs to the top of the document! *rint two

copies of the document! ave the document as Invitation 0 !ditedin the

+esson)3 folder!

Exeri!e 2"Open one of the documents that you have worked with in this

lesson and view it in *rint *review! .dust the margins using the 4uler! Boom

in and out of the document using the Magnifier! Boom in and out of the

document using the drop5down list! Ciew the print preview in full screen and

then return to the normal print preview screen! 6se Word$s help files todetermine the purpose of the hrink to -it button! Would that feature be useful

in the document that you opened? "f so, use the hrink to -it button! +eave the

document open for the ne#t 8#ercise!

Exeri!e 3"elect and copy several paragraphs in your document! 0"f

necessary, manually open the Office lipboard!1 .s you are copying te#t, note

the order in which the paragraphs are placed on the lipboard! Which item is at

the top of the list? "f you click on the down arrow ne#t to an item, what options

are available? When would it be useful to use the *aste .ll option on the Office

lipboard?

Exeri!e 4""n this lesson we briefly e#plored the 4eveal -ormatting task

pane! Open the task pane again and click on the links to determine what otherdialog bo#es are accessible through this task pane! 'hink of ways in which this

task pane could be useful in your work with Word! 6se Word$s help files to

learn more about 4eveal -ormatting! Write a brief e#planation of the features

available through this task pane and how you would use them! lose the

document that you opened for these 8#ercises without saving any changes!

Documents

Computer Fund Part III Lesson 03