Chapter 5 Text Formatting

in MS Word

WHAT IS FORMATTING?• Formatting means to organise text in such a way

that it becomes more attractive and easy to read.

WHAT IS A WORD DOCUMENT?• A word document generally has three

elements--- individual text characters (and objects such as tables ,picture etc.),paragraphs (piece of text written without pressing the enter key),and pages (made up of one or more paragraphs).

FORMAT MENU• The format menu of MS Word contains

options/commands to help you format all these three elements of a document written below

• Individual text characters• Paragraphs • Pages

FORMATTING THE TEXT CHARACTERS• When you type the text from the keyboard , the

individual text characters appear in the Text areas in a certain style of lettering known as Font . So, formatting the individual text characters actually means formatting the font .The font option of the Format Menu helps you to format the individual text characters by changing their face (typeface),size,colour,etc.

CHANGING THE FONT OR THE FONT FACE

• The typeface in which letters typed from the keyboard appear on the screen is known as the Font Face.The default font face of MS Word 2003 is Times New Roman.

STEPS FOR CHANGING THE FONT OR FONT FACE

1. Select the required text.2. Click on Format Font to open the font dialog box

with the Font tab active.3. All the fonts available in the computer are listed in the

Font section.Use the scroll bar to scroll through the list of fonts.

4. Click to select a font face.5. See the preview of how the selected text characters will

look in the highlighted font face.6. Click on the OK button7. The font face will change accordingly.

CHANGING THE FONT STYLE• Regular,Bold,Bold Italic and underline are the Font

Styles available in Word 2003.the default size is regular.To change the font style use these steps:

1. Select the required text and open the font dialog box.

2. Select a font style from under the font style section3. Click to see a drop down list of Underline

styles.Click to select a suitable style,if you want.4. Click on the OK button5. The font size will change accordingly.

THE FONT SIZE WILL CHANGE ACCORDINGLY.• The font size refers to the font. It is given in

numbers .The bigger the number, the bigger is the font size . The default font size of MS Word 2003 is 12.To change it for your text, you need to follow the steps as mentioned below:

1. Select the required text and open the Font dialog box.

2. Click here to scroll the lists through the list of font sizes.

3. Click to select a Font4. Click on the OK button5. The Font size will change accordingly

CHANGING THE FONT COLOUR• To change the Font Colour of the text follow these

steps1. Select the required text and open the font dialog

box2. Click here to see the font color pallette3. Click to select a required font colour4. Click on the OK button5. The font colour will change accordingly.

CHANGING THE FONT PROPERTIES USING THE FORMATTING TOOLBAR

• All the operations that you have done above through the font dialog box can also be done through the formatting toolbar . Follow these steps to use the formatting toolbar:

1. Select the required text2. Click here and select a font face from the font face drop

down list3. Click and select a font size from the font size from the

drop down list4. Click one or more of these buttons to make the selected

text Bold , Italics and/or under lined.5. Click and select a font colour from the color pallette

PARAGRAPH FORMATTING IN MS WORD

• A paragraph ,as you know is a piece of continuous text written without pressing the Enter key the current paragraphs ends and the cursor shifts to the beginning of a new paragraph.

• There are a number of options in the Format menu that helps that helps you to apply various formatting features to one or more paragraphs including the Paragraph option , Bullets and Numbering option , Border and shading option etc.

• But just to make things simpler for you we will use the Formatting toolbar at most of the places for paragraph formatting.

UNDERSTANDING PAGE MARGINS • The pages of a word document generally have white area

around the text.This white area is known as the page margins.1. The white 3.This white Space at the top space to the Of the page is right of the Known on the page is Top margin. called right 2.The

white space to the left 4.The space at the

Of the page is called left margin bottom of the page is called bottom margin.

CHANGING ALIGNMENT OF PARAGRAPH• Aligning a paragraph means to place the paragraph

text in a straight line with respect to any of the page margins.By default Word aligns text from the left margin but you can change the alignment to right,centre,and justify.

STEPS FOR CHANGING ALIGNMENT OF PARAGRAPH

1. Place the cursor in the paragraph whose alignment you want to change or select the paragraphs that you want to align

2. .Click on:

Align left button Centre button To align the text to align the text With respect to from the centre Left margins. Of left and right margins

Align Right button Justify button to justifyto align the text with the aligned text so thatrespect to the right edges along on both margin margins (left and right) become even.

BREAKING THE TEXT INTO PARAGRAPHS

• You can break a paragraph text into many paragraphs by using the following step

1. Place the cursor at a required position in the text (or paragraph)

2. Press the enter key3. A new paragraph will be created and the text to

the right of the cursor will shift to the new paragraph.

4. Use steps 1 and 2 to create as many paragraphs from the text as required.

APPLYING BORDER AND SHADING TO PARAGRAPH/S

• A border is an outline that encloses one or more paragraphs.Shading is the colour filled inside the border behind the text.Border and shading are used for giving a distinctive look to a piece of text in a document.

1. Select the required paragraphs.Click on Format Borders and shading to open the borders and shading dialog box.

2. Click on the borders tab.3. Selecting the box setting for the border.4. Select a line style for the border5. Select a colour for the border6. Select a width for the border line7. Click on the shading part8. Select a colour for the shading and click9.The Border and shading will get applied to the selected paragraph

CHANGING THE LINE SPACING FOR A PARAGRAPH

• By default MS Word 2003 keeps a space of one line (1.0) between any two lines of a paragraph.You can change the default line spacig according to your requirements by following these steps.

1. Place the cursor in the required paragraph or select th paragraph(s)

2. Click on the arrowhead of the line spacing button3. Select a required line spacing4. The spacing between the lines of the selected

paragraph will change accordingly.

BULLETED LIST• A bulleted list is one in which the text of each

paragraph is preceded by a bullet mark.• Example:-

SUBJECTS I STUDY ARE:•English•Maths•Computer Science •Social Studies•Science

NUMBERED LIST• A Numbered list is one in which the text of

each paragraphs preceded by a number or letter to indicate order.

STEPS TO START A COMPUTER:

1. Switch on the main power2. Switch on the UPS3. Switch in the system unit4. Switch on the monitor

CREATING A BULLETED LIST• Follow these steps to create a Bulleted List.1. Bring the to the position where you want to create the

list.2. Click the Bullet button on the formatting toolbar.A

bullet mark will appear at cursor”s position.3. Type the first list item and press the enter key.4. Another bullet mark will appear.Type out the next list

item.In this way type out the entire list.5. When you want to finish the list press the enter key

twice quickly6. The bulleted mark will no longer appear and you can

type the normal text.

CREATING A NUMBERED LIST• Follow these steps to create a numbered list1. Bring the cursor to the required position.2. Click on the numbering button.3. Type the first list item and press the Enter key.4. Another number will appear. Type out the next list item.5. Complete the list by proceeding in this way and press the

Enter key twice quickly to end the list.

STEPS TO START A COMPUTER:6. Switch on the main power

7. Switch on the UPS8. Switch in the system unit

9. Switch on the monitor