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Word Lesson 5Formatting Paragraphs

and DocumentsMicrosoft Office 2007: Introductory

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ObjectivesShow and hide the ruler.Set the margins of a document.Align text.Adjust paragraph indents.Adjust line and paragraph spacing.

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Objectives (continued)Change vertical alignment.Set and modify tab stops.Create and modify bulleted and numbered

lists.Create an outline numbered list.Organize a document in Outline view.

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VocabularyAlignmentBulletCenterFirst-line indentHanging indent

IndentInside margin

(gutter margin)JustifyLeaderLeft-align

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Vocabulary (continued)MarginMirrored marginsMultilevel listNegative indent

(outdent)

Outline numbered list

Outside marginRight-alignTab stop (tab)Vertical alignment

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Formatting Paragraphs and Documents

Just as you apply formatting to text, you can also use Word features to format paragraphs and entire documents.

Formatting presents a consistent and attractive style throughout a document, allowing readers to understand your message more easily.

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Viewing the RulerWord provides rulers along the top and

left margins to help you with formatting.The ruler is hidden by default. To display

it, click the View Ruler button located at the top of the vertical scroll bar on the right side of the window.

You can also click the View tab on the Ribbon, and then, in the Show/Hide group, click the Ruler check box.

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Setting MarginsMargins are the blank areas around the

top, bottom, and sides of a page.Word sets predefined, or default, margin

settings.To change margin settings, click the Page

Layout tab on the Ribbon, and then click the Margins button.

You can select a preset margin setting or set your own custom margins.

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Aligning TextAlignment refers to the position of text between

the margins.You can left-align, center, right-align, or justify

your text.To align text, click one of the Alignment buttons

in the Paragraph group on the Home tab.Left-aligned and justified are commonly used for

documents. For invitations, titles, and headings, text is often center-aligned. Page numbers and dates are often right-aligned.

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Changing IndentsAn indent is the space between text and a

document’s margin. You can indent text either from the left margin, right margin, or from both margins.

To quickly change the indent of an entire paragraph one-half inch at a time, click the Increase Indent or Decrease Indent buttons in the Paragraph group on the Home tab.

To change the indent by different amounts, you can drag the Left and Right Indent markers on the ruler.

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Changing Indents (continued)A first-line indent is when only the first line in a

paragraph is indented. To set, drag the First Line Indent marker on the ruler.

After you set a first-line indent in one paragraph, all subsequent paragraphs you type will also have a first-line indent.

A hanging indent is when the first line of text is not indented, but the following lines are indented. To set, drag the Hanging Indent marker on the ruler.

You can also set indents on the Indents and Spacing tab in the Paragraph dialog box.

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Adjusting Line SpacingYou can adjust line spacing, which is the

amount of space between lines of text.The default setting in a Word document is

1.15 lines. This makes the text easier to read.To change line spacing, click the Line spacing

button in the Paragraph group on the Home tab.

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Adjusting Paragraph SpacingParagraph spacing is the amount of space

between paragraphs.The default for Word is to add 10 points of

space after each paragraph.You can adjust the space before or after a

paragraph in the Paragraph group on the Page Layout tab.

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Changing Vertical AlignmentVertical alignment refers to the positioning of

text between the top and bottom margins.You can align text with the top of the page, center

the text, distribute the text equally between the top and bottom margins, or align the text with the bottom of the page.

To align, click the Page Setup Dialog Box Launcher and then click the Layout tab. In the Page section, click the arrow next to the Vertical alignment box to choose an alignment.

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Understanding Tab Stops Tab stops (tabs) mark the place where the insertion

point will stop when you press the Tab key. In Word, default tab stops are set every half inch and

are left-aligned. To set a tab stop, select the paragraph, and then click

the ruler at the location you want to set the tab stop. To move a tab stop, drag the marker on the ruler. To remove a tab, drag the marker off the ruler.

You can also set leaders. Leaders are lines that fill the blank space before a tab setting. They are often used in tables of contents.

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Using Bulleted and Numbered ListsIn a numbered list, items appear sequentially. In

a bulleted list, the items appear with a bullet. A bullet is any small character that appears before an item.

To create a list, you can use the AutoFormat As You Type feature. You can also create a paragraph, and then, in the Paragraph group on the Home tab, click the Numbering or Bullets button.

You can also change a list that you already typed by selecting all the items, and then clicking the Bullets or Numbering button.

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Using Bulleted and Numbered Lists (continued)You can customize bulleted and numbered lists.

You can change the indent by dragging the indent markers on the ruler. You can choose your own bullets and number styles from the gallery.

You can also create a multilevel list, which is a list with two or more levels of bullets or numbering. A numbered multilevel list is often called an outline numbered list.

Use the Multilevel List button in the Paragraph group to select from a gallery of styles.

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Organizing a Document in Outline ViewIn Outline view, you can type topic headings

and subheadings for a document.To switch to Outline view, click the View tab

on the Ribbon, and then in the Document Views group, click the Outline button.

In Outline view, the first line of the document is ready for you to type the first heading. Word then allows you to have different levels of headings.

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Organizing a Document in Outline View (continued)To modify an outline, you can drag a heading by

dragging the circle with the plus or minus sign in it. You can also click the Move Up and Move Down buttons in the Outline Tools group.

If you want to add text below the headings, it’s easier to work in Print Layout view.

To close Outline view, you click the Close Outline View button in the Close group on the Outlining tab.

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SummaryYou can show and hide the ruler to suit your working

style by clicking the View Ruler button at the top of the vertical scroll bar, or by clicking the View tab, and then selecting the Ruler check box in the Show/Hide group.

Margins are the blank areas around the top, bottom, and sides of a page. You can change the margin settings by clicking the Margins button in the Page Setup group on the Page Layout tab.

You can align text by clicking one of the alignment buttons in the Paragraph group on the Home tab.

You can indent text either from the left margin, from the right margin, or from both margins. You can also set first-line and hanging indents.

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Summary (continued)You can change the line spacing of text from the default of

1.15 lines to 1.0 (single-spaced),2.0 (double-spaced), or greater.

You can change the paragraph spacing by changing the measurements in the Before and After boxes in the Paragraph group on the Page Layout tab.

You can change the vertical alignment of text by opening the Page Setup dialog box, clicking the Layout tab, and selecting an alignment option from the Vertical alignment list in the Page section.

Text alignment can be set with left, right, centered, or decimal tabs. Leaders can be used with any kind of tab.

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Summary (continued)You can use the Bullets or Numbering buttons in

the Paragraph group on the Home tab to create bulleted or numbered lists. To change the appearance of a list, click the arrow next to the Bullets or Numbering button to choose a different bullet or numbering style.

You can use the Multilevel list button in the Paragraph group on the Home tab to create a list with a hierarchical structure.

You can work in Outline view to set up the outline of a document.