Word 2003: Format Menu Option The University of Akron

TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................. 1
INTRODUCTION ........................................................................................................................................ 3
FONT............................................................................................................................................................. 4
WHY WOULD YOU USE THIS? ...................................................................................................................... 4
STEP BY STEP ............................................................................................................................................. 4
ALTERNATIVE METHODS............................................................................................................................ 7
PARAGRAPH .............................................................................................................................................. 8
DEFINITIONS ............................................................................................................................................... 8
WHY WOULD YOU USE THIS? ...................................................................................................................... 8
STEP BY STEP ............................................................................................................................................. 8
ALTERNATIVE METHODS.......................................................................................................................... 12
BULLETS AND NUMBERING................................................................................................................ 13
WHY WOULD YOU USE THIS? .................................................................................................................... 13
STEP BY STEP- BULLETED ........................................................................................................................ 13
STEP BY STEP- NUMBERED ....................................................................................................................... 15
ALTERNATIVE METHODS.......................................................................................................................... 16
BORDERS AND SHADING ..................................................................................................................... 17
WHY WOULD YOU USE THIS? .................................................................................................................... 17
STEP BY STEP ........................................................................................................................................... 17
ALTERNATIVE METHODS.......................................................................................................................... 19
COLUMNS.................................................................................................................................................. 20
DEFINITIONS ............................................................................................................................................. 20
WHY WOULD YOU USE THIS? .................................................................................................................... 20
STEP BY STEP ........................................................................................................................................... 20
ALTERNATIVE METHODS.......................................................................................................................... 21
TABS ........................................................................................................................................................... 22
DEFINITIONS ............................................................................................................................................. 22
WHY WOULD YOU USE THIS? .................................................................................................................... 23
STEP BY STEP- SETTING TABS .................................................................................................................. 23
ALTERNATIVE METHODS- SETTING TABS ................................................................................................ 25
STEP BY STEP- SETTING TABS WITH LEADERS.......................................................................................... 26
DROP CAPS ............................................................................................................................................... 28
DEFINITIONS ............................................................................................................................................. 28
WHY WOULD YOU USE THIS? .................................................................................................................... 28
STEP BY STEP ........................................................................................................................................... 28
TEXT DIRECTION ................................................................................................................................... 31
DEFINITIONS ............................................................................................................................................. 31
WHY WOULD YOU USE THIS? .................................................................................................................... 31
STEP BY STEP ........................................................................................................................................... 31
ALTERNATIVE METHODS.......................................................................................................................... 32

Ver. 2005.09.27 Learning Technologies/Software Training Page 1

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

CHANGE CASE......................................................................................................................................... 33
WHY WOULD YOU USE THIS? .................................................................................................................... 33
STEP BY STEP ........................................................................................................................................... 33
BACKGROUND......................................................................................................................................... 34
DEFINITIONS ............................................................................................................................................. 34
WHY WOULD YOU USE THIS? .................................................................................................................... 34
STEP BY STEP- BACKGROUND FILL .......................................................................................................... 34
STEP BY STEP- WATERMARK .................................................................................................................... 35
AUTO FORMAT........................................................................................................................................ 37
DEFINITIONS ............................................................................................................................................. 38
WHY WOULD YOU USE THIS? .................................................................................................................... 38
STEP BY STEP ........................................................................................................................................... 38
ALTERNATIVE METHODS.......................................................................................................................... 39
STYLES AND FORMATTING ................................................................................................................ 40
DEFINITIONS ............................................................................................................................................. 40
WHY WOULD YOU USE THIS? .................................................................................................................... 40
STEP BY STEP ........................................................................................................................................... 40
ALTERNATIVE METHODS.......................................................................................................................... 42
REVEAL FORMATTING ........................................................................................................................ 43
WHY WOULD YOU USE THIS? .................................................................................................................... 43
STEP BY STEP ........................................................................................................................................... 43
ALTERNATIVE METHODS.......................................................................................................................... 44
PICTURE.................................................................................................................................................... 45
DEFINITIONS ............................................................................................................................................. 45
WHY WOULD YOU USE THIS? .................................................................................................................... 45
STEP BY STEP ........................................................................................................................................... 45

©2005 The University of Akron

These materials were developed and are owned by the University of Akron. All rights reserved.
These materials may not be reproduced in whole or in part without the express written permission of The University of Akron

Ver. 2005.09.27 Learning Technologies/Software Training Page 2

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Introduction
This manual will detail most of the menu options found in the Word 2003 menu Format.
The format menu options discussed in this manual are:
◘ Font
◘ Paragraph
◘ Bullets and Numbering
◘ Borders and Shading
◘ Columns
◘ Tabs
◘ Drop Cap
◘ Text Direction
◘ Change Case
◘ Background
◘ Theme
◘ AutoFormat
◘ Styles and Formatting
◘ Reveal Formatting
◘ Picture

Each menu item will be defined and will provide reasons to use that particular menu
option. Following the background information, there will be a Step-by-Step that will
provide instruction on how to use the tools and commands. Some processes that you
perform from the menu, can also be done other ways. If there is an Alternative method,
this would be the last part of each lesson.

Ver. 2005.09.27 Learning Technologies/Software Training Page 3

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Font
Why would you use this?
◘ To change the font of selected text.
◘ To change the attributes of selected text.
◘ To change the color of selected text.
◘ To add effects to text.
◘

Step by Step

What you do What happens

1. Select the text if you already typed
the text.

If you want to set the text to

specific font selections before,
anything you type after will have
the changes.

2. From the menu choose: The Font box displays.

Format, Font

Ver. 2005.09.27 Learning Technologies/Software Training Page 4

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

3. On the Font tab, you can change
the Font, Font style, Size, Font
color, and Effects.

At the bottom of the tab, you will

see a Preview.

If you want to set the changes as

the default for all text you type,
click on the Default button.

4. Click on the Character Spacing The Character Spacing tab displays.

tab.

Ver. 2005.09.27 Learning Technologies/Software Training Page 5

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

5. On the Character Spacing tab you
can adjust the Scale, Spacing and
Position.

ƒ Scale: Stretches or compresses

text vertically and horizontally
as a percentage.
ƒ Spacing: Increases or
decreases the space between
characters.
ƒ Position: Rises or lowers the
selected text in relation to the
baseline.
ƒ Kerning for font: Adjusts the
amount of space between
certain combinations of
characters so the entire word
looks more evenly spaced.
(For True Type fonts- have TT
in front of them.)

6. Click on the Text Effects tab. The Text Effects tab displays.

Ver. 2005.09.27 Learning Technologies/Software Training Page 6

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

7. On the Text Effects tab you can
add an animation to text. You
must have text selected first when
adding this attribute.

See the Preview box for an

example of how this will appear.

8. Click on the OK button after you

make any changes in the Font box.

Alternative Methods
What you do What happens
1. Use the icons found on the Formatting toolbar.

2. Keyboard commands such as:

Bold: Ctrl + B
Italics: Crtl + I
Underline: Ctrl + U

Ver. 2005.09.27 Learning Technologies/Software Training Page 7

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Paragraph
Definitions
Word Definition
Hanging Indent Use the Hanging Indent tab stop to have all lines but the first line of
a paragraph indented.

First Line Indent Use the First Line Indent tab stop to have only the first line of a
paragraph indented.

Indents on Ruler ◘ First Line Indent

◘ Hanging Indent

Why would you use this?

◘ To create a bibliography.
◘ To create custom layouts with the first or second lines indented.
◘ To add double spacing to your document (or 1.5, triple, etc).
◘ To adjust the alignment of a paragraph.
◘

Step by Step

What you do What happens

1. The changes you make apply to the
paragraph your cursor is active in.

Ver. 2005.09.27 Learning Technologies/Software Training Page 8

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

2. From the menu choose: The Paragraph box displays.
Format, Paragraph

3. On the Indents and Spacing tab you

have the following available.

ƒ Alignment: Sets the position of

paragraphs relative to any
indentation formatting. To align
paragraphs relative to the left and
right margins in a document, clear
any indentation formatting.
ƒ Left: Enter the amount you want
to indent a paragraph from the left
margin. If you want text to appear
in the left margin, use a negative
number.
ƒ Right: Enter the amount you want
to indent a paragraph from the
right margin. If you want text to
appear in the right margin, use a
negative number.
ƒ Before: Sets the amount of space
above each selected paragraph.
ƒ After: Sets the amount of space
after each selected paragraph.
ƒ Line Spacing: You can use the
down arrow to select Single,
Double, 1.5, and others.

Ver. 2005.09.27 Learning Technologies/Software Training Page 9

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

4. Click on the Line and Page Breaks The Line and Page Breaks tab displays.
tab.

5. On the Line and Page Breaks tab you

have the following available:

ƒ Widow/Orphan control Prevents

Microsoft Word from printing the
last line of a paragraph by itself at
the top of a page (a widow) or the
first line of a paragraph by itself at
the bottom of a page (an orphan).
ƒ Keep lines together: Prevents a
page break within a paragraph.
ƒ Keep with next: Prevents a page
break between the selected
paragraph and the following
paragraph.
ƒ Page break before: Inserts a page
break before the selected
paragraph.
ƒ Suppress line numbers: Prevents Add line numbers on the Page Setup box, Layout tab.
line numbers from appearing next
to selected paragraphs. This option
does not affect documents or
sections without line numbers.
ƒ Don't hyphenate: Excludes a Turn on auto hyphenation at Tools, Language,
paragraph from automatic Hyphenation.
hyphenation.

Ver. 2005.09.27 Learning Technologies/Software Training Page 10

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

6. Click on the OK button after you make
changes in the Paragraph box.

Ver. 2005.09.27 Learning Technologies/Software Training Page 11

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Alternative Methods
What you do What happens
1. Use the Decrease and Increase
Indent icons on the
Formatting toolbar.

2. Use the Alignment icons on the

Formatting toolbar.

3. For Line Spacing, try some of

these keyboard commands:
Ctrl + 0: Adds or Removes a
blank line before a paragraph
Ctrl + 1: Single Line
Ctrl + 5: 1.5 Line Spacing
Ctrl + 2: Double Spacing

4. You can create first line indents or

hanging indents by using the Tab
Selector to the left of the
horizontal ruler.

Note: If you are creating a

hanging indent, you will need to
use Shift + Enter to move to the
second line.

5. To create tabs rather than indents,

you can use the horizontal ruler or
you can use the menu option of
Format, Tabs.

Ver. 2005.09.27 Learning Technologies/Software Training Page 12

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Bullets and Numbering

Why would you use this?
◘ To create a list of items in the document.
◘ To automatically number a process.
◘

Step by Step- Bulleted

What you do What happens

1. Highlight the list that you want to
bullet.

OR

If you want to start adding bullets s

before you type, simply put the
cursor in the correct place.

2. From the menu choose: The Bullets and Numbering box displays.
Format, Bullets and Numbering

Click on the Bulleted tab, if

necessary.

Ver. 2005.09.27 Learning Technologies/Software Training Page 13

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

3. Click on the type of bullet you The Customize box displays.
want to insert.

You can click on the Customize

button to get more options for this
bullet.

4. Click on the OK button to return to The document displays with a single bullet or with several
the Bulleted tab. bullets (if you selected a list).

Click on OK again to return to the

document.

5. To add another bullet, press the

Enter key after you finish each
line.

6. Note: To stop Word from adding

bullets do one of the following:
ƒ Click on the Bullets button to
toggle the option off.
ƒ Press Enter twice at the end of
the last line.
ƒ Press the Backspace key to
remove the bullet.

Ver. 2005.09.27 Learning Technologies/Software Training Page 14

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Step by Step- Numbered

What you do What happens

1. Highlight the list that you want to
number.

OR

If you want to start adding

numbers before you type, simply
put the cursor in the correct place.

2. From the menu choose: The Bullets and Numbering box displays on the
Format, Bullets and Numbering Numbered tab.

Click on the Numbered tab, if

necessary.

3. Make the number selection. Note: You can also troubleshoot using numbers by
utilizing the Smart Tag that appears with numbers. A
Note: You can troubleshoot using Smart Tag appears as follows:
numbers by using this tab as well.
If Word is numbering an item by
starting over at “1” or by giving
you the last number in a previous If you rest the cursor over the Smart Tag, you will have
list select the appropriate radio the following options:
button- Restart numbering or
Continue previous list.

4. Click on the OK button. Auto numbering is applied.

Ver. 2005.09.27 Learning Technologies/Software Training Page 15

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

5. Note: To stop Word from adding
numbers do one of the following
ƒ Press Enter twice at the end of
the list.
ƒ Press Enter and then
Backspace to remove the
number.
ƒ Place the insertion point at the
beginning of the paragraph that
you do not want numbering
and click the Numbering
button on the toolbar to turn
off the option.

Alternative Methods
What you do What happens

1. You can use the Numbering

icon on the formatting toolbar.

2. You can use the Bullets icon

on the formatting toolbar.

Ver. 2005.09.27 Learning Technologies/Software Training Page 16

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Borders and Shading

Why would you use this?
◘ To create a border around a paragraph.
◘ To add a border to the page.
◘ To add a color to the background of a paragraph or page.
◘

Step by Step

What you do What happens

1. Select the paragraph(s) or line that
you want to border.

2. From the menu choose: The Borders and Shading box displays.
Format, Borders and Shading

3. Use the options to select a style for

the line.

Click on the Preview picture to

select where you want a border
drawn. Remember, what you see
is what you get!

Ver. 2005.09.27 Learning Technologies/Software Training Page 17

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

4. To add a border to a page, click on The Page Border tab displays.
the Page Border tab.

5. Select a Style and decide if you

want this applied to the Whole
document as seen in the Apply to
field.

Also, if you want a picture border,

use the Art drop down field.

6. To shade a selection of text, The Shading tab displays.

advance to the Shading tab.

7. You can select a color from the

color pallet.

8. After you make any selection, click The selection will be bordered, shaded, etc.
on the OK button.

Ver. 2005.09.27 Learning Technologies/Software Training Page 18

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Alternative Methods
What you do What happens
1. You can use the Tables and Borders toolbar for adding these effects to the paragraph(s).

Ver. 2005.09.27 Learning Technologies/Software Training Page 19

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Columns
Definitions
Word Definition
Columns In a document, columns refer to the formatting of text so that it
flows side-by-side on a page like a newspaper.

Why would you use this?

◘ To flow text acrross the page similar to that of a magazine or newspaper.
◘ To divide the page into separate sections, therefore allowing you to vary the
number of columns in each section of the page.
◘

Step by Step

What you do What happens

1. Put the cursor where you want to
start a new column selection (other
than the default of one column.

If you want to apply this number of

columns to the entire document it
does not matter where the cursor
is.

2. From the menu choose: The Columns box displays.

Format, Columns

Ver. 2005.09.27 Learning Technologies/Software Training Page 20

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

3. Select how many columns you
want in the Number of columns
field. Also, you may wan to make
a selection from the Presets frame
if you want a column offset.

If you want a line drawn between

the columns, select the checkbox
for Line between.

Adjust the Width and Spacing if

desired.

If you want these setting applied to

the entire document leave the
default Whole document in the
Apply to field. If you want these
settings applied only to a part of
the document, select from this
point forward (your cursor should
be where it needs to be based on
step 1).

4. Click on the OK button. The selection for columns will be present.

Alternative Methods
What you do What happens

1. Use the Columns icon on the

Standard toolbar.

Ver. 2005.09.27 Learning Technologies/Software Training Page 21

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Tabs
Definitions
Word Definition
Tab Stop A tab stop is a position you set on the horizontal ruler to place and
align text.

Tab Stop/Indent The tab stop/indent selector allows you to select tab stops and
Selector indents.

Tab Stops on ƒ Use the Left Tab stop when you want to move or extend
Ruler text to the right and change the left margin to that location on
the ruler.
ƒ Use the Center Tab stop when you want to center text
between the left and right margins at that location on the ruler.
(Centers text on the tab stop.)
ƒ Use the Right Tab stop when you want to move or extend
text to the left until the tab space is filled, upon which the text
will begin extending to the left.
ƒ Use the Decimal Tab stop to have numbered text extend to
the left before the decimal and to have numbered text after the
decimal point extend to the right. (Aligns text at decimal
point.)
ƒ Use the Bar Tab stop to insert a bar into your document
that allows you to align text.

Leader A leader inserts a dotted or solid line to fill the space to the left of a
tab stop.

For example:
Your name....................................................................... extension

Ver. 2005.09.27 Learning Technologies/Software Training Page 22

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Why would you use this?

◘ To indent the first line of a paragraph.
◘ To create a bibliography.
◘ To create a directory.
◘ To add a quote to a document or article.
◘ To create custom layouts by using various horizontal positions for text.
◘

Step by Step- Setting Tabs

What you do What happens

1. From the menu choose: The Tabs box displays.
Format, Tabs

2. In the Tab stop position field,

enter the decimal value.

Ver. 2005.09.27 Learning Technologies/Software Training Page 23

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

3. Select the radio button for the The Tabs box with multiple tab stops set.
Alignment: Left, Center, Right,
Decimal, or Bar.

If you want to add several tab

stops, you can enter the position
and Alignment, select the Set
button and continue until all tabs
have been set.

4. Select OK.

5. Enter text, pressing the Tab key to

advance to the next tab stop.

6. Note: You can also use the Tabs

dialogue box after you have
entered text. Be sure to select all
text the tabs should apply.

7. To remove tabs, select the Tab stop

position that you want deleted and
click on the Clear button.

To remove all Tab stops, click on

the Clear All button.

Ver. 2005.09.27 Learning Technologies/Software Training Page 24

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Alternative Methods- Setting Tabs

What you do What happens
1. If the ruler is not displayed, select Changes the view to display the horizontal and vertical
from the menu View, Ruler. ruler.

2. Click on the Tab Selector to Cycles through the available tab stops and indents.
toggle through the tab choices.

3. Toggle until you locate the type of The tab will display on the ruler.
tab you need to use.

Click on the ruler where you want

to add the tab.

Note: When you set a new tab

marker, any default tab settings to
the left will be deleted. Only tabs
that you set will show on the ruler.
The default tabs of .5” do not
display.

4. To use the tab, click on the Tab

key on the keyboard.

5. To move the tab marker, drag the

tab marker to the right or left on
the horizontal ruler.

6. To remove a tab stop, point and Removes the tab from the ruler.
pick up the tab marker on the ruler
with the mouse and drag it off the
ruler.

Ver. 2005.09.27 Learning Technologies/Software Training Page 25

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Step by Step- Setting Tabs with Leaders

What you do What happens

1. From the menu choose: The Tabs box displays.
Format, Tabs

2. In the Tab stop position field, The Tabs dialogue box with selections.
enter the position of the tab.

Under Alignment, select the radio

button for the desired alignment,
for example Right.

Under Leader, select the radio

button for the desired lead
character.

3. Select OK. Returns to the document.

Ver. 2005.09.27 Learning Technologies/Software Training Page 26

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

4. Enter the text, and then press the For example:
Tab key. The leader will appear.

5. Tip: You can also set a Tab

Leader after you already have text
entered. After you have the text
entered, select the text. After you
select the text, then go to the Tabs
box and make your selections.
Click on OK.

Ver. 2005.09.27 Learning Technologies/Software Training Page 27

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Drop Caps
Definitions
Word Definition
Drop Cap A drop cap is a way to add a special style or formatting to the first
letter of the first word in a paragraph. A drop capital letter is
typically used at the beginning of a lesson, chapter, or section of a
book, manaul, or report.

An example of a Drop Cap:

O
nce upon a time in a land far, far away there was a princess. This princess was a
very beautiful….

Why would you use this?

◘ To add extra impact at the beginning of a lesson, chapter, or section of a book,
manual, or report.
◘

Step by Step

What you do What happens

1. Select the letter(s) or word(s) that
you want to change to a drop cap.

Ver. 2005.09.27 Learning Technologies/Software Training Page 28

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

2. From the menu choose: The Drop Cap box displays.
Format, Drop Cap

Ver. 2005.09.27 Learning Technologies/Software Training Page 29

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

3. Make a selection for the Position
of the Drop Cap letter.
Position:
ƒ None: Removes the Drop Cap
letter.
ƒ Dropped: Aligns the Drop
Cap with the left margin.
The rest of the paragraph
wraps around the Drop Cap.
ƒ In Margin: Formats the first
letter as a Drop Cap and
places it in the left margin.

Font: Allows you to use the

downward pointing arrow to select
a different font for the Drop Cap
letter. A great tip when using a
Drop Cap is to use a different font
for the drop cap than the rest of the
paragraph!

Lines to Drop: This allows you to

choose how many lines down the
Drop Cap letter goes.

Distance from text: This allows

you to choose how far horizontally
the Drop Cap letter is from the
remainder of the text in the
paragraph.

4. Select OK to return to the The drop cap displays.

document and accept the choices
made for the Drop Cap.

5. Tip: The drop cap letter is created

in a frame. To make the
appearance even more eye
catching, you can create a border
around the letter.

Ver. 2005.09.27 Learning Technologies/Software Training Page 30

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Text Direction
Definitions
Word Definition
Text Direction You can change the direction of the text in drawing objects (such as
text boxes, shapes, callouts, or in table cells). You can change the
text so that it displays vertically or horizontally.

Why would you use this?

◘ To rotate the text for a special effect.
◘ To create stationary.
◘

Step by Step

What you do What happens

1. Create an object and insert the text
that you desire.

2. From the menu choose: The Text Direction- Table Cell box displays.
Format, Text Direction

Ver. 2005.09.27 Learning Technologies/Software Training Page 31

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

3. You can adjust the Orientation by The text will adjust to your selection.
clicking on the picture
representation.

Select OK.

Alternative Methods
What you do What happens
1. Use the Change Text Direction
icon on the Tables and
Borders toolbar.

Ver. 2005.09.27 Learning Technologies/Software Training Page 32

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Change Case
Why would you use this?
◘ To change all selected text to uppercase.
◘ To change all selected text to lowercase.
◘ To change all selected text to what is appropriate for sentences.
◘

Step by Step

What you do What happens

1. Select the text that you want to
change the case for.

2. From the menu choose: The Change Case box displays.

Format, Change Case

3. Select the option for how you want The text adjusts to your selection.
to change the case of the selected
text.

Click on the OK button.

Ver. 2005.09.27 Learning Technologies/Software Training Page 33

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Background
Definitions
Word Definition
Watermark (Per Microsoft Help) Any graphic or text such as “Confidential,”
that when printed appears either on top of or behind existing
document text.

Why would you use this?

◘ To add a watermark on a confidential document.
◘ To add “Draft” to a document that needs to be reviewed and is not in a final state.
◘ To add a color to the background of the entire document page.
◘

Step by Step- Background Fill

What you do What happens

1. From the menu choose: The background of the entire document adjusts to your
Background, and then choose a selection.
color from the submenu.

The submenu displays as follows:

2. You can also select the Fill Effects

option off the submenu to add a
pattern background to your entire
document page.

Ver. 2005.09.27 Learning Technologies/Software Training Page 34

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Step by Step- Watermark

What you do What happens

1. From the menu choose: The Printed Watermark box displays.
Format, Background, Printed
Watermark

2. If you want to select a picture for

the watermark, click in the Picture
Watermark radio button.

Then, select the button for Select

Picture. You will have to locate
the picture you have saved.

You may need to adjust the Scale

to get the picture just the right size
in the background.

3. If you want text as the watermark

(such as DRAFT), click in the
Text Watermark radio button.

Then, in the Text field, use the

drop down to locate a common
watermark or directly type the text.
Also adjust the Font, Scale, Color
and Layout as necessary.

Ver. 2005.09.27 Learning Technologies/Software Training Page 35

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

4. Click on the OK button. The watermark appears (this is an example of text).

Ver. 2005.09.27 Learning Technologies/Software Training Page 36

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Theme
Definitions
Word Definition
Theme (Per Microsoft Help) A theme is a set of unified design elements
and color schemes. A theme helps you easily create professional
and well-designed documents for viewing.

Why would you use this?

◘

Step by Step

What you do What happens

1. Open the document that you want
to apply a style to.

2. From the menu, choose: The Theme box displays.

Format, Theme

3. In the Choose a Theme frame, Note: Themes works better if you consistently use Styles,
select the theme you want. auto bullets, auto numbering, etc.

Select any other options that you

want.

Select OK.

Ver. 2005.09.27 Learning Technologies/Software Training Page 37

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Auto Format
Definitions
Word Definition
AutoFormat Allows you to quickly format text. Using this option after you type,
will allow you to review all changes Word makes and accept or
reject each one.

Word analyzes each paragraph to see how it is used in the

document. For example, as a heading or as an item in a numbered
list and then applies a style that is appropriate for that item.

Why would you use this?

◘ To help format the text in a document.
◘

Step by Step

What you do What happens

1. Create a document in Word.

2. From the menu choose: The AutoFormat box displays.

Format, AutoFormat

3. To accept or reject the changes

Word wants to make, click on the
option for AutoFormat and
review each change.

Ver. 2005.09.27 Learning Technologies/Software Training Page 38

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

4. Click on the OK button. The AutoFormat box displays.

5. This box allows you to Accept All,

Reject All or Review Changes.

Alternative Methods
What you do What happens
1. You can also use some The AutoCorrect box on the AutoFormat tab.
AutoFormat option automatically
as you work. This can be done by
setting options on the AutoFormat
tab on the AutoCorrect box by
going to Tools, AutoCorrect
Options.

Click on the AutoFormat tab.

Ver. 2005.09.27 Learning Technologies/Software Training Page 39

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Styles and Formatting

Definitions
Word Definition
Heading Style Heading styles are the predefined styles called Heading 1 through
Heading 9, that determine the size, numbering, and position of
document headings. They are an important aspect of document
organization.

Normal Style Normal style refers to the default text style that Word uses as a
basis for defining other styles.

Why would you use this?

◘ To create consistency and organization in your document.
◘ To allow for easy creation of Table of Contents.
◘ To allow use of Words Outlining feature.
◘

Step by Step

Ver. 2005.09.27 Learning Technologies/Software Training Page 40

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

1. From the menu choose: The Styles and Formatting task pane displays.
Format, Styles and Formatting

2. To inquire on the style (formatting)

of specific text, simply put the
insertion point in the text and the
Styles and Formatting task pane
will display the current style and
associated formatting.

If you rest the cursor over the style

name, a screen tip will display with
the details of the style.

3. To apply a style, first select the

text.

4. From the Pick formatting to The text now takes on the formatting imbedded in the
apply box, select the style you style.
want to apply to the selected text.

Ver. 2005.09.27 Learning Technologies/Software Training Page 41

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Alternative Methods
What you do What happens
1. To open the Styles and Formatting
task pane, you can click on the
Styles and Formatting icon
on the formatting toolbar.

2. To use styles you can also use the

Style drop down field on the
formatting toolbar.

First, select the text that you want

to apply the style to.

Locate the style and click on it

with the mouse.

Ver. 2005.09.27 Learning Technologies/Software Training Page 42

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Reveal Formatting
Why would you use this?
◘ To check for formatting inconsistencies within the document.
◘ To have quick access to most formatting options as you are working with a
document.
◘

Step by Step

What you do What happens

1. Select the text that you want to see
the formatting information for.

2. From the menu choose: The Reveal Formatting task pane displays.
Format, Reveal Formatting

Ver. 2005.09.27 Learning Technologies/Software Training Page 43

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

3. The Reveal Formatting task pane
will identify all the key formatting
of the selected text.

If you notice that the Font is

incorrect, you can click on the Font
link to go directly to the Font box
where you can make changes.

All of the blue underlined headings

are links to the location where you
can make changes.

Alternative Methods
What you do What happens
1. Click the keyboard command of
Shift + F1.

Ver. 2005.09.27 Learning Technologies/Software Training Page 44

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

Picture
Definitions
Word Definition
Crop (Per Microsoft Help) to trim vertical or horizontal edges of an
object. Pictures are often cropped to focus attention on a particular
area.

Compress (Per Microsoft Help) Compressing pictures can discard extra

information such as cropped areas from the file, reduce image
resolution, and where possible, make the graphics file format more
efficient.

Why would you use this?

◘ To change the properties of a picture.
◘ To change the size of a picture.
◘ To adjust the text wrapping of a picture.
◘

Step by Step

What you do What happens

1. Click on the picture once to select
it.

Ver. 2005.09.27 Learning Technologies/Software Training Page 45

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

2. From the menu choose: The Size tab displays.
Format, Picture

Click on the Size tab.

On the Size tab, you can adjust the

Height and Width manually or you
can adjust the size by using the
Scale section.

If necessary, you can use the Reset

button to revert back to the original
image.

3. Click on the Layout tab. The Layout tab displays.

On the Layout tab you can adjust

the wrapping of the picture in
relation to text.

Ver. 2005.09.27 Learning Technologies/Software Training Page 46

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

4. Click on the Advanced button. The Text Wrapping box displays.

5. Click on the Picture Position tab. The Picture Position tab displays.

ƒ To ensure that the selected

object moves up or down with
the paragraph it is anchored to,
select the Move object with
text check box.
ƒ To ensure that an object
remains anchored to the same
paragraph when you move the
object, select the Lock anchor
check box.
ƒ To enable objects with the
same wrapping style to
overlap, select the Allow
overlap check box.

Ver. 2005.09.27 Learning Technologies/Software Training Page 47

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron
Word 2003: Format Menu Option The University of Akron

What you do What happens

6. Click on the Picture tab. The Picture tab displays.

On the Picture tab you can crop the

image by using the fields in the
Crop from area.

In the Image control area, you can

change the Color of the picture to
Grayscale, Black and White , or
Washout.

You can also adjust the Brightness

and Contrast of the picture.

7. After you make changes on any

tab, click on the OK button.

Ver. 2005.09.27 Learning Technologies/Software Training Page 48

©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron