10/12/22, 3:03 PM Lesson 4 - Formatting Text

Lesson 4 - Formatting Text

Site: New Era University Printed by: Joyce Ann A. Bautista

Course: COMAC1-18/COMAC1-19 - IT Application Tools in Business Date: Wednesday, 12 October 2022, 3:03 PM
Book: Lesson 4 - Formatting Text

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Description

Microsoft word allows you to use different fonts with different size. You can change your document's appearance by changing the fonts and their
size. Usually you use different fonts for paragraphs and headings. So it is important to learn how to use different fonts. This chapter will teach
you how to change a font and its size using simple steps.

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Table of contents

1. Setting Text Font

2. Text Decoration

3. Change Text Case

4. Change Text Color

5. Text Alignment

6. Indent Paragraph

7. Create Bullets

8. Set Line Spacing

9. Borders and Shades

10. Set Tabs

11. Apply Formatting

12. Quiz No. 13

13. Activity No. 13

14. Activity No. 14

15. Activity No. 15

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1. Setting Text Font

Change the Font Type & Size:

Let me give a brief idea about font buttons which we are going to use in this tutorial. Here is a screen capture to show you few font related
buttons.

Step (1): Select the text that you want to change to a different font and click Home tab. Now click Font Type button to list down all the fonts
available as shown below.

Step (2): Try to move mouse pointer over different fonts listed. You will see that text font changes when you move mouse pointer over different
fonts. You can use Font Scroll Bar to display more fonts available. Finally select a desired font by clicking over the font name in the list. I
selected MV Boli for my sample text.

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Step (3): Similar way, to change the font size, click over the Font Size button which will display a font size list. You will use same procedure to
select a desired font size what you have used while selecting a font type.

Use Shrink and Grow Buttons:

You can use a quick way to reduce or enlarge the font size. As shown in first screen capture,Shrink Font button can be used to reduce the font
size whereas Grow Font button can be used to enlarge font size.

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Try to click either of these two buttons and you will see the effect. You can click a single button multiple times to apply the effect. Each time you
click either of the buttons, it will enlarge or reduce the font size by 1 point.

Clear Formatting Options:

All of the setting can be reset to the plain text, or the default formatting. To reset text to default settings:

Step (1): Select the text that you want to reset.

Step (2): Click Clear Formatting button in the Home tab Font group, or simply use Ctrl + SPACEBAR.

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2. Text Decoration

This chapter will teach you how to decorate your text in Microsoft word 2010. When I'm saying decorate, it means decorate by making it in italic
shape, underlining the text or making it bold to look more fancy. Finally we will see how we can strikethrough a text.

Making text bold:

A bold text appears with heavy weight and dark ink and we use bold text to give more emphasis on the sentence. This is very simple to change
selected text into bold font by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click Font Bold [ B ] button in the Home tab Font group, or simply use Ctrl + Bkeys to make selected text bold.

Making text Italic:

An italic text appears with a small inclination and we use italicized text to differentiate to differentiate it from other text. This is very simple to
change selected text into italic font by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click Font Italic [ I ] button in the Home tab Font group, or simply use Ctrl + Ikeys to convert text in italic font.

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Underline the Text:

An underlined text appears with an underline and we use underlined text to make it more distinguished from other text. This is very simple to
change selected text into underlined font by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click Font Underline [ U ] button in the Home tab Font group, or simply use Ctrl + U keys to put an underline under the text.

Strikethrough the Text:

Strikethrough text will look like a line has been drawn through its middle. A strikethrough text indicates that it has been deleted and not any more
required. This is very simple to change selected text into strikethrough font by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click Font Strikethrough [ abc ] button in the Home tab Font group to put a line in the middle of the text which is called strikethrough
the text.

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3. Change Text Case

This chapter will teach you how to change cases of your text in Microsoft word 2010. You can also capitalize a character you are typing by
pressing and holding SHIFT while you type. You can also press CAPS LOCK to have every letter that you type be capitalized, and then press
CAPS LOCK again to turn off capitalization.

Change Text to Sentence Case:

A sentence case is the case where first character of every sentence is capitalized. This is very simple to change selected text into sentence
case by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select Sentence Case option to capitalize the first character of every selected sentence.

Change Text to Lowercase:

A lowercase: is the case where every word of a sentence is in lowercase. This is very simple to change selected text into lowercase by following
two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select Lowercase option to display all selected words in lowercase.

Lower case

Change Text to Uppercase:

An uppercase is the case where every word of a sentence is in uppercase. This is very simple to change selected text into uppercase by
following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select UPPERCASE option to display all selected words in all caps. All characters of every
selected word will be capitalized.

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Change Text to Capitalize:

A capitalize case is the case where every first character of every selected word is in capital. This is very simple to change selected text into
capitalize by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select Capitalize Each Word option to put a leading cap on each selected word.

Toggle the Text:

Toggle operation will change the case of every character in reverse way. A capital character will become lower case and lower case characteter
will become upper case. This is very simple to toggle case of the text by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Change Case button and then select tOGGLE cASE option to change all lowercase words into uppercase and uppercase
words into lowercase.

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4. Change Text Color

This chapter will teach you how to change text colors and how to mark text which should look like it was marked with a highlighter pen. Finally
we will learn how to apply different effects on a text.

Change Font Colors:

By default any typed text comes in black color, but you can change your font color to any of the color which can imagine. This is very simple to
change text color by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Font Color button triangle to display a list of colors. Try to move your mouse pointer over different colors and you will see
text color will change automatically. You can select any of the colors available by simply clicking over it.

If you click at the left portion of the Font Color button, then already selected color will be applied to the text, so you would have to click over
small triangle to display a list of colors.

Font Color
If you do not find a color of your choice, you can use More Colors option to display color pallet box which allows you to select a color from
range of millions of colors.

Highlight Text with Colors:

You can highlight a selected text using any color and it will look like it was marked with a highlighter pen. Usually we highlight a text using yellow
color. This is very simple to highlight a text with a color by following two simple steps

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

Step (2): Click the Text Highlight Color button triangle to display a list of colors. Try to move your mouse pointer over different colors and you
will see text color will change automatically. You can select any of the colors available by simply clicking over it.

If you click at the left portion of the Text Highlight Color button, then already selected color will be applied to the text, so you would have to
click over small triangle to display a list of colors.

Apply Text Effects:

Microsoft word provides a list of text effect which will beautify the document, specially cover page or headings of the document. This is very
simple to apply various text effects by following two simple steps:

Step (1): Select the text that you want to change to a bold font. You can use any of the text selection method to select the text.

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Step (2): Click the Text Effect button to display a list of effects including shadow, outline, glow, reflection etc. Try to move your mouse pointer
over different effects and you will see text effect will change automatically. You can select any of the text effect available by simply clicking over
it.

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5. Text Alignment

There are four types of paragraph alignment are available in Microsoft Word left-aligned, centered, right-aligned, and justified.

Left Aligned Text:

A paragraph's text will be said left aligned if it is aligned with left margin. Here is a simple procedure to make a paragraph text left aligned.

Step (1): Click anywhere on the paragraph you want to align and click Align Text Left button available on Home tab or simply press Ctrl +
L keys.

Center Aligned Text:

A paragraph's text will be said center aligned if it is in the center of the left and right margins. Here is a simple procedure to make a paragraph
text center aligned.

Step (1): Click anywhere on the paragraph you want to align and click Center button available on Home tab or simply press Ctrl + E keys.

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Right Aligned Text:

A paragraph's text will be said right aligned if it is aligned with right margin. Here is a simple procedure to make a paragraph text right aligned.

Step (1): Click anywhere on the paragraph you want to align and click Align Text Right button available on Home tab or simply press Ctrl +
R keys.

Justify Aligned Text:

A paragraph's text will be said justify aligned if it is aligned with both left and right margins. Here is a simple procedure to make a paragraph text
justify aligned.

Step (1): Click anywhere on the paragraph you want to align and click Justify button available on Home tab or simply press Ctrl + J keys.

When you click Justify button, it displays four options, justify, justify low, justify high and justify medium. You need to select only justify option.
Difference between these options is that low justify creates little space between two words, medium creates a bit more space and high creates
maximum space between two words to justify the text.

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6. Indent Paragraph

As you know margin settings determine the blank space that appears on each side of a paragraph. You can indent paragraphs in your document
from the left margin, the right margin, or both margins. This chapter will teach you how to indent your paragraphs with or without first line of the
paragraphs.

Left Indentation:
Left indentation means to move the left edge of the paragraph inward towards the center of the paragraph. Let us use the following steps to
create left indentation.

Step (1): Click anywhere on the paragraph you want to indent left and click Increase Indent button available on Home tab or simply press Ctrl
+ M keys. You can click multiple times to create deeper indentation.

Step (2): You can remove left indentation by clicking Decrease Indent button available on Home tab or simply press Ctrl + Shift+ M keys. You
can click multiple times remove deeper indentation.

You can also use to Paragraph Dialog Box to set left and right indentations. We will see this dialog box in last section of this chapter.

Right Indentation:
Right indentation means to move the right edge of the paragraph inward towards the center of the paragraph. Let us use the following steps to
create right indentation.

Step (1): Click anywhere on the paragraph you want to indent right and click Increase Right Indent spinner available on Page Layout tab. You
can click multiple the spinner times to create deeper indentation. You can use Left Indent spinners as well to set left indentation from the same
place.

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Step (2): You can remove right indentation by clicking the Decrease Right Indent spinner in opposite direction.

You can also use to Paragraph Dialog Box to set left and right indentations. We will see this dialog box in the next section.

First Line Indentation:

You can move the left side of the first line of a paragraph inward toward the center. Let us see the procedure to perform first line indentation.

Step (1): Click anywhere on the paragraph you want to indent right and click the Paragraph Dialog Box Launcher available on Home tab.

Step (2): Click Before Text spinner to set left indentation and select First Line Option to move the left side of the first line of a paragraph
inward toward the center. You can control the movement by setting Indentation Unit. A preview box will give idea no the indentation status.

Hanging Indentation:
You can move the left side of the first line of a paragraph leftward, away from the center which is called hanging indentation. Let us see the
procedure to perform hanging indentation.

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Step (1): Click anywhere on the paragraph you want to indent right and click the Paragraph Dialog Box Launcher available on Home tab.

Step (2): Click Before Text spinner to set left indentation and select Hanging Option to move the left side of the first line of a paragraph
leftward, away from the center. You can control the movement by setting Indentation Unit. A preview box will give idea no the indentation
status.

You can use After Text spinner to set the right indentation. You can try it yourself.

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7. Create Bullets

Microsoft word provides bullets and numbers to put a list of items in a nice order. This chapter will teach you simple steps to create either of the
bulleted or numbered lists in simple steps.

Create a List from Existing Text:

This is very simple to convert a list of lines into a bulleted or numbered list. Following are the simple steps to create either bulleted list or
numbered list.

Step (1): Select a list of text to which you want to assign bullets or numbers. You can use any of the text selection method to select the text.

Step (2): Click the Bullet Button triangle to display a list of bullets you want to assign to the list. You can select any of the bullet style available
by simply clicking over it.

Step (3): If you are willing to create a list with numbers then click the Numbering Button triangle instead of bullet button to display a list of
numbers you want to assign to the list. You can select any of the numbering style available by simply clicking over it.

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Create a List as You Type:

You can create a bulleted list as you type. Word will automatically format it according to your text. Following are the simple steps to create
bulleted list as you type.

Step (1): Type *, and then either press the SPACEBAR or press TAB key, and then type the rest of what you want in the first item of the bulleted
list.

Step (2): When you are done with typing, press Enter to add the item in the list automatically and go to add next item in the list.

Step (3): Repeat Step 2 for each list item.

You can create a numbered list as you type. Word will automatically format it according to your text. Following are the simple steps to create
numbered list as you type.

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Step (1): Type 1, and then either press the SPACEBAR or press TAB key, and then type the rest of what you want in the first item of the
numbered list.

Step (2): When you are done with typing, press Enter to add the item in the list automatically and go to add next item in the list.

Step (3): Repeat Step 2 for each list item.

You can create sub-lists which are called multi-lists. This is simple to create sub-lists, just press Tab key to put items in sub-list. You can try it
yourself.

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8. Set Line Spacing

A line spacing is the distance between two lines in a Microsoft Word document. You can increase or decrease this distance as per your
requirement by following few simple steps. This chapter will explain how to set distance between two lines as well as how to set distance
between two paragraphs.

Spacing between Lines:

Following are the simple steps to adjust spacing between two lines of the document.

Step (1): Select the paragraph or paragraphs for which you want to define spacing. You can use any of the text selection method to select the
paragraph(s).

Step (2): Click the Line and Paragraph Spacing Button triangle to display a list of options to adjust space between the lines. You can select
any of the option available by simply clicking over it.

Spacing between Paragraphs:

You can also set distance between two paragraphs. Following are the simple steps to set this distance.

Step (1): Select the paragraph or paragraphs for which you want to define spacing and click the Paragraph Dialog Box Launcher available
on Home tab.

Step (2): Click Before spinner to increase or decrease the space before the selected paragraph. Similar way click After spinner to increase or
decrease the space after the selected paragraph. Finally click OK button to apply the changes.

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You can use Line Spacing option available at the dialog box to set line spacing as we have seen in previous example. You can try it yourself.

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9. Borders and Shades

Microsoft Word allows you to place a border on any or all of the four sides of selected text, paragraphs, and pages. You can also add many type
of shading to the space occupied by selected text, paragraphs, and pages. This chapter will teach you how to add any of the borders ( left, right,
top or bottom) around a text or paragraph or a page and how to add different shadows to them.

Add Borders To Text:

Following are the simple steps to add border to any text or paragraph.

Step (1): Select the text or paragraph to which you want to add border. You can use any of the text selection method to select the paragraph(s).

Step (2): Click the Border Button to display a list of options to put a border around the selected text or paragraph. You can select any of the
option available by simply clicking over it.

Step (3): Try to add different borders like left, right top or bottom by selecting different options from the border options.

Step (4): To delete the existing border, simply select No Border option from the border options.

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Note: You can add a horizontal line by selecting Horizontal Line option from the boder options. Otherwise yype --- (three hyphens) and press
ENTER. A single, light horizontal line will be created between the left and right margins.

Add Borders To Page:

You can add borders of your choice to word pages by following the simple steps given below.

Step (1): Click the Border Button to display a list of options to put a border. Select Border and Shading option available at the bottom of list of
the options as shown in above screen capture. This will display a Border and Shading dialog box. This dialog box can be used to set borders
and shading around a selected text or page borders.

Step (2): Click Page Border tab which will display a list of border settings, styles and options whether this border should be applied to the whole
document or just one page or first page.

Step (3): You can use Preview section to disable or enable left, right , top or bottom borders of the page. Follow the given instruction in preview
section itself.

Step (4): You can customize your border by setting its color, width by using different art available under style section.

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You can have similar or even better borders as given below.

Add Shades To Text:

Following are the similar steps to add shades on a selected text or a paragraph(s).

Step (1): Click the Border Button to display a list of options to put a border. Select Border and Shading option available at the bottom of list of
the options as shown in above screen capture. This will display a Border and Shading dialog box. This dialog box can be used to set borders
and shading around a selected text or page borders.

Step (2): Click Shading tab which will display options to select fill, color and style and whether this border should be applied to Paragraph or
Text.

Step (3): You can use Preview section to have an idea about the expected result. Once you are done, click OK button to apply the result.

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10. Set Tabs

Microsoft Word tabs help in setting up information properly within a column. Word enables you to set left, center, right, decimal, or bar tabs to
line up columnar information. By default, Word places tabs every .5 inch across the page between the left and right margins.

Tab Description

Left Left-aligns text at tab stop and this is the default tab.

Center Centers text over tab stop.

Right Right-aligns text at tab stop.

Decimal Aligns numbers at decimal point over tab stop.

Bar Creates a bar to separate the text.

Setting a Tab:
Following are the simple steps to set center and right tabs in a word document. You can use similar steps but different tabs to setup decimal and
bar tabs.

Step (1): Type some text that you want to line up with tab stops. Press the Tab key only once between each column of information you to want
to line up. I typed following three lines

Step (2): Select a tab type using Tab Button, let's say center tab and finally select the paragraph or paragraphs whose tabs you want to set.
Next click the ruler where you want the tab to appear, a tab will appear at the ruler where you just clicked and selected text will be adjusted in
the center.

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Step (3): Now select right tab using Tab Button and click the ruler at the right side where you want to align text at right side. A right tab will
appear at the ruler where you just clicked and selected text will be right aligned.

Moving a Tab:
You can move an already set tab at a particular location by following the simple steps.

Step (1): Click just before the line for which you want to change the tab setting. Drag the tab sign available at the ruler to the left or right.

Step (2): A vertical line marks its position as you drag and when you click and drag a tab, the text moves with the tab.

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11. Apply Formatting

If you already have a well formatted text and you want to apply similar formatting to another text then Microsoft Word provides a feature to copy
and apply a format from one text to another text. This is very useful and time saving operation.

Copy and Apply of text formatting works for various text attributes for example text fonts, text colors, margins, headings etc.

Copy and Apply Text Formatting:

Following are the simple steps to copy and apply text formatting from one portion of your document to another portion of your document in a
word document.

Step (1): Select the text containing the formatting that you want to copy. I have selected a text which has bold and underlined font as shown
below.

Step (2): click the Home tab and click the Format Painter button to copy the format of the selected text. As soon as you click the format painter
button, the mouse pointer changes to a paint brush when you move the mouse over your document.

Step (3): Now you are ready to apply the copied text format to any of the selected text. So select a text using mouse where you want to apply
the copied text format. While selecting a text, you have to make sure that your mouse pointer is still in paint brush shape. After selecting the text,
just release right click button of the mouse and you will see that newly selected text is changed to the format used for the original selection. You
can click anywhere outside the selection to continue working on your document for further editing.

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Copy and Apply Text Formatting multiple times:

Step (1): If you are intended to apply formatting at multiple places, then you would have to double click Format Painter button while copying
text format. Later on you just keep selecting text where you want to apply the text formatting.

Step (2): When you are done with applying formatting at all the places, again click once at Format Painter to come out of format applying
operation.

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12. Quiz No. 13

Take Quiz No. 13

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13. Activity No. 13

Click this link to perform Activity Number 13

  a

HAVE FUN IN DOING THE HANDS-ON ACTIVITY!

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10/12/22, 3:03 PM Lesson 4 - Formatting Text

14. Activity No. 14

Click this link to perform Activity Number 14

  a

HAVE FUN IN DOING THE HANDS-ON ACTIVITY!

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15. Activity No. 15

Click this link to perform Activity Number 15

  a

HAVE FUN IN DOING THE HANDS-ON ACTIVITY!

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