Secondary Course

Learner’s Guide: Data Entry Operations (229)

FORMATTING DOCUMENTS

FORMATTING: It refers to the  Multiple

arrangement of the content in an words/lines/paragraphs: Select
organized way. the text by left clicking using
mouse
 It addresses things like font Or
selection, font size and presentation. Hold Shift key along with the
 Presentation of a document includes Arrow Keys (Top, Bottom, Left and
formatting like spacing, margins, Right)
font style, indentation and creation  ENTIRE DOCUMENT:
of lists. EditSelect All Or Press Ctrl+A
 You can type text in text area. To  DELETE TEXT: You can use
change to separate paragraph press Backspace and Delete keys on the
Enter. key board.
 You can enter text in existing  To replace words, select
document also. Using arrows present textClick Replace from the
in keyboard or with the help of toolbar
mouse you can place cursor as per  Find and Replace box will be
your requirement. opened.
 BEGINNING OF DOCUMENT:  Find What: Type the word you
Press Home (present on the want to change
keyboard)  Replace with: Type the new word
 END OF DOCUMENT: Press End  FORMATTING TEXT:
(present on the keyboard)  Font Face: It is the basic typeface
 TOP OF DOCUMENT: press of the text.
Ctrl+Home
Select the type of font (from the drop
 END OF DOCUMENT: Press
down) of text you want to see like
Ctrl+End
Arial, Times New Roman, Calibri etc.
 Using spacebar, you can give space
between two words.  Font Size: It determines how
 TO HIGHLIGHT TEXT: large each letter will appear
 Whole word: Double click within
Select size from the drop down (Value
the word
ranges from 8-72)
 Whole Paragraph: Triple click
within the paragraph

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 Secondary Course
Learner’s Guide: Data Entry Operations (229)

 Font Style: It determines the  Right Alignment- Select Text 

emphasis or weight of the letters. Click on Right alignment icon
It can be Bold, Italicize or appears on the tool bar (Ctrl+R)
Underline.  Centre-Select Text  Click on
 To make text bold- Select Text  Centre alignment icon appears on
Click on B appears on tool bar Or the tool bar (Ctrl+E)
Select text  Ctrl+B  Justify-Align text to both left and
 To make text Italicize- Select right margins, adding extra space
TextClick on I appears on tool if necessary.
bar Or Select text  Ctrl+I  By default Tab Stops are set to 0.5-
 To make text underline- Select inch.
textclick on U appears on the  BULLETED NUMBERED LIST:
tool bar Or Select Text  Ctrl+U Click on Bulleted or Numbered list
from the formatted tool bar.
 FORMAT PAINTER: It is a  You can create nested list too.
handy feature present in Home tab.  When you copy or cut the text it is
If you want to do paragraph stored in an area of memory called
formatting which is done in another Clipboard.
earlier paragraph, Format Painter  To use Spelling and Grammar Press
can be used. F7.
 Formatting paragraphs allows  PAGE FORMATTING: It can be
you to change the look of the done using Page Layout tab
overall document.  Page margins can be done
 Click on Home tabClick on through Ruler bar and Page Set-
Paragraph sub section. You can do up dialog box.
alignment, line spacing and  Move the mouse over white ruler
indentation as appears on the tool to change into grey.
bar of the Home tab.
 PAGE SIZE AND
 Or
 Click on Home tabclick on small ORIENTATION: Click Page
arrow icon appears on Paragraph Layout tabSize (Different page size
sub- sectionParagraph Dialog can be opted as per requirement)
box appears  Page Layout  Orientation
 It contains Indents and Spacing (Portrait or Landscape)
and Line and page breaks.  Under Page Layout tab you can
change margins, page set up, page
background and paragraph settings
 ALIGNMENT OF TEXT:
 Left Alignment- By default text is
 HEADER: It is a text that is added
left aligned. To make text left align,
to the top margin in every page.
Select Text  Click on Left
click Insert  Select Header
alignment icon appears on tool bar
(Ctrl+L)

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 Secondary Course
Learner’s Guide: Data Entry Operations (229)

 FOOTER: It is a text that is added 4. Text-styling feature of MS word is

to the bottom margin in every page. A. Word Color C. Word Art
Click InsertPage break
B. Word Font D. Word Fill
 Using Page break option, you
can end the page as per your 5. We can insert a page number at
requirement, before the A. Footer
automatic page break
 Position the insertion point at B. Header
the end the line C. Both A & B
Or Press Ctrl+Enter
D. None

CHECK YOURSELF

STRETCH YOURSELF
1. In which option Header and Footer
appears
1. Write down the steps to do
A. Review C. Insert landscape orientation for a
document?
1. Write down the steps to do
B. Home D. Page Layout
2. landscape
How can youorientation
put watermark for toa
2. To apply centre alignment to a an existing document?
document?
3. How
2. Create
canayou
document of 1 page
put watermark to an
paragraph we can press
with portrait
existing document?alignment and
A. Ctrl + S C. Ctrl + A changeatheme
3. Create to civic
document of 1style.
page with
4. portrait
Create a alignment
document and and change
make
B. Ctrl + S+A D. Ctrl + E
the page
theme to size
civicas A3.
style.
3. Thesaurus tool in MS Word is used
4. Create a document and make the
for...
page size as A3.
A. Spelling B. Synonyms & Antonyms
ANSWERS
C. Finding word D. To make text bold
Check Yourself

1. C
2. D
3. B
4. C
5. C