Microsoft Word Fundamentals

OUTDENTING PARAGRAPHS
Outdenting a paragraph will decrease the left to the left. This is useful in situations where you are
indent that has been applied to a paragraph. This typing text and no longer want the text indented, or
means changing the left alignment point of the where the indent that has been applied is too large.
paragraph so the entire paragraph aligns further

1
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
W1308 Paragraph
Formatting_5.docx...

 Click in the indented

paragraph and then click
on the PAGE LAYOUT
tab
You can see from the 2
ruler that the paragraph is
currently indented to 2.6
cm (or further). You can
decrease the indent by
different amounts
depending on which tool
you use...

 Click on the down spinner

arrow for Indent Left in
the Paragraph group to
outdent the paragraph to
2.5 cm

 Click on the HOME tab 5

 Click on Decrease Indent

in the Paragraph group to
realign the paragraph with
the first tab stop

 Click on Decrease Indent

in the Paragraph group
again to realign the text
with the left margin

For Your Reference… Handy to Know…

To outdent paragraphs:  You can indent or outdent several
1. Click in the paragraph paragraphs at once by selecting them before
you use an indent tool.
2. Click on Decrease Indent (HOME tab), or
Click on the down spinner arrow for Indent
Left (PAGE LAYOUT tab)

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 Microsoft Word Fundamentals

UNDERSTANDING FIND AND REPLACE

OPERATIONS
Worksheets can become very complex rather you to search for a range of elements so that you
quickly and it can then be time consuming to can check details or make changes. Replace is the
locate specific information in the file. This is natural progression from Find, allowing you to
where the Find operation is useful. Find allows replace what you’ve found with an alternative.

Find
The Find operation searches through the active worksheet for whatever you type in the Find what field
of the Find and Replace dialog box. In the example below, as the result of a search for 514, the cell
pointer has moved to cell B10 because this is the first occurrence of the value 514. [Find Next] is used
to find the next occurrence of 514 and [Find All] is used to create a list of all of the occurrences.

Replace
The Replace operation also searches through the active worksheet for whatever you’ve typed in the
Find what field of the Find and Replace dialog box. You can then use [Replace] to substitute the text
in Replace with for the found text. In this example, 514 has been replaced by 518. You can use the
Find and Replace dialog box to find (and replace) parts of cell entries or entire cell entries

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 Microsoft Word Fundamentals

UNDERSTANDING FIND AND REPLACE

Quite logically, Find and Replace is the act of instance, in a 100-page document. There are many
locating information and replacing it with other facets to the Find and Replace facility as it is
information. Microsoft Word automates the capable of finding and replacing more than just
procedure which is particularly handy, for text.

What is Find and Replace?

Good question! Within Microsoft Word, Find and Replace is the tool that enables you to locate specific things
and replace them (if you choose to) with an alternative. In its simplest form, this involves searching for a word
and replacing each instance with a different word. For example, to localise a document that you plan to send
to the UK, you might want to locate all instances of the word ‘dollars’ and replace them with ‘pounds’ (or
euros).
There are two ways to conduct the replacement: automatically or manually. The quicker alternative is to
choose to replace all instances of the word automatically. This is useful, for example, in a document that
contains the maiden name of a recently married woman – in this instance you would want all instances of her
maiden name to be replaced with the married name (assuming, of course, the new bride changed it!).
However, in some instances, it may be more beneficial to manually move through the matches one-by-one
and change only those that require it. Consider a document that contains the words ‘stationary’ and
‘stationery’, or ‘principal’ and ‘principle’ – you may suspect that you have used the incorrect version of the
word at times, so simply replacing one with the other is not really what you want to achieve in this case. By
searching for each instance, one at a time, you can decide which ones to change.
Replacing searched text is not mandatory; you can also use the Find facility independently of Replace. This
is useful if you want to check through your document and see each instance of a particular word, but not
necessarily make any changes.

What Can I Find and Replace?

The Find and Replace tool is very comprehensive. It is not limited to only locating single words; you can also
find phrases, special characters, formatting and document marks. Word also enables you to search on similar
sounding words (this is especially good if you’re not sure how to spell a word), parts of words using wildcards
or specific text case to name just a few. Simply use the options in the Find Options or the Find and Replace
dialog box to set the criteria, as shown in the table below.

The Search (Find) Options

Option Description Example
Match case Only text exactly matching the case typed in the Search field AlphECom will not find
will be returned alphecom
Find whole words Only text that matches the whole word/s typed will be sand will not find sandpit or
only returned sandfly
Use wildcards Wildcards can be substituted for characters, digits or letters. b^$t finds bit, bet, bat, but
Select them from [Special]
Sounds like Text that is phonetically similar to the search word will also be groan will also find grown
(English) found
Find all word Finds text that is another form of the search word, even when was finds were, is, am
forms (English) spelled differently
Match prefix Only text with the search string located at the beginning is pre finds preschool not
returned Supre
Match suffix Only text with the search string located at the end is returned per finds super not person
Ignore Finds matches irrespective of punctuation (e.g. full stops and sit still also finds sit. Still
punctuation commas)
characters
Ignore white- Caters for words often being concatenated. Will find the there by also finds thereby
space characters search words with spaces in between and without.
Highlight all Highlights every instance of the search string in the document an will be highlighted in
antelope
Incremental find Highlights each letter of the search criteria in the document
as you type it

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 Microsoft Word Fundamentals

FINDING WORDS
You can perform an incremental search using the search text and highlights each instance of
Navigation pane. This means you don’t need to matching text as it finds it. You can also clarify or
type the exact term you’re looking for – just part generalise the request by specifying additional
of it. By default, Word ignores the case of the search options in the Find Options dialog box.

1 2
Try This Yourself:
Before starting this exercise
Open
File

you MUST open the file W1305

Working With Text_8.docx...

 Click on the HOME tab then

click on Find in the Editing
group to open the Navigation
pane

 Type product in the search

box
Six instances have been found,
including products, Products
and production. They are listed
in the Navigation pane and are
highlighted in the document…

 Click on the top result to select

the first instance of product
You can select a specific
instance from the Navigation
pane…
3
 Click on the last search result
to highlight the last instance of
product in the document

 Click on Search for more

things to the right of the search
5
box and select Options to
open the Find Options dialog
box
You can specify the case…

 Tick Match case, click on [OK]

and then type EnviroFlair in
the search box

 Close the Navigation pane to

return to the document

For Your Reference… Handy to Know…

To perform a simple search:  As well as text, you can use the search box
1. Click on the HOME tab, then on Find in the in the Navigation pane to search for
Editing group to open the Navigation pane graphics, tables and more.
2. Type the search criteria in the search box  You can set specific options to be used as
3. Click on Next Search Result or on the the default search options. Click on Find
desired search result in the bottom of the Options, select Options, set the options and
Navigation pane click on [Set As Default].

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 Microsoft Word Fundamentals

STARTING A BULLETED LIST

A bullet is simply a symbol or special character used to make a list stand out from the rest of the
placed at the start of a sentence or a line of text. text and make each item in the list easier to identify
The most basic bullet in Word is a filled-in circle ● and read. Bulleted lists are used where the list of
but other symbols can be used. Bulleted lists are items has no particular order or priority.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file 1
W1308 Paragraph
Formatting_6.docx...

 Click at the end of the final

paragraph, press
and type
Other useful plants
include:

 Press , then click on

the HOME tab and click on
Bullets in the Paragraph 2
group to start a bulleted list
The list is automatically
indented...

 Type the list as shown,

pressing after each
entry
You should now have a
bullet on a new line at the
end which you don’t
need...

 Click on Bullets in the

Paragraph group to turn 3 4
the bullets off and return
the paragraph to the
original paragraph
alignment

For Your Reference… Handy to Know…

To start a bulleted list:  You can adjust the position of a bulleted list
1. Press to start a new line using Increase Indent or Decrease Indent.
2. Click on the HOME tab, then click on Bullets  You can also press twice after typing
in the Paragraph group the last bullet entry to return the paragraph to
the original paragraph alignment.

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 Microsoft Word Fundamentals

ADDING BULLETS TO EXISTING PARAGRAPHS

In a bulleted list, each paragraph starts with a Bulleted lists, in their default format, have no
bullet. When you apply bullets to existing text, a spacing between the paragraphs other than normal
bullet is placed at the beginning of each line spacing. When you add bullets to paragraphs,
paragraph and the rest of the text is indented. the spacing between them may change.

Try This Yourself:

Continue using the
Same

previous file, or open

File

W1308 Paragraph
Formatting_7.docx...

 Select the three

paragraphs that cover the
stages of water
purification

 Ensure the HOME tab is

active, then click on
Bullets in the Paragraph
group to apply bullets to
the paragraphs and indent
the text 2
You may notice the
spacing between the
paragraphs has also been
removed...

 Click on Increase Indent

to indent the paragraphs
further
Note the position of the
left indent marker on the
ruler. The first line indent
marker indicates the
position of the bullet, and
the hanging indent marker
marks the position of the
text. You can adjust these
manually if you want to...

 Click on Decrease Indent

to remove the indent
3
The bullets will now align
to the rest of the text

For Your Reference… Handy to Know…

To add bullets to existing paragraphs:  The spacing between paragraphs in a
1. Select the paragraphs bulleted list is controlled by a checkbox in the
Paragraph dialog box. Look for Don’t add
2. Click on the HOME tab, then click on Bullets
space between paragraphs of the same
in the Paragraph group
style and remove the tick if you want to be
able to adjust the Spacing Before and After
each bulleted paragraph.

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 Microsoft Word Fundamentals

REMOVING EXISTING BULLETS

If you apply bullets to your document but later Otherwise you can click on the Bullets tool again
decide they are not required, you can easily as Bullets is a toggle button. Word will then
remove them. If you’ve recently applied bullets, remove the bullets, adjust the alignment of the text
you can remove them by clicking on Undo. and correct the spacing between the paragraphs.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the file
W1308 Paragraph
Formatting_8.docx...

 Select the three

paragraphs that have
bullets applied to them
Note the position of the
indent marker on the
ruler. The First Line
Indent Marker is aligned
with the left margin and
the Hanging Indent
1
Marker is indented...

 Ensure the HOME tab is

active, then click on
Bullets in the
Paragraph group to
remove the bullets
The bullets will
disappear and the text
and indent markers will
be realigned with the left
margin

For Your Reference… Handy to Know…

To remove existing bullets:  Bulleted lists are formatted according to a
1. Select the paragraphs style called List Paragraph. When you
remove bullets, they are reformatted using
2. Click on the HOME tab, then click on Bullets
the Normal style which controls the
in the Paragraph group
paragraph formatting such as Spacing
Before and After.

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 Microsoft Word Fundamentals

STARTING A NUMBERED LIST

Numbered lists are used to make a list stand out or priority. The default numbering system is Arabic
from the rest of the text and make each item in (1, 2, 3) but Word gives you the option of using
the list easier to identify and read. Numbered lists different numbering or listing systems such as
are used where the items have a particular order Roman numerals (i, ii, iii) and alphabetical (a, b, c).

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file W1308 Paragraph
Formatting_9.docx...

 Click at the end of the

Stage 3 paragraph
and press to 2
position the insertion
point

 Type The stages of

nutrient pollution
are: and press to
position the insertion
point

 Ensure the HOME tab

is active then click on
Numbering in the
Paragraph group to
start a numbered list


3
Type the entries as
shown, pressing
at the end of each line
except the last one
The default Spacing
After takes care of the
space between the list
and the following
paragraph, while
spacing within the list
is controlled by the line
spacing...

 Click in another part of

the document to apply
4

the formatting

For Your Reference… Handy to Know…

To start a numbered list:  If you want to be able to adjust the spacing
1. Press to create a new paragraph between items in a numbered list, remove
the tick from Don’t add space between
2. Click on the HOME tab, then click on
paragraphs of the same style in the
Numbering in the Paragraph group
Paragraph dialog box. Use Spacing Before
3. Type the entries as required, pressing and After to adjust the spacing between
after each one items.

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 Microsoft Word Fundamentals

CREATING A MULTILEVEL LIST

A multilevel list is a list where there are several detailed paragraph numbering so that each item
levels of either numbered or bulleted items. can be identified uniquely. Multilevel lists in Word
Levels are shown by their indentation. For can be created from scratch or a numbering
example, your document may need to have structure can be added to existing text.

Try This Yourself:

Continue using the
Same

previous file, or open

File

W1308 Paragraph
Formatting_11.docx...

 Select all the paragraphs

below the heading

 Ensure the HOME tab is

active then click on
Multilevel List in the
Paragraph group to
display a gallery of
numbered list options

 Select the option third

from the left in the top row
The paragraphs will be left
aligned and numbered
consecutively...

 Click outside the text to

deselect it then select
Pointing to each option displays a preview so you can see the
items 6 to 9 and press
numbering format clearly.
to demote them
They will become 3
subordinate to the
previous item and will be
numbered accordingly...

 Select items 7 to 13 and

click on Increase Indent
in the paragraph group to
demote them

 Select items 5 to 5.4 and

press to make them
sub-items of 4
The numbers will adjust
throughout the document
6

For Your Reference… Handy to Know…

To create a multilevel list:  You can create a multilevel list from scratch
1. Select the paragraphs by clicking on Multilevel List and typing the
entries. Press to make a paragraph
2. Click on the HOME tab then click on
Multilevel List in the Paragraph group subordinate (indented) and press +
to promote a paragraph.
3. Use or Increase Indent to demote
paragraphs where necessary.

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 Microsoft Word Fundamentals

PARAGRAPH DIALOG BOX INDENTS AND SPACING

The Paragraph dialog box provides access to features. The Indents and Spacing tab controls
advanced settings that don’t have a dedicated the alignment, indent, paragraph and line spacing
control on the ribbon. This dialog box consists of settings. The Line and Page Breaks tab controls
two tabs which contain paragraph formatting pagination and formatting exceptions.

 General Alignment allows you to specify the alignment of the paragraph between the indent markers
– left, right, centre or justify. Outline level can be used to promote or demote a paragraph in
an outline (such as a multilevel list). Usually, the level in an outline is set by the heading style
applied to the text. For example Heading 1 is automatically assigned Level 1 and so on.
Outline level allows you to override these defaults.

 Indentation Left, right and Special indents such as hanging and first line indents can be set under
Indentation as can Mirror indents for facing pages.

 Spacing Spacing Before and After controls the spacing between paragraphs. Line spacing controls
the space between lines in a paragraph. The checkbox Don’t add space between
paragraphs of the same style is used for bulleted and numbered lists and is turned on
automatically when creating a list, preventing the adjustment of Spacing Before and After.
Line spacing can be used instead.

 Preview This displays a preview of the effect so you know what to expect when you click on [OK].

 Tabs [Tabs] displays the Tabs dialog box which is used to adjust tabs and leaders.

 Default [Set As Default] displays a dialog box that enables you to save the settings you’ve selected
so that they will automatically be applied to any document you create using the blank
document template.

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