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Module-2
Prepare Word Document

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Unit- Lecture
4 -1
Format Word Document

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4
Topi
cs
Features of Formatting.

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Objectives / Outcomes
In this Lecture trainees will be able to:
• Format text in the word file.
• Format headings in the word file.
• Insert page numbers in the word file.
• Set appropriate page margins.
• Apply some background texture.
• Add some colours to the text / headings.
• Use bold and italic commands where necessary.
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 Overview
In this learning unit you will learn about the formatting of
body text and headings such as font styles, colors,
alignment and page number. After completion of this
learning unit, you will be able to format the paragraphs and
pages according to the requirements.

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 Features of Formatting
• To create and design effective documents, you need to
know how to format text. Formatted text can emphasize
important information and help to organize document.
• In Word, there are several options for adjusting the font of
text, including size, color, and inserting special symbols.
You can also adjust the alignment of the text to change
how it is displayed on the page. The text formatting
toolbar is given below with the options related to text
formatting.
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1) Changing Font Style:
The procedure to change
Formatting Text
the font style has the
following steps:
1. Select the text you want
to modify.
2. Click the drop-down
arrow next to the Font
box on the Home tab. The
Font drop-down menu
appears.
3. Move the mouse pointer
over the various fonts. A
live preview of the font will
appear in the document.
4. Select the appropriate
font style... The font will
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change in the document.
 2) Changing Font Size:
1. Select the text you
want to modify.
2. Click the drop-down
arrow next to the Font
Size box on the Home
tab. A drop-down menu
appears.
3. Select the desired
font size from the menu.
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 3) Change case:
1) Select the Desired
text.
2) Click the drop-down
arrow of change case box
(next to shrink font option).
3) Select the desired
case.

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 Paragraph Setting
Many options are available in MS Word for Paragraph
setting.

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 1) Changing Font Color:
• The procedure to change the font color
has the following steps:
1. Select the text you want to modify.
2. Click the Font Color drop-down arrow
on the Home tab. The Font Color menu
appears.
3. Move the mouse pointer over the various
font colors. A live preview of the color will
appear in the document.
4. Select the font color you want to use.
The font color will change in the document.

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 Highlighting Text:
The text can also be highlighted from
the Text Highlight Color Option
located in the Font Group.

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 Using Bold, Italic and Underline
Command
1. Select the text you
want to modify.
2. Click the Bold,
Italic, or Underline
command in the Font
group on the Home
tab.

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 Changing Paragraph
Alignment:
• 1. Select the text you want to modify.
• 2. Select one of the four alignment options
from the Paragraph group on the Home tab.
• Align Text Left: Aligns all selected text to the
left margin
• Center: Aligns text an equal distance from the
left and right margins
• Align Text Right: Aligns all selected text to the
right margin
• Justify: Aligns text equally on both sides and
lines up equally to the right and left margins;
used by many newspapers and magazines 10/28/2024 16
 Using Bullets and
Numbering:
When you want to organize lists in Word, you can
format them as either bulleted or numbered lists.
Word offers a variety of bullet options that allows to
customize lists to suit your needs.
The procedure to create a bulleted list has
following procedure:
1. Select the text you want to format as a list.
2. Click the Bullets or Numbering drop-down
arrow on the Home tab.
3. Select the bullet or numbering style you want to
use, and it will appear in the document.
4. To remove numbers or bullets from a list, select
the list, then click the Bullets or Numbering
commands. 10/28/2024 17
Multilevel List:
• Multilevel lists allow you to create an outline with multiple levels.
• You can then use the Multilevel List command to choose the types of bullets or
numbering that are used.
• The procedure to use multilevel list have the following steps:
• 1. Select the text you want to format as a multilevel list.
• 2. Click the Multilevel List command on the Home tab.
• 3. Click the bullet or numbering style you want to use. It will appear in the document.
• 4. Position your cursor at the end of a list item, then press the Enter key to add an
item to the list.
• 1. To change the level of list place the insertion point at the beginning of the line.
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2. Press the Tab key to increase the level.
3. Hold Shift and press Tab to decrease
the level.

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 Setting Line Spacing of a
Paragraph:
Line spacing refers to the distance
between the lines in a paragraph.
Different line spacing options are
available in the paragraph group of
Home tab. Line spacing of a paragraph
can be adjust by clicking on the
appropriate value from the drop down
command` on line spacing option.

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 Adding Page Numbers
• The procedure to insert the
page number in the document
has the following steps:
1. From the Insert tab, click
Page Number. A drop-down
menu will appear.
2. Select the desired page
number style and it will appear
in your document.
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 Formatting Page Numbers
1. Select the header or footer
that contains the page number.
2. From the Design tab, select
the Page Number command.
3. Click Format Page
Numbers.
4. From the dialog box, select
the desired Number format.

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5. Next to Start
at, enter the
number you want
the page
numbers to start
with.

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Separate Heading in the Text

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Learner’s Activity

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 Typing Activities
• Typing Lesson 3
• Exercise 1
• Exercise 2

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 Typing Lesson 3
Exercise 3

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