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ABOUT ONDEMAND SOFTWARE

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Copyright Global Knowledge Software LLC. 2007. All rights reserved. Information in this
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IT Training
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WORD 2007 FORMATTING, STYLES & THEMES

ABOUT ONDEMAND SOFTWARE ....................................................................... I
COPYRIGHT .............................................................................................................. I
DISCLAIMER ............................................................................................................ I
LESSON 1 - USING CHARACTER FORMATTING ..........................................1
Formatting Characters ..............................................................................................2
Changing an Existing Font .......................................................................................3
Modifying the Font Size ...........................................................................................5
Using Bold and Italics ..............................................................................................7
Underlining Text ......................................................................................................8
Highlighting Text ...................................................................................................10
Copying Character Formatting ...............................................................................12
Changing Character Case .......................................................................................14
Exercise ..................................................................................................................16
Using Character Formatting ...............................................................................16
LESSON 2 - USING PARAGRAPH FORMATTING ........................................19
Formatting Paragraphs............................................................................................20
Aligning Paragraphs ...............................................................................................20
Using Click and Type to Align Text ......................................................................22
Modifying Paragraph Spacing ................................................................................24
Revealing Formatting .............................................................................................27
Modifying Line Spacing .........................................................................................30
Copying Paragraph Formats ...................................................................................32
Exercise ..................................................................................................................34
Using Paragraph Formatting ..............................................................................34
LESSON 3 - USING DOCUMENT FORMATTING ..........................................37
Formatting Documents ...........................................................................................38
Inserting a Manual Page Break...............................................................................38
Removing a Manual Page Break ............................................................................40
Changing the Page Orientation ...............................................................................41
Changing the Document Margins ...........................................................................43
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Changing the Paper Size .........................................................................................46

Changing the Vertical Alignment ...........................................................................48
Exercise ..................................................................................................................51
Using Document Formatting ..............................................................................51
LESSON 4 - USING SECTION BREAKS ...........................................................53
Working with Section Breaks .................................................................................54
Inserting a Next Page Break ...................................................................................55
Formatting a Section...............................................................................................56
Inserting a Continuous Break .................................................................................58
Inserting an Odd/Even Page Break .........................................................................60
Removing a Section Break .....................................................................................61
Inserting Automatic Section Breaks .......................................................................62
Modifying a Section Break .....................................................................................64
Exercise ..................................................................................................................66
Using Section Breaks .........................................................................................66
LESSON 5 - INDENTING PARAGRAPHS ........................................................67
Changing the Left Indent ........................................................................................68
Indenting the First Line ..........................................................................................69
Creating a Hanging Indent......................................................................................72
Creating a Right Indent ..........................................................................................73
Exercise ..................................................................................................................76
Indenting Paragraphs ..........................................................................................76
LESSON 6 - USING STYLES ...............................................................................79
Using the Quick Styles Gallery ..............................................................................80
Using Style Inspector .............................................................................................83
Managing Styles .....................................................................................................85
Applying Styles ......................................................................................................87
Creating a Style ......................................................................................................89
Adding a Style to the Quick Styles Gallery ............................................................92
Editing an Existing Style ........................................................................................95
Clearing Formats and Styles ...................................................................................97
Deleting a Style ......................................................................................................99
Exercise ................................................................................................................101
Using Styles......................................................................................................101
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LESSON 7 - FORMATTING WITH DOCUMENT THEMES .......................103

Selecting a Theme ................................................................................................104
Creating New Theme Colors ................................................................................106
Creating New Theme Fonts ..................................................................................109
Changing Theme Effects ......................................................................................112
Exercise ................................................................................................................115
Formatting with Document Themes .................................................................115
LESSON 8 - INSERTING DATES AND SYMBOLS .......................................117
Inserting the Date and Time .................................................................................118
Inserting Symbols .................................................................................................120
Inserting Special Characters .................................................................................122
Exercise ................................................................................................................125
Inserting Dates and Symbols ............................................................................125
APPENDIX A - SETTING TABS .......................................................................127
Using Tab Stops ...................................................................................................128
Setting Tab Stops..................................................................................................129
Deleting and Moving Tab Stops ...........................................................................131
Clearing All Tabs .................................................................................................132
Creating a Leader Tab ..........................................................................................133
Creating a Bar Tab................................................................................................134
INDEX......................................................................................................................137
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LESSON 1 USING CHARACTER FORMATTING

In this lesson, you will learn how to:
Format characters
Change an existing font
Modify the font size
Use Bold and Italics
Underline text
Highlight text
Copy character formatting
Change character case
Lesson 1 - Using Character Formatting
Word 2007 Formatting, Styles & Themes
FORMATTING CHARACTERS
Discussion
Character formatting enhances the appearance of text. Examples of character
formatting include font typeface, size, and style. A font typeface is defined as a group of
characters sharing similar type attributes. Font size refers to the height of a printed
character on a page; the higher the number, the larger the character. Font style refers to
type enhancements, such as bold and italic. Underlining can also be used to format
characters.
FONT TYPEFACE
Times New Roman
Arial
Courier
FONT SIZE
Times New Roman 8
Times New Roman 12
Times New Roman 18

FONT STYLE
Bold type style
Italic type style
UNDERLINE
Single underline
Word only underline
Word character formats
The Font group in the Home tab contains buttons to apply the most common character
attributes. Using these buttons is the easiest method to apply those formats. You can
also apply character formatting using the Font dialog box. The Font dialog box contains
all the character attributes in one place. The Font dialog box provides the best method of
applying several character attributes at the same time or applying formatting that is not
available on the Font group, such as double strikethrough.
To make formatting changes to multiple words, you must select
the text you want to format. To format a single word, you do not
have to first select the word. If the insertion point is placed
within the word, any character formatting applied affects the
whole word. You can use the selection bar (the blank area in the
left margin) to select a line or paragraph. Click once to select a
single line and twice to select a multi-line paragraph.
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You can apply formatting to multiple, non-consecutive

selections at the same time. Hold the [Ctrl] key while you
select all the desired text and then apply the formatting.
You can also use the Repeat button on the Quick Access
Toolbar to apply the last formatting action to a selection.
You cannot apply text animation in Microsoft Word 2007.

However, a text animation effect in a document that was
created in an earlier version of Word will behave in Office
Word 2007 the same way that the effect behaved in earlier
versions. In addition, you can copy text with a text animation
style from an earlier version of Word, paste, and start typing to
produce the same text animation effect in Office Word 2007.
CHANGING AN EXISTING FONT
Discussion
Word includes many font typefaces from which you can choose. They range from
heavy bold typefaces to thin light ones. You can view a list of available font typefaces
and appearances from the Font group on the Home tab.
You can mix fonts within a document. If you have a document with headings and text in
paragraphs beneath each heading, you can select one font for the headings and another
for the paragraphs. Varying the font within a document improves the readability of the
text and emphasizes key points.
Fonts can be applied to existing text, or you can select a font prior to typing text.
Thereafter, any text you type appears in the selected font until you select a new font.
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Changing the font of existing text
You can quickly apply a font by typing the font name into the
Font box on the Font group and pressing the [Enter] key.
The most recently used fonts appear at the top of the Font list,
as well as in their proper alphabetical sequence.
Procedures
1. Select the text for which you want to change the font.
2. Click the arrow on the Font box on the Font group on the Home tab.
3. Select the desired font name.
Step-by-Step
From the Student Data directory, open CHRFORM.DOCX.
Change the font of existing text.
If necessary, display the Home tab.
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Steps
Practice Data
1. Select the text for which you want to

change the font.
The text is selected.
Click in the selection bar to

the left of Terms and
Conditions of Sale
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Steps
Practice Data
2. Click the arrow on the Font box on the

Font group.
A list of available fonts appears.
Click Font
3. Select the desired font name.

The font is applied to the selected text.
Scroll as necessary and

click Tahoma
Click anywhere in the document to deselect the text.

Practice the Concept: Click one line above the paragraph beginning All shipments
are FOB.... Select Arial from the Font list. Type the word Delivery.
MODIFYING THE FONT SIZE
Discussion
Font size is measured in points. One point is approximately 1/72 of an inch. The larger
the font size, the larger the text. Therefore, a word with a 36-point font size is
approximately one-half inch in height.
Generally speaking, larger font sizes are used for headlines and headings and smaller
font sizes are used for body text.
A font size can be applied to existing text, or you can select a font size prior to typing
text. As you type, you can mix font sizes. For example, if you are creating a newsletter,
you can use a 22-point font for the headings and a 12-point font for the text. Varying the
font size within a document improves the readability of the text and emphasizes key
points.
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Changing the font size of existing text
Procedures
1. Select the text for which you want to modify the font size.
2. Click the arrow on the Font Size box in the Font group on the Home
tab.
3. Select the desired font size.
Step-by-Step
Modify the font size of existing text.
If necessary, display the entire Home tab.
Steps
Practice Data

modify the font size.

the left of Terms and
Conditions of Sale
2. Click the arrow on the Font Size box in Click Font Size
the Font group.
A list of available font sizes appears.
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Steps
Practice Data
3. Select the desired font size.

The font size is applied to the selected
text.
Click 14
Practice the Concept: Click in the line above the paragraph Net payment is due in 45
days. Select 14 from the Font Size list on the Font group. Type the word Payment.
Change the font for the word Payment to Arial and then deselect the text.
USING BOLD AND ITALICS
Discussion
You can change the character formats of existing text, either to add emphasis or to
enhance the appearance of the text. The most commonly used character formats are
bold and italic.
Bold formatting is used to call attention to text within a document, especially in
headings. You might use this format, for example, in a newsletter title.
Italic formatting also calls attention to text, but not as much as bold formatting.
Italicized text slants to the right and is often used to emphasize a word within normal
text.
You can tell which character formats have been applied to specific text by positioning
the insertion point in the text. For example, if bold formatting has been applied to the
current text, the Bold button is activated when you position the insertion point in the
text.
You can apply character formats to existing text or change character formats as you
type text. If you no longer want a character format applied to text, you can remove the
formatting.
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The Bold and Italic buttons are toggles. If you select text that is
bolded or italicized and click the corresponding button, the
format is removed.
To bold or italicize a single word, you do not have to select the

whole word, just position the insertion point within the word
and click the desired button.
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Procedures
1. Select the text for which you want to change the font format.
2. Click the Bold button
in the Format group on the Home tab.
3. Click the Italic button
in the Format group on the Home tab.
Step-by-Step
Bold and italicize existing text.
If necessary, display the entire Home tab.
Steps
Practice Data

change the format.

the left of the Minimum
Order heading
2. Click the Bold button in the Font

group.
The selected text is bolded.
3. Click the Italic button in the Font
group.
The selected text is italicized.
Click
Click
Deselect the text.

Practice the Concept: Scroll as necessary and click above the paragraph Prior to
returning. Click the Bold and Italic buttons. Type the word Returns. Click in the word
Returns and click the Italic button to remove the italic formatting.
UNDERLINING TEXT
Discussion
There are several underline types from which you can choose. If you just want to place
a single line under text, you can use the Underline button on the Formatting toolbar.
If you want to apply a different type of underline, you can choose from several listed on
the Font page in the Font dialog box. Underline styles include double, thick, thin,
dotted, dashed, and wavy lines. All underline styles place the underlines under all text
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and spaces except the Words only style, which places a single underline under words,
but not under spaces in a document.
The Font dialog box contains a Preview box in which you can view how each of the
underline styles will affect your text before actually applying them.
Adding an underline
The Underline button is a toggle. If you select underlined text

and click the Underline button, the underline is removed from
the text.
To underline a single word, you do not have to select the entire

word; just position the insertion point within the word.
You can also open the Font dialog box by right-clicking a

selection and selecting the Font command from the shortcut
menu.
Procedures
1. Select the text you want to underline.
2. Select the Home tab.
3. Select the Font dialog box launcher.
4. Select the Underline style list.
5. Select the underline style you want to apply.
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6. Select OK.
Step-by-Step
Underline text in a document.
Scroll to the top of the document. If necessary, display the Home tab.
Steps
Practice Data
1. Select the text you want to underline.

Drag to select the text

whether oral or written
in the first paragraph
2. Select the Font dialog box launcher.

The Font dialog box opens.
Click
3. Select the Underline style list.

A list of available underline styles
appears.
Click Underline style
4. Select the underline style you want to

apply.
The underline style is selected and
appears in the Preview box.
Click Words only
5. Select OK.
Click
The Font dialog box closes and the
underline is applied to the selected text.
Deselect the text to view the underline style.
HIGHLIGHTING TEXT
Discussion
In Word, you can highlight important text, just as you might use a highlighting marker
to highlight text on paper.
Highlighting is more effective on the computer screen than on the printed page.
Although you can highlight text in a variety of colors, you should use a light highlight
color if you plan on printing the document.
If you have only one text selection to highlight, you should select the text before
clicking the Highlight button. This method applies the highlighting to the selected text
only and the Highlight button is not activated for subsequent highlighting. If you want
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to highlight multiple selections, you can first activate the Highlight button. With this
method, the Highlight button remains activated; all text you select will be highlighted
until you click the Highlight button again to disable it.
You can also remove highlighting from document text. When you remove highlighting,
the document text returns to normal.
Highlighted text
To change the highlight color, you can click the arrow on the
right part of the Highlight button and select the desired color
from the color palette.
To remove highlighting from text, select None from the

Highlight color palette and drag across all text from which you
want to remove the highlighting.
You can also press the [Esc] key to disable the Highlight
button.
Procedures
1. Click the Highlight button
in the Font group on the Home tab.
2. Select the text you want to highlight.

3. Select additional text you want to highlight.
4. To remove highlighting from text, select the highlighted text.
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5. To disable highlighting, click the Highlight button
Step-by-Step
Highlight text.
Scroll as necessary to display the Payment and Minimum Order paragraphs at the top
of the document.
Steps
1. Click the Highlight button in the Font
group.
The Highlight button is activated and
the mouse pointer changes into a
highlighter.
Practice Data
Click
2. Select the text you want to highlight.

The text is highlighted with the current
highlight color.
Drag to select the text Net

payment is due in 45 days
under the Payment
heading
3. Select additional text you want to

highlight.
The text is highlighted with the current
highlight color.

Minimum order is
$250.00 in the Minimum
Order paragraph
4. To remove highlighting from text,

select the highlighted text.
The highlighting is removed from the
selected text.

under the Payment
heading
5. To disable highlighting, click the

Highlight button.
The Highlight button is deactivated.
Click
COPYING CHARACTER FORMATTING
Discussion
You can use the Format Painter button in the Clipboard group on the Home tab to
copy the character format of specific text and apply it to other text. This feature saves
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time when multiple formats have been applied to text and you want to format additional
text with all the same formats.
When the Format Painter is active, the mouse pointer changes into an I-beam with a
paintbrush to its left.
To copy selected formatting to multiple locations, double-click

the Format Painter button to activate it. Then, click it again
when you have finished formatting text to deactivate it.
Procedures
1. Select the text containing the formats you want to copy.
2. Click the Format Painter button
Home tab.
in the Clipboard group on the
3. Position the insertion point in the text you want to format.
Step-by-Step
Copy character formatting to existing text using the Format Painter feature.
Steps
Practice Data
1. Position the insertion point in the text

containing the formats you want to
copy.
The insertion point moves to the new
location.

click in the word
Breakage in the Breakage
and Loss heading
2. Click the Format Painter button in the

Click
Clipboard group on the Home tab.
The mouse pointer changes into an
I-beam with a paintbrush to its left.
3. Select the text you want to format.
The copied formats are applied to the
selected text.
Click Prices
Practice the Concept: Click in the Prices heading, if necessary, and double-click the
Format Painter button. Scroll up and click the Returns heading, the Delivery heading
and drag to select the Minimum Order heading. Click the Format Painter button
again to disable the feature.
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CHANGING CHARACTER CASE
Discussion
You can use the Change Case menu to quickly change text case in a document. For
example, you can change a lowercase sentence to uppercase.
You can also toggle from uppercase to lowercase in selected text. Toggling the case of
selected text can save time if you have inadvertently typed text with the Caps Lock
feature enabled.
In addition to the lowercase and UPPERCASE options, the Change Case menu
includes a number of other change case options. The Sentence case option capitalizes
the first letter in each selected sentence. The Capitalize Each Word option capitalizes
the first letter in each word. The tOGGLE cASE option reverses the case for each
letter.
Selecting the Small caps or All caps effect in the Font dialog
box makes the character case a text attribute, which can be
incorporated into a style.
If you accidentally press the Caps Lock key and start to type a
new sentence, Word automatically disables the Caps Lock
feature and changes the text to sentence case. Word senses that
you accidentally pressed the Caps Lock key when the first
letter of the sentence is lowercase and the rest of the text is
uppercase.
Procedures
1. Select the text for which you want to change the case.
2. Select the Change Case button in the Font group on the Home tab.
3. Select the desired option.
Step-by-Step
Change the character case of selected text.
Display the paragraph under the Cancellation heading at the bottom of the document.
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Steps
Practice Data

change the case.
Press [Ctrl] and click in

the first sentence of the last
paragraph
2. Select the Change Case button.

The Change Case menu opens.
Click

The text format is updated.
Click Sentence case.
Deselect the text and review the document.

Close CHRFORM.DOCX.
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EXERCISE
USING CHARACTER FORMATTING
Task
Change the character formatting in a document.
1. Open Charex.docx.
2. Change the font size of the title, Worldwide Sporting Goods, to 20
points.
3. Change the font type of the title, Worldwide Sporting Goods, to
Arial.
4. Create a double-underline under the title Worldwide Sporting
Goods.
5. Bold the Corporate History heading and change the font size to 14
points.
6. Italicize the names of both founders in the first paragraph.
7. Use the Font dialog box to change the case of the Corporate History
heading to small caps.
8. Use the Format Painter to copy the formatting from the Corporate
History heading to both the Our Public Years and Future Growth
headings.
9. Correct the capitalization in the last sentence of the second paragraph.
10. Position the insertion point at the end of the second paragraph, after
the word exciting. Change the font to Arial and bold. Add a space and
type the following sentence: Worldwide Sporting Goods is the
Number One Sporting Goods Company on the Globe!.
11. Highlight the text six new international distributors in the
paragraph under Future Growth.
12. Remove the highlighting from the text.
13. Close the document without saving it.
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LESSON 2 USING PARAGRAPH FORMATTING

Format paragraphs
Align paragraphs
Use Click and Type to align text
Modify paragraph spacing
Reveal formatting
Modify line spacing
Copy paragraph formats
Lesson 2 - Using Paragraph Formatting
FORMATTING PARAGRAPHS
Discussion
Paragraph formatting refers to the layout of the paragraph on the page and involves
alignment, spacing, and indentation options. Alignment refers to the relative location of
text to the margins. Spacing refers to the distance between lines above, below, or within
a paragraph.
PARAGRAPH ALIGNMENT
This paragraph is aligned to the left margin.
This paragraph is aligned to the right margin.
This paragraph is centered between the margins.
Every line of a justified paragraph (except the last line) is aligned to
both the left and right margins. You will often find justified paragraphs
used in books.
PARAGRAPH and LINE SPACING
Paragraph spacing refers to space above or below the
paragraph. Line spacing refers to the spacing between
each line of the paragraph.
Word paragraph formats
ALIGNING PARAGRAPHS
Discussion
Paragraph alignment refers to the position of each line of text in a paragraph between
the left and right margins.
The Paragraph group on the Home tab contains four alignment buttons, Align Text
Left, Center, Align Text Right, and Justify. Left alignment aligns text to the left
margin and produces a ragged right margin. Right alignment aligns text to the right
margin and produces a ragged left margin. Center alignment centers text between the
left and the right margins and produces a ragged left and right margin. Justified
alignment aligns text to both the left and right margins so that neither margin is ragged.
When a paragraph is justified, Word adds extra space between words to justify the text.
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Aligning paragraphs
You can also align text using the Alignment list in the
Paragraph dialog box. The Alignment list is accessed by
selecting the Paragraph dialog box launcher, and the Indents
and Spacing tab.
Procedures
1. Position the insertion point in the paragraph you want to align, or
select multiple paragraphs.
2. Click the Align Text Left button
, the Center button
Align text Right button

, or the Justify button
Paragraph group on the Home tab.
, the
in the
Step-by-Step
From the Student Data directory, open PARFORM.DOCX.
Align paragraphs using the alignment buttons.
If necessary, display the entire Home tab and switch to Print Layout view.
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Steps
Practice Data
1. Position the insertion point in the

paragraph you want to align, or select
multiple paragraphs.
location, or the paragraphs are
selected.
Click in the text

Worldwide Sporting
Goods at the top of the
page
2. Click the Align Right button to right

align the paragraph.
The paragraph is right-aligned.
Click
3. Click the Align Left button to left align

Click
the paragraph.
The paragraph is left-aligned.
4. Click the Center button to center the
paragraph.
The paragraph is centered.
paragraph you want to justify.
location.
6. Click the Justify button to justify the
paragraph.
The paragraph is justified.
Click
Click in the first

paragraph, Thank you for
choosing...
Click
Practice the Concept: Left align the Dear Rob paragraph. Right align the telephone
and fax numbers located under the title. Select the last two paragraphs in the body of the
letter and justify them.
Click anywhere to deselect the paragraphs.
USING CLICK AND TYPE TO ALIGN TEXT
Discussion
The Click and Type feature allows you to insert new text or graphics exactly where
you point in a blank area of a document. If you are creating a special page such as a
title page, the Click and Type feature allows you to create a title in the middle of the
page without having to press the [Enter] key. You can simply double-click where
you want the title to appear.
When the Click and Type feature is active, the mouse pointer appears as an I-beam
with an alignment symbol attached. As you move the I-beam slowly across a blank
line in a document from the left to the right margin, the alignment symbol changes.
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This change occurs because Word separates the blank areas of a line into alignment
zones. To enter text, you point to the position on the page where you want to enter text,
double-click the mouse button, and type the text.
The Click and Type feature is only available in the Print Layout or Web Layout
views. Depending upon the location of the blank area in which you want to use the
Click and Type feature, you may have to first click in a blank area of the line to
activate it.
In order to use the Click and Type feature, the Enable click
and type option on the Advanced page in the Word Options
dialog box must be selected.
If you double-click in a blank document area, but do not insert

text, Word removes the alignment or tab.
Procedures
1. Display the document in Print Layout or Web Layout view.
2. Point to a blank area of the line where you want to insert text and click
once.
3. Point to a blank area of the line until the desired alignment symbol
appears with the mouse pointer.
4. Double-click the mouse button.
5. Type the desired text.
Step-by-Step
Use the Click and Type feature to insert aligned text in a document.
If necessary, display the document in Print Layout view and scroll to view the
company name at the top of the letter.
IT Training
Steps
Practice Data
1. Point to a blank area of the line where

you want to insert text and click once.
The mouse pointer appears with an
alignment symbol attached to it.
Point to the blank line

under the word
Worldwide at the top of
the page and click once
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Steps
Practice Data
2. Point to a blank area of the line until the

desired alignment symbol appears with
the mouse pointer.
The mouse pointer appears with the
desired alignment symbol.
Move the mouse pointer to

the center of the line until a
center alignment character
appears with it
3. Double-click the mouse button.

The insertion point appears in the
desired position.
Double-click the mouse

button
4. Type the desired text.

The text appears at the insertion point.
Type 1234 Leisure Drive,

Media, PA 19107, all on
one line
Italicize the text 1234 Leisure Drive, Media, PA 19107.
MODIFYING PARAGRAPH SPACING
Discussion
Paragraph spacing refers to the space above and below a paragraph. You can vary
paragraph spacing based upon your individual needs.
You can adjust paragraph spacing on the Indents and Spacing page in the Paragraph
dialog box. Any changes you make are previewed in the Paragraph dialog box.
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The Indents and Spacing page
You can start a new line within a paragraph by inserting a

manual line break. Manual line breaks are inserted by pressing
the [Shift+Enter] key combination. A manual line break is
considered part of the original paragraph and is useful when
you want to break a paragraph without including the extra
paragraph spacing.
You can click the spin boxes in the Paragraph dialog box as
needed to set paragraph spacing or you can type a number into
the box.
Procedures
1. Position the insertion point in the paragraph for which you want to
change the spacing.
3. Select the Paragraph dialog box launcher.
4. Click the Indents and Spacing tab.
5. Under Spacing, enter the desired spacing above the paragraph in the
Before spin box.
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6. Under Spacing, enter the desired spacing below the paragraph in the
After spin box.
7. Select OK.
Step-by-Step
Modify paragraph spacing by increasing the space above and below a selected
paragraph.
If necessary, scroll to view the first paragraph in the body of the letter.
Steps
Practice Data

paragraph for which you want to
change the spacing.
location.
Click in the Thank you

for choosing... paragraph

The Home tab contents appear.
Click Home
3. Select the Paragraph dialog box

launcher.
The Paragraph dialog box opens.
Click
4. Click the Indents and Spacing tab.

The Indents and Spacing page
appears.
Click the Indents and

Spacing tab, if necessary
5. Under Spacing, enter the desired

Click Before
spacing above the paragraph in the
Before spin box.
The number appears in the Before spin
box.
6. Under Spacing, enter the desired
spacing below the paragraph in the
After spin box.
The number appears in the After spin
box.
7. Select OK.
The Paragraph dialog box closes and
the spacing above and below the
paragraph changes accordingly.
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Click After
to 6 pt
to 6 pt
Click
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Practice the Concept: Click in the Worldwide Sporting Goods company name at the
top of the letter and use the Paragraph dialog box to change the After spacing to 12
points.
REVEALING FORMATTING
Discussion
The Reveal Formatting task pane displays the attributes for the selected document text.
Attributes are grouped under headings, the most common being Font, Paragraph, and
Section.
The Font heading shows the name and point size of the font, as well as the language of
the text. If other font attributes have been applied (for example, highlighting), they will
also be listed here. The Paragraph heading displays the alignment and indentation of
the current paragraph. In addition, if other paragraph attributes have been added (such
as spacing or tabs), they will also be displayed. The Section heading displays attributes
for margins, layout, and paper size.
You can expand and collapse the Font, Paragraph, or Section headings to view or hide
the attributes. The underlined attributes under each heading are links to the
corresponding dialog boxes; when you click a link, the corresponding dialog box opens
and you can make changes as desired.
You can also use the task pane to compare the differences in formatting between two
text selections.
The Reveal Formatting task pane
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If the task pane is already open, you can use the Other Task
Panes list arrow to change task panes.
Other attribute headings such as Table, Cell, and Bullets and

Numbering will appear if the document contains a table or a
numbered or bulleted list.
Use the keyboard shortcut [Shift + F1] to open the Reveal

Formatting task pane.
Procedures
2. Select the Styles dialog box launcher.
3. Select the Style Inspector button.
4. Select the Reveal Formatting button.
5. Click a heading to expand or collapse its attributes.
6. Select the text for which you want to reveal the formatting.
7. Expand the desired format heading, if necessary, and click the desired
formatting link.
8. Make the desired formatting changes.
9. To compare text, select the first text to be compared.
10. Select the Compare to another selection option.
11. Select the text to which you want to compare the formatting.
Step-by-Step
Use the Reveal Formatting task pane.
Position the insertion point in the text Tel. 610.555-8878.
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Steps
Practice Data

The Home tab appears.
Click Home

The Styles task pane appears.
Click
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Steps
Practice Data
3. Select the Style Inspector button.

The Style Inspector dialog box opens.
Click
4. Select the Reveal Formatting button.

The Reveal Formatting task pane
opens.
Click
5. Click a heading to expand or collapse

its attributes.
The heading expands to display its
attributes or collapses to hide them.
Click
Paragraph to
collapse it
6. Continue expanding or collapsing

headings as desired.
The heading expands to display its
attributes or collapses to hide them.
Click
Paragraph to
expand it

reveal the formatting.
The attributes in the Reveal
Formatting task pane change
according to the selected text.
Click in the Worldwide

Sporting Goods title
8. Click the desired formatting link.

The corresponding dialog box opens.
Click Spacing
9. Make the desired formatting changes.

The formatting changes appear under
the corresponding headings in the
Reveal Formatting task pane.
Follow the instructions

shown below the table
before continuing on to the
next step
10. To compare text, select the first text to

be compared.
The attributes in the Reveal
Formatting task pane change
according to the selected text.
Click in the text 1234

Leisure Drive...
11. Select the Compare to another

selection option.
The Compare to another selection
option is selected and the Formatting
of selected text box changes to the
Formatting differences box.
Click
Compare to
another selection
12. Select the text to which you want to

compare the formatting.
Samples of each selection appear in the
boxes under Selected text and a
comparison of attributes appears in the
Formatting differences box.
Click in the text

Worldwide Sporting
page
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Change the After spacing to 6 points and close the Paragraph dialog box.
Return to the table and continue on to the next step (step 10).
Practice the Concept: Deselect the Compare to another selection option. Select all
the text in the title Worldwide Sporting Goods and click the Font link under the Font
heading in the Reveal Formatting task pane. Apply the Small caps effect and close the
Font dialog box. Notice the new Effects link under the Font heading. Leave the task
pane open.
MODIFYING LINE SPACING
Discussion
Line spacing refers to the distance between each line in a paragraph. You can use the
Line Spacing list in the Paragraph group on the Home tab to adjust paragraph line
spacing. The options on the Line Spacing list start with 1.0 (single spacing) and
increment by .5, up to 3.0.
The Line Spacing list also includes the Line Spacing Options... option, which opens
the Paragraph dialog box. The Line spacing option in the Paragraph dialog box
includes the additional options: At least, Exactly, and Multiple. After selecting one of
these options, you can change the specific point size in the At box.
Modifying line spacing
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You can also press the [Ctrl+1] key combination to

single-space the current paragraph, the [Ctrl+2] key
combination to double-space it, and the [Ctrl+5] key
combination to apply 1.5 line spacing. You must, however, use
the number keys along the upper edge of the keyboard to
change line spacing; those on the numeric keypad have
different functions.
You can also select the Paragraph dialog box launcher to open
the Paragraph dialog box. You can then use the Line spacing
list on the Indents and Spacing tab to adjust line spacing.
Procedures
1. Position the insertion point in the paragraph for which you want to
change the line spacing.
2. Click the arrow on the Line Spacing button
group on the Home tab.
in the Paragraph
3. Select the desired line spacing option.
Step-by-Step
Modify line spacing in a paragraph.
If necessary, display the Home tab and the Reveal Formatting task pane. Scroll to
view the first paragraph in the body of the letter.
Steps
Practice Data

paragraph for which you want to
change the line spacing.
location.
Click in the paragraph

Thank you for choosing...
2. Click the arrow on the Line Spacing

button in the Paragraph group.
A list of available line spacing options
appears, with a checkmark next to the
current line spacing.
3. Select the desired line spacing option.
The line spacing is applied to the
selected paragraph.
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Click the
arrow
Click 1.5
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Practice the Concept: Select the three lines in the inside address, from Mr. Robert
Campanellas to 44183. Display the Line Spacing list and select the Line Spacing
Options... option. Select the Exactly option from the Line spacing list and change the
At box to 14 pt. Close the Paragraph dialog box. Notice the Spacing attribute in the
COPYING PARAGRAPH FORMATS
Discussion
The Format Painter allows you to copy the paragraph formatting of specific text and
apply it to one or more other paragraphs. This feature saves time when the formatted
paragraph you copy contains multiple formatting attributes.
To copy the selected formatting to multiple locations,

double-click the Format Painter button to activate it. Then,
click it again when you have finished formatting paragraphs to
deactivate it.
You can also use the Styles and Formatting task pane to apply
all the attributes from one paragraph to another.
Procedures
1. Position the insertion point in the paragraph containing the formatting
you want to copy.
2. Click the Format Painter button
Home tab.
in the Clipboard group on the
3. Click in the paragraph you want to format.
Step-by-Step
Copy the format of one paragraph and paste it to another using the Format Painter
feature.
Scroll to view all three paragraphs in the body of the letter.
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Steps
Practice Data

paragraph containing the formatting
you want to copy.
location.
Click in the paragraph

Thank you for choosing...
2. Click the Format Painter button in the

Click
Clipboard group.
I-beam with a paintbrush to the left.
3. Click in the paragraph you want to
format.
The paragraph format is applied to the
new paragraph.

click in the second
paragraph in the body of
the letter
Practice the Concept: Copy the paragraph formatting to the third paragraph in the
body of the letter. Then, click the Show/Hide button in the Paragraph group to display
all the formatting marks, if necessary. Delete the paragraph marks directly above and
below the second paragraph, The enclosed packet includes.... Finally, hide the
formatting marks and close the task pane.
Close PARFORM.DOCX.
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EXERCISE
USING PARAGRAPH FORMATTING
Task
Change the paragraph formatting in a document.
1. Open Formatex.docx.
2. Left align the paragraph To our valued customers:.
3. Change the line spacing for the list from Special offers to
Promotional items to 1.5 lines.
4. Change the paragraph spacing in the paragraph beginning Morning to
12 points before and 12 points after.
5. Display the Reveal Formatting task pane. Using the Spacing link to
change the Before spacing of the Morning paragraph to 6 points.
6. Use the Format Painter to copy the Morning paragraph format to the
Midday and Evening paragraphs.
7. Compare the formatting in the second paragraph Join over 50
experts... with the Morning paragraph. Then, disable the comparison.
8. Center the first paragraph on the second page, Directions to....
9. Display the rulers, if necessary, and then scroll to the end of the
document. Use the Click and Type feature to place the insertion point
at a position measuring 3 inches on both the horizontal and vertical
rulers.
10. Change the format to bold, 18 points, and then type the following text:
Dont miss this event!.
11. Close the Reveal Formatting task pane.
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LESSON 3 USING DOCUMENT FORMATTING

Format documents
Insert a manual page break
Remove a manual page break
Change the page orientation
Change the document margins
Change the paper size
Change the vertical alignment
Lesson 3 - Using Document Formatting
FORMATTING DOCUMENTS
Discussion
Document formatting refers to the layout of text on a page and involves margin, paper
size, and page orientation options. Margin refers to the distance between the edge of the
paper and the text. Paper size refers to the physical size of the paper (for example, 8 in.
x 11 in.). Orientation refers to how the text will be printed on the page, either vertically
or horizontally.
You can apply different page formats to different sections of a

document.
You can format a document in print preview. This option is

convenient if you want to view how document formatting
changes affect a document. You can edit and modify text in
print preview by deselecting the Zoom button in the Zoom
group on the View tab.
INSERTING A MANUAL PAGE BREAK
Discussion
When typed text exceeds the number of lines that will fit on a page, Word inserts an
automatic page break. There may be times, however, when you want to insert a page
break manually. For example, you may want to keep a heading with the text below it.
Word provides this capability.
You can distinguish an automatic page break from a manual page break by its
appearance in the document. In Draft view, an automatic page break appears as a dotted
line. A manual page break, on the other hand, displays the words Page Break in the
middle of a dotted line.
If you add or remove text or alter the page layout in any way, automatic page breaks
adjust accordingly; manual page breaks do not.
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Inserting a manual page break
To insert a manual page break, position the insertion point

where you want to begin a new page and press the
[Ctrl+Enter] key combination.
Procedures
1. Position the insertion point to the left of the first character you want to
appear on the new page.
2. Select the Page Layout tab.
3. Select the Breaks button in the Page Setup group.
4. Under Page Breaks, select the Page option.
Step-by-Step
From the Student Data directory, open DOCFRM1.DOCX.
Insert a manual page break into a document.
If necessary, display the document in Draft view.
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Steps
Practice Data
1. Position the insertion point to the left of

the first character you want to appear
on the new page.
The insertion point appears in the new
location.

click to the left of the text
Terms and Conditions of
Sale at the bottom of
page 1

The contents of the Page Layout tab
are displayed.
Click Page Layout
3. Select the Breaks button.

The Breaks gallery opens.
Click
4. Under Page Break, select the Page

option.
The Page Breaks gallery closes, the
manual page break appears above the
current line, and any automatic page
breaks are adjusted accordingly.
Click
Practice the Concept: Move the insertion point to the end of the document. Use the
shortcut key combination [Ctrl+Enter] to insert a page break at the end of the
document.
Switch to print layout and scroll through the document to view the page breaks. Close
print layout.
REMOVING A MANUAL PAGE BREAK
Discussion
Automatic page breaks inserted by Word cannot be deleted. However, manual page
breaks are inserted by the user and can be removed. A manual page break is similar to
any other typed character and can be removed by selecting the page break and pressing
the [Delete] key.
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You can also use the [Backspace] key to delete a manual page
break.
When you delete a manual page break, automatic page breaks

are automatically adjusted as needed.
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Procedures
1. Display the document in Draft view.
2. Select the manual page break you want to delete.
3. Press [Delete].
Step-by-Step
Remove a manual page break.
If necessary, display the document in Draft view.
Scroll to page 3. Notice that a manual page break appears above the Advertising
Agreement title.
Steps
Practice Data
1. Select the manual page break you want

to delete.
The page break is selected.
Click the manual page

break above the
Advertising Agreement
title
2. Press [Delete].
The manual page break is removed
from the document and automatic page
breaks are adjusted accordingly.
Press [Delete]
Notice that an automatic page break now appears above the Advertising Agreement
title.
Practice the Concept: Delete the page break at the end of the document.
CHANGING THE PAGE ORIENTATION
Discussion
Page orientation refers to how the text will appear on the printed page. Word includes
two possible page orientations: portrait and landscape. Which orientation you use
depends on the desired look of the document.
In portrait orientation, the shorter edges of the paper are at the top and bottom and the
longer edges are on the left and right. Letters and memos are ideally suited for portrait
orientation.
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In landscape orientation, the longer edges of the paper are at the top and bottom and the
shorter edges are on the left and right. Landscape orientation is most often used for
graphics, charts, spreadsheets, and drawings. However, any text document (such as
announcements or brochures) can be printed in either orientation. You can also mix
page orientations within a document. For example, you can print a cover sheet for a
graphic in portrait orientation and then print the graphic itself in landscape orientation.
When you change the page orientation, automatic page breaks are readjusted. You may
then have to create manual page breaks to group related information.
Changing the page orientation
There are several ways to open the Page Setup dialog box. You
can click Margins, Layout, or Paper under the Section
heading in the Reveal Formatting task pane to open the
corresponding page of the Page Setup dialog box.
Alternatively, you can double-click any blue area of either
ruler.
Procedures
2. Select the Orientation button in the Page Setup group.
3. Select the Portrait or Landscape option.
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Step-by-Step
Change the page orientation of a document.
Switch to Print Layout view.
Steps
Practice Data

appear.
Click Page Layout
2. Select the Orientation button.

The Orientation menu opens.
3. Select the Portrait or Landscape
option.
The desired orientation is selected and
a preview appears in the Page Setup
dialog box.
Click
Click
Move to the top of the document. Switch to print layout to view the new page
orientation.
Practice the Concept: Open the Page Setup dialog box and return the document to
portrait orientation..
CHANGING THE DOCUMENT MARGINS
Discussion
Margins define the typing area on a page. They control the amount of blank space
between the text and the top, bottom, left, and right edges of the paper. By default,
margins are measured in inches. The larger the margin measurement, the smaller the
typing area. For example, if all the margins are set to .5 inch, there is a half-inch of
blank space on all edges of the page. You can select different dimensions for the top,
bottom, left, and right margins, if desired.
You can modify margins on the Margins tab in the Page Setup dialog box. You can use
the margin spin boxes to select the margin width or you can type the desired width
directly into the box.
The Margins tab offers several other options. The two Gutter options provide
additional space at the top or side margin to prevent text from being hidden when a
document is bound.
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The Multiple pages list provides several options for managing large documents,
including Mirror margins, which sets opposite margins for facing pages in two-sided
documents. The 2 pages per sheet option splits a single document page into two
horizontal or vertical pages, each containing the same margin settings. This option can
be used to create a folded page handout, such as a flyer. If you wish to print a booklet
with multiple pages, you can use the Book fold option.
Changing the document margins
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You can also use the horizontal and vertical rulers in Print
Layout view to change margins. Point to the border between
the blue and white areas of the ruler until the ScreenTip
indicates Left Margin, Right Margin, Top Margin, or
Bottom Margin and then drag the border. Holding the [Alt]
key as you drag displays the measurements on the ruler.
You can change the default measurement unit by selecting the

Advanced Word Options using the Office button. You can
select inches, centimeters, millimeters, points, or picas.
In the 2 pages per sheet option, the pages are split horizontally
for a portrait orientation and vertically for a landscape
orientation. When you select the Book fold option, Word
automatically landscapes the document. In addition, the Sheets
per booklet option appears, so that you can select the number
of sheets a booklet will contain.
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Procedures
2. Select the Margins button in the Page Setup group..
3. Select the Custom Margins... option.
4. In the Top spin box, enter the desired top margin.
5. In the Bottom spin box, enter the desired bottom margin.
6. In the Left spin box, enter the desired left margin.
7. In the Right spin box, enter the desired right margin.
8. Select OK.
Step-by-Step
Change the document margins.
If necessary, switch to Print Layout view.
Go to the top of the document. Open the Reveal Formatting task pane from the Style
Inspector in the Styles dialog box and expand the Section heading.
Steps
Practice Data

appear.
Click Page Layout
2. Select the Margins button in the Page

Setup group.
The Margins menu appears.
Click
3. Select the Custom Margins... option..
The Page Setup dialog box opens.
Click the Margins tab, if

necessary
4. In the Top spin box, enter the desired

top margin.
The number appears in the Top spin
box.
Click Top
5. In the Bottom spin box, enter the

Click Bottom
desired bottom margin.
The number appears in the Bottom spin
box.
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to 1.3"
to 1.9"
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Steps
Practice Data
6. In the Left spin box, enter the desired

left margin.
The number appears in the Left spin
box.
Click Left
7. In the Right spin box, enter the desired Click Right

right margin.
The number appears in the Right spin
box.
8. Select OK.
The Page Setup dialog box closes, and
the document margins change
accordingly.
to 2"
to .8"
Click
Switch to print preview to view the changes in the document. View the pages in a 1 x 2
Pages arrangement.
Practice the Concept: Open the Page Setup dialog box from print preview and select
the Mirror margins option from the Multiple pages list. Close the Page Setup dialog
box to view the changes in print preview. Notice how the margins of facing pages
mirror each other.
Open the Page Setup dialog box again and select the 2 pages per sheet option from the
Multiple pages list. Close the Page Setup dialog box to view the changes and then close
print preview. Use the Margins link under the Section heading in the Reveal
Formatting task pane to open the Page Setup dialog box. Return the Multiple pages
option to Normal and close the Page Setup dialog box.
CHANGING THE PAPER SIZE
Discussion
The default paper size in Word is 8 1/2 x 11 inches. Although you will use this paper
size for most memos and letters, it is not the only available paper size. Another popular
paper size is legal (8 1/2 by 14 inches), which can be used under special circumstances,
such as for legal documents. You can also create a custom paper size.
When you change the paper size, the text and automatic page breaks readjust
accordingly. Depending on how the document appears, you may have to revise your
manual page breaks.
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Changing the paper size
Procedures
2. Select the Size button in the Page Setup group..
3. Select the desired paper size.
Step-by-Step
Change the paper size of a document.
Steps
Practice Data

appear.
Click Page Layout
2. Select the Size button.

3. Select the desired paper size.
The selected paper size appears in the
Paper size box and the Width and
Height spin boxes adjust accordingly.
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Click
Click Legal
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Move to the top of the document, if necessary. Switch to print preview to view the
changes. Then, close print preview.
CHANGING THE VERTICAL ALIGNMENT
Discussion
Just as paragraphs are aligned between the left and right margins, you can vertically
align the text on a page between the top and bottom margins. The possible vertical
alignments are: Top, Center, Justified, and Bottom.
Most documents are top-aligned, meaning that the first line begins at the top of the page
and all subsequent lines are based on the defined line and paragraph spacing.
A center vertical alignment positions the text on the page with equal top and bottom
margins, regardless of the actual margin settings. If you want to center your text on a
page, you do not have to calculate the number of typed lines on the page and then set the
margins accordingly; the center vertical alignment does this automatically. Brochures
and cover sheets are often vertically center-aligned.
In justified vertical alignment, the spacing between the lines on the page is adjusted so
that the first line prints at the top of the page and the last line prints at the bottom of the
page within the defined margins. You should justify the vertical alignment when you
want the text to fill the entire page between the specified top and bottom margins.
Contracts and similar legal documents look very professional when they are justified
vertically.
A bottom vertical alignment places the last line of the page at the bottom of the page and
all lines above are positioned according to their defined line and paragraph spacing. If
there are only three lines of text on a page, all three lines will appear at the bottom of the
page.
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Changing the vertical alignment
Unless you have created section breaks, the vertical alignment

setting affects all pages in the document.
Procedures
2. Select the Page Setup dialog box launcher.
3. Select the Layout tab.
4. Select the Vertical alignment list.
5. Select the desired vertical alignment.
6. Select OK.
Step-by-Step
Vertically align the text on a page.
Position the insertion point at the top of page 1.
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Steps
Practice Data

appear.
Click Page Layout
2. Select the Page Setup dialog box

launcher.
Click

The Layout page appears.
Click the Layout tab
4. Select the Vertical alignment list.

A list of available vertical alignments
appears.
Click Vertical
5. Select the desired vertical alignment.

The desired vertical alignment is
selected.
Click Center
6. Select OK.
The Page Setup dialog box closes and
the text is vertically aligned
accordingly.
alignment
Click
Switch to print preview to view the vertical alignment. Close print preview and then
close the task pane.
Close DOCFRM1.DOCX.
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EXERCISE
USING DOCUMENT FORMATTING
Task
Change the document formatting.
1. Open Frmdocex.docx.
2. Switch to print preview and scroll through the document. Then close
print preview.
3. Change the top and bottom margins to 1.5" each.
4. Change the left and right margins to 1" each.
5. Change the paper orientation to landscape.
6. Switch to print preview to view the document. Uncheck the
Magnifier button to enable editing in print preview.
7. Insert a page break before the text Directions to the Central Valley
Convention Center.
8. Close print preview.
9. Delete the page break. (Hint: Switch to Draft view.)
10. Change the paper size to Legal and the paper orientation to Portrait.
11. Change the vertical alignment to Center.
12. Switch to print preview to view the document. Then, close print
preview.
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LESSON 4 USING SECTION BREAKS

Work with section breaks
Insert a Next Page break
Format a section
Insert a Continuous break
Insert an Odd/Even Page break
Remove a section break
Insert automatic section breaks
Modify a section break
Lesson 4 - Using Section Breaks
WORKING WITH SECTION BREAKS
Discussion
A section is a portion of a document and can include as little as one paragraph or the
entire document.
Usually, you create a section in order to format it differently from the rest of the
document. If you want to change the margins, page layout, page orientation, column
formats, page numbering, or headers and footers within part of a document, you can do
that within a new section.
In Print Layout view, a section break is only visible when you show the formatting
marks. In Draft view, a section break is always visible. It appears as a double dotted
line in the document and is identified by the words Section Break, followed by the type
of break in parentheses.
A Next Page section break in Print Layout view
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You can review section formatting by opening the Reveal

Formatting task pane (available via the Style Inspector task
pane) and expanding the Section heading. In addition, you can
click the Margins, Layout, Paper, or Header and Footer
heading in the Reveal Formatting task pane to open the Page
Setup dialog box.
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INSERTING A NEXT PAGE BREAK
Discussion
You can create a section that starts from a new page by inserting a Next Page section
break. For instance, you may need to print one page of a document in landscape
orientation and the rest of the document in portrait orientation. To perform this task, you
can create one or more Next Page sections and adjust the page layouts for each section
as desired.
The Section Breaks menu
Procedures
1. Position the insertion point where you want to create a new section.
3. Select the Breaks button
in the Page Setup group.
4. Select the Next Page option.
Step-by-Step
From the Student Data directory, open AWARD1.DOCX.
Insert a Next Page section break.
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If necessary, show the formatting markings.
Steps
Practice Data
1. Position the insertion point where you

want to create a new section.
location.

click to the left of the text
Directions and
Information

The Page Layout tab appears.
Click Page Layout
3. Select the Breaks button in the Page

Setup group.
The Section Breaks menu appears.
Click
4. Select the Next Page option.

Click Next Page
The Section Breaks menu closes, a
Next Page section break appears at the
insertion point, and the automatic
pagination is adjusted accordingly.
FORMATTING A SECTION
Discussion
After you have created a new section, you can set different margins, page layouts, page
orientations, column formats, page numbering, headers, and footers for each section in
the document.
Section formatting is stored in the Section Break mark found at the end of each section.
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Many of the dialog boxes used to create page formats contain

an Apply to list from which you can choose how you want the
page format to be applied. The choices can include Whole
Document, Selected text, This section, or This point
forward.
You can copy and paste section breaks to reproduce the section
formatting in another area of the document.
Before you apply any page formatting, the insertion point must
be positioned in the section you want to format.
IT Training
Procedures
1. Position the insertion point in the section you want to format.
3. Select the launcher arrow button
4. Select the desired tab.

5. Select the desired options.
6. Select the Apply to list

8. Select OK.
Step-by-Step
Format a section of a document.
IT Training
Steps
Practice Data

section you want to format.
location.
Press [Ctrl+Home]

Click Page Layout
3. Select the launcher arrow button in the

Page Setup group.
Click Page Setup

The corresponding page appears.
Click the Layout tab, if

necessary

The desired options are selected.

shown below the table
next step
6. Select the Apply to list.

A list of available options appears.
Click Apply to

The option is selected.
Click This section, if

necessary
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Steps
Practice Data
8. Select OK.
The Page Setup dialog box closes, and
the section is formatted accordingly.
Click OK
Click the Vertical alignment list and select Center.

Select the View tab, and select the Two Pages button in the Zoom group so that you can
view both pages of the document. Notice the different page formatting in each section.
Then, select the 100% button in the Zoom group to return to the regular view.
Close AWARD1.DOCX.
INSERTING A CONTINUOUS BREAK
Discussion
To create a new section on the same page as the previous section, you must insert a
Continuous section break. You would use this type of break to create multiple layouts
on the same page. For instance, you might insert a Continuous section break to add
newspaper style columns to one part of a page.
Continuous sections with different margins
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Procedures
1. Position the insertion point where you want to begin the new section.
4. Select the Continuous option. and
Step-by-Step
From the Student Data directory, open EQUIP1.DOCX.
Insert a Continuous section break.
Display the formatting marks and make sure you are in Print Layout view. Notice that
the table is truncated at the right margin.
Steps
Practice Data

want to begin the new section.
location.
Click in the blank line

above the table

Click Page Layout

Setup group.
Click
4. Select the Continuous option.

The Section Breaks menu closes and a
Continuous section break appears at
the insertion point.
Click Continuous
Position the insertion point in the section containing the table (but not in the table itself)
and use the Page Setup dialog box to change the left margin of the section to 0.5 inch (or
1.25cm). Notice that the left margin of the section containing the table is different than
the rest of the document. The paragraphs of text below the table are also included in the
section formatting.
Practice the Concept: Click in the blank line below the table and add another
Continuous section break between the table and the following paragraph of text.
Change the left margin of the section below the table to 1.25 inch (or 3.17cm).
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Page 59
Select the View tab, and select the One Page button in the Zoom group so that you can
view the whole page. Notice the different margins in each section of the document.
Then, select the 100% button in the Zoom group to return to the regular view.
INSERTING AN ODD/EVEN PAGE BREAK
Discussion
You can create an Even Page section break to begin a new section on the next
even-numbered page or an Odd Page section break to begin a new section on the next
odd-numbered page. For instance, you might want to begin the first page of each
chapter on an odd-numbered page.
If necessary, Word prints a blank page to force the section to the next even-numbered or
odd-numbered page.
Procedures
1. Position the insertion point where you want to begin the new section.
4. Select the Odd Page or Even Page option.
Step-by-Step
Insert an Odd Page or Even Page section break.
Move to the top of the document. Notice that the status bar displays the page number as
Page: 1 of 1.
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Steps
Practice Data

want to begin the new section.
location.
Click in the blank line

below the Equipment
Showcase title

Click Page Layout
IT Training
Steps
Practice Data

Setup group.
Click
4. Select the Odd Page or Even Page

option.
The Section Breaks menu closes, an
Odd Page or Even Page section break
appears at the insertion point, and the
automatic pagination is adjusted
accordingly.
Click Odd Page
Notice that the status bar now displays the page number as Page: 3 of 3. Word has
inserted a blank page (page 2) in order to force the new section to start on an
odd-numbered page.
View the three pages using Print Preview. Select the Office button, point to Print, and
select Print Preview. Press [Page Up] twice to view pages 1 and 2. Close Print
Preview.
REMOVING A SECTION BREAK
Discussion
When you remove a section break, you also remove the formatting associated with that
section. The Section Break mark stores the formatting for the section above it, just as
the paragraph mark stores the formatting of the paragraph preceding it.
When you remove a section break, the text above the deleted section break assumes the
section formatting of the text below the deleted section break.
Procedures
1. Select the Section Break mark for the section break you want to
remove.
2. Press [Delete].
Step-by-Step
Remove a section break.
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Display the formatting marks and make sure you are in Print Layout view. Move to the
top of the document.
Steps
Practice Data
1. Select the Section Break mark for the

section break you want to remove.
The Section Break mark is selected.
Click the Section Break

(Odd Page) mark below
the Equipment Showcase
title
2. Press [Delete].
The section break is removed.
Press [Delete]
Close EQUIP1.DOCX.
INSERTING AUTOMATIC SECTION BREAKS
Discussion
Word can automatically insert section breaks when you format only a portion of
existing document text. If you select text and then perform a command that can only be
applied to a section, Word inserts the necessary section breaks and applies the
command to the selected text, unless you specify otherwise.
Also, there are other times when Word will automatically insert a section break into a
document. For example, Word inserts a section break each time you create a table of
contents.
Inserting automatic section breaks

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Procedures

6. Select the Apply to list
7. Select Selected text.

8. Select OK.
Step-by-Step
From the Student Data directory, open EQUIP2.DOCX.
Insert automatic section breaks.
Display the formatting marks, and make sure you are in Print Layout view.
Select the View tab and select the Two Pages button in the Zoom group to view the
document. Then select the 100% button in the Zoom group to return to the normal
view.
IT Training
Steps
Practice Data

Scroll as necessary, and

drag to select the
paragraph beginning
Product specialists will...,
the table, and the
paragraph mark below the
table

Click Page Layout

Page Setup group.
Click Page Setup

The corresponding page appears.
Click the Margins tab, if

necessary
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Steps
Practice Data

The options are selected.
Click Left
(or 1.3 cm)
6. Select the Apply to list.

Click Apply to
to 0.5 in
7. Select Selected text.

The desired option appears in the
Apply to box.
Click Selected text
8. Select OK.
Word automatically inserts section
breaks above and below the selected
text.
Click OK
Select the View tab, and use the Two Pages button to view the results of inserting the
section breaks. Then, select the 100% button to return to the normal view.
MODIFYING A SECTION BREAK
Discussion
You can use the Page Setup dialog box to change the type of section break used in a
document. Additionally, you can change the format of a section by modifying its
margins, orientation, or layout.
You must position the insertion point within the section you want to modify in order to
change the section type or formatting.
You can also open the Page Setup dialog box for a section by
double-clicking the section break below the section you want to
modify or by selecting a Section attribute heading in the
Procedures
1. Position the insertion point in the section you want to format.
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5. Select the Section start list

7. Select OK.
Step-by-Step
Modify a section break.
Display the formatting marks, and make sure you are in Print Layout view.
Scroll to view the last page in the document.
Steps
Practice Data

section you want to format.
location.
Click in any paragraph on

the last page

Click Page Layout

Page Setup group.
Click Page Setup

The Layout page appears.
Click the Layout tab, if

necessary
5. Select the Section start list.

Click Section start

The option is selected.
Click Continuous
7. Select OK.
the section break is modified
accordingly.
Click OK
Notice that the paragraphs of text now appear on the same page as the table. Select the
View tab and use the One Page button to view the results of changing the section break.
Then, select the 100% button to return to the normal view.
Close EQUIP2.DOCX.
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Page 65
EXERCISE
USING SECTION BREAKS
Task
Use a section break to modify the page format of a document.
1. Open Serstbl.docx.
2. Create a section break to place the table title, the table, and the graph
on a separate, odd-numbered page of the document.
3. Change the orientation of the page containing the table to landscape.
(Hint: Select the Page Layout tab.)
4. Select the View tab and use the Two Pages button to view the whole
document. Then, select the 100% button, and return to the Page
Layout tab.
5. Select the TO, FROM, and SUBJECT paragraphs at the top of the
document and change the vertical alignment to center. Apply the
layout to the selected text only.
6. Switch to the View tab and view the whole document to see the
sections.
7. Return to the normal sized view, and then close the document without
saving it.
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LESSON 5 INDENTING PARAGRAPHS

Change the left indent
Indent the first line
Create a hanging indent
Create a right indent
Lesson 5 - Indenting Paragraphs
CHANGING THE LEFT INDENT
Discussion
Indenting a paragraph refers to moving it away from the left, the right, or both margins.
This feature has many uses, including calling attention to sections in a document or
indicating subordinate text. Additionally, the first line of each paragraph in many letters
and documents is often indented from the left to improve readability.
The Indent buttons in the Paragraph group on the Home tab move the paragraph to
the next tab stop. By default, tab stops are set every half-inch (0.5 in or 1.27 cm).
Therefore, you can use the Increase Indent button to indent a paragraph to the right in
half-inch increments and the Decrease Indent button to decrease a paragraph indent in
half-inch increments.
Creating a left indent
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If you want to indent a different amount (such as 0.7 in), you

can use the Indentation options (Left or Right) in the
Paragraph dialog box.
IT Training
Procedures
1. Position the insertion point in the paragraph you want to indent.
2. Click the Increase Indent
the Paragraph group.
or Decrease Indent
button in
Step-by-Step
From the Student Data directory, open INDPAR.DOCX.
Change the left indent of a paragraph.
Steps
Practice Data

paragraph you want to indent.
location.
Click in the special offers

line
2. Click the Increase Indent or Decrease

Click
Indent button in the Paragraph group.
The paragraph indent changes
accordingly.
three times
Practice the Concept: Select the three other paragraphs that make up the list
(discounts, free samples, and promotional items) and the blank lines between them,
and indent them one and a half inches, to line up under special offers. Select the entire
list and use the Decrease Indent button to decrease the indent by one tab stop, to one
inch.
Click in the special offers paragraph and open the Paragraph dialog box. Notice the
Left indentation setting of 1 in or 2.54 cm.
INDENTING THE FIRST LINE
Discussion
There are several ways in which you can indent a paragraph from the left margin. For
example, you can indent only the first line of a paragraph. The first line indent is often
used to begin a paragraph of text. It is easy to create this type of indent using the
horizontal ruler.
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The indent marker on the left side of the horizontal ruler is actually composed of two
indent markers and a box. The top triangle is the First Line Indent marker and the
bottom triangle is the Hanging Indent marker. The First Line Indent marker and the
Hanging Indent marker move independently of each other; however, you can drag the
Left Indent marker (the box) to move the First Line Indent and Hanging Indent
markers simultaneously.
Indent Marker
Use
First Line Indent
Indents only the first line of the selected

paragraph from the left margin.
Hanging Indent
Indents all lines of a paragraph other than the

first line from the left margin.
Left Indent
Moves both the First Line Indent marker and

the Hanging Indent marker simultaneously.
Indenting the first line
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You can also use the Paragraph dialog box to set a first line
indent. Select First line from the Special list and enter the
amount of the indent in the By spin box.
After indenting text, you can easily apply the same indent
settings to other paragraphs by using the Format Painter in the
Clipboard group.
IT Training
Procedures
1. Select the View Ruler button
to display the rulers.
at the top of the vertical scroll bar
2. Select the paragraphs you want to indent.

3. Drag the First Line Indent marker
desired position.
on the horizontal ruler to the
Step-by-Step
Indent the first line of a paragraph using the horizontal ruler.
Steps
Practice Data
1. Select the View Ruler button at the top Click

of the vertical scroll bar to display the
rulers.
The rulers are displayed.
2. Select the paragraphs you want to
indent.
The paragraphs are selected.

drag to select the two
paragraphs beginning
Morning and Midday
3. Drag the First Line Indent marker on

the horizontal ruler to the desired
position.
A dotted line appears as you drag and
the indent is applied to the first line of
each selected paragraph when you
release the mouse button.
Drag
mark
to the first tab
Practice the Concept: Place the insertion point anywhere in the Morning or Midday
paragraphs. Select Format Painter in the Clipboard group on the Home tab. Click in
the Evening paragraph to apply the same indented formatting.
Select the View Ruler button again to hide the rulers.
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CREATING A HANGING INDENT
Discussion
You can indent all the lines of a paragraph except the first line. This type of indent is
known as a hanging indent. A hanging indent is often used for lists or bibliographic
references.
Creating a hanging indent
You can also use the Paragraph dialog box to create a hanging
indent. Select Hanging from the Special list and enter the
amount of the indent in the By spin box.
Be careful to drag only the triangular Hanging Indent marker.

If you drag the Left Indent marker (bottom square), the First
Line Indent marker will move as well.
Procedures

3. Drag the Hanging Indent marker
desired position.
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IT Training
Step-by-Step
Create a hanging indent using the horizontal ruler.
Steps
Practice Data

rulers.
indent.
Drag to select the three

Morning, Midday, and
Evening
3. Drag the Hanging Indent marker on

the horizontal ruler to the desired
position.
The second and subsequent lines of
each selected paragraph are indented
accordingly.
Drag
mark
to the second tab
Open the Paragraph dialog box and notice the Left and Hanging indentation settings.
CREATING A RIGHT INDENT
Discussion
You can indent a paragraph from the right margin. You may want to do this, for
example, to make a paragraph stand out on a page or to indicate a subordinate
paragraph.
You can indent selected text from the right margin by dragging the Right Margin
marker on the horizontal ruler. The Right Margin marker is identical to the Hanging
Indent marker, except that it appears alone near the right end of the horizontal ruler.
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Creating a right indent
You can also use the Paragraph dialog box to create a right
indent. Set the desired indentation using the Right spin box
under Indentation.
Procedures

3. Drag the Right Indent marker
desired position.
Step-by-Step
Indent the right margin of a paragraph using the horizontal ruler.
If necessary, scroll the document to display the right indent marker.
Steps
Practice Data

rulers.
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IT Training
Steps
Practice Data

indent.
Drag to select the three

Morning, Midday, and
Evening
3. Drag the Right Indent marker on the

horizontal ruler to the desired position.
The paragraph indent changes
accordingly.
Drag
to the second last
tab mark
Open the Paragraph dialog box and notice the Right indentation setting.
Close INDPAR.DOCX.
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Page 75
EXERCISE
INDENTING PARAGRAPHS
Task
Work with paragraph indents.
1. Open Indentex.docx.
2. Create a first line indent of 0.5 inch (one tab stop) in the paragraph
beginning Worldwide Sporting Goods manufactures....
3. Increase the indent of the list starting with the word Equipment and
ending with the word Memorabilia three tab stops to the right.
4. Create a hanging indent of 1.5 inches (three tab stops) for the
Equipment paragraph below the list.
5. Indent the second paragraph under Equipment three tab stops to the
right.
6. Create a hanging indent of 1.5 inches (three tabs) for the Clothing,
Supplies, and Memorabilia paragraphs.
7. On page 2, indent the paragraph under Terms and Conditions of Sale
one tab stop to the right. Then, create a right indent at one tab stop to
the left for the same paragraph.
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IT Training
Page 77
LESSON 6 USING STYLES

Use the Quick Styles Gallery
Use Style Inspector
Manage styles
Apply styles
Create a style
Add a style to the Quick Styles Gallery
Edit an existing style
Clear formats and styles
Delete a style
Lesson 6 - Using Styles
USING THE QUICK STYLES GALLERY
Discussion
A style is a group of formatting attributes that are saved with a style name. Styles make
it simple to format text and paragraphs consistently. For example, if you format the
subtitles in your document with a Tahoma 28-point font, small caps, and 16 points of
space above and below the subtitle, you can create a style containing these attributes.
Thereafter, you can easily format a new subtitle in one step, simply by applying the
style to selected text.
There are three types of style: character, paragraph and linked paragraph, and character.
You can apply styles as you type, or you can apply styles to existing text. Applying a
style adds all the formatting attributes contained in that style to the selection.
The Quick Styles gallery, located in the Styles group on the Home tab, provides a rapid
method of previewing and applying styles to selected text. Furthermore, Word provides
predetermined sets of styles that work together well. These are called Style Sets and are
applied to an entire document. You can choose an appropriate style set for your
document and the styles that make up the style set are then made available in the Quick
Styles gallery.
You can also open a Styles window by selecting the Styles dialog box launcher on the
Home tab menu. Unlike the Font and Paragraph dialog boxes, the Styles window can be
left open while you access other options. It can also be docked on either side of the
document area by dragging it off to one side or the other.
The symbol next to a style name indicates which type of style it is:
Style Type
Symbol
Character
Paragraph
Linked paragraph and character
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IT Training
The Quick Styles gallery
The Quick Styles gallery is laid out in a number of rows. You

can see the entire gallery by using the scroll buttons on the right
of the gallery or by clicking on the Quick Styles Gallery list
button.
The style of the currently selected text is highlighted in the

Quick Styles gallery on the Home tab and in the Styles
window if it is open.
Procedures
2. Select the Styles dialog box launcher
3. Pick up the Styles window so that it can be repositioned in a

convenient location.
4. Drop the Styles window in a convenient location.
5. To view the style applied to specific text, position the insertion point
in the desired text.
6. To find all text formatted with a specific style, right-click the style you
want to find in the Quick Styles gallery.
7. Select the Select All # Instance(s) option.
8. Position the insertion point elsewhere in the document to deselect the
text.
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9. Close the Styles window.
10. Select the Change Styles button

Home tab.
in the Styles group on the
11. Select the Style Set option.

12. Hover the pointer over any style set to preview the formatting.
13. Select a style set to apply to the document.
Step-by-Step
From the Student Data directory, open STYLE1.DOCX.
Use the Quick Styles gallery and style sets.
Steps
Practice Data

The Home tab is displayed.
Click Home

The Styles window opens in the same
location as it was when last closed.
Click Styles
3. Pick up the Styles window so that it can Drag the Styles window to
be repositioned in a convenient
the far left of the document
location.
area
The Styles window floats.
4. Drop the Styles window in a
convenient location.
The Styles window remains in the new
location.
Release the Styles window

so that it docks on the left
of the document area
In the document, click

5. To view the style applied to specific
text, position the insertion point in the inside the heading Terms
desired text.
and Conditions of Sale
The style applied to the text is
highlighted in the Styles window and in
the Quick Styles gallery in the Styles
group on the Home tab.
6. To find all text formatted with a
specific style, right-click the style you
want to find in the Quick Styles
gallery.
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Right-click Heading 2
IT Training
Steps
Practice Data
7. Select the Select All # Instance(s)

option.
All the text formatted with the
designated style is selected.
Click Select All 3

Instance(s)
8. Position the insertion point elsewhere

the document to deselect the text.
The text is deselected.
Click anywhere in the

document area

The Style window closes.
Click
window
10. Select the Change Styles button in the

Styles group on the Home tab.
The Change Styles menu appears.
Click Change Styles
11. Select the Style Set option.

The Style Set list is displayed.
Point to Style Set
12. Hover the pointer over any style set to

preview the formatting.
The document formatting temporarily
displays the formatting of the
highlighted style set.
Point to the Elegant style

set
on the Styles
Click Modern
13. Select a style set to apply to the
document.
The style set is applied to the document
and the Style Set list is closed. A tick is
added to the Style Set list against the
style set applied to the document. The
Quick Styles gallery is populated with
the styles associated with the selected
style set.
USING STYLE INSPECTOR
Discussion
It is sometimes useful to know whether text has been manually formatted instead of
formatted using styles. Style Inspector is a convenient way to do this and enables you
to clear manually applied formatting easily.
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For example, if you apply a Style Set to a document and the styles are not updated in the
way that you expect, you can use Style Inspector to check and if necessary reset the
text to the default style formatting, which then allows the Style Set to take full effect.
The Style Inspector
Like the Styles window, the Style Inspector window can be

relocated or docked at either side of the document area and left
open while opening dialog boxes such as Font or Paragraph and
while working on the document.
The Reset and Clear buttons in the Style Inspector window all
look the same, but their location and their ScreenTips indicate
their individual functions.
Procedures
2. Open the Styles window by selecting the Styles dialog box launcher
.
3. Open Style Inspector
from the Styles window.
4. Select the text that you want to inspect.

5. Clear manually applied formatting by selecting the desired Reset,
Clear or Clear All buttons
6. Close the Style Inspector window.
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IT Training
Step-by-Step
Use Style Inspector.
Steps
Practice Data

Click Home
2. Open the Styles window by selecting

the Styles dialog box launcher.
The Styles window is displayed.
Click Styles
3. Open Style Inspector from the Styles

window.
The Style Inspector window is
displayed.
Click
4. Select the text that you want to inspect. Click WORLDWIDE in

Style Inspector indicates the paragraph the sixth line of text
and character styles and any additional
manual formatting applied to the
selected text.
5. Clear manually applied formatting by
selecting the desired Reset, Clear or
Clear All buttons.
The formatting is reset or cleared
accordingly.
Click Clear Character
6. Close the Style Inspector window.

The Style Inspector window is closed.
Click
on the Style
Inspector window

The Styles window is closed.
Click
on the Styles
window
Formatting
MANAGING STYLES
Discussion
There are over 200 styles built into Word 2007 and of course you can create your own
styles too. Most of the time you will want to use very few of these, but you may also
want to apply more rigorous control of their use, or have different styles available for
different types of documents. The Manage Styles dialog box is where you can organize
the styles.
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The Manage Styles dialog box provides options for editing, recommending, and
restricting the use of specific styles and for setting defaults, each option having its own
tab. You can apply these options to the styles used in the current document or to new
documents based on the template that is used for the current document. You can also
import or export styles between documents and templates.
On the Edit tab, you can specify the sort order as well as edit a specific style or create
new styles.
Under the Recommend tab, you can determine which styles are listed by default in the
recommended style list, the order in which they appear, and the circumstances under
which they are listed or hidden.
You can specify, on the Restrict tab, if certain styles are to be made available or
restricted in some way when a document is protected from formatting changes.
Finally, on the Set Defaults tab, you can redefine the paragraph and character
formatting to which all styles refer for their default settings.
A style can also be edited, for the current document only or for
all documents based on the current template, by right-clicking
on the style in the Quick Styles gallery and selecting the
Modify... option.
Procedures
2. Open the Styles window by selecting the Styles dialog box
launcher
.
3. Select Manage Styles
from the Styles window.
4. Select the Set Defaults tab.

5. In the Font list, select the font that you want to apply as the default
font.
6. Select OK.
Step-by-Step
Manage styles
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IT Training
Steps
Practice Data

Click Home
2. Open the Styles window by selecting

the Styles dialog box launcher.
The Styles dialog box is displayed.
Click Styles
3. Select Manage Styles from the Styles

window.
The Manage Styles dialog box opens.
Click
4. Select the Set Defaults tab.

The Set Defaults tab is displayed.
Click Set Defaults
5. In the Font list, select the font that you

want to apply as the default font.
The selected font is highlighted and
inserted in the Font box.

click Arial
6. Select OK.
The Manage Styles dialog box closes
and the default font is applied to the
document.
Click
APPLYING STYLES
Discussion
The Quick Styles gallery enables you to quickly apply an existing style to selected text.
This helps to ensure that all the headings, subheadings or paragraphs of text in a
document are consistent in appearance and will remain consistent if a style is updated
later.
You can apply any of the many styles already set up in Word 2007, or you can apply any
styles that you have created or modified.
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The expanded Quick Styles dialog box
Another good reason to apply styles to your document is that it

allows you to benefit from other features in Word 2007. For
example, applied styles allow you to quickly create a Table of
Contents that can then be easily updated, or to use Outline View
to get an overall view of the structure of your document.
When exploring the list of styles available, you can hover the
pointer over any style to see it previewed in your document.
The style is only applied when you click to select it. If you
accidentally click the style, you may not always notice that a
change has been made. Although this action can be undone, be
careful to only click when you mean to apply a style.
Procedures
2. Click in the paragraph that you want to apply a style to.
3. Click the required style in the Quick Styles gallery.
4. Drag to select the text that you want to apply a style to.
5. Release the mouse button.
6. Click the More button
to view the styles available.
7. Click the required style.

8. Click in the document to deselect the text.
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IT Training
Step-by-Step
Apply styles.
Steps
Practice Data

Click Home
2. Click in the paragraph that you want to

apply a style to.
selected paragraph.
Click anywhere in
Delivery in the second
paragraph
3. Click the required style in the Quick

Styles gallery.
The paragraph is formatted in the new
style.
Click Heading 2
4. Drag to select the text that you want to

apply a style to.
The text is highlighted as you drag.
Drag to select the text 45

days under the heading
Payment

Release the mouse button
6. Click the More button to view the

styles available.
The Quick Styles gallery expands.
Click
in the Styles
group on the Home tab
7. Click the required style.

The text is formatted in the new style.
Click Intense E... (Intense

Emphasis)
8. Click in the document to deselect the

text.
The text is deselected.
Click anywhere in the

document area
CREATING A STYLE
Discussion
The Quick Styles gallery provides a number of styles, organized into style sets, for you
to use. These have been designed to offer a wide range of attractive and functional
options for you to use in various circumstances. However, you may wish to create a new
style in order to present some text in a particular way.
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The Create New Style from Formatting dialog box
The new style will be available only within the document in

which you create it. To make the new style available to other
documents as well, select the Manage Styles button in the
Styles task pane, then select Import/Export to access the
Organizer.
Procedures
2. Drag to select the text that you want to apply a new style to.
4. Format the text as desired.
5. Point to the selected text.
6. Click the right mouse button.
7. Point to the Styles option.
8. Select the Save Selection as a New Quick Style... option.
9. Type a name for the new style in the Name text box.
10. Select OK.
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IT Training
Step-by-Step
Create a style.
You want to create a new style. You can do this by formatting the relevant text and then
creating the style based on that formatting.
Steps
Practice Data

Click Home
2. Drag to select the text that you want to

apply a new style to.

under the heading
Payment


The text is formatted as intended for the shown below the table
new style.
next step
5. Point to the selected text.
arrow.
Point to Net payment is

due in 45 days

The shortcut menu appears.
Click the right mouse

button
7. Point to the Styles option.

The Styles submenu appears.
Point to Styles
Click Save Selection as a

8. Select the Save Selection as a New
Quick Style... option.
New Quick Style...
The Create New Style from Formatting
dialog box appears. The insertion point
is in the Name text box, with the default
text already selected so that it can be
overtyped.
IT Training
9. Type a name for the new style in the

Name text box.
The new name appears.
Type Payment Terms
10. Select OK.

The new style is created.
Click OK
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Click the Border dropdown list button

tab
Click the Outside Borders option
Click the Increase Indent button
Click the Italic button
in the Paragraph group on the Home
in the Paragraph group
in the Font group
The new style has been created, and now appears as an option in the Quick Styles
gallery.
Practice the Concept: Select the word Sporting under the heading Delivery. Click the
right mouse button, and point to Styles. Click Save Selection as a New Quick Style...
and type Worldwide Emphasis. Click OK. Select Worldwide Sporting Goods in the
first sentence and apply the new style.
ADDING A STYLE TO THE QUICK STYLES GALLERY
Discussion
The Quick Styles gallery, located in the Styles group on the Home tab, provides a rapid
method of previewing and applying styles to selected text. Word populates this gallery
from its extensive library of styles, of which there are over 200 to choose from. When
you select a different Style Set to use with your document, the Quick Styles gallery is
repopulated with the styles associated with the selected Style Set.
You can also add a style to the Quick Styles gallery, perhaps one that you use regularly
but does not appear in the gallery or one that you have created yourself, or one that has
been removed and you want to replace.
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The options pop-up for styles
In the Styles task pane, the styles are listed with an icon to the
right of each. These signify the style type, character styles
being marked with
paragraph styles with
and linked
paragraph and character styles with .
When exploring the list of styles in the Styles task pane, you
can examine the style specification by pointing to a style name.
When doing this you can also access the options menu by
clicking the list arrow that appears on the right of the
highlighted style.
When exploring the list of styles in the Styles task pane, if you
click on a style, the style is immediately applied to the text that
is selected or to the paragraph in which the insertion point is
located. Be sure to right-click instead, unless you want the style
to be applied to the document immediately.
Procedures
3. Select Options....
4. Select the Select styles to show: list.
5. Select the All styles option.
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6. Select OK.
7. Activate the shortcut menu for the desired style in the Styles window
by right clicking on the desired style.
8. Select Add to Quick Style Gallery.
Step-by-Step
Add a style to the Quick Styles Gallery.
Steps
Practice Data

Click Home

Click Styles
The Styles dialog box opens in the same
location as it was when last closed.
3. Select Options....
The Style Pane Options dialog box
opens.
Click Options...
4. Select the Select styles to show: list.

A list of options appears.
Click Select styles to

The selected option appears in the
Select styles to show: box.
Click All styles
6. Select OK.
The Style Pane Options dialog box
closes and the Styles dialog box list
changes accordingly.
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show:
Click
7. Activate the shortcut menu for the

desired style in the Styles window.
An options pop-up appears.

right-click Block Text
8. Select Add to Quick Style Gallery.

The style is added to the Quick Styles
Gallery.
Click Add to Quick Style

Gallery
IT Training
EDITING AN EXISTING STYLE
Discussion
The Quick Styles gallery provides many styles for your use, organized into style sets
designed to suit different purposes. You can also create entirely new styles. However,
there may be times when you wish to adjust or edit an existing style within a document
in order to meet a particular formatting need.
Edit an existing style
To check the existing formatting attributes of a particular style,

open the Styles dialog box. Hover the pointer over any style and
a popup window appears listing all the relevant attributes.
When you edit a style, all text formatted with that particular
style will be updated automatically. Before proceeding, think
about whether you want the change to apply throughout the
document, or just in one instance.
Procedures
2. Drag to select any text with the style that you want to edit.
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5. Point to the style in the Styles group on the Home tab.
7. Select the Update [Style] to Match Selection option.
Step-by-Step
Edit an existing style.
Steps
Practice Data

Click Home
2. Drag to select any text with the style

that you want to edit.

Payment in the fifth
paragraph, which has the
style Heading 2


The text is formatted as intended for the shown below the table
edited style.
next step
5. Point to the style in the Styles group on Point to the Heading 2
the Home tab.
style
arrow.
The shortcut menu appears.
Click the right mouse

button
7. Select the Update [Style] to Match

Selection option.
The style is updated.
Click Update Heading 2

to Match Selection
Click the Font Color dropdown list button

Click any dark green color option
in the Font group on the Home tab
The existing style has been updated. Note that all instances of text with this style in the
document have been updated.
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IT Training
CLEARING FORMATS AND STYLES
Discussion
You can use the Clear Formatting command to remove formatting and styles from text.
When you remove all formatting and styles from text, it adopts the attributes of the
Normal style. You can remove formatting and style from a single instance or from all
instances of that formatting or style.
Since the Normal style is a paragraph style, all attributes such as font, paragraph, tab,
border, language, and numbering are returned to the attributes defined by the Normal
style.
If you clear formatting from text formatted with a character style, the text adopts the
formatting of the paragraph around it, rather than that of the Normal style.
Clearing the Quick Styles gallery
IT Training
When text is selected, if it has paragraph style formatting, the

style is highlighted in the Quick Styles gallery. However,
depending on what section of the gallery is being displayed at
the time, the style may not be visible. Scrolling through the
gallery will reveal the highlighted style.
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If you have the Styles dialog box open, the Clear All
command, which appears at the top of the Styles list in the
Styles task pane, has the same effect as the Clear Formatting
command. The Clear All command remains at the top of the
Styles list regardless of which option is set for Select styles to
show in the Style Pane Options dialog box.
When you clear a format, make sure that the format is not being
used as a field. For example, Heading styles are used in
creating a table of contents. If you clear a Heading style, that
text is not included in the table of contents.
Procedures
1. Select the text containing the formatting or style you want to clear.
2. Select the More button in the Styles group.
3. Select Clear Formatting.
Step-by-Step
Clear formats and styles.
Steps
Practice Data
1. Select the text containing the

Click in the Delivery
formatting or style you want to clear.
heading
The paragraph style is highlighted in
the Quick Styles gallery. The
formatting attributes applied to the text
are highlighted in the Font group.
2. Select the More button in the Styles
group.
The Quick Styles gallery is opened.
Click
group
3. Select Clear Formatting.

The Normal style formatting is applied
to the selected text.
Click Clear Formatting
in the Styles
Practice the Concept: Select the text 45 DAYS at the end of the paragraph under the
Payment heading and clear the formatting by opening the Styles dialog box (click the
launcher on the Styles group) and selecting Clear All. Notice that the text adopts the
formatting of the surrounding paragraph, not the Normal style. Deselect the text. Use
the Undo button on the Quick Access Toolbar to reverse the last two Clear
Formatting actions.
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IT Training
DELETING A STYLE
Discussion
You may have created a style within a document which you now wish to delete because
it has become unnecessary. You will not be able to delete the standard styles, such as
Normal and Heading 1, but you can delete any new styles that you have created.
Deleting a style
Procedures
2. Click in an instance of the style that you want to delete.
4. Select the Manage Styles button
.
.
5. Select Delete.
6. Select Yes.
7. Select OK.
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Step-by-Step
Delete a style.
Steps
Practice Data

Click Home
2. Click in an instance of the style that

you want to delete.
selected text.
Click anywhere in
Worldwide Sporting
Goods in the first sentence

Click Styles
The Styles dialog box opens. The
selected style is highlighted with a blue
box.
4. Select the Manage Styles button.
Click the
The Manage Styles dialog box opens.
The selected style is highlighted in blue
within the Edit tab.
5. Select Delete.
A confirmation message appears.
Click
6. Select Yes.
The style is deleted.
Click
7. Select OK.
The Manage Styles dialog box closes.
Click
button
The style has been deleted, and the selected text has reverted to the Normal style.
Close STYLE1.DOCX.
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IT Training
EXERCISE
USING STYLES
Task
Create and work with styles.
1. Open Exstyle.docx.
2. Display the Styles group on the Home tab.
3. Apply the Heading 1 style to the first paragraph of the document,
Worldwide Sporting Goods and then center the paragraph.
4. Use the Worldwide Sporting Goods title to create a new style named
WSG Heading.
5. Modify the WSG Heading style to include double line spacing.
6. Apply the WSG Heading style to the Summer Equipment
Showcase heading on page 1 and to the Directions to the Central
Valley Convention Center heading on page 2.
7. Create a new paragraph style named My List, based on the Heading 3
style. Add the following formats: Arial, 14 points; left indent of 1.5
inches; and space before and after of 6 points.
8. Apply the My List style to the list beginning with Special offers and
ending with Promotional items.
9. Create a character style named Emphasis 2, based on the text
Morning on page 1. Then, apply the style to the text Midday and
Evening.
10. Clear the formatting from the text Summer Equipment Showcase.
11. Delete the WSG Heading style.
12. Close the Styles dialog box, if you have it open, and then close the
document without saving it.
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LESSON 7 FORMATTING WITH DOCUMENT THEMES

Select a theme
Create new theme colors
Create new theme fonts
Change theme effects
Lesson 7 - Formatting with Document Themes
SELECTING A THEME
Discussion
An entire document can be formatted by applying a document theme. This is a set of
formatting choices that include theme colors, fonts, and effects such as lines and fill
effects.
Word provides several predefined themes but these can easily be customized, or you
can create your own themes. As themes are shared across all the Office applications,
you can ensure that all your Office documents have a consistent branding.
When you open a new document, Word applies a default theme called Office, but there
are 19 other built-in themes to choose from and even more can be downloaded from
Microsoft Office Online.
The Themes dialog box with Verve theme applied
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If a theme that you want to use does not appear in the Built-In
list but you know it exists elsewhere, you can browse for it on
your computer or on your network.
IT Training
If you have already started to write your document and you

change the theme, the existing content retains its original
format. To apply the formats of the new theme to existing
content, you will need to apply the formats from the Quick
Styles gallery, which will have been updated when you applied
the new theme.
Procedures
2. Select Themes
in the Themes group.
3. Select the desired theme from the listed themes, or Browse for
Themes, or, if connected to the Internet, browse for More Themes on
Microsoft Office Online... .
Step-by-Step
Select a theme.
If necessary, open a new Word document.
Steps
Practice Data

The Page Layout tab is displayed.
Click Page Layout
2. Select Themes in the Themes group.

The Themes dialog box opens.
Click
3. Select the desired theme from the listed In the Built-In list, click
themes, or Browse for Themes, or, if
Median
connected to the Internet, browse for
More Themes on Microsoft Office
Online...
The theme selected is applied to the
document and the Quick Styles gallery
is updated accordingly. The Themes
dialog box closes.
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CREATING NEW THEME COLORS
Discussion
Document themes consist of three components: colors, fonts, and line and fill effects.
You can create new combinations of colors or fonts for use in the current document or
in themes.
The color component consists of text and background, accent and hyperlink colors.
If you want to be able to apply the changes to new documents, you can save them as a
custom document theme.
The Create New Theme Colors dialog box
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Theme colors are composed of four text and background colors,

six accent colors, and two hyperlink colors. The colors in the
Theme Colors button represent the current text and
background colors. After you click the Theme Colors button,
the set of colors displayed next to the Theme Colors name
represent the accent and hyperlink colors for that theme.
The ScreenTips on the Themes group buttons are enhanced

ScreenTips. They include information about the current theme
and, while open, you can press [F1] to call up contextually
relevant Help.
IT Training
Procedures
2. Hover the pointer over the Theme Colors button
group to see the current theme color.
3. Select the Theme Colors button
in the Themes
4. Select Create New Theme Colors... .

5. For each element of the Theme colors, open the color list.
6. Select the desired color for each element from their respective color
lists.
7. Enter a suitable name for the new theme colors.
8. Select the Save button.
9. To save the document theme now that it has been customized, select
the Themes button
10. Select Save Current Theme... .

11. In the File name box, enter a suitable file name.
Step-by-Step
Create a new theme color.
IT Training
Steps
Practice Data

Click Page Layout
2. Hover the pointer over the Theme

Colors button in the Themes group.
An Enhanced ScreenTip is displayed
indicating the current theme name.
Hover the pointer over
3. Select the Theme Colors button.

The Theme Colors gallery opens.
Click
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Steps
Practice Data
4. Select Create New Theme Colors... .

The Theme Colors gallery closes and
the Create New Theme Colors dialog
box opens.
Click Create New Theme

Colors...
5. For each element of the Theme colors,

open the color list.
The selected color list is displayed.
Click Text/Background -
6. Select the desired color for each

element from their respective color
lists.
The selected color is applied to the
color box.
In Standard Colors, click

Dark Red
7. Enter a suitable name for the new

theme colors.
The name appears in the Name: box
Type My new theme in

the Name: box
Dark 1

Click
The new theme colors are saved and
will be used in the active document. The
Create New Theme Colors dialog box
closes.
9. To save the document theme now that it
has been customized, select the
Themes button.
Click
The Themes gallery opens.
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The Themes gallery closes and the
Save Current Theme dialog box opens.
Click Save Current

Theme...
11. In the File name box, enter a suitable

file name.
The text appears in the File name box.
In the File name: box:

type MyTheme1.thmx

The Save Current Theme dialog box
closes and the customized document
theme is saved. The custom theme will
now appear in the Themes gallery
when it is opened.
Click
IT Training
CREATING NEW THEME FONTS
Discussion
You can create new combinations of colors or fonts for use in the current document or
in themes.
The font component contains a heading font and a body text font. Both of these can be
changed to create your own set of theme fonts.
If you want to be able to apply the changes to new documents, you can save them as a
The Theme Font dialog box
The ScreenTips on the Themes group buttons are enhanced

relevant Help.
Procedures
2. Position the cursor over the Theme Fonts button
group to see the current theme name and fonts.
3. Select the Theme Fonts button
in the Themes
4. Select Create New Theme Fonts... .

5. Select the Heading font list
6. Select the desired font for headings.
7. Select the Body font: list
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8. Select the desired font for body text.

9. Enter a suitable name for the new theme fonts.
11. To save the document theme, select the Themes button

15. If a theme already exists with the same name as that chosen, a Confirm
Save As dialog box is displayed. You then have the option of
replacing the previous version of the theme or choosing an alternative
file name.
Step-by-Step
Create new theme fonts.
Steps
Practice Data

Click Page Layout
2. Position the cursor over the Theme

Fonts button in the Themes group.
indicating the current theme name and
fonts.
Point to
3. Click the Theme Fonts button.

The Theme Fonts gallery opens.
Click
4. Select Create New Theme Fonts... .

The Theme Fonts gallery closes and
the Create New Theme Fonts dialog
box opens.
Click Create New Theme

Fonts...
5. Select the Heading font list

The Heading font list is displayed.
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Click Heading font
IT Training
Steps
Practice Data
6. Select the desired font for headings.

The selected font appears in the
Heading font box.

click Tahoma
7. Select the Body font: list

The Body font list is displayed.
Click Body font
8. Select the desired font for body text.

The selected font appears in the Body
font box.

click Trebuchet MS
9. Enter a suitable name for the new

theme fonts.
The text appears in the Name box.
Type My new theme in

the Name: box

Click
The new theme fonts are saved and will
be used in the active document.
11. To save the document theme, select the
Themes button.
Click
12. Select Save Current Theme.

Save Current Theme dialog box is
displayed.
Click Save Current

Theme...

file name.
The text appears in the File name box.
In the File name box: type

MyTheme1.thmx

when it is opened.
Click
If a theme already exists with the same name as that chosen, a Confirm Save As dialog
box is displayed. You then have the option of replacing the previous version of the
theme or choosing an alternative file name. In this particular case, you should replace
the previous version of the theme.
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CHANGING THEME EFFECTS
Discussion
You can change the line and fill effects that are used in the current document and you
can save the change as a customized theme.
If you want to be able to apply the changes to new documents, you must save them as a
Unlike the color and font components of themes, you cannot create new theme line and
fill effects.
The Theme Effects dialog box
The ScreenTips on the Themes group buttons are Enhanced

relevant Help.
Procedures
2. Hover the pointer over the Theme Effects button
Themes group to see the current theme effects.
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in the
IT Training
3. Select the Theme Effects button
4. Select the desired effect for line and fill.

5. To save the document theme now that it has been customized, select
the Themes button

9. If a theme already exists with the same name as that chosen, a Confirm
Save As dialog box is displayed. You then have the option of
replacing the previous version of the theme or choosing an alternative
file name.
Step-by-Step
Change theme effects.
Steps
Practice Data

Click Page Layout
2. Hover the pointer over the Theme

Effects button in the Themes group.
indicating the current theme effects
name.
Hover the pointer over
3. Select the Theme Effects button.

The Theme Effects gallery opens.
Click
4. Select the desired effect for line and

fill.
The selected effect is applied and the
Theme Effects gallery closes.
Scroll if necessary and

click Module
5. To save the document theme now that it

has been customized, select the
Themes button.
Click
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Steps
Practice Data

Save Current Theme dialog box opens.
Click Save Current

Theme...

file name.
The file name is shown in the File
name box.
In the File name box: type

MyTheme1.thmx

when it is opened.
Click
If a theme already exists with the same name as that chosen, a Confirm Save As dialog
box is displayed. You then have the option of replacing the previous version of the
theme or choosing an alternative file name. In this particular case, you should replace
the previous version of the theme.
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EXERCISE
FORMATTING WITH DOCUMENT THEMES
Task
Create a theme.
1. Open THEMEX.docx
2. Apply a new theme to your document from the Themes menu in the
Page Layout tab.
3. Create customized Theme colors in the Create New Theme Colors
dialog box.
4. Apply a suitable name to the customized Theme Colors.
5. Save to the Theme template using a suitable name.
6. Change the fonts for the theme in the Create New Theme Fonts dialog
box.
7. Use Times New Roman for the Heading font.
8. Use Constantia for the Body font.
9. Save the Theme Fonts using a suitable name.
10. Save to the Theme template using a suitable name.
11. Choose an Urban Theme Effect for line and fill.
12. Save the Urban Theme Effect to the Theme template using a suitable
name.
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LESSON 8 INSERTING DATES AND SYMBOLS

Insert the date and time
Insert symbols
Insert special characters
Lesson 8 - Inserting Dates and Symbols
INSERTING THE DATE AND TIME
Discussion
Word can automatically insert the current date and/or time into a document. You might
want to use this feature, for example, if you are creating a legal document and the
creation date and time are crucial and need to be seen whenever the document is opened
or printed. The date and time can be entered from the Date and Time dialog box.
The Date and Time dialog box provides several date and time formats in various
combinations. If you prefer to use one date and/or time format exclusively, you can set
that format as the default. Depending on what multilingual capabilities have been
installed with Microsoft Office, you can insert the date and time in another language
format by selecting the desired language from the Language list.
The Update automatically option in the Date and Time dialog box inserts the date as a
field that automatically displays the current date and/or time each time you open or print
the document. If the Update automatically option is not selected, the date and/or time
of insertion into the document appears.
The Date and Time dialog box
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You can toggle the view of any field between the field code and
the field result by selecting the field and pressing the
[Shift+F9] key combination.
When a date is entered as a field, you can change the format of
the date by right-clicking the field in the document and
selecting the Edit Field option from the shortcut menu.
IT Training
Procedures
1. Position the insertion point where you want the date and/or time to
appear.
2. Select the Insert tab.
3. Select the Date & Time button
in the Text group.
4. Under Available formats, select the desired date and/or time format.
5. Select the
Update automatically option, if desired.
6. Select OK.
Step-by-Step
From the Student Data directory, open DATE.DOCX.
Insert the current date and time into a document.
Steps
Practice Data

want the date and/or time to appear.
location.
Click in the third blank line

below the Worldwide
Sporting Goods address

The Insert tab is displayed.
Click Insert
3. Select the Date & Time button in the

Text group.
The Date and Time dialog box opens.
Click
4. Under Available formats, select the

Click Month Day, Year
desired date and/or time format.
(third format from the top)
The date and/or time format is selected.
IT Training
5. Select the Update automatically

option, if desired.
The Update automatically option is
selected.
Click
Update
automatically
6. Select OK.
The Date and Time dialog box closes,
and the current date and/or time
appears at the insertion point.
Click OK
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INSERTING SYMBOLS
Discussion
Word provides many symbols for use in documents. These symbols are associated with
individual character sets. The available character sets are listed in the Font list in the
Symbol dialog box.
The most commonly used character sets are (normal text), Symbol, and Wingdings.
The (normal text) character set includes characters such as a single quotation ( ' ) and
the paragraph symbol ( ), in addition to the numbers, symbols, and letters found on a
standard keyboard. This font set also includes a wide variety of special and foreign
language characters, such as umlauts () and tildes (), organized by language subsets.
The Symbol character set offers characters such as the copyright () and spade ()
symbols. The Wingdings, Wingdings 2, Wingdings 3, and Webdings character sets
contain many decorative and fun characters, such as bullets, stars, and arrows. For
example, you can use a Wingdings bullet character to precede each item in a list.
The Symbol dialog box also displays the most common and recently used symbols, as
well as the name (if it has one) and character code of the selected symbol. You can use
the drop-down list to display the character code in either a decimal or hex format. If a
shortcut key has been assigned to the selected character, it appears to the right of the
Shortcut Key button.
Inserting a symbol
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IT Training
If you use a symbol often, you can assign a shortcut key to it. To
assign a shortcut key, select the desired symbol in the Symbol
dialog box and then select the Shortcut Key button. Press the
desired key combination for the symbol, select Assign, and
then select Close.
Procedures
1. Position the insertion point where you want the symbol to appear.
3. Select the Symbol button
in the Symbols group.
4. Select the More Symbols option.

5. Select the Symbols tab.
6. Select the Font list
7. Select the desired character set.

8. Select the desired symbol.
9. Select Insert.
10. When you have finished inserting symbols, select Close.
Step-by-Step
Insert a symbol into a document.
IT Training
Steps
Practice Data

want the symbol to appear.
location.
Click at the end of the text

Worldwide Sporting
page

Click Insert
3. Select the Symbol button in the

Symbols group.
The Symbol gallery opens, showing
common and recently used symbols.
Click

The Symbol dialog box opens.
Click More Symbols
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Steps
Practice Data
5. Select the Symbols tab.

The Symbols page opens.
Click the Symbols tab, if

necessary
6. Select the Font list.

A list of available character sets is
displayed.
Click Font
7. Select the desired character set.

The character set is displayed in the
Font box.

click (normal text) at the
top of the list
8. Select the desired symbol.

The symbol is highlighted.
Click (seventh row, third

column from the right)
9. Select Insert.
Click Insert
The symbol appears in the document at
the insertion point.
10. When you have finished inserting
symbols, select Close.
The Symbol dialog box closes.
Click Close
Practice the Concept: Scroll to the list beginning with the text Worldwides new
product catalog and insert the symbol of a hand pointing to the right before each item
in the list. The hand symbol is located in the Wingdings character set (third row,
seventh column from the left). Then, close the Symbol dialog box.
INSERTING SPECIAL CHARACTERS
Discussion
There may be times when you want to use special characters in a document. For
example, you might want to insert a nonbreaking hyphen (which prevents a hyphenated
word such as open-ended from being separated by a line break), or you might want to
insert a nonbreaking space (which prevents two words from being separated by a line
break). Special characters are inserted using the Special Characters page of the
Symbol dialog box.
Word provides many special characters, including the Copyright (), Registered (),
and Trademark ( ) characters. For example, you may need to use the copyright
character when you asserting or acknowledging the copyright of a particular document.
A registered or trademark character would be appropriate if you mention a product
name in a document.
Many special characters have been assigned keyboard shortcuts that can be used to
insert the characters into the document. Using a keyboard shortcut allows you to insert a
character without opening the Symbol dialog box. For example, you can insert the
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Trademark ( ) character from the Symbol dialog box or by pressing the

[Alt+Ctrl+T] key combination. You can also assign a shortcut key to or remove a
shortcut key from any special character, including shortcut keys that have been
assigned by default in Word.
Inserting a special character
To assign a shortcut key to a special character, select the special

character in the Symbol dialog box and then select the Shortcut
Key button. Press the desired shortcut key combination, then
select Assign, and select Close.
To remove a shortcut key from a special character, select the

special character in the Symbol dialog box and then select the
Shortcut Key button. Under Current keys, select the key
combination you want to remove, select Remove, and then
select Close.
Procedures
1. Position the insertion point where you want the special character to
appear.
3. Select the Symbol button
in the Symbols group.

5. Select the Special Characters tab.
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6. Under Character, select the desired special character.

7. Select Insert.
8. When you have finished inserting special characters, select Close.
Step-by-Step
Insert a special character in a document.
Steps
Practice Data

want the special character to appear.
location.

click between the period
and the letter C in the text
Mr.Campanellas (last
paragraph in the body of
the letter, fourth sentence)

Click Insert
3. Select the Symbol button in the

Symbols group.
The Symbol gallery opens.
Click

The Symbol dialog box opens.
Click More Symbols
5. Select the Special Characters tab.

The Special Characters page opens.
Click the Special

Characters tab
6. Under Character, select the desired

special character.
The special character is selected.
Click Nonbreaking Space
7. Select Insert.
The selected character appears at the
insertion point.
Click Insert
8. When you have finished inserting

special characters, select Close.
The Symbol dialog box closes.
Click Close
Type the word credit and a space before the word limit in the third sentence of the same
paragraph. Notice that the text Mr. Campanellas stays together because the space
inserted between Mr. and Campanellas is a nonbreaking space. Display the formatting
marks. Notice the symbol that appears between Mr. and Campanellas to indicate the
presence of a nonbreaking space. Hide the formatting marks.
Close DATE.DOCX.
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EXERCISE
INSERTING DATES AND SYMBOLS
Task
Insert the current date and some symbols into a document.
1. Open SYMBOL.DOCX.
2. Insert the current date at the top of the document using the second
format (Day, Date, Year). Set the date to update automatically.
3. Scroll to the four-line list beginning with the text special offers. Insert
the checkmark symbol from the Wingdings character set (last row,
fourth column from the right) in front of each line in the list.
4. Scroll to the Build-a-Body Flex-All System text in the paragraph
beginning Evening. Insert the Trademark ( ) character after the
word System.
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APPENDIX A SETTING TABS

Use tab stops
Set tab stops
Delete and move tab stops
Clear all tabs
Create a leader tab
Create a bar tab
Lesson 9 - Appendix A - Setting Tabs
USING TAB STOPS
Discussion
When you need to create a document in which the text appears at fixed locations across
the page, you can use tabs to space the text. Tabs can serve many functions in a
document. For example, you can use a combination of tabs to create a table for an office
telephone list.
Tab stops appear on the horizontal ruler. Word allows you to set left, center, right, and
decimal tab stops in any combination.
Tab stops are a component of paragraph formatting and, therefore, apply to every line in
a paragraph. Each paragraph, however, can have a different combination of tab stops.
Each type of tab stop positions text differently. Text and numbers are aligned flush-left
to a left-aligned tab stop, centered under a center tab stop, and aligned flush-right to a
right-aligned tab stop. Finally, the first decimal point or period occurring in the text or
number is aligned to a decimal tab stop. (If there is no period or decimal in the text or
number, it is aligned flush-right to the decimal tab.) Decimal tabs are most useful when
you need to enter a list of numbers and you want the decimal points of the numbers to be
aligned.
The following illustration represents how text appears with the various tab settings:
LEFT
CENTER
Joanne Morgan
Vice President
RIGHT
DECIMAL
Active Wear
170.90
Francis Orr
Manager
Diving
250.30
Robert Maxwell
Associate
Shoes
79.00
Betty Fields
Supervisor
Racquet Sports
Setting tabs
98.70
You can also set a bar tab. A bar tab creates a vertical line at the tab stop each time you
create a new line. A bar tab can be useful for separating columns of numbers or for
creating a sidebar for a paragraph.
You can use the Tab Selector button on the horizontal ruler to set a tab stop. In addition,
you can use the Tabs dialog box to define more precise tab stops.
By default, left-aligned tabs are set at half-inch intervals across the page.
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The horizontal ruler does not display by default in Word 2007.

Select the View Ruler button at the top of the vertical scroll bar
to display the rulers. Select the View Ruler button again to hide
the rulers.
IT Training
If the vertical ruler does not appear after selecting the View
Ruler button, it may have been turned off. Select the Office
button, then Word Options. Select Advanced, then scroll
down to Display. Select Show vertical ruler in Print Layout
view.
Display in Word Options also enables you to choose whether

the rulers are presented in inches or centimeters.
SETTING TAB STOPS
Discussion
Tab stops can be positioned anywhere on a line, and you can set a combination of
left-aligned, center, right-aligned, decimal, and bar tabs for each paragraph.
You can create tab stops by clicking the Tab Selector button on the left side of the
horizontal ruler until the desired tab character appears and then clicking the desired
location on the horizontal ruler. You can also use the Tabs dialog box to enter a specific
tab type and location.
You can have as many tab stops as desired in a document.
The following five types of tabs are available:
Tab Character
Tab Type
Left
Center
Right
Decimal
Bar
Tab stops only apply to the current paragraph or selected text. After creating tab stops,
you should make sure that you start typing the tabbed text on a line formatted with the
desired tabs. In addition, each time you press the [Enter] key, you create another
paragraph formatted with the same tab stops.
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Setting tab stops
You can click the left mouse button on the Tab Selector button
to cycle forward through the tab characters or the right mouse
button to cycle backwards.
You can also set tab stops using the Click and Type feature in
the Print Layout or Web Layout view.
The horizontal ruler does not display by default in Word 2007.
Select the View Ruler button at the top of the vertical scroll bar
to display the rulers. Select the View Ruler button again to hide
the rulers.
Procedures
1. Position the insertion point in the line to which you want to add a tab
stop.
2. To set a left-aligned tab, click the Tab Selector button until the Left
Tab character
appears.
3. Click the horizontal ruler at the desired location for the tab stop.
4. To set a center tab, click the Tab Selector button until the Center Tab
character
appears.
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6. To set a right-aligned tab, click the Tab Selector button until the
Right Tab character
appears.
8. To set a decimal tab, click the Tab Selector button until the Decimal
Tab character
appears.
DELETING AND MOVING TAB STOPS
Discussion
You can delete tab stops. For example, you may want to delete tab stops if you are
removing data from a telephone list. Although you can use the Tabs dialog box to delete
tab stops, it is much easier to just drag them off the horizontal ruler.
After you have removed a tab stop, any text positioned at that tab stop moves to the next
defined tab stop or to the first default tab stop after the last defined tab stop.
Tab stops can also be moved to other positions on the ruler to accommodate the text in
your columns or to align a column under a column heading. Moving a tab stop moves
the text aligned to that tab stop to the new position.
If you wish to move a whole column of tabbed text, select all the tabbed text before
moving any tabs. If tab stops are set differently for certain paragraphs in your tabbed
text (such as the title), some tabs may appear dimmed on the ruler when you select all
the tabbed text. You can drag a dimmed tab stop to delete or move it.
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Moving a tab stop
After setting a tab on the ruler, you can view the distance from
the tab to each margin by holding the [Alt] key and clicking and
holding the mouse button on the tab. You can continue to press
the [Alt] key and drag the tab to the desired position relative to
either margin.
Procedures
1. To delete a tab stop, select the text from which you want to remove the
tab stop.
2. Drag the desired tab character off the ruler.
3. To move a tab stop, select all text aligned to the tab stop you want to
move.
4. Drag the tab stop to the desired position on the horizontal ruler.
CLEARING ALL TABS
Discussion
After typing all of your tabbed text, you may want to be able to return to the default tabs
in order to enter more tabbed or paragraph text. You can return to the default tab set by
placing the insertion point below the tabbed text and then clearing the existing tabs.
Clearing tabs removes them from the current or selected paragraph(s).
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You can choose to clear a specific tab, or you can clear all tabs simultaneously. A quick
way of clearing tabs is to use the Tabs dialog box.
Procedures
1. Select the paragraph from which you want to clear the tabs.
2. Select the Paragraph launcher arrow
3. Select the Tabs button.

4. Select Clear All.
5. Select OK.
CREATING A LEADER TAB
Discussion
You can use the Tabs dialog box to apply a leader to a tab. A leader is a dotted, dashed,
or solid line that appears in the space between the last character to the left and the first
character of the text aligned to the tab stop to which the leader has been applied.
Leader characters can have many uses. For instance, they can visually connect text on a
line, such as a chapter heading aligned to the left margin and its page number aligned to
the right in a table of contents.
If you add or remove text to the left or right of a leader tab, the length of the leader
changes accordingly to accommodate the text.
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Creating a leader tab
Procedures
1. Select the Paragraph launcher arrow
2. Select the Tabs button
3. Type the desired tab position in the Tab stop position box.
4. Under Alignment, select the desired tab type.
5. Under Leader, select the desired leader type.
6. Select the Set button
7. Select OK.
CREATING A BAR TAB
Discussion
A bar tab creates a vertical line at the tab stop each time you create a new line. A bar tab
can be useful for separating columns or numbers or for creating a sidebar for a
paragraph. You do not need to use the [Tab] key to create the bar. Like other tabs, you
can create a bar tab stop before or after you type the text of your paragraph.
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A bar tab stop applied to text
To remove any tab from a selected paragraph simply drag the

tab stop off the horizontal ruler.
Any tab can be dragged along the ruler to reposition it.
Procedures
1. Click the Tab selector at the left-hand end of the horizontal ruler
repeatedly until the Bar Tab icon appears on the selector.
2. Click on the horizontal ruler at the desired position for the bar tab stop.
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INDEX
Alignment
paragraph, 20, 21
vertical, 48, 49
Bar tabs
creating, 134, 135
Bold, 7
Characters
font size, 6
Click and Type, 22, 23
Copyright character
inserting, 122
Date
inserting, 118, 119
updating to current, 118
Date field
inserting, 118
Document themes
new theme colors, 106, 107
new theme fonts, 109, 110
selecting, 104, 105
theme effects, 112, 113
Documents
formatting, 38
inserting page breaks, 38, 39
page orientation, 41, 42, 43
paper size, 46, 47
removing page breaks, 41
setting margins, 43, 45
vertical alignment, 48, 49
Font size, 2
modifying, 5, 6
Font style, 2
Font typeface, 2
Fonts
changing, 3, 4
Foreign language characters
inserting, 120
Format Painter, 13, 32
Formatting
viewing, 27, 28
Highlighting
applying, 10, 11, 12
removing, 11, 12
Indents
first line, 69, 71
hanging, 72, 73
left, 68, 69
IT Training
right, 73, 74
Italic, 7
Leader tabs
creating, 133, 134
Line spacing, 20
modifying, 30, 31
Margins
setting, 43, 45
Nonbreaking hyphen
inserting, 122
Nonbreaking space
inserting, 122
Page breaks
automatic, 40
inserting, 38, 39
removing, 40, 41
Page orientation, 41, 42, 43
Paper size
documents, 46, 47
Paragraph symbol character
inserting, 120
Paragraphs
aligning, 20, 21
copying formats, 32
first line indents, 69, 71
hanging indents, 72, 73
indentation, 20
left indents, 68, 69
line spacing, 30, 31
right indents, 73, 74
spacing, 20, 24, 25, 26
typing aligned text, 22, 23
Quick Styles
adding a style, 92, 93, 94
clearing formats and styles, 97, 98
Style Inspector, 83, 84, 85
using the gallery, 80, 81, 82
Registered character
inserting, 122
Reveal Formatting task pane, 28
Section breaks, 54
automatic, 62, 63
Continuous, 58, 59
modifying, 64, 65
Next page, 55
Odd/Even Page, 60
removing, 61
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Sections
formatting, 56, 57
Shortcut keys
assigning to special characters, 122
Single quotation character
inserting, 120
Special characters
inserting, 122, 123, 124
Styles
applying, 87, 88, 89
creating, 89, 90, 91
deleting, 99, 100
editing, 95, 96
managing, 85, 86
Symbols
inserting, 120, 121
Tab stops, 128, 129, 130
Tabs
bar, 134, 135
clearing all, 132, 133
deleting, 131, 132
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leader, 133, 134

moving, 131, 132
setting, 128, 129, 130
Task panes
Reveal Formatting, 27, 28
Text
alignment, 20, 21
changing case, 14
character formats, 7, 8
copying formats, 12, 13
font size, 5
fonts, 3, 4
formatting, 2
highlighting, 10, 11, 12
spacing, 24, 25, 26
underlining, 8, 9, 10
Time
inserting, 118, 119
Trademark character
inserting, 122
Underline, 8, 9, 10
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ABOUT ONDEMAND SOFTWARE

WORD 2007 FORMATTING, STYLES & THEMES

Changing the Paper Size .........................................................................................46

LESSON 7 - FORMATTING WITH DOCUMENT THEMES .......................103

LESSON 1 USING CHARACTER FORMATTING

Change an existing font

Modify the font size

Use Bold and Italics

Copy character formatting

Change character case

Lesson 1 - Using Character Formatting

Word 2007 Formatting, Styles & Themes

Times New Roman 12

Times New Roman 18

Word 2007 Formatting, Styles & Themes

Lesson 1 - Using Character Formatting

You can apply formatting to multiple, non-consecutive

You cannot apply text animation in Microsoft Word 2007.

CHANGING AN EXISTING FONT

Lesson 1 - Using Character Formatting

Word 2007 Formatting, Styles & Themes

Changing the font of existing text

1. Select the text for which you want to

Click in the selection bar to

Word 2007 Formatting, Styles & Themes

Lesson 1 - Using Character Formatting

2. Click the arrow on the Font box on the

3. Select the desired font name.

Scroll as necessary and

Click anywhere in the document to deselect the text.

MODIFYING THE FONT SIZE

Lesson 1 - Using Character Formatting

Word 2007 Formatting, Styles & Themes

Changing the font size of existing text

1. Select the text for which you want to

Click in the selection bar to

Word 2007 Formatting, Styles & Themes

Lesson 1 - Using Character Formatting

3. Select the desired font size.

USING BOLD AND ITALICS

To bold or italicize a single word, you do not have to select the

Lesson 1 - Using Character Formatting

Word 2007 Formatting, Styles & Themes

2. Click the Bold button

in the Format group on the Home tab.

3. Click the Italic button

in the Format group on the Home tab.

1. Select the text for which you want to

Click in the selection bar to

2. Click the Bold button in the Font

Deselect the text.

Word 2007 Formatting, Styles & Themes

Lesson 1 - Using Character Formatting

The Underline button is a toggle. If you select underlined text

To underline a single word, you do not have to select the entire

You can also open the Font dialog box by right-clicking a

Lesson 1 - Using Character Formatting

Word 2007 Formatting, Styles & Themes

1. Select the text you want to underline.

Drag to select the text

2. Select the Font dialog box launcher.

3. Select the Underline style list.

Click Underline style