Chapter - 2

Formatting Text and Paragraphs:

Apply Character Formatting:
Changing Font Type:
One way to emphasize text in a document is by changing its font type. A font type is a set of
characters with the same design and shape.

1. Select the text you want to format.

2. Click the Home tab on the Ribbon and click the Font list arrow in the Font group.

A list of the fonts that are available on your computer appears.

Tip: As you point to different font types in the Font list, the selected text changes to show you
how it will look (Live Preview).

3. Select a font from the list.

The selected text is changed, and any new text that you enter will appear in the new font
type.

Other Ways to Change Font Type:

When text is selected, click the Font list arrow on the Mini Toolbar. Or, click the Dialog Box

Launcher in the Font group, or press <Ctrl> + <Shift> + <F> to open the Font dialog box.
Select a font from the Font list and click OK.

Tip:

 The font you choose changes the look and feel of a document. For example, a professional
document would probably use a more formal font like Times New Roman (which you are
reading). On the other hand, a more informal document might use a friendlier font, such as .
Or, if you were writing a report about Egyptian art, you could use the Egyptian-flavored
font as a heading accent.
 Changing Font Size:
Making text larger is another way to emphasize text.

1. Select the text you wish to format.

2. Click the Home tab on the Ribbon and click the Font Size list arrow in the Font group.

A list of font sizes appears.

Tip: As you point to different sizes in the Font Size list, the selected text changes to show you
how it will look (Live Preview).

3. Select a font size from the list.

The selected text is changed, and any new text that you enter will appear in the new font size.

Other Ways to Change Font Size: Press <Ctrl> + <Shift> + < > > to increase font size,
and press <Ctrl> + <Shift> + < < > to decrease font size.

4. Click the Font Size list arrow on the Mini Toolbar and select a font size from the list.

5. Click the Home tab on the Ribbon and click the Increase or Decrease Font Size button in

the Font group.

Tip: Font size is measured in points (pt.) that are 1/72 of an inch. The larger the number of
points, the larger the font.

Changing Font Color and Highlighting Text:

Changing font color is yet another way to emphasize text in a document. Change font color
Changing font color makes text stand out against the white background of the document.

1. Select the text you wish to format.

2. Click the Home tab on the Ribbon and click the Font Color button list arrow in the Font
group.

A list of font colors appears.

 Tip: As you point to different colors in the Font Colors list, the selected text changes to
preview how it will look. (Live Preview)

3. Select the color you want to use.

The selected text is changed, and any new text that you enter will appear in the new font color.

Tip: You can also apply a gradient or gradual color change, to a font. When you select
Gradient from the list of font colors, a list of options appears. Select the gradient you wish
to use or create one of your own. Other Ways to Change Font Color: Click the Font
Color button list arrow on the Mini Toolbar and select a color from the list.

Click the Dialog Box Launcher in the Font group, press <Ctrl> + <Shift> + <F> to open

the Font dialog box. Click the Font color list arrow, select a color, and click OK.

Tips:

 If you are using a template or theme, the Font Color list will display only those colors that
coordinate with the template or theme. If you don’t like any of the available colors, select
More Colors from the list to display the

 The Font Color button always displays the color that was used most recently. Font Color

Highlight text :
Highlighted text Home Text Highlight Color Other Ways to Highlight Text: Text
Highlight Color To quickly
Apply this color to other text, simply click the
 Button—not the list arrow.

 When applying color to text, make sure to keep it subtle. No one wants to stare at neon green
text.
Changes the background behind text so it looks like a marker was drawn across it.

tab on the Ribbon and click the

1. Button list arrow in the Font group.
 A list of colors you can use to highlight text appears.

Click the
Select the text you want to highlight, then
Button on the Mini Toolbar.

2. Select the color you want to use.

The cursor changes to indicate it is ready for highlighting text.

3. Highlight cursor across text you want to highlight.

When you no longer want to highlight text, turn off the highlighter.

Click and drag the

4. Button.

Click the
Click the

Text Highlight Color The highlighter is turned off. Other Ways to Stop Highlighting:
Click the Text Highlight Color button list arrow and select Stop Highlighting to remove
the highlighting cursor.

Tip:

 To remove text highlighting, click the Text Highlight Color button list arrow and select No

Color. Click and drag across highlighted text to remove highlighting.

Changing Font Styles and Effects:

In addition to changing font type, size, and color, you can also emphasize the text in a
document by changing the font style and adding font effects. The most common and popular
styles are bold, italic, and underline, but other effects can be applied, such as shadow and
strikethrough.

Change font style:

1. Select the text you wish to format.
2. Click the Home tab on the Ribbon and click the appropriate button in the Font group.

The formatting is applied to the selected text.

Other Ways to Apply Font Styles or Effects: Select the text you wish to format and
click the appropriate button on the Mini Toolbar.

Use the keystroke shortcuts. See Table 4-4: Font Styles and Effects Keystroke

Shortcuts for popular shortcuts. Click the Dialog Box Launcher in the Font group, press
<Ctrl> + <Shift> + <F> to open the Font dialog box and apply formatting from there.

Add text effects:

Using boldface, italics, and underline makes your text stand out but sometimes it’s not quite
enough. Word 2016 provides even more text effects to add visual impact to your documents.

1. Select the text to you want to format.

2. Click the Home tab on the Ribbon and click the Text Effects and Typography button in
the Font group.

A list of available text effects appears.

You can apply one of the available text effects, or you can create your own text effects.

Other Ways to Add Text Effects: Press <Ctrl> <Shift> + <F> to open the Font dialog
box, click the Text Effects button and select the text effect(s) you Wish to use.

3. Select the text effect you wish to use.

The text effect is applied.

Tips:

 To remove a font style or effect, select the text and click the Clear All Formatting button in
the Font group to remove any formatting applied to the selected text.

 You can apply several font styles to text, but be wary—too many font styles can make text
difficult to read. Try to limit your document to two or three font types and styles.
 Text effects are a neat feature, but they may not be suitable for every document. Think about
the purpose of the document and the audience that will be reading a document to decide if
text effects will enhance your font or not.

Applying Spacing and Ligatures:

Word allows you to format how individual characters are set in a document. For example, you
can adjust spacing between characters or add typographical effects like ligatures to make your
document look polished.

Tip:

 Word 2016 fonts include a new type of font, Open Type font. Unlike other types of fonts,

Open Type fonts support advanced typographical features such as ligatures.

Apply character spacing:

You can change the spacing between individual characters.

1. Select the text you wish to format.

You can format selected text or a whole document.

2. Click the Home tab and click the Dialog Box Launcher in the Font group.

The Font dialog box appears.

Other Ways to Open the Font Dialog Box: Right-click the mouse and select Font
from the contextual menu. Or, press <Ctrl> + <D>.

3. Click the Advanced tab.

Tip: As you select options, a preview of the formatted text appears at the bottom of the dialog
box.

4. Select the option(s) under the Character Spacing heading you want to apply and click OK.

The spacing is applied to the text.

 Apply ligatures:
A ligature is a combination of characters written as though they were a single character.
Ligatures can add a more professional feel to the document or a give it a historical look.

1. Select the text you wish to format.

You can format selected text or a whole document.

2. Click the Home tab and click the Dialog Box Launcher in the Font group.

The Font dialog box appears.

Other Ways to Open the Font Dialog Box: Right-click the mouse and select Font
from the contextual menu. Or, press <Ctrl> + <D>.

3. Click the Advanced tab.

4. Click the Ligatures list arrow.

You can select from the following three options:  Standard only: Uses formally

recognized ligatures.

• Standard and Contextual: Uses formally recognized ligatures as well as ligatures that are
appropriate for use with the selected font, but that are not standard.

• Historical and Discretionary: Uses historical ligatures that were once standard but are no
longer commonly used. Also uses ligatures the font designer included for a specific purpose.

Tip: As you select ligatures, a preview of the formatted text appears at the bottom of the
dialog box.

5. Select the ligature option you want to apply and click OK.

The ligature is applied to the text.

Tip:

 There are other options you can apply to Open Type fonts as well.
 Control Paragraph Layout:
This lesson moves on to paragraph formatting and how to align paragraphs to the left, right,
center, or justified on a page.

1. Place the insertion point in the paragraph you want to change. Or, select the paragraphs you
want to change.

2. Click the Home tab on the Ribbon and click the Align Left, Center, Align Right, or Justify

button in the Paragraph group.

The alignment of the paragraph(s) is changed.

Other Ways to Change Paragraph Alignment: Click the Dialog Box Launcher in the
Paragraph group. On the Indents and Spacing tab in the Paragraph dialog box, click the
Alignment list arrow and select an alignment. Click OK.

Align Text Using Tabs:

Tabs make it easy to align text. Each time you press the <Tab> key, the insertion point moves to
the next tab stop. Word has left tab stops set at every half-inch by default, but you can easily
create your own stops to be located in a specific position or using a different alignment.

Tip:

 To add tab stops to text already in the document, select all the text and paragraphs to which
you want to add the tab(s), then add the tab stop(s). Set tabs with the ruler
The advantage of setting tabs with the ruler is that it is easy to see where the tab is positioned
in the document.

1. (If the ruler is not displayed) Click the View tab on the Ribbon and click the Ruler check box in
the Show group.

The ruler appears.

2. Click the Tab alignment box on the ruler until you see the type of tab you want to use (left,
center, right, decimal, or bar).
 The left tab is the default and most common type of tab. However, you can align text
differently by using different tabs.

3. Click where you want to add the tab stop on the ruler.

A tab of the selected tab alignment type is added to the ruler. Now, when the <Tab> key is

pressed, the cursor will jump to the tab stop where you can now insert text.

4. Click Set.

The tab is created with the specified attributes. Continue adding more tabs here as necessary.

5. Click OK once each tab is set.

The tab stops are shown on the ruler.

Adjusting and Removing Tab Stops:

Tab stops are also easy to adjust and remove.

Adjust a tab stop with the ruler:

Click and drag the tab stop to the desired position on the ruler.

The tab stop is moved.

Tip: To remove a tab stop, click and drag the tab stop off of the ruler.

Adjust a tab stop with the Tabs dialog box:

1. Click the Home tab on the Ribbon and click the Dialog Box Launcher in the Paragraph
group.

The Paragraph dialog box appears.

2. Click the Tabs button near the bottom of the Paragraph dialog box.

3. Select the tab stop you want to adjust.

4. Make the adjustments in the dialog box and click Set.

 Tip: Click the Clear button to remove the tab stop, or click the Clear All button to remove all
tab stops.

5. Click OK to confirm the change.

The tab stop is moved.

Tip:

 If you selected text that used the tab stop, the text adjusts to the new position of the tab stop.

Adjust a tab leader:

One setting that isn’t available on the ruler is tab leaders. A tab leader is a line from the current
location to the next tab stop. Tab leaders are usually found in tables of contents and menus.

1. Open the Tabs dialog box.

2. Select the tab stop to which you want to add a leader from the Tab stop position list.

3. Select a leader option.

There are four leader options listed under the Leader section.

Set tabs with the Tabs dialog box:

The Tabs dialog box is slightly slower to work with than setting tabs with the ruler, but it is
more accurate and gives you more options.

6. Click the Home tab on the Ribbon and click the Dialog Box Launcher in the Paragraph
group.

The Paragraph dialog box appears.

7. Click the Tabs button near the bottom of the Paragraph dialog box.

The Tabs dialog box appears.

Select the alignment, choose the type of leader, and specify the location of the tab stop on the
ruler. Once you’ve selected the tab settings, you’re ready to set the tab.
 Using Left and Right Indents:
Indenting adds blank space between the page margin and the paragraph text. Long quotations,
lists, and bibliographies are a few examples of paragraphs that are often indented.

Tip:

 To use the Left or Right indent markers, the ruler must be displayed. To show the ruler, click
the View tab on the Ribbon and click the Ruler check box in the Show group. Left indent

The most common type of indent is a left indent, in which text is moved away from the left
margin.

1. Select or place the insertion point in the paragraph(s) you want to change.

2. Click the Home tab on the Ribbon and click the Increase Indent button in the Paragraph
group.

The paragraph(s) are indented 0.5”, or to the next indent level in the document.

Other Ways to Increase Indentation: Click and drag the Left Indent marker on the
ruler. Or, click the Dialog Box Launcher in the Paragraph group and enter how much space

you want the paragraph indented by in the Left indentation box. Or, click the Page Layout

tab on the Ribbon and adjust the Left box in the Paragraph group. Right indent

A right indentation of a paragraph moves text away from the right margin.

1. Select or place the insertion point in the paragraph(s) you want to change.

2. Click and drag the Right Indent marker on the ruler.

The paragraph is indented from the right margin.

Other Ways to Use Right Indent: Click the Dialog Box Launcher in the Paragraph
group and enter the indent in the Right indentation box. Or, click the Page Layout tab on the

Ribbon and adjust the Right box in the Paragraph group.

 Using First Line and Hanging Indents:
Besides the left and right indents, two special indents can be used in your paragraphs: hanging
and first line indents.

First Line indent:

A first line indentation lets you indent the first line of a paragraph independently of the other
lines. Many people do this with a tab instead of changing the indent settings.

1. Select or position the insertion point in the paragraph(s) you want to indent.

2. Click the Home tab on the Ribbon and click the Dialog Box Launcher in the Paragraph

group.

3. Click the Special list arrow in the Indentation section and select First line.

4. Enter the desired indent amount in the By box, and click OK.

Other Ways to Use a First Line Indent: Click and drag the First Line indent marker
on the ruler. Or, click the tab alignment box until you see the First Line Indent marker, then
click where you want to insert the indent on the ruler.

Hanging indent:
In hanging indentation, the first line of a paragraph stays put next to the left margin while the
other lines in the paragraph are indented. Hanging indentations are often used in
bibliographies or lists.

1. Select or position the insertion point in the paragraph(s) you want to indent.

2. Click the Home tab on the Ribbon and click the Dialog Box Launcher in the Paragraph
group.

3. Click the Special list arrow in the Indentation section and select Hanging.

Enter the desired indent amount in the By box, and click OK.
 Other Ways to Use a Hanging Indent: Click and drag the Hanging indent marker on
the ruler. Or, clicks the tab alignment box until you see the Hanging indent marker, then click
where you want to insert the indent on the ruler.

Display Text in Bulleted or Numbered Lists:

Lists are a great way to present paragraphs of related information.

Create bulleted and numbered lists:

Use bulleted lists when the order of items in a list doesn’t matter, such as listing items you
need to buy. When the order of items in a list does matter, such as to present step-by-step
instructions, try using a numbered list.

1. Select the lines you want to use for the list.

Each line that you want to be bulleted or numbered must appear as its own paragraph.

2. Click the Home tab on the Ribbon and click the Bullets or Numbering buttons in the
Paragraph group.

The selected lines are bulleted or numbered. Word includes default bullets and numbering, but
you can select another style if you would like.

3. (Optional) Click the Bullets or Numbering button list arrow and select an option from the
library.

Tip:

 To create a new type of bullet or numbering scheme, click the Bullets or Numbering button

list arrow and select Define New Bullet or Define New Number Format from the

library. Then define the settings in the dialog box. Create a multilevel list
A multilevel list applies different characters to the levels of text in the document. Outlines and
legal documents are examples of multileveled lists.

1. Select the lines you want to include in the list.

 Each line that you want to be marked must be its own paragraph. Indentations and outline
levels will determine the character that is applied to a list item.

2. Click the Home tab on the Ribbon and click the Multilevel List button in the Paragraph

group.

A list of multilevel list types appears.

3. Select the multilevel list you want to use.

The list is applied to the selected items.

Tip:
To create a new type of multilevel list, click the Multilevel List button and select Define

New Multilevel List. Then define the settings in the dialog box.

Reset numbering:
Numbered lists automatically number each list item in order. However, there are some types of
lists where you will need to change a number manually and have Word renumber the items
that follow accordingly. You can use this process in a numbered or multilevel list.

1. Right-click the number in the list you want to change.

A contextual menu appears.

2. Select Set Numbering Value from the list.

The Set Numbering Value dialog box appears.

There are two options you may use to reset the numbering:

• Start new list: Select this option to start a new list at the number you specify in the “Set
value to” box.

• Continue from previous list: Select the “Advance value (skip numbers)” check box and
enter the number you wish to begin on in the “Set value to” box.

3. Specify how you want to reset the numbered list and click OK.
 Tips:

 To remove bullets and numbering from a list, select the list and click the Bullets or

Numbering buttons in the Paragraph group on the Ribbon.

You may sort the items in a list. Select the list and click the Sort button in the Paragraph group.
Determine how you would like the text to be sorted in the Sort Text dialog box.

Apply Borders and Shading:

Adding borders and shading to paragraphs can make them more attractive, organized, and easy
to read.

Add a paragraph border:

Borders are lines that you can add to the top, bottom, left, or right of paragraphs. They are
especially useful for emphasizing headings.

1. Place the insertion point in the paragraph to which you want to add the border.

If you want to add the same kind of border to several paragraphs, select them all at once.

2. Click the Home tab on the Ribbon and click the Border button list arrow in the Paragraph
group.

A list of borders you can add to the selected paragraph(s) appears. Use the examples shown
next to each border option to guide your decision.

If the border configuration you want doesn’t appear in the list, add one border at a time.

3. Select a border type.

The border is applied.

Notice that the border option you chose now appears as the selected type on the Border
button. If you want to apply the same border to another paragraph, just click the Border
button.

Tip:
 To remove a border, select the No Border option under the Border button.

Add paragraph shading

Color the background of a paragraph by adding shading.

1. Place the insertion point in the paragraph to which you want to add the shading.

If you want to add the same shading to several paragraphs, select them all at once.

2. Click the Home tab on the Ribbon and click the Shading button list arrow in the Paragraph
group.

A list of colors that coordinate with the Theme Color that is currently selected appears.

Tip:
If the color you want to use does not appear in the list, click More Shading Colors to choose

from a larger array of colors.

3. Select the color you want to use.

The shading is applied.

Notice that the color you chose now appears as the selected color on the Shading button. If you
want to apply the same shading to another paragraph, just click the Shading button.

Tip: When you use shading, make sure the shading color complements the font color so the
font is readable

Borders and Shading dialog box:

The Borders and Shading dialog box is another way to work with borders and shading in
paragraphs.

1. Select the paragraph(s) to which you want to add borders or shading.

2. Click the Home tab on the Ribbon and click the Border button list arrow in the Paragraph
group.

3. Select Borders and Shading from the list.

 The Borders and Shading dialog box appears.

• To apply a border: Click the Borders tab and click the side(s) (top, bottom, left, and/or
right) of the paragraph in the Preview diagram where you want to apply the borders.

• To apply shading: Click the Shading tab. Click the Fill list arrow and select the color you
want to use.

4. Click OK.

Tips:

 You may also add a pattern. On the Shading tab of the Borders and Shading dialog box, click the
Style list arrow to select a pattern style and click the Color list arrow to select a pattern color.

To add a border or shading to text, not an entire paragraph, select the text and open the
Borders and Shading dialog box. Click the Apply to list arrow and select Text. Then specify
the border and shading options you want to use.

Changing Line Spacing:

Adding space between lines makes a document easier to read.

1. Place the insertion point in the paragraph you want to change. Or, select the paragraphs you
want to change.

2. Click the Home tab on the Ribbon and click the Line and Paragraph Spacing button in the
Paragraph group.

A list of spacing options appears. The default line spacing is 1.0 or Single, which accommodates
the largest font in that line, plus a small amount of space.

3. Select the spacing you want to use.

The line spacing is applied to the paragraph(s).

 Other Ways to Change Line Spacing: Click Home tab on the Ribbon and click the
Dialog Box Launcher in the Paragraph group. On the Indents and Spacing tab, click the Line
spacing list arrow and select an option. Click OK.

Changing Spacing between Paragraphs:

Adding space between the paragraphs in a document gives it structure and makes it easier
to read.

1. Place the insertion point in the paragraph you want to change. Or, select the paragraph(s)
you want to change.

2. Click the Home tab on the Ribbon and click the Dialog Box Launcher in the Paragraph
group.

The Paragraph dialog box appears. You can adjust the space before and after a paragraph:

• Before: Adds a space above the paragraph.

• After: Adds a space below the paragraph.

3. Select the spacing you want to use and click OK.

The paragraph(s) are changed with the paragraph spacing.

Other Ways to Change Paragraph Spacing: Click the Line and Paragraph
Spacing button in the Paragraph group. Select Add Space Before Paragraph or Add
Space After Paragraph. By default, 12 pts. of space are added in the direction
specified.

Tip:

 To remove paragraph spacing, change the spacing values to 0 pt. in the Paragraph dialog box.
Or, click the Line and Paragraph Spacing button in the Paragraph group and select

Remove Space before Paragraph or Remove Space After Paragraph. Or, click the
Page Layout tab on the Ribbon and adjust the Before and After boxes in the Paragraph
group.