Formatting Paragraphs


The key to laying out your documents successfully in Word is to apply the correct paragraph formatting:

  1. The paragraph style defines the overall formatting for the paragraph ” everything from the font, font size , and font style to the line spacing and any indentation used.

  2. After applying the style, you can apply any direct paragraph formatting needed to modify the style formatting just for this paragraph. For example, you might add more space before or after a particular paragraph.

  3. You can then apply any character style needed for consistent character formatting of individual words or characters in the paragraph. For example, you might use a Bold Italic character style to pick out words or phrases that need extra emphasis, or apply a Superscript character style to characters that consistently need to be positioned on a higher baseline than other characters .

  4. Finally, you can apply any direct character formatting needed to adjust the appearance of individual words or characters in ways that your character styles don t cover. For example, you might need to increase the font size of some characters to make them stand out, but not so many characters to make it worth creating a separate character style.

Shortcuts for Formatting Paragraphs

Word offers a good number of shortcuts for formatting paragraphs.

Apply the specified heading level to the selection

[Ctrl] - [Alt] - [1] to [3]

[Ctrl] - [Alt] - [1] applies Heading 1 level, [Ctrl] - [Alt] - [2] applies Heading 2 level, and [Ctrl] - [Alt] - [3] applies Heading 3 level. Note that these shortcuts apply heading levels rather than styles: the paragraphs affected retain their current style, but take on the heading level. (You can set the outline level by using the Outline Level drop-down list on the Indents and Spacing tab of the Paragraph dialog box.)

Apply the List Bullet style to the selection

[Ctrl] - [Shift] - [L]

Apply the Normal style

[Ctrl] - [Shift] - [N] , [Alt] - [Shift] - [5] on the numeric keypad with [Num{Lock] off

Word uses the Normal style for all paragraphs that you don t explicitly apply another style to. For example, if you create a new blank document (which is based on the Normal.dot global template), you ll probably find that Word starts you off with the Normal style. When you create your own templates, set the starting paragraph to the appropriate style rather than leaving it in Normal style.

Apply or increase the hanging indent

[Ctrl] - [T]

Press this shortcut once to apply the hanging indent. Press it again to increase the hanging indent by one tab stop.

Note

The four indentation shortcuts discussed here don t work if you ve turned off Word s AutoFormat indentation features. In Word 2003 and Word XP, these features are controlled by the Set Left- and First-Indent with Tabs and Backspaces check box on the AutoFormat As You Type tab of the AutoCorrect dialog box (Tools AutoCorrect Options). In Word 2000, these features are controlled by the Tabs and Backspace Set Left Indent check box on the Edit tab of the Options dialog box (Tools Options).

Decrease or remove the hanging indent

[Ctrl] - [Shift] - [T]

Press this shortcut once to decrease the hanging indent by one tab. When the indent is hanging by a single tab, press this shortcut to remove the indent.

Increase the left indent

[Ctrl] - [M]

Each press of this shortcut increases the left indent by a single tab.

Decrease the left indent

[Ctrl] - [Shift] - [M]

Each press of this shortcut decreases the left indent by a single tab.

Apply the default paragraph format of the current style

[Ctrl] - [Q]

Use this shortcut to remove extra formatting that you ve applied to a paragraph. For example, if you ve applied direct formatting (such as bold or italic) or character styles, use this shortcut to remove them quickly and restore the paragraph s formatting to that of its paragraph style.

Reset the formatting of the current paragraph or selection

[Ctrl] - [Spacebar] , [Ctrl] - [Shift] - [Z]

Use this shortcut to quickly remove direct formatting that you ve applied to text.

Apply justified alignment to the paragraph

[Ctrl] - [J]

Applying justified alignment to (or justifying ) a paragraph aligns the left end of its lines with the left margin and the right end of its lines with the right margin. The last line isn t aligned with the right margin unless it happens to reach the margin anyway.

Distribute the paragraph

[Ctrl] - [Shift] - [J]

Distributing a paragraph justifies all its lines, including the last line. This tends to make the last line loosely spaced but can be useful for special text effects. For more normal justification, use the standard shortcut [Ctrl] - [J] .

Add or remove extra spacing on selected paragraphs

[Ctrl] - [0]

If the selected paragraphs have no extra space, press this shortcut to add 12 points. If the selected paragraphs do have extra space, press this shortcut to remove the space.

Apply single line spacing

[Ctrl] - [1]

This shortcut (and the next two shortcuts) are useful for quickly changing the line spacing of the active paragraph or the selected paragraphs. But if you find yourself using them frequently, you should probably change the line spacing in the styles you re using.

Apply 1.5 line spacing

[Ctrl] - [5]

Apply double line spacing

[Ctrl] - [2]




Windows XP and Office 2003 Keyboard Shortcuts
Windows XP and Office 2003 Keyboard Shortcuts
ISBN: 0072255005
EAN: 2147483647
Year: 2003
Pages: 117

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