Objective 1. Change Document and Paragraph Layout

Document layout includes marginsthe space between the text and the top, bottom, left, and right edges of the paper. Paragraph layout includes line spacing, indents, and tabs. In Word, the information about paragraph formats is stored in the paragraph mark at the end of a paragraph. When you press the Enter key, the new paragraph mark contains the formatting of the previous paragraph, unless you take steps to change it.

Activity 2.1. Setting Margins

You can change each of the four page marginstop, bottom, left, and rightindependently. You can also change the margins for the entire document at one time or change the margins for only a portion of the document.

1.

Start Word. On the Standard toolbar, click Open , and then navigate to the location where the student files for this textbook are stored. Locate and click once to select w02A_Alaska_Trip, and then, in the lower right corner of the Open dialog box, click Open.

The w02A_Alaska_Trip file opens. Recall that wavy red or green lines under words indicate words not found in the Word dictionary or potential grammar errors.
 

2.

From the File menu, display the Save As dialog box, click the Save in arrow, and then navigate to the location where you are saving your files. In the upper right corner of the dialog box, click the

Create New Folder button . In the Name box, name the new folder Word Chapter 2 and then click OK.
 

3.

In the File name box, delete the existing text. Using your own name, type 2A_Alaska_Trip_Firstname_Lastname and then click Save.
 

4.

Press to move the insertion point to the beginning of the document. On the Formatting toolbar, click the Spelling and

Grammar button . For each identified spelling or grammar error, click either Ignore All or Ignore Rule.

Because this document contains many proper names of cities not in the Word dictionary, you can ignore them. Close the Spelling and Grammar dialog box.
 

5.

If your formatting marks are not displayed, on the Standard toolbar, click the Show/Hide ¶ button to display the formatting marks on your screen. Click the Zoom button arrow , and from the list, click Page Width.
 

6.

From the File menu, display the Page Setup dialog box, and then click the Margins tab. Press as necessary to select the value in the Left box, and then with 1.25" selected, type 1

This action will change the left margin to 1 inch on all pages of the document. You do not need to type the inch (") mark.
 

 

7.

Press to select the measurement in the Right box, type 1 and then compare your screen with Figure 2.2.
 

Figure 2.2.


The new margins will be applied to the entire document.
 
   

8.

In the lower right corner of the dialog box, click OK to apply the new margins and close the dialog box. If the ruler below the Formatting toolbar is not displayed, from the View menu, click Ruler. Compare your screen with Figure 2.3.
 

Figure 2.3.

(This item is displayed on page 320 in the print version)


The width of the document is displayed on the ruler. With 1" left and right margins, and using paper that is 8.5" wide, the lines of text within the document will be 6.5".
 
 

9.

From the View menu, display the Header and Footer toolbar. Click the Switch Between Header and Footer button , click Insert AutoText , and from the displayed list, click Filename. On the Header and Footer toolbar, click the Close button . Save the changes you have made to your document.
 

Activity 2.2. Aligning Text

Alignment is the placement of paragraph text relative to the left and right margins. Most paragraph text uses left alignmentaligned at the left margin, leaving the right margin uneven. Three other types of paragraph alignment are available: center alignment, which is centered between the left and right margin, right alignment, which is aligned on the right margin, and justified alignment, which is text aligned on both the left and right margins. Examples are shown in the table in Figure 2.4.


Figure 2.4. Paragraph Alignment Options

Alignment

Button

Description and Example

Align Left

Center

Align Right

Justify

1.

Press to place the insertion point at the beginning of the document. Type The Alumni Travel Club and press . Type Alaska Trip and press .
 

2.

Click to place the insertion point anywhere in the first line of the documentin the line The Alumni Travel Club. On the Formatting toolbar, click the Center button .

The first paragraph, which is a title, is centered. To format a paragraph, you need only to have the insertion point somewhere in the paragraphyou do not need to select all of the text in the paragraph.
 

   

3.

Click to place the insertion point anywhere in the second line of the document. On the Formatting toolbar, click the Center button , and then compare your screen with Figure 2.5.
 


 

Figure 2.5.

 

4.

Move the pointer into the left margin area, just to the left of the third line of text that begins Last Month, until the pointer displays. Then, drag down to select this line of text and the next seven lines of textincluding the line that begins please let us know.

A paragraph consists of a paragraph mark and all the text in front of it. To format multiple paragraphs, they must all be selected.
 

   

5.

On the Formatting toolbar, click the Justify button , and then compare your screen with Figure 2.6.
 

Figure 2.6.

(This item is displayed on page 323 in the print version)


Both the left and right edges of the paragraph are even. The other paragraphs are not affected.
 
 

6.

Because justified text is better used in narrow columns, with the text still selected, on the Formatting toolbar, click the Align Left button . Click anywhere in the document to deselect the text. Save the document.
 

Activity 2.3. Changing Line Spacing

Line spacing is the distance between lines of text in a paragraph. A single-spaced paragraph of 12-point text accommodates six lines in a vertical inch. If you double-space the same text, each line will be 24 points high (12 points of text, 12 points of space), and will accommodate only three lines in a vertical inch as shown in the table in Figure 2.7.


Figure 2.7. Line Spacing Options

Spacing

Example

Single (1.0)

Double (2.0)

1.

In the left margin area, point to the first line of textthe first title lineto display the pointer. Drag down to select the first and second lines of textthe two title lines.
 

2.

On the Formatting toolbar, click the Line Spacing button arrow , and then compare your screen with Figure 2.8.
 

Figure 2.8.


A check mark next to 2.0 indicates that the selected paragraphs are double spaced.
 

3.

On the Line Spacing list, click 1.0.
 

4.

Click to place the insertion point anywhere in the paragraph that begins Last month ATC sent you. On the Formatting toolbar, click the Line Spacing button arrow , and then click 1.0.
 

 

5.

Click to place the insertion point anywhere in the paragraph that begins We will fly into Seattle. On the Formatting toolbar, point to, but do not click, the Line Spacing button .

A ScreenTip displays, indicating Line Spacing (1). This means that the last operation performed using this button is now the default when you click the button.
 

6.

On the Formatting toolbar, click the Line Spacing button . Be sure you click the button and not the arrow on the right side of the button. Compare your screen with Figure 2.9.
 

Figure 2.9.


The first four paragraphs of the document are single spaced. Recall that each title line is a paragrapha paragraph is any text followed by a paragraph mark.
 

7.

Save the changes you have made to your document.
 

Activity 2.4. Adding Space After Paragraphs

Adjusting paragraph spacing from the Paragraph dialog box enables you to control the space before or after paragraphs using points as the unit of measure. Recall that there are 72 points per inch.

1.

Press to place the insertion point at the beginning of the first line of text in the document. From the Format menu, click Paragraph. Alternatively, click the arrow on the Line Spacing button, and then click More from the displayed list.
 

   

2.

In the Paragraph dialog box, click the Indents and Spacing tab. Under Spacing, in the After spin box, click the up spin arrow two times, and then compare your screen with Figure 2.10.
 


 

Figure 2.10.


The value in the box changes from 0 pt to 12 pt. A spin box is a small box with an upward- and downward-pointing arrow that lets you move (spin) through a set of values by clicking. The up and down arrows, called spin box arrows, increment the point size by six points at a time. Alternatively, type a number of your choice directly into the spin box.
 

3.

Click OK to add a 12 pt space after the paragraph.
 

4.

In the Alaska Trip paragraph, click to position the insertion point anywhere in the paragraph. From the Format menu, display the Paragraph dialog box. Under Spacing, in the After box, click the up spin arrow one time to change the value in the box from 0 pt to 6 pt. Click OK.
 

5.

In the left margin area, point to the third line of text, and then drag down to select the third and fourth paragraphs, both of which are single spaced.

Recall that paragraph formatting information is stored in the paragraph marks at the end of each paragraph. When you select more than one paragraph, these instructions are placed in the paragraph mark for each selected paragraph but not for any other paragraphs in the document.
 

   

6.

From the Format menu, display the Paragraph dialog box. Under Spacing, set After to 6 pt, and then click OK. Click anywhere to deselect the text, and then compare your screen with Figure 2.11.
 


 

Figure 2.11.

 

7.

Save the changes you have made to your document.
 

Activity 2.5. Indenting Paragraphs

In addition to adding space at the end of paragraphs, indentingmoving the beginning of the first line of a paragraph to the right or left of the rest of the paragraphprovides visual cues to the reader to help break the document up and make it easier to read.

1.

In the paragraph that begins Last month ATC sent you, click to position the insertion point. From the Format menu, display the Paragraph dialog box, and then click the Indents and Spacing tab. Under Indentation, click the Special arrow, and then from the displayed list, click First line.
 

   

2.

Under Indentation, in the By box, be sure 0.5" displays as shown in Figure 2.12.
 


 

Figure 2.12.

 

3.

In the lower right corner of the dialog box, click OK. On the ruler, notice that the First Line Indent marker moved to the 0.5 inch mark.
 

4.

In the paragraph that begins We will fly into Seattle, click to position the insertion point. Using the technique you just practiced, set the first line of the paragraph to indent 0.5 inch, and then compare your screen with Figure 2.13.
 

Figure 2.13.

 
 

5.

Save the changes you have made to your document.
 

Activity 2.6. Using the Format Painter

Use the Format Painter to copy the formatting of specific text or of a paragraph and then apply it in other locations in your document.

1.

Click anywhere in the paragraph that begins Last month ATC sent you. On the Standard toolbar, click the Format Painter button . Point to the paragraph that begins All of the listed activities, and then compare your screen with Figure 2.14.
 

Figure 2.14.


The pointer takes the shape of a paintbrush, and contains the formatting information from the paragraph where the insertion point is positioned.
 

2.

Click one time.

The paragraph formatting from the original paragraphsingle spacing, first line indent, 6 pt space after the paragraphis copied to this paragraph, and the pointer returns to its I-beam shape .
 

3.

On the Standard toolbar, double-click the Format Painter button . Move the pointer over the paragraph that begins Here are the excursions, and then click one time.

The paragraph is indented, but this time the Format Painter paintbrush remains active.
 

4.

Using the down scroll arrow, scroll to view the top of Page 2, and then move the pointer over the paragraph that begins As we mentioned. Click one time.
 

 

5.

Scroll down and click one time in each of the two remaining paragraphs in the document, and then compare your document with Figure 2.15.
 

Figure 2.15.


Using the Format Painter to copy formatting that you have set in one paragraph is much faster than clicking in each paragraph, opening the Paragraph dialog box, and resetting the indentation and spacing for each paragraph individually.
 

6.

On the Standard toolbar, click the Format Painter button to turn the command off. Alternatively, press . Save your changes.
 


[Page 330 (continued)]

Objective 2 Change and Reorganize Text





Go! With Microsoft Office 2003 Brief
GO! with Microsoft Office 2003 Brief (2nd Edition)
ISBN: 0131878646
EAN: 2147483647
Year: 2004
Pages: 448
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