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.
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Start Word. On the Standard toolbar, click Open |
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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 |
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In the File name box, delete the existing text. Using your own name, type 2A_Alaska_Trip_Firstname_Lastname and then click Save. |
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Press |
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If your formatting marks are not displayed, on the Standard toolbar, click the Show/Hide ¶ button |
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From the File menu, display the Page Setup dialog box, and then click the Margins tab. Press |
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Press Figure 2.2. ![]() The new margins will be applied to the entire document. |
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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". |
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From the View menu, display the Header and Footer toolbar. Click the Switch Between Header and Footer button |
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.
Alignment |
Button |
Description and Example |
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Align Left |
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Center |
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Align Right |
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Justify |
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Press |
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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 |
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Click to place the insertion point anywhere in the second line of the document. On the Formatting toolbar, click the Center button Figure 2.5. ![]() |
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Move the pointer into the left margin area, just to the left of the third line of text that begins Last Month, until the |
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On the Formatting toolbar, click the Justify button 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. |
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Because justified text is better used in narrow columns, with the text still selected, on the Formatting toolbar, click the Align Left button |
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.
Spacing |
Example |
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Single (1.0) |
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Double (2.0) |
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In the left margin area, point to the first line of textthe first title lineto display the |
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On the Formatting toolbar, click the Line Spacing button arrow Figure 2.8. ![]() A check mark next to 2.0 indicates that the selected paragraphs are double spaced. |
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On the Line Spacing list, click 1.0. |
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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 |
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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 |
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On the Formatting toolbar, click the Line Spacing button 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. |
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Save |
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.
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Press |
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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. |
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Click OK to add a 12 pt space after the paragraph. |
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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. |
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In the left margin area, point to |
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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. ![]() |
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Save |
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.
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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. |
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Under Indentation, in the By box, be sure 0.5" displays as shown in Figure 2.12. Figure 2.12. ![]() |
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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. |
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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. ![]() |
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Save |
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.
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Click anywhere in the paragraph that begins Last month ATC sent you. On the Standard toolbar, click the Format Painter button 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. |
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Click one time. |
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On the Standard toolbar, double-click the Format Painter button |
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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. |
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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. |
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On the Standard toolbar, click the Format Painter button |
[Page 330 (continued)] Objective 2 Change and Reorganize Text |
Windows XP
Outlook 2003
Internet Explorer
Computer Concepts
Word 2003
Chapter One. Creating Documents with Microsoft Word 2003
Chapter Two. Formatting and Organizing Text
Chapter Three. Using Graphics and Tables
Chapter Four. Using Special Document Formats, Columns, and Mail Merge
Excel 2003
Chapter One. Creating a Worksheet and Charting Data
Chapter Two. Designing Effective Worksheets
Chapter Three. Using Functions and Data Tables
Access 2003
Chapter One. Getting Started with Access Databases and Tables
Chapter Two. Sort, Filter, and Query a Database
Chapter Three. Forms and Reports
Powerpoint 2003
Chapter One. Getting Started with PowerPoint 2003
Chapter Two. Creating a Presentation
Chapter Three. Formatting a Presentation
Integrated Projects
Chapter One. Using Access Data with Other Office Applications
Chapter Two. Using Tables in Word and Excel
Chapter Three. Using Excel as a Data Source in a Mail Merge
Chapter Four. Linking Data in Office Documents
Chapter Five. Creating Presentation Content from Office Documents