Jan's Working with Words

Step-by-Step: Format Paragraphs

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What you will learn:

to open a new blank document to enter text to select a whole line or multiple lines to apply default paragraph styles to change formatting of paragraphs using the ribbon and the Mini-Toolbar to reduce document length to 1 page to create a bulleted list to use the Styles pane

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Start with: , a blank document open

Enter Text and Save

1. If necessary, open a new blank document.
   Word 2007:  Office button > New > Blank document > Create
   
   Word 2010: File tab > New > Blank document > Create
   Word 2013, 2016: File tab > New > Blank document
   
2. Type in your blank document the text shown in the illustration below. Be sure to include all the blank lines, too.

   
   What you will type

   Reminders about your typing:

   • See Paragraph marks: Show Marks must be turned on .
   • Start a new paragraph:  Press the ENTER key.
   • Dot in the middle between characters: Marks a space
   • Space between sentences: Only 1 space between sentences.
     (Your typing teacher may have taught you differently. That's so old school!)
     Modern fonts automatically adjust the amount of space between words and sentences to work well with the particular letters on either side. The exceptions are fonts that deliberately mimic text written on a typewriter.

   • Text wrap: Long lines of text wrap to fit inside the page. You don't have to press ENTER when the text reaches the edge of the page. This is quite a change for folks who are used to typing on a typewriter! Your paragraphs will re-wrap as you make changes to your text or change the page margins or do anything that would change the fit of the text to the page. So remember - don't press ENTER until you need a new paragraph!

   Link: Copy of text you are to type.  An image of the text document will open in a new window. Print this from your browser. (If there is a menu, File > Print. Or maybe right click and select Print. Or possibly find a menu button and then Print.) Collect your document from the printer. Close the browser window and return to this window.

   • Check your document against the image above to be sure you get the blank lines and spaces right.
   • You can ignore any green wavy lines that some versions of Word add. The first indicates the suggestion to put a comma after "anniversary". The second suggests that the contraction "Don't" should be replaced with "Do not". We are not going to change either one yet!
   • Note: In line 8, the "th" in "10th" should not automatically format as 10^th because we turned that off in AutoFormat As You Type earlier. We will fix that later in the next lesson.
     
3. Click the Save button on the Quick Access Toolbar or access the Office/File menu and click on the Save command. Be sure your Class flash drive is plugged in and active!
   

   The Save As process lets you pick the location and then the file name and file type.

   Word 2007 and 2010: The Save As dialog opens at this point.

   Word 2013 and 2016: Select Computer or This PC in the places list. You should see your Class drive folder word project1 as a Recent folder... IF you used this computer to do the previous lessons. Click on the folder in the Recent list.
   If the folder is not listed, use the Browse button to navigate to the folder.

   Word always suggests using part or all of the first line of text in the document as the file's name. That's not usually what you want!

4. Select as the location the word project1 folder on your Class device.
   
5. Click in the File name text box in the Save As dialog.
   The suggested name is highlighted. If you type while the name is highlighted, your typing will replace the selection.
6. Press the HOME key to move the cursor to the far left of the text.

7. Type  flyer-  in front of World Travel Inc.docx, take out the spaces in the suggested file name, and type your last name and first name, separated by hyphen.
   So the name of the document is  flyer-WorldTravelInc-Lastname-Firstname.docx, where of course you use your own first and last names.

    

   File Name Extensions: You do not have to type the extension for the file name. Word will add it for you, based on the file type shown below the file name.
   Word's default extension since Word 2007 is docx. Earlier versions use doc.

   Warning: You do not change the file's type by typing the extension you want in the File name text box. The type showing in the Save as type box will automatically add an extension. You can wind up with names like myreport.doc.docx which is a new Word file type, when you meant to use the old Word file type, doc.
   

   Problem: Don't see file extensions in the dialog
   The default behavior for Windows, for unknown reasons, is to hide the extensions. This can be confusing if you save a document in several different formats with the same 'name', meaning the first part of the name, like:

   
   

   myreport.docx	Word 2007- 2016 format	File names with and without showing the extension
   myreport.doc	Word 97 - 2003 format
   myreport.pdf	portable document format - opens in Adobe Reader or another PDF reader. Icon is for your PDF reader program.
   myreport.htm	HTML format for a web page. Icon is your default browser's icon

   Different formats can actually have the same icon when the same program can open them. This is very common for graphics programs, which can work with a large number of file formats. It can get REALLY confusing if you cannot see the extensions.

8. Click on the Save button.
   The dialog closes and the Word window shows up again.

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Select a Paragraph: Selection Area

There is an unmarked area just to the left of the text area, which is called the selection area. The only way you know you are there is that the pointer shape changes from the I-beam shape to the selection shape, which is a right-pointing arrow . Move out of the selection area and your pointer changes to a left pointing arrow . It's a bit confusing to have the pointer flicking around in different shapes until you get used to it.

1. Move your pointer to the margin area beside the first line until it changes from the I beam shape to the selection shape .
   
2. Click beside the first line in the selection area.
   The entire line is highlighted!

   Alternate Method: Drag from one end to the other of the text you want to select.

   Reminder: Scrolling
   As you work with the text, you may find some lines no longer show on the screen. Use the scrollbars to move the document inside its window.

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Format Paragraph: Styles Gallery

Word 2013and 2016 have different default styles in the blank document template than are used by Word 2007 and 2010. <sigh>

1. With line 1 still selected, on the Home tab in the Styles gallery, hover over but do not click the style Heading 1.

   Live Preview changes the selected text to show what it would look like.

   
   

2. Experiment: Styles
   Move your mouse pointer over various styles but don't click on any just yet.

   Open the Style gallery by clicking the More button and hover over other styles to see how your text would look with those styles.

   Give Live Preview a good work out!
   

   Problem: No Live Preview
   Live Preview can be turned on/off in the Word Options dialog.
   Solution: Open the Word Options dialog (Office button > Word Options button or File Tab > Options) and check the box on the first page to Enable Live Preview.

   Once you have finished checking out the default styles...
3. Click on the Heading 1 style to apply it.
   
4. Select line 5, containing the words Anniversary Specials, by clicking in the margin beside it.  
5. Use the Style gallery to apply Heading 2 to this line.
   The formatting of this line is now different, but not the same as Heading 1.
   
   Heading Styles: Heading styles 1 and 2 added extra white space around the text. You might not notice without checking the position of the lines on the vertical ruler before and after you apply the style.
6. Save your document with these changes.
   [flyer-WorldTravelInc-Lastname-Firstname.docx]
   Keyboard shortcut to Save: CTRL + S
   

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Format Text: Change Font from Ribbon

On the Home tab in the Font group you have commands for formatting your text.

1. Select line 1 again.
   
2. On the Home tab in the Font group, click the down arrow at the right end of the Font box.
   The list of installed fonts appears. Don't click on anything yet.
   Your list may be quite different from the illustrations.
   
3. Experiment: Font
   Open the Fonts list and hover over, but do not click on, different fonts to see Live Preview change the document.

   Problem: Can't see the Live Preview because the text is hidden by the font list.
   Solution 1: Scroll the document so that the selected text is below the bottom of the font list and open the list again.
   Solution 2: Resize the window so that the font list will not overlap the selected text and open the list again.
   Solution 3: Add spaces temporarily to move your text to the right far enough to see while the Font list is open. Sometimes it just too hard to see the list and the text at the same time.
   

4. With the Font list open, type the letter M.
   The list scrolls to the first font (from the top of the list) with a name that starts with M.

5. Type an s after the M.
   The list scrolls to MS Gothic, or thereabouts.

   Did you expect that? Or did you expect the list to scroll to the first font with a name that starts with an S? That's the old way. Not anymore!

   Try other letters and combinations.
   

6. Scroll, if necessary, and click on the font Matura MT Script Capitals to apply it to the first line, World Travel Inc.
   If you added spaces to move the text, take them out now.

   Problem: Matura MT Script Capitals is not in the list
   This font comes with MS Office up through 2010. Office 2013 has a smaller set of fonts. BUT if you previously installed other versions, the fonts are probably still there.
   

   Solution: Choose a similar font - heavy strokes, fancy shapes.

   We will be using this font in several documents. Your document won't look like the illustrations if you must choose a different font. That's OK with me. Your instructor may have picked out a font for you to use. Just be aware that you might not have the fonts used in the directions. Sometimes we just have to do the best that we can at the moment.
   

7. Save your document with these changes.
   [flyer-WorldTravelInc-Lastname-Firstname.docx]

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Format Text: Font Size from Ribbon

1. With the first line still selected, on the Home tab in the Font group, click on the down arrow at the right of the Font Size box.
   
2. Experiment: Font Size 
   Scroll through the list and hover over, but do not click on, different sizes in the drop list.
   Live Preview changes the document as you move over different sizes.
3. Click on 36.
   The values in this list are in points, abbreviated pt. A point is 1/72 of an inch.
4. Save your document with these changes. 
   [flyer-WorldTravelInc-Lastname-Firstname.docx]
   

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Format Text: Font Color from Ribbon

Clicking the Font Color button will apply the color showing across the bottom of the button. That color will change when you apply a different color using the gallery of colors.

1. With the first line still selected, on the Home tab in the Font group, click  the down arrow at the right of the Font Color button .
   A gallery of colors appears. The top part shows the current theme colors.
   
2. Experiment: Font Color
   Hover over, but do not click, various colors in the gallery.
   Live Preview shows the change in the selected text.
3. Click on Green in the Standard Colors list. 
   The Font Color icon changes to show a green bar at the bottom. If you click this button now, any selected text will change to green. No need to open the gallery again!
   
4. Save your document with these changes. 
   [flyer-WorldTravelInc-Lastname-Firstname.docx]

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Format Text: Text Effects - Font Dialog/ Ribbon

Word 2010 has more text effects and they are easier to get to than in Word 2007. Word 2013 and 2016 have fewer pre-designed schemes.

1. View choices for Text Effects:

   Word 2007: On the Home tab in the Font group, click the Dialog Box Launcher button to open the Font dialog.
   Word 2010, 2013, 2016: On the Home tab in the Font group, click the arrow beside the Text Effects button to open the gallery of effects.
   

2. Experiment: Text Effects

   Word 2007:  In the Font dialog, select various effects and watch the changes in the Preview area. Then click on Cancel to close the dialog without applying any changes.

   Word 2010, 2013, 2016:  Hover over, but do not click, the various text effects in the gallery to see the effect in Live Preview.

   Click on the commands at the bottom for Outline, Shadow, Reflection, Glow to open each of the galleries. Hover over various choices in each of the galleries.

   When you have checked out the choices...
   

3. Apply a Text Effect:

   Word 2007:

   • Open the Font dialog again with the Dialog Launcher button.
   • Click on Shadow.
     

   Word 2010, 2013, 2016:

   • With the Text Effects gallery open, hover over Shadow at the bottom of the gallery to open its separate gallery.

   • Click on the first Shadow effect, Offset Diagonal Bottom Right, to apply the effect to the selected text.

     Word 2010, 2013, and 2016 use an item's characteristics to name the item. They may not be "fun", like Sky or Mediev or Embossed, but they do tell you exactly what the effect will do.

     A ScreenTip will show you the name of any gallery item, whether it is a color or a style or a text effect.

4. Save your document with these changes.
   [flyer-WorldTravelInc-Lastname-Firstname.docx]

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Format Paragraph: Alignment from Ribbon

The Paragraph group on the Home tab has buttons for commands that apply only to whole paragraphs.

There are buttons to align a paragraph to the left, center, right, or justified.
Justified makes both the left and right edges line up evenly. To make this happen, Word changes the space between words and sentences and even between letters.

1. On the Home tab in the Paragraph group, hover over each button to see the ScreenTip about it.
2. Click in the text "World Travel Inc." to deselect the line but put the cursor in that line.
   
3. Click on  the Center button.
   The whole paragraph is centered on the page. It would also have been centered if you had left the paragraph or only part of the paragraph selected.

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Format Paragraph and Text: Using Mini-Toolbar

In Word 2007 and 2010, when you select text, the Mini-Toolbar appears but it is in a faded state. You might overlook it. Move the mouse toward the bar to make it completely visible. You can also make this bar appear by right clicking on selected text.

In Word 2013 and 2016 the tools included on the Mini-Toolbar are somewhat different. There is a Styles button and buttons for numbered lists and bulleted lists. The indention and Center buttons are missing.

1. Select line 5, containing the words "Anniversary Specials", by clicking in the margin beside it.
   The Mini-Toolbar fades into view, but is quite transparent in Word 2007 and 2010.
   
2. If necessary, move the mouse toward the Mini-Toolbar to make it solid and completely visible.
    
   Problem: Lost the Mini-Toolbar before finishing
   If you move the mouse too far off the toolbar, it will vanish.
   Solution: Right click on the selection. A context menu and the Mini-Toolbar will appear. Ignore the menu for now since you don't need it. It will vanish when you make a choice on the Mini-Toolbar.
    
3. On the Mini-Toolbar, change:
   
   
   • Font = Arial
   • Size = 24
   • Style = Bold, Italic, Underline
     Word 2007: Use the ribbon for Underline or the key combo CTRL + U.
   • Center
     Word 2013, 2016: Use the ribbon for Center or the key combo CTRL + E.
   • Color = Green
     Just click the Font Color button. It has a green bar at the bottom from your previous choice.
4. Save your document with these changes. 
   [flyer-WorldTravelInc-Lastname-Firstname.docx]

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Select Multiple Paragraphs: Drag

1. Move the pointer to the left margin beside line 8, which starts the paragraph "In honor of...".

   Show Line Number on Status Bar:
   Would you like to know what line you are in without counting? Right click on the Status bar and a list of options appears. Click on Line Number to put a check mark by it.  The list closes. Now, to see which line your cursor is in, just look at the Status bar at the left.
      
   

2. Click to select line 8, but don't release the mouse button yet.
   
3. Drag down the left margin to the end of the list of trips and release the mouse button. You will highlight all the lines you dragged across.
   The Mini-Toolbar should appear

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Format Text: Mini-Toolbar

1. If necessary, while the highlighting remains, right click on the selection.
   A context menu and the Mini-Toolbar appear.
   
2. Change Font Size to 18.
   The menu vanishes but the Mini-Toolbar stays.
3. Click on the Bold button.
   

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Format Paragraph: Styles from Ribbon

1. Scroll, if necessary, and select the last two lines of text, the blank line between them, and the two paragraph marks below them.
   

2. While the lines are selected, on the Home tab in the Styles group, click on Heading 2 to apply this style to your selected paragraphs.
   

3. With the method of your choice make the following changes to the selected lines:
   • Center
   • Font  = Calibri
   • Font size = 28
   • Font color = Black
   • Bold
     

     The selected lines all pop over to the next page, even though there is room on the first page for some lines. Why?

     Word is trying to keep all the Heading 2 paragraphs together, like they were part of a list. There must a rule there somewhere, but it is not obvious!

4. Save your document with these changes.
   [flyer-WorldTravelInc-Lastname-Firstname.docx]

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Reduce to One Page

There are a number of things you can do to a document to help get left over lines all onto the same page.

1. Select the two blank lines at the end of the document.

2. Press the DELETE key.

3. Change the Font Size to 20 for the last two lines of text and the blank line between them.

   The text is now back onto the first page and the second page vanishes, for now.

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Create Bullet List: Ribbon

In a bulleted list each item in the list is preceded by a dot, square, or other shape or image, which is called a bullet.

1. Select the lines which list the trips: Lines 13, 14, 15.
   

2. On the Home tab in the Paragraph group,  click the Bullet button (not the arrow)
   The selected lines turn into a bulleted list, using the most recently used shape for bullets.

   
   Are your bullets small solid circles? Great! You won the bullet-shape lottery. Word remembers what was used last.

   Problem: Bullets aren't circles
   Word used a different shape the last time it applied bullets. It's remembering for you. It's a "feature", not a "problem"! Truly, this is only a problem when you don't understand what happened and why.
   Solution:
       While the lines are still selected:

   1. Click the down arrow at the right of the Bullets button.
      A gallery of bullets opens.
      
   2. If one of the options shown is small solid circle, click on it. Success!

   Problem: Bullet Gallery does not show solid circle bullet
   The Bullet Library section shows bullets that are remembered and can be used in any Word document. The ones in the illustration are the default bullets so the circle will be there unless someone deliberately removed it.
   
   Solution: If you do not see a choice with circles, you must format the bullets the hard way using the command Define New Bullet...

   1. Click the down arrow at the right of the Bullet button to open the gallery.
      
   2. Click on the command Define New Bullet...
      A dialog opens which allows you to choose the bullet symbol. Notice that you could choose a picture or from a font that is not a symbols font.
      
   3. Click on the button Symbol...
      If the Symbol font is not showing, from the Fonts list, choose the font named Symbol. Scroll until you can click on the small solid circle. It is below the symbols for club, diamond, heart, spade if the dialog window is at its default size.
   4. Click on OK until you are back in your document. Whew!

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Styles Pane

In addition to the Styles gallery on the ribbon, you can also see a list of styles in the Styles pane.

1. With the bullet list still selected, on the Home tab in the Styles group, click the Dialog Box Launcher button
   .
   The Styles pane appears. It may appear as floating or as docked at either the left or right edge of the Word window, depending on the version. Word will remember where it was the last time it was opened.

2. Scroll, if necessary, to find the style for the current selection, List Paragraph.

   Your bullet list paragraphs have a style! The Bullet button was actually applying a style. Who knew??
   

3. Hover over List Paragraph in the Styles pane.
   A ScreenTip shows the exact formatting for this style.

   Hmm. The ScreenTip shows the indention and that there is no added space between paragraphs in the list, and that it has priority 35. That puts it pretty far down the priority list. But there is nothing here about the bullet shape. Interesting!
   

4. Save your document with these changes.
   [flyer-WorldTravelInc-Lastname-Firstname.docx]

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Preview

1. Click the Print Preview and Print button on the Quick Access Toolbar to see how your document would print right now. We won't print until the document is completed.
   
2. Close the preview and return to the document:
   Word 2007: Click the Close Print Preview button.
   Word 2010: Click the Home tab.
   Word 2013, 2016: Click the Back arrow at the top left of the window.
   
3.  If you are finished for this session, close Word. Otherwise continue to the next lesson.