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Word Document Formatting for Office 2000

Word 2000

Document Formatting

CSOM OIT Helpdesk

CSOM OIT Helpdesk

Location

L-119

Phone

612-625-5550

E-mail

help@csom.umn.edu

Hours

M-TH 7:30 am – 9:00 pm

F 8:00 am – 4:30 pm

OIT Helpdesk services include:

· Software Support – Get help on all OIT supported software

· Borrowing Equipment – Check out notebook computers, LCD projectors, Zip drives, and external CD-ROM players

Table Of Contents

1Document Formatting

1Using Views

1Formatting Text

2Formatting Fonts

5Viewing Hidden Characters

5Formatting Paragraphs

7Customizing AutoCorrect

8Using Styles

10Using the Format Painter

10Inserting Page Breaks

11Inserting Section Breaks

12Page Numbers

13Headers and Footers

14Using Page Setup

16Using Print Preview

17Using the Ruler

17Setting Tabs

19Using Bullets and Numbers

22Using the Document Map

22Cross-references

23Footnotes and Endnotes

25Creating a Table of Contents

27Creating Page Borders

28Using Word’s AutoFormat Borders

29Creating an Index

Course Objectives:

At the end of this course, participants will be able to:

· Do simple formatting using the Formatting toolbar

· Use the menu to format fonts, bullets, numbers, and paragraphs

· Use and create styles

· Format tabs

· Insert page numbers

· Insert and format headers and footers

· Insert page and section breaks

· Insert footnotes and endnotes

· Use the Document Map

· Insert cross references to other parts of a document

· Create a Table of Contents

· Create custom page borders.

· Create an Index

Document Formatting

Document formatting is used to change the appearance of a document to make it more interesting and easier to read. It also includes adding headers and footers, page numbers, tables of contents, cross references, and indexes.

Using Views

Word has several views in which you can work. To select a different view, click the appropriate button on the lower-left part of the screen. The view most users prefer is the Page Layout View.

Using Zoom

Zooming a document changes the size of the image on the screen. It does not change the printed document. From the Standard tool, click

to adjust the zoom of the document. For a custom zoom, click in the field and type a custom zoom, then press Enter.

Formatting Text

Before you can do any formatting, you must first select the text you want to format. You can use your mouse or keyboard shortcuts to select text.

Selecting Text with the Mouse

Use any of the following options to select text using your mouse.

To Select:

Do this:

Any text

Click and drag over the text.

A single word

Double click the word (or simply click anywhere in the word).

A line

Point in the left margin next to the line. Single-click the mouse.

A paragraph

Double-click in the left margin next to the paragraph.

The entire document

Triple-click in the left margin.

Selecting Text with the Keyboard

Use any of the following options to select text using the keyboard. Use your mouse or arrow keys to move to the text you want to select.

Use this keyboard shortcut

To select:

Ctrl + Shift + (arrow key)

One word to the right or left of the insertion point. OR one line up or down.

Shift + Home

Text from the insertion point to the beginning of the line.

Shift + End

Text from the insertion point to the end of the line.

Ctrl + Shift + Home

From the insertion point to the beginning of the document.

Ctrl + Shift + End

From the insertion point to the end of the document.

Ctrl + A

Entire document.

Selecting with the Mouse and Keyboard

Click at the beginning of the text you want to select. Press and hold Shift. Then click at the end of the text you want to select.

Formatting Fonts

You can use the Formatting toolbar to easily format text.

Using Toolbars

Toolbars consist of buttons to perform the most frequently used menu commands. Rest the mouse pointer over a button to identify the button’s purpose.

By default, Office 2000 displays the Standard Toolbar and the Formatting Toolbar in one row. You can modify the toolbars by the following methods.

· Click

(on the right edge of each toolbar) to display additional tools available from that toolbar.

· Select Tools, Customize; then deselect Standard and Formatting toolbars share one row. Each toolbar displays in a row by itself.

· To add or remove toolbars, select View, Toolbars, then select the appropriate toolbar.

Formatting Text Using the Toolbar Buttons

Select text, then use any of the following buttons to format.

Click:

To:

Select a font

Select a font size

Bold the selected text

Italicize the selected text

Underline the selected

Highlight text (click button, then click and drag over text to highlight it)

Select a different font color

Using Undo and Redo

You can easily undo and/or redo changes. Use one of the following procedures to undo a command.

· Select Edit, Undo

· Press Ctrl + Z

· Click the Undo button

on the Standard toolbar.

Use one of the following procedures to redo a command.

· Select Edit, Redo

· Press Ctrl + Y

· Click the Redo button

on the Standard toolbar.

To undo or redo multiple commands, click the

next to the Undo or Redo button, and select the appropriate command. All changes up to the selected item in the list are made.

Repeating the Last Action

To repeat the last action, press Ctrl + Y.

Formatting Text Using the Format Menu

For additional text formatting options, select the Format, Font menu. The Font dialog box displays. A Preview area displays your selections. Some of the additional options available from the Font dialog box include:

· Different effects, such as superscript, subscript, and strikethrough.

· Effects such as all caps and small caps.

· Customized underline styles.

· Different kinds of character spacing (activate the Character Spacing tab).

· Animated text effects (these are only viewable on-line – not in printed documents).

Changing the Default Font

If you want to change the default font for all new documents, make the desired changes, then click the Default button. Click Yes.

Common Keyboard Shortcuts for Formatting

You can use the following keyboard shortcuts to format selected text.

Ctrl + b = bold

Ctrl + i = italic

Ctrl + u = underline

Viewing Hidden Characters

You can choose to hide or show non-printing characters on the screen. These do not display on the printed page. However, they are useful as a reference for spacing in the document. To turn on the hidden characters, click

on the Standard toolbar.

Formatting Paragraphs

Paragraph formatting allows you to change the appearance of an entire paragraph, including paragraph alignment and spacing. Paragraph formatting always affects the entire paragraph in which the insertion point is located (or all selected paragraphs).

Changing Paragraph Alignment

You can easily change paragraph alignment using the Formatting toolbar.

Click:

To:

Left align the paragraph(s)

Center align the paragraph(s)

Right-align the paragraph(s)

Justify the paragraph(s)

Apply numbers to the paragraph(s)

Apply bullets to the paragraph(s)

Decrease the indent of the paragraph(s)

Increase the indent of the selected paragraph(s)

Apply a border to the selected paragraphs. For alternate border options, click the

.

Formatting Paragraphs Using the Menu

You can set additional paragraph formatting options using the menu. To format one paragraph, simply click anywhere in the paragraph. To format multiple paragraphs, select the paragraphs.

1. Select the paragraph(s) you want to format.

2. Select Format Paragraph. The Paragraph dialog box displays.

From the Indents and Spacing tab, you can adjust any of the following:

· Alignment

· Left and right indents

· Hanging indents (as used in bullets, etc.)

· Spacing before and/or after the paragraph

· Line spacing (single, double, 1.5, etc.)

From the Line and Page Breaks tab, you can select options for how Word handles paragraphs that extend beyond the current page. For an explanation of any of the choices, click the

in the upper-right corner of the dialog box.

3. Select the appropriate options, then click OK.

Customizing AutoCorrect

AutoCorrect is a feature of Word 2000. You can customize how these options perform. When working with styles (as described in the next section), you may want to disable some of the features of AutoCorrect.

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