Microsoft Office 2010for Medical Professionals
Word 2010Unit C: Formatting Text and
Paragraphs
Objectives
• Format with fonts• Copy formats using the Format
Painter• Change line and paragraph spacing• Align paragraphs• Work with tabs
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Objectives (continued)
• Work with indents• Add bullets and numbering• Add borders and shading• Insert clip art
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Formatting with Fonts• Formatting text with fonts is a
powerful way to alter the appearance of a document• A font is a complete set of characters
with the same typeface or design• Arial, Times New Roman, Tahoma, and
Calibri are examples of fonts• Each font has a specific design and feel
• Access font options from the Font group on the Home tab
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Formatting with Fonts (continued)
• Font size is another way to change the appearance of text• Font size is measured in points• A point is 1/72 of an inch• 11-point Calibri is the default font size
and font for a new Word document• Font colors may also be changed• A theme is a related set of fonts,
colors, styles, and effects
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Formatting with Fonts (continued) • Change fonts using the Font list arrow• Change font size using the Font Size list arrow• Change font color using the Font Color list arrow
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Font list arrowFont Size list arrow
List of recently
used fonts
Fonts used in default theme
List of all fonts
Font color list arrow
Color name
ScreenTip
Click to create a
custom color
Formatting with Fonts (continued)
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Title formatted in 22-point
Trebuchet MS, bold, purple
Body text formatted in 12-point Garamond
Heading formatted in 14-point
Trebuchet MS, bold, purple
Formatting with Fonts (continued)
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• Preview a font by viewing the font name from the font list window
• There are two types of fonts• Serif fonts which have a small stroke called a
serif at the end of characters such as Garamond
• Sans serif fonts which do not have a serif such as Trebuchet MS
• Font size may be typed in the Font Size box
• Change theme colors from the Page Layout tab
Formatting with Fonts (continued)• Adding a drop cap
• A drop cap is a large initial capital letter, often used to set off the first paragraph of an article
• To insert a drop cap, click the Drop Cap button in the Text group on the Insert tab
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• Enhance a drop cap with font colors, styles, and effects, as well as shading and borders
Microsoft Office Word 2010 for Medical Professionals
Copying Formats Using the Format Painter
• Change the appearance of text by applying font styles, font effects, and character-spacing effects.
• Font styles• Bold makes text darker• Italic slants text
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Copying Formats Using the Format Painter (continued)
• Use the Format Painter to quickly apply format settings from selected text to other text• Click the Format Painter button once to
apply the format settings to one item• Double-click the Format Painter button
to activate the Format Painter and apply settings to multiple items
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Copying Formats Using the Format Painter (continued)
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Click to open the Font Text Effects dialog
box
Microsoft Office Word 2010 for Medical Professionals
Fonts
Font tabFont style
Font Size
Font colorUnderline style and
optionsFont effects
options
Copying Formats Using the Format Painter (continued)• Character-spacing effects
• Apply character-spacing effects using the Advanced tab in the Font dialog box
• Change the width, or scale, of characters• Change the spacing between characters• Raise or lower characters relative to the
line of text
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Copying Formats Using the Format Painter (continued)
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Title formatted in 42-point, green with a shadow effect and character scale of 80%
Paragraph formatted in italic
Bold
Microsoft Office Word 2010 for Medical Professionals
Copying Formats Using the Format Painter (continued)
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Format Painter button on the Home tab
Subheading formatted in Trebuchet MS, bold, italic, green
Same text format settings copied and applied to
subheading using the Format Painter
Microsoft Office Word 2010 for Medical Professionals
Copying Formats Using the Format Painter (continued)• Use Change Case and Underline to
enhance text• Change letters from uppercase to
lowercase and vice versa• Use the Change Case button in the
Font group on the Home tab• Apply an underline style or color text• Use the Underline list arrow in the Font
group on the Home tab to choose the underline style and the underline color
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Changing Line and Paragraph Spacing• Adding white space to a document
can make it easier to read• Change line spacing using the Line and
Paragraph Spacing list arrow • Change paragraph spacing using the
Spacing options in the Paragraph group on the Page Layout tab
• Line and paragraph spacing are measured in points
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Changing Line and Paragraph Spacing (continued)
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12 points of space added
before heading
Line spacing is 1.5
Spacing section shows paragraph
spacing for paragraph where insertion point is
located
Line spacing is 1.15
6 points of space added after the
heading
Microsoft Office Word 2010 for Medical Professionals
Insertion point
Changing Line and Paragraph Spacing (continued)• Formatting with Quick Styles
• Apply multiple format settings in one step with a style
• Use styles to give your document a more professional appearance
• A style is a set of format settings that are named and stored together
• Styles can include character and paragraph format settings
• Apply Quick Styles by selecting a style from the Quick Styles gallery
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Changing Line and Paragraph Spacing (continued)• Each Quick Style
set includes styles for a title, several heading levels, body text, quotes, and lists
• Each Quick Style Set has a different design
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Quick Style Gallery
Aligning Paragraphs• Paragraphs are aligned relative to
the left and right margins• Left-aligned text is flush with the left
margin and has a ragged right edge• Text is left-aligned by default
• Right-aligned text is flush with the right margin and has a ragged left edge
• Centered text is positioned evenly between the margins
• Justified text is flush with both the left and right margins
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Aligning Paragraphs (continued)• Change paragraph alignment using the alignment
buttons in the Paragraph group on the Home tab
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Center-aligned
Justified
Right-aligned
Left-aligned
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Right margin on ruler
Aligning Paragraphs (continued)• Indents and Spacing tab in the
Paragraph dialog box
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Alignment Options
Line Spacing Options
Preview of selected settings
Spacing above and
below paragraph
options
Aligning Paragraphs (continued)• Change a document’s theme to tailor
the document’s look and feel• Format the document with a Quick
Style set• The default theme is the Office theme
• With the document open, move the pointer over a theme to preview how the theme will change the document
• Change a theme using the Themes group on the Page Layout tab
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Working with Tabs
• Tabs allow the user to align text at a specific location in a document• A tab stop is a point on the horizontal ruler that
identifies a text alignment location• By default, tab stops are located every ½ inch
from the left margin• Text can be aligned to the left, right, or center
of a tab stop, or aligned with a bar character or decimal point
• Set tab stops using the horizontal ruler or the Tabs dialog box
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Working with Tabs (continued)
• Set tabs using the ruler • Click the tab indicator at the left end of the
horizontal ruler to select the type of tab• Set the tab by clicking the ruler at the location
of the desired tab stop• Tab stop applies to:
• The active paragraph, or • The selected paragraphs
• Drag a tab stop on the ruler to change its location
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Working with Tabs (continued)
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Left tab stops on ruler Right tab stop
Right tab icon in Tab indicator
box
Microsoft Office Word 2010 for Medical Professionals
Working with Tabs (continued)
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Tabbed text left-aligned
Left tab stop
Right tab stop
Tabbed text right-aligned
Tab leader
Tab type indicator
Microsoft Office Word 2010 for Medical Professionals
Working with Tabs (continued)
• Set tabs using the Tabs dialog box
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• Create new tab stops• Change the position or
alignment of existing tab stops
• Clear tab stops• Apply a tab leader, a line
that appears in front of tabbed text
Microsoft Office Word 2010 for Medical Professionals
Select the tab stop to be modified
Apply selected settings to selected tab stop
Clear selected tab stop
Select leader options
Working with Indents• Indenting a paragraph moves the edge of
the paragraph in from the left or right margin• Indent the entire left or right edge of a
paragraph• Indent just the first line• Indent all lines except the first line• Indent the left edge of a paragraph to the left
of the left margin• Indent markers on the horizontal ruler
identify the indent settings for the paragraph in which the insertion point is located
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Working with Indents (continued)
• To indent a paragraph:• Drag an indent marker to a new
location on the ruler• Change the indent settings using the
indent buttons in the Paragraph group on the Page Layout tab
• Click the Increase Indent button or the Decrease Indent button in the Paragraph group on the Home tab
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Working with Indents (continued)
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First Line Indent marker
Hanging Indent marker Left Indent
marker
Indented paragraph
Right Indent marker
Increase and decrease indent buttons
Microsoft Office Word 2010 for Medical Professionals
Working with Indents (continued)
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First Line Indent marker being dragged to the ¼” markDotted
line shows
position of First
Line Indent Marker
Paragraph indented ½″
from left margin
Microsoft Office Word 2010 for Medical Professionals
Paragraph indented ½″ from right margin
Working with Indents (continued)• Clearing text formatting
• Use the Clear Formatting command to return text to its default settings:
• 11-point Calibri text• Left-aligned, 1.15 paragraph spacing, 10
points below, and with no indents• To clear formatting, select the text and
click the Clear Formatting button in the Font group on the Home tab
• To remove all paragraph formatting, click the No Spacing button in the Styles group on the Home tab
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Adding Bullets and Numbering• Formatting a list with bullets and
numbering can help to organize ideas in a document• A bullet is a character, often a small circle,
that appears before the items in a list to add emphasis
• Numbering the items in a list helps to illustrate sequence and priority
• Use the Bullets and Numbering buttons in the Paragraph group on the Home tab to apply bullets or numbering to lists
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Adding Bullets and Numbering (continued)
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Numbering list arrow
Change style, format, and alignment of numbers in a list
Numbering style
Microsoft Office Word 2010 for Medical Professionals
• Use the Bullets or Numbering list arrows to apply, change, or customize bullet and numbering styles
Adding Bullets and Numbering (continued)
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Bullets button
Numbers are bold
Numbers selected in numbered list
Check mark bullets applied to list
Adding Bullets and Numbering (continued)• Creating multilevel lists
• To create a hierarchical structure in a list, apply a multilevel list style
• Click the Multilevel List list arrow in the Paragraph group on the Home tab to select and apply a multilevel list style
• Format an existing list• Demote items using the Increase Indent
button• Promote items using the Decrease Indent
button
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Adding Borders and Shading
• Add borders and shading to text in a document to add color or emphasis• A border is a line added above, below, to the
side of, or around words or paragraphs• Shading is a color or pattern that is added
behind words or paragraphs• Insert borders or shading using the Borders
button or the Shading button in the Paragraph group on the Home tab
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Adding Borders and Shading (continued)
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Shading applied to paragraphs
Indent markers show width of shaded paragraphs
Adding Borders and Shading (continued)
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Apply settings to selected text or an entire paragraph
To apply border, click edges of preview or
border buttons
Preview of settingsSelect border
formats before applying them in the Preview area
Line styles
Change the location of the border relative to the text
Adding Borders and Shading (continued)
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Text formatted in bold, purple
Text formatted in green, small
caps
Microsoft Office Word 2010 for Medical Professionals
Double-line 1 ½ -point purple, box
border
Adding Borders and Shading (continued) • Highlighting text in a document
• Highlighting is transparent color that is applied to text using the Highlight pointer
• Highlighting is most effective when a document is viewed on screen
• Highlighting does print• To highlight text, click the Text Highlight
Color list arrow in the Font group on the Home tab, select a color, then select the text
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Inserting Clip Art
• Illustrate a document with clip art • Clip art is a collection of graphic images
that you can insert into a document• Clip art images are stored in the Clip
Organizer• Clips are the media files, including
graphics, photographs, sounds, movies, and animations, that come with Word
• Add clips by clicking the Clip Art button in the Illustrations group on the Insert tab
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Inserting Clip Art (continued)• Search for clips using the ClipArt
task pane
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Search clips using a keyword
Select to include content from Office.com
Select type of clips
Microsoft Office Word 2010 for Medical Professionals
Search for clips online
Clips matching keyword
Inserting Clip Art (continued) • A clip is inserted as an inline graphic
at the location of the insertion point• When the graphic is selected, the
Pictures Tools Format tab appears and white circles called sizing handles appear on the square edges of the graphic
• The Picture Tools Format tab contains tools to adjust, enhance, arrange, and size graphics
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Inserting Clip Art (continued) • An inline graphic is a graphic that is
part of the line of text• A floating graphic is independent from
text and can be moved anywhere on a page
• Drag the sizing handles to reduce or enlarge the size of a graphic• Drag the corner handles to maintain the
graphic size ratio
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Inserting Clip Art (continued)• Wrap text around the graphic (floating graphic)
• Apply a text wrapping style • Click the Wrap Text button in the Arrange group
on the Picture Tools Format tab
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Move pointerFaded image
shows graphic being dragged
Sizing handles
Microsoft Office Word 2010 for Medical Professionals
Inserting Clip Art (continued)
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Text wrapped around graphic
Shadow effect applied to graphic
Microsoft Office Word 2010 for Medical Professionals
Inserting Clip Art (continued)• Picture Tools Format tab
• Use the Arrange group from the Picture Tools tab to apply text wrapping and make the graphic a floating graphic
• Use the Picture Styles group from the Picture Tools tab to apply styles and effects to the graphic
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Summary
• Enhance the appearance of documents and add emphasis to text by formatting with fonts• Font style, font color, font size, font effects• Copy font formatting using the Format Painter
• Add white space to documents for easier reading by changing line and paragraph spacing• Use Quick Styles to create a professional
appearance for a document
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Summary
• Use paragraph alignment to enhance a document’s appearance• Left, right, centered, justified
• Add tab stops and use indent functions to organize and emphasize content
• Organize lists with bullets or numbers
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Summary
• Add borders and shading to selected text or paragraphs for added emphasis
• Enhance documents with clip art using the clip organizer
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