Formatting Documents

 Adjust the alignment of your document

Different types of documents call for different text alignments. You can choose whether to
align your entire document to the left, right, or at the center, by clicking the Alignment
buttons in the Paragraph section in the Ribbon.
 These are the buttons that look like a small version of a document, with small black
lines according to their buttons alignment function.
 You can find the alignment buttons toward the center of the Ribbon, after the
Underline button and before the Bullets button.

Types Of Allignments:
1. Allign Left
2. Center

3. Align Left
4. Justify
  Set the Line Spacing Of Your Document

Adjust settings by clicking the Line and Paragraph Spacing button. Every text
you type after using this tool will follow the spacing you’ve set.
 Find the Line and Paragraph spacing button on the Ribbon after the
Alignment buttons. This button looks like a row of lines with vertical arrows
to the left of the lines pointing upward and downward.
 If you want to edit the spacing of an existing line or paragraph,
highlight the context and click the Line and Paragraph Spacing button to edit
it.
 You can also edit line and paragraph spacing by clicking on the Format
tab on the Menu bar at the top of your screen, selecting “Paragraph” from
the list, and selecting your desired spacing.
 Many professional documents like college essays and cover letters
should be double-spaced.

Adjust the font settings.

 On your Ribbon, you will see drop-down menus for font and size. To make
changes to text you first have to select the text that you want to work with.
You can select individual characters, specific words, or entire paragraphs.
After you select text, you can format it. For example, you can change the
font, size, and color.
 Click on to the left of the first word you wish to select and hold the
cursor while dragging the cursor over all the words you wish to select.
  Change size, color, and highlighting

Navigate to the drop-down section on the Ribbon to choose your desired

font, size, color, and highlighting. You will see the font button first, to the left
right after the Style button. Next, you will find the size button with your
default size (usually size 12 font).
 Always consider the formatting guidelines of the document you are
writing when choosing the font style and size.
 The standard font for most college and professional papers is Time
New Roman size 12 font.
  Choose the text emphasis formatting you want to use

Besides setting the font style and size, you can also adjust the emphasis of
words and lines in your document. Beside the size button, you will see the
Bold, Italics, and Underline button. The Bold button is a bolded capitol B, the
Italics button is an italicized capitol I, and the Underline button is an
underlined capitol U.
 Just click the buttons on the Ribbon once you have selected the font
you want to modify.
1. Bold
2. Italic

3. Underline
  Set the text highlights and font colors.

If you would like to add colors and highlights to your document, you can do
so by selecting the part of the document you like to add colors to and clicking
the Text Highlight or Font Color buttons on the Ribbon.
 Navigate to the far right of the Ribbon to find the Highlight button, a
blue ABC with a white bar underlining it, and the font color button, a letter A
with a black bar underneath.
 Add bullets and numbers

Highlight the text that you would like to be numbered or bulleted and click
the Numbering or Bullets button on the Ribbon.

 These buttons can be found side by side on the Ribbon, after the
alignment buttons. The Numbering button displays three small lines with
numbers to the left of the lines and the Bullets button displays three small
lines with bullet points to the left of the lines.
 HEADER AND FOOTER
Headers and footers can help keep longer documents organized and make
them easier to read. Text entered in the header or footer will appear
on each page of the document.

To insert a header or footer:

1. Select the Insert tab.
2. Click either the Header or Footer command. A drop-
down menu will appear.
3. From the drop-down menu, select Blank to insert a
blank header or footer, or choose one of the built-in
options.
 4. The Design tab will appear on the Ribbon, and the
header or footer will appear in the document.
5. Type the desired information into the header or footer.

6. When you're finished, click Close Header and Footer in

the Design tab, or hit the Esc key.

After you close the header or footer, it will still be visible, but it will
be locked. To edit it again, just double-click anywhere on the
header or footer, and it will become unlocked.
To insert the date or time into a header or footer:

1. Double-click anywhere on the header or footer

to unlock it. The Design tab will appear.
2. From the Design tab, click the Date & Time command.

3. Select a date format in the dialog box that appears.

4. Place a check mark in the Update Automatically box if

you would like it to always reflect the current date.
Otherwise, it will not change when the document is
opened at a later date.
 5. Click OK. The date and time now appears in the
document.

TABLES
Tables are a tried-and-true method of presenting data in rows and
columns. They are very simple to insert and manipulate in Word.
When you click on the “Tables” button on the “Insert” tab, you’re
given several options.

Here you see a grid that allows you to quickly spec out a table but
you can also insert, draw, or pick from some predefined “Quick
Tables”.
The fast way is to simply trace out the table you want using the
provided grid. In the screenshot, you see we trace out a 6 x 5 table,
which is previewed in the document.

FORMATTING A TABLE
On the Ribbon, the “Table Tools” tabs are contextual tabs that
appears whenever you create or click on a table. The functions
found here give you an easier visual way of quickly manipulating
tables where you might otherwise use right-click options.

The “Table Tools” are divided into two tabs. “Layout” (pictured
above), which lets you add and remove columns, adjust height and
width, and text alignment. Many of these controls can be accessed
directly from the right-click context menu, but it’s nice to have all
your options arrayed before you.
Note though, the context menu you get, will depend on where you
click. If you click on the little table control in the upper-left corner:

You get a larger variety of tools at your disposal. Note also, you can
delete a table easily this way:
Back to the Ribbon, on the far right side of the “Layout” tab, you’ll
find some handy controls for controlling your “Alignment” and
“Data.”

So, for example, if you want your headers to be perfectly centered

within their cells, while having your data cells left-justified, you’d
simply select the cells to affected and click the alignment you
desire.

You can also “Sort” cell data, insert formulas, convert your table to
plain text, and repeat header rows. The last option is useful if you
have a table that spans multiple pages, you can designate “header
rows,” which will persist as you scroll through the table. This is
useful for keep track of what column is what in long tables.

The “Design” tab by contrast is all about how your table(s) appear.
Note when you click on the scrollbar in “Table Styles” a larger menu
appears granting you greater built-in options.

At the bottom of this menu, you can modify your table’s style if the
current selection of tables doesn’t suit you. When you make
changes, they will be previewed so you can see them before you
commit.

While formatting or modifying a table, if the built-in selections

aren’t close to what you want, you may just want to start from
scratch. In this case, you can you the “New Style” dialog, which will
be allow you to build a new table style based on current table
styles.

There’s little difference to this dialog and the modify dialog except
that modifying is based off an existing table design.

In the end, formatting your tables is going to come down to what

kind of data you’re presenting and personal preference.
 FINDING AND REPLACING
Switch over to the “Home” tab on Word’s Ribbon and then
click the “Replace” button.

This opens Word’s Find and Replace window. In the “Find

What” box, type the word or phrase you want to locate. If
you only want to find text in your document, you can go
ahead and click the “Find Next” button to have Word jump
to the next occurrence of that word. Keep clicking it to
browse through all the results.

If you want to replace the text you find with something

else, type the replacement text into the “Replace With”
box. You can enter up to 255 characters in the both the
“Find What” and “Replace With” boxes, by the way.

In this example, let’s say we want to replace the name

“Williams” with the name “Billingsly”, so we’ve typed that
text into the respective boxes. Next, we’d click the “Find
Next” button to have Word locate the first instance of the
text in the “Find What” box.

Word jumps the document to that point and highlights the

result in grey, still keeping the Find and Replace window
on top for you. Click the “Replace” button to replace the
currently selected result with whatever text is in the
“Replace With” box.
To replace all instances at once without stopping and
reviewing each one, you can click the “Replace All” button.

Be careful when using “Replace All” because it will

automatically replace all instances, including those you
might not want to replace. In the example below, there are
three more instances of “Williams,” but we only want to
replace the next two. In this case, we would only click
“Replace” for the second and third instance.

If there is a particular instance where you don’t want to

replace the text, click “Find Next” as many times as
needed until you come to an example where you need to
replace text.
To exit from Find and Replace, click the “Cancel” button.
 MAIL MERGE
Mail Merge is a useful tool that allows you to produce multiple
letters, labels, envelopes, name tags, and more using information
stored in a list, database, or spreadsheet. When performing a Mail
Merge, you will need a Word document (you can start with an
existing one or create a new one) and a recipient list, which is
typically an Excel workbook.

To use Mail Merge:

1. Open an existing Word document, or create a new one.
2. From the Mailings tab, click the Start Mail
Merge command and select Step-by-Step Mail Merge
Wizard from the drop-down menu.

The Mail Merge pane will appear and guide you through the six
main steps to complete a merge. The following example
demonstrates how to create a form letter and merge the letter with
a recipient list.
Step 1:
 From the Mail Merge task pane on the right side of the
Word window, choose the type of document you want
to create. In our example, we'll select Letters. Then
click Next: Starting document to move to Step 2.

Step 2:
 Select Use the current document, then click Next: Select
recipients to move to Step 3.
Step 3:

Now you'll need an address list so Word can automatically place

each address into the document. The list can be in an existing file,
such as an Excel workbook, or you can type a new address list from
within the Mail Merge Wizard.

1. Select Use an existing list, then click Browse to select the

file.
2. Locate your file, then click Open.

3. If the address list is in an Excel workbook, select

the worksheet that contains the list, then click OK.
4. In the Mail Merge Recipients dialog box, you
can check or uncheck each box to control which
recipients are included in the merge. By default, all
recipients should be selected. When you're done,
click OK.

5. Click Next: Write your letter to move to Step 4.

If you don't have an existing address list, you can click the Type a
new list button and click Create, then type your address list
manually.

Step 4:

Now you're ready to write your letter. When it's printed, each copy
of the letter will basically be the same; only the recipient data (such
as the name and address) will be different. You'll need to
add placeholders for the recipient data so Mail Merge knows
exactly where to add the data.

To insert recipient data:

1. Place the insertion point in the document where you
want the information to appear.
2. Choose one of the placeholder options. In our example,
we'll select Address block.

3. Depending on your selection, a dialog box may appear

with various customization options. Select the desired
options, then click OK.
4. A placeholder will appear in your document (for
example, «AddressBlock»).

5. Add any other placeholders you want. In our example,

we'll add a Greeting line placeholder just above the
body of the letter.
 6. When you're done, click Next: Preview your letters to
move to Step 5.

For some letters, you'll only need to add an Address

block and Greeting line. But you can also add more placeholders
(such as recipients' names or addresses) in the body of the letter to
personalize it even further.

Step 5:
1. Preview the letters to make sure the information from
the recipient list appears correctly in the letter. You can
use the left and right scroll arrows to view each version
of the document.

2. If everything looks correct, click Next: Complete the

merge to move to Step 6.
Step 6:
1. Click Print to print the letters.
2. A dialog box will appear. Decide if you want to
print All of the letters, the current document (record), or
only a select group, then click OK. In our example, we'll
print all of the letters.

3. The Print dialog box will appear. Adjust the print

settings if needed, then click OK. The letters will be
printed.
 INDENTS
Here are the possible types of indents in Word.

 First-line indent: Only the first line of the paragraph is

indented.

 Hanging indent: Every line of the paragraph except the first

one is indented.

 Left indent: All lines of the paragraph are indented in relation

to the left margin.

 Right indent: All lines of the paragraph are indented in

relation to the right margin.

For a simple left indent, use buttons on the Home tab (Paragraph
group): Increase Indent and Decrease Indent. Each time you click
one of those buttons, it changes the left indent for the selected
paragraph(s) by 0.5.”
 If you want to specify the amount of indent or if you want to apply
an indent to the right side, use the Indent controls on the Word
2019 Layout tab. (Check here to see more of the Word 2019
ribbon.) You can increment the amount of indent up or down in the
Left and Right text boxes.

If you want a special indent (hanging or first-line), use the

Paragraph dialog box. To do so, follow these steps:

1. Select the paragraph(s) to which the setting should apply.

2. On the Home or the Layout tab, click the small icon in the
bottom right of the Paragraph group.

3. In the Paragraph dialog box that opens, enter values in the

Left and/or Right text boxes as desired to create overall indents for
the paragraph(s).
4. (Optional) If you want a special type of indent (such as
hanging, or first-line), open the Special drop-down list and make
your selection. Then enter the amount of the special indent in the
text box to the right.

In the image above, for example, a hanging indent has been set of
0.9”. That means all lines except the first one will be left-indented
by 0.9”.

5. Click OK.

The indent settings are applied.