With MS Word

There are a number of ways you can start Word, depending on how your computer is
configured.
If the Office tool is displayed on your computer desktop, you can click the Word button.

If there is a shortcut to Word on your computer desktop, you can double-click the icon.

Otherwise, click the Start button on the Taskbar (typically located at the bottom of the
screen), move your mouse until the tip of the mouse pointer points to Programs, then on the
Programs menu point to and click Microsoft Word.
 Elements of the MS Word Screen

Element Description

Control Menu Displays the control menu list such as Move, Maximize, Minimize, Restore,
icon Close and Resize.
Title Bar Displays the name of the program you are currently using and the name of
the document you are working. The title bar appears at the top of all
Windows program.
Menu Bar Displays a list of menus used to give commands to Word. Clicking on a
menu name displays a list of commands.
Toolbars Toolbars are shortcuts. They contain buttons for the most commonly used
commands and provides quick access to them. The default toolbars are
the Standard and the Formatting Toolbars.
Standard Toolbar The Standard toolbar contains buttons for the Word commands you use
the most, such as saving, opening and printing documents..
Formatting Contains buttons for the most commonly used formatting commands, such
toolbar as making text bold or in italics.
Ruler Displays left and right paragraph and document margins, and tab stops.
Document This is where you type in text and work on your documents. You can have
window more than once document window open at a time, allowing you to work on
several documents.
 Element Description

Insertion point The small, blinking bar/line is where the text you type appears in the
document. You can move the insertion point by moving your mouse to a
new location in the document window and clicking, or by using the arrow
keys on the keyboard.
View buttons The view buttons appear on the left-hand side of the horizontal scroll bar
and are used to display documents in several different views: normal,
online layout, print layout, and outline.
Scroll bars There are both vertical and horizontal scroll bars. You use them to view
and move around your document. The scroll box shows where you are in
the document. For example, if the scroll box is near the top of the scroll
bar, you’re at the beginning of a document.
Status bar Displays various important information, such as the total number of pages
in a document, which page you’re currently working on, and the position of
the insertion point.
Control Buttons Can be found at the right end of the Title Bar these are buttons that can be
used to close, minimize, or change the size of the program window or
current document window.
Browse Buttons Clicking the appropriate button just below the vertical scroll bar allows you
to move to the previous or next page of a document, or to select a browse
object.

Using Menus
One of the most common ways to give commands to Word is by using the menus.
Menus for all Windows program can be found at the top of a window, just beneath the program’s
title bar.

Notice each of the words in the menu has an underlines letter somewhere in them. For
example, the F in the File menu is underlined. Holding down the <Alt> key and pressing the
underlined letter in a menu produces the same effect as clicking on it, once you open a menu,
you can navigate through the different menus.
If you open a menu and then change your mind. Click anywhere outside the menu or
press <Esc> key or if you want to go the next menu use the left or arrow keys.
Click the downward pointing arrow at the bottom of the menu to display the other hidden
menus.

File Description
File File-related commands to open, save, close, print and create new files.
Edit Commands to copy, cut, paste, find and replace text in a document.
View Commands to change how the document is displayed on the screen.
Insert Lists items that you can insert to document.
Format Commands to format text and paragraphs.
Tools List of tools such as the thesaurus and word Count.
Table Table-related commands.
Window Commands to display multiple windows.
Help Get help on using the Microsoft Word.
 Using Toolbars
One method of choosing a command is with the use of the toolbars. Toolbars are
shortcuts. They contain assortment of buttons for the most commonly used commands and
provides quick access to them to complete a certain task. By default MS Word displays two
toolbars-the Standard and Formatting Toolbars.

Standard Toolbar is the toolbar located either on the left or on the top of the screen and
contains buttons for the commands you’ll use most frequently in Word.

Functions of Commonly Used Buttons

on the Standard Toolbar
Button Description Shortcut

Opens a new, blank document Ctrl + N

Displays the Open dialog box so that you can retrieve

Ctrl+ O
an existing document

Saves the active document on disk Ctrl + S

Prints the active document Ctrl + P

Shows what the printed page of a document will look

Ctrl + Alt + I
like

Checks the spelling of words in the active document F7

Moves the current document selection to the Clipboard Ctrl + x

Moves a copy of the current document selection to the

Ctrl + C
clipboard

Copies the Clipboard contents to the active document

Ctrl + N
at your insertion point

Copies the formatting of the current document

Ctrl + Shift + C
selection to the next document selection
 Formatting Toolbar

Functions of commonly used buttons

on the Formatting Toolbar
Button Description Shortcut

Select the style to apply to paragraphs Ctrl + Shift + S

Changes the font of the selected text Ctrl + Shift + F

Changes the size of the selected text and numbers Ctrl + Shift + P

Aligns to the left with a ragged right margin Ctrl + L

Aligns to the right with a ragged left margin Ctrl + R
Makes a numbered list or reverts back to normal
Decreases the indent to previous tab stop
Adds or removes a border around selected text or
objects
Formats the selected text with the color you select
Makes selected text with the color you select
Makes selected text and numbers bold
Makes selected text and numbers italics
Underlines selected text and numbers
Centers the selected text
Aligns the selected text to both the left and right
margins
Add, or remove, bullets in a selected paragraph or
list
Indents the selected paragraph to the next tab stop
The Dialog Box
Whenever a commands if followed by an ellipse (….), it means that a dialog box must be
fill out. A dialog box is an on-screen message that conveys or request information from the
user. Dialog boxes usually contain several types of controls such as text boxes, list boxes,
combo boxes (also known as drop-down list box) and buttons.

Parts of the Dialog Box

The Difference between a Dialog Boxes from a Window

Opening, Crating, Saving, closing a New Document and Quitting MS Word

It is likely that you will want to work a document, close and save it, and then open it
again later to add more material or edit what you’ve already typed. There are several ways to
pen, create, save, close a new document and quit MS Word.

A. Opening an Existing Document

B. Create a New Document

C. Saving a Document

D. Closing a Document and Quitting Word

Moving Through the Document by Using the Keyboard

The easiest way to move the insertion point to (the blinking vertical bar) short distances
is to use the arrow keys. You can also use additional keys to move the insertion point to longer
distance.

Move Action Keystroke

Beginning of the line. HOME
End of the line. END
Top of the document. CTRL + HOME
End of the document. CTRL + END
To move one character to the left.
To move one charter to the right.
To move one line up.
To move one line down.
To move one word to the left. CTRL +
To move one word to the right. CTRL +
To move to the beginning of the current paragraph. CTRL +
To move to the beginning of the next paragraph. CTRL +
To move up one screen. PGUP
To move down one screen. PGDN
To move to the bottom of the screen. CTRL +PGDN
To move to the top of the screen. CTRL +PGUP
To move to the next page. ALT + CTRL + PGDN
To move to the top of the previous page. ALT + CTRL + PGUP
Selecting Text

When you want to edit more than one character at a time, you must select it first. Many
other editing and formatting techniques, such as formatting text, also require that you select the
text you want to modify. Knowing how to select text will make you much more proficient and
skillful at using Microsoft Word. You can use either the mouse of the keyboard in selecting the
text.

Select the text by dragging the mouse over the desired text while keeping the left mouse
depressed, or hold down the SHIFT key on the keyboard while using the arrow button to
highlight the text. The following table contains shortcuts for selecting a portion of the text:

A. Using the Keyboard

Selection Technique
Whole word Double-click within the word.
Sentence Hold (Ctrl) and click anywhere in the sentence.
Paragraph Triple - click anywhere in the paragraph.
Text block using the Drag across the text from the first character you want to select to the
mouse right of character you want to select.
Text block using the Position the insertion point to the left of the first character you want to
mouse and the select. Then press (shift) and position the insertion point to the right of
keyboard the last character you want to select.
Line of text using the Position the insertion point to the left of the first character you want to
mouse and select. Then press (shift + End) to go to the end of the text line.
keyboard
Several words or Hold down SHIFT while using the arrow keys.
lines
Entire Document Pres CTRL +A.

B. Using the Mouse

Using the selection Position the mouse pointer in the blank area to the left of the text.
bar Single-click to select a line, double –click to select a paragraph, and
triple-click to select the whole document.
Whole paragraph Triple - click the paragraph.
Several word or line Drag the mouse over the words.
Entire document Choose Edit I select All from the menu bar.

Moving and Copying of Text

Three buttons on the Standard Toolbar can be used to move text around in your
document. These are the Cut (scissors), Copy (two sheets of paper), and Paste (sheet of paper
and clipboard) buttons.
 Paste
Cut Copy

Moving (Cutting) Text

To move a section of text, do the following:

1. Select the text to be cut.

2. Click the Cut button on the Standard Toolbar or select Edit- Cut from the menu or
you may press <Ctrl> + <X> from your keyboard.
3. Move the insertion point to the new location where you want to paste the cut text
or object.
4. Click the Paste button on the Standard tool bar or select Edit-Paste or Press
<Ctrl> + <V> from your keyboard.

Copying Text

Copy, if you wish to leave the text where it is and also paste a copy somewhere else.

To copy text, do the following:

1. Click the text to be copied.

2. Click the Copy button on the Standard Toolbar or select Edit-Copy from the menu
or you may press <Ctrl> + <C> from your keyboard.
3. Move the insertion point to the new location where you want to paste the copied
text or object.
4. Click the Paste button on the Standard toolbar or select Edit-Paste or Press
<Ctrl> + <V> from your keyboard.

Moving and Copying Text with Drag-and-Drop

A faster, more advanced method of moving and copying text in Word involves dragging
and dropping, which allows you to move and copy text using the mouse. The results are the
same as cutting and pasting and copying and pasting, except that nothing is saved to the
Clipboard. This feature is most useful when the text you want to cut or copy and the new
location are both visible in the document area.
 To drag and drop text, you must:

1. Select the text you want to move;

2. Click and hold the mouse button over the selected text;
3. While you are still holding down the mouse button, move the mouse until the
pointer is over the place you want to place the text, and;
4. Release the mouse button.

Changing the View

Normal View Outline View

Web Layout Print Layout
View View

Moving Through the Documents by Scrolling

To view areas of the document that are not visible on the screen, you can scroll using
the mouse and scroll bars. The vertical scroll bar is located on the top right side of the
document window and is used to scroll the document up or down. You can click the up and
down arrows in the vertical scroll bar once to move the document up or down one line. If you
click and hold the mouse button on an arrow, the screen continues to scroll up or down until you
release the mouse button. When you drag the vertical scroll box, a Screen Tip indicates the
relative page location of the scroll box.

The horizontal scroll bar is located along the bottom of the document window, and is
used to move from left to right when a document doesn’t fit entirely on the screen.

Scrolling does not change the location of the insertion point.

Although you are viewing page 3 of your document, the insertion point may actually be located
on page 1. Any text that you type will be entered at the insertion point location, not at the
screen location. To reposition the insertion point, you can click in the desired location.

You can move to a specific page in a multiple page document using the Go To page in
the Find and Replace dialog box. The Go To page provides options to move to specific pages,
sections, lines bookmarks, footnotes, endnotes, fields, tables, graphics, equations, objects, and
headings. You can open the Find and Replace dialog box by selecting the Edit menu and then
selecting the Go To command.
Correcting Errors
After typing a document, you will often discover that you need to make several changes
to your text-perhaps you want to delete or rephrase a sentence. Editing a document by
inserting and deleting text couldn’t be easier.

Deleting Text

“Erasing” Mistakes as You Type, there may be times when you need to delete a word,
sentence, paragraph, or block of text. To accomplish this task you can either use your keyboard
or mouse.

Us the BACKSPACE and DELETE keys on the keyboard to delete text. Tapping
BACKSPACE “erases” mistakes one character at a time to the left of the insertion point and
DELETE will erase text to the right. To delete a word to the left of the insertion point press Ctrl +
Backspace, while if you want to delete a word to the right of the insertion point press Ctrl +
Delete. To delete a large selection of text, highlight it using any of the methods outlined above
and press the DELETE key. When you have “erased” the incorrect character(s), type the
correct character(s) and continue entering text.

You can also delete selected text by selecting the Edit menu and then selecting the
Clear command.

To delete a section of text-several words, a sentence, or a paragraph, do the following”

1. Move the I - Beam pointer to the beginning of the text to be deleted.

2. Click and hold down the primary mouse button.
3. Drag the mouse to the right (and possibly down, depending on the amount of text
to be deleted) until the text you want to delete is highlighted.
4. Release the mouse button.
5. Tap the DELETE key.

You can replace selected text by simply typing new text. This option eliminates the need
to first delete text. You should be careful not to accidentally press a key while text is selected,
especially when the selection does not appear in the document area. Pressing a key deletes
selected text.

Using the Undo and Redo

Restoring a Deletion. If you delete something by mistake, you can reverse what you just
did clicking the Undo button on the Standard Toolbar.

The Undo feature allows you to reverse the results of a previous command or action.
Once you use the undo feature, the Redo feature becomes available. The Redo feature allows
you to restore the results of the command or action you reversed with the Undo feature. Both
features can be accessed using the Standard toolbar or the Edit menu.
Formatting a Character
How to Bold, Italicize, or Underline Text as You Type

 Click the appropriate button (or buttons) for the effect desired (such s Bold)- to
make a heading stand out). Notice that the selected feature button (or buttons, if
you’ve clicked more than one) appears depressed when clicked.
 Type your text.
 Click the same button (or buttons) to deselect the feature(s). Notice that the
feature button (or buttons) no longer appears depressed when you click on it the
second time.

How to Bold, Italicize, or Underline a Single Word

 Click anywhere in the word you want to bold, italicize, or underline (to move the
insertion point to that word).
 Click the appropriate button/s for the effect desired. Only the word where the
insertion point is located will be bolded, italicized, or underlined.

How to Bold, Italicize, or Underline Selected Text

 Click and drag the I-beam mouse pointer across the section of text you wish to
bold, italicize, or underline.
 Release the mouse button, and then click the appropriate button/s for the effect
desired. Only the selected text will be bolded, italicized, or underlined.

To change the font

By default, all text in your document will be displayed and printed using the Time
New Roman typeface in –point type size. Fonts that have the letter TT before are called
True Type fonts and are designed to exactly math the screen display with what is
printed. Fonts that are not True Type may not appear in exactly the same way on screen
and at the printer.
Click here to see Font menu

Most recently used fonts

Alphabetical list of all fonts

available
  Select the character\s you want to format.

 On the Formatting toolbar, click the arrow on the Font box.

 Select the font to apply.

To change the font size

Click here to see  Select the character\s you want to format.

Font size menu.
 On the Formatting toolbar, click the number in the Size box.
 Enter a new number.
 Press Enter.
 Or, on the Formatting toolbar, click the arrow on the Size box.
The Font size box is displayed.
 Click on the font size to apply.

To change the font colour

 Select the character\s you want to format.

 On the Formatting toolbar, on the font Color button, click
the down arrow.
 Select a font color to apply.

Using the font Dialog Box

To see and or use every possible character formatting option, you need to use the font
dialog box:

 Select the text you want to apply to or position the insertion where you want
formatting to start from.
  From the Format menu, select Font, or press Ctrl+D form your keyboard.

A dialog will be displayed where in addition to choosing font and font size, you can select
other options such as special effects like shadow, strikethrough, superscript and subscript for
font appearance that are not available from the Formatting Toolbar.

 From the drop-down list boxes a Font:, Font style:, Size: and Font color,

 In the Effects panel, select the check boxes to apply special effects.

The preview panel will display either the font name or any highlighted text from the
document wit the selected options.
 Playing with Word’s “Text Effects”

Microsoft word offers different formatting effects that can be used in order to enhance
the appearance of the text. On the Format menu choose Font the Font Dialog Box will appear.

1. STRIKETHROUGH – Draws a line through the selected text.

To add the Strikethrough effects do the following:

STRIKETHROUGH

2. DOUBLE STRIKETHROUGH – Draws a double line through the selected text.

DOUBLE STRIKETHROUGH

Steps in applying the Strikethrough / Double Strikethrough Effect

1. Click and highlight the word or text.

2. From the Format menu on the Menu Bar select Font.
3. The font dialog box will appear.
4. Look for the Strikethrough/Double Strikethrough effect and click in the box, a
check mark will appear in the box.
5. On the preview pane the word will have a:
 Strikethrough – line in the middle of the text.
 Double Strikethrough – double line in the middle of the text.
6. Once you are done with making the changes, click on the OK button to finish the
process.

3. SUPERSCRIPT – Raises the selected text above the baseline and changes it to
a smaller font size, if a smaller size is available.
Example of Superscript:
123
4. SUBSCRIPT- Lowers the selected text below the baseline and changes it to
a smaller font size, if a smaller size available.
Example of Subscript:
HO
To superscript or subscript a number or letter, select it and do the following:
Superscript- Check the Superscript check box in the Font dialog box (choose
Format Font) or press CTRL-SHIFT-=.
5. SHADOW- Adds a shadow behind the selected text, beneath and to the right of
the text. To make the shadow option work, you have to choose a heavy font
so that characters are wide enough to cast a shadow.
To apply the Shadow effect do the following:
SHADOW
1. Click and highlights the word or text.
2. From the Format menu on the Menu Bar select Font.
 3. The font dialog box will appear.
4. Look for the Shadow effect and click in the box, a check mark will appear in the
box.
5. On the preview pand the word will have a
6. Once you are done with making the changes, click on the OK button to finish the
process.
6. OUTLINE- Displays the inner and outer borders of each character. To use it
successfully, the letters have to be heavy enough and tall enough to be seen as
outlines.
OUTLINE
7. EMBOSS- Clicking the Emboss check box turns the text white. Embossed text
looks as though it has been raised from the paper.
To add the Emboss effects do the following:
EMBOSS
1. Click and highlight the word or text.
2. From the Format menu on the Menu Bar select Font.
3. The font dialog box will appear.
4. Look for the Emboss effect And click in the box, a check mark will appear in the
box.
5. On the preview pand the word looks ghostly, it is embossed.
6. Once you are done with making the changes, click on the OK button to finish
the process.
8. ENGRAVE- Clicking the Engraved check box turns the text white. Engraved text
is meant to look as though it has been chiseled into the paper like words on a
gravestone.
ENGRAVE
9. SMALL CAPS- Formats selected lowercase text as capital letters and reduces
their size. Small Caps formatting does not affect numbers, punctuation, non-
alphabetic character or uppercase letters. To enter a small cap, type the letter in
lowercase, select it, and do either of the following.
1. Open the Font dialog box, and check the Small Caps check box.
2. Press Ctrl – Shift – K.
10. ALL CAPS - Formats selected lowercase text as capital letters. All Caps does
not affect numbers, punctuation, non-alphabetic character or uppercase letters.
11. HIDDEN – Prevents selected text from being displayed or printed.
To apply the animations do the following:
1. Select the text you want to add animations.
2. Open the Font Dialog box from the Format Menu.
3. Click the Text Effects Tab, then clicked the animated text effect you want
to apply.
4. Click OK.
Animated Text Effects appear on the screen, but they do not print (the text prints,
but the animation does not). You can apply only one animation at a time. To
remove the animation effect, choose NONE.
Applying Repeated Formattting using the Format Painter
To use the Format Painter:
1. First select the text that has the formatting you want to apply to the other text
selections.
2. Click the Format Painter button on the Standard Toolbar, all the formatting
attributes of the selected text will be attached to your pointer. Notice that
your pointer now has a paintbrush beside it.
 . Double-click the Format Painter button if you’re going to copy the formatting to
several locations – the format painter stay active until you press the
ESC key to turn it off.
. Just click the button if you’re going to copy the formatting only once.
3. Highlights the text you want to add the same format to with the mouse and
release the mouse button.
To copy enhancements using the keyboard
. Select the text containing the enhancements to copy;
. Press Ctrl + Shift + C;
. Select the text to be enhanced;
. Press Ctrl + Shift + V.
Drop Caps
A drop cap is a large letter that begins a paragraph and rops through several
lines of text.
Add a drop cap to a paragraph by following these steps:
. Place the cursor within the paragraph whose first letter will be dropped.
. Select the format Drop Cap from the menu bar.
. The Drop Cap dialog box allows you to select the position of the drop cap, the
font, the number of the lines to drop, and the distance from the body text.
. Click OK when all selections have been made.
. To modify a drop cap, select Format / Drop Cap again to change the attributes,
or click on the letter and use the handles to move and resize the letter.

FORMATTING PARAGRAPHS
Word is a predominantly paragraph-oriented program. This means that much of the
formatting you do will affect only the paragraph where the insertion point is located-or a section
of text you have selected. Some of the basic paragraphs formatting features are the following:

o Aligning a paragraph (this includes centering a heading).

o Indenting a paragraph.
o Setting line spacing.
o Setting tabs.
 All these settings can be modified by clicking Format on the Menu Bar, selecting
Paragraph, then making changes in the Paragraph dialog box, most can also be set
using buttons on the Formatting Toolbar.

The Paragraph Alignment

There are four alignment (or justification) buttons on the Formatting Toolbar. The default
is the Align Left.
Align Left Align Right

Center Justify

Alignment Keyboard Shortcuts

Align Left Ctrl + L
Center Ctrl + E
Align Right Ctrl + R
Justify Ctrl + J

A. Aligning a Paragraph

New Paragraph

1. Click the appropriate button for the alignment desired before stat typing.
2. Type your paragraph.
3. Tap the ENTER key to end the paragraph and start a new one.
4. If you want to continue using the same alignment, simply continue typing. If you
want to change the alignment, click the appropriate alignment button before
continuing.
Existing Paragraph

1. Click anywhere in the paragraph.

2. Click the appropriate button for the alignment desired. Only the text in the paragraph
where the insertion point is located will be affected by the change in alignment.

Selected Paragraph

1. Click and drag the I – beam mouse pointer across a series of paragraphs to select
them.
 2. Release the mouse button, then click the appropriate button for the alignment
desired. Only the text in the change in alignment.
3. Click anywhere on the editing screen to deselect the highlighted paragraphs.

Indenting Paragraphs
Indent Formatting Buttons

Four buttons on the Formatting Toolbar provide quick access to the following
paragraph indent formats:
Decreasing a paragraph
indent

Increasing a paragraph

Increase or Decrease Indent

New Paragraph

1. Click the Increase Indent button once before typing the paragraph.
2. Type your paragraph.
3. Tap the ENTER key to end the paragraph and start a new one.
4. If you want to indent the next paragraph, continue typing. If you want to return to the
left margin, click the Decrease Indent button once before continuing.

Existing Paragraph

1. Click anywhere in the paragraph to be indented.

2. Click the Increase indent button. Only the text in the paragraph where the insertion
point is located will be indented.

Selected Paragraphs

1. Click and drag the I-beam mouse pointer across a series of paragraphs to select
them.
2. Release the mouse button, then click the appropriate button for the alignment
desired. Only the text in the selected paragraphs will be affected by the change in
alignment.
3. Click anywhere on the editing screen to deselect the highlighted paragraphs.

Indenting Paragraphs
 Indent Formatting Buttons
Four buttons on the Formatting Toolbar provide quick access to the following
paragraph indent formats:

Increase or Decrease Indent

The instructions in this section are for indenting paragraphs (from the left margin
only) without including number or bullets. By default the in dent will be ½ inch.

New Paragraph
1. Click the Increase Indent button once before typing the paragraph.
2. Type your paragraph.
3. Tap the ENTER key to the end the paragraph and start a new one.
4. If you want to indent the next paragraph, continue typing. If you want to return to the
left margin, click the Decrease Indent button once before continuing.

Existing Paragraph
1. Click anywhere in the paragraph to be indented.
2. Click the Increase Indent button. Only the text in the paragraph where the insertion
point is located will be indented.

Selected Paragraphs
1. Click and drag the I-beam mouse pointer across a series of paragraphs to select
them.
2. Release the mouse button, and click the Increase Indent button. Only the text in the
selected paragraphs will be indented.
3. Click anywhere on the editing screen to deselect the highlighted paragraphs.

First-Line and Hanging Indents

Besides the standard left and right Indentations. Word also lets you create two types
of special Indentations: first line Indentations and hanging Indentations. A first
line Indentation lets you indent the first line of a paragraph independently of the other
lines.
To indent the first line of a single paragraph one-half inch, you can simply tap the TAB
key. If you’d like to indent the first line of every paragraph in your document
automatically, but you can also format the paragraph so that the first line is automatically
indented a half-inch by using the Paragraph Dialog box feature to set the indent. This
feature can also be used to set a hanging indent (where the second and subsequent
lines of a paragraph are indented, as in a bibliography). By default the indent distance
for either a first-line or hanging indent will be .5”, but you can set the distance to any
amount you want.
When you make a paragraph-oriented format setting, that setting affects the
paragraph where the insertion point is located and any subsequent paragraphs that are
Created by tapping the ENTER key.

To set a first-line or hanging, do the following:

 1. Position the insertion point – or select a section of text- where you want the indent to
occur.

• To specify an indent for a single paragraph, click somewhere within a

paragraph to be changed.
• To specify an indent for several existing paragraphs, select the paragraphs.
• To specify an indent for a new paragraph, click at the beginning of a new,
blank line. The new spacing will continue to each new paragraph when you
tap the ENTER key.
2. Click Format on the Menu Bar and select Paragraph to display the Paragraph Dialog
box.
3. Click the arrow to the right of the “Special:” textbox and select “First line” or
“Hanging”.

4. Set an indent distance other that the default: 5”.

5. Click the OK button to make the changes selected and return to the document
window.

Setting the Line Spacing

Line spacing – sets the amount of vertical space between lines of text. If you click At
least, Exactly, or Multiple you will need to enter a value on the At box. By default, any
document you create will be single-spaced.

To change the line spacing, so the following:

1. Position the insertion point or select a section of text-where you want the change in
line spacing to occur.
• To change the line spacing for single paragraph, click somewhere within a
paragraph to be changed.
• To change the line spacing for several existing paragraphs, elect the
paragraphs.
• To change the line spacing for anew paragraph, click at the beginning of
anew, blank line. The new line spacing will continue to each new paragraph
when you tap the ENTER key.
 2. Click Format on the Menu bar; select Paragraph to display the Paragraph Dialog
Box.
3. If necessary, click the Indents and Spacing tab to bring it to the front.
4. Click the arrow to the right of the “Line Spacing:” text box to reveal the pull-down
menu choices.
5. Make your choice. For example, to change to double spacing, click Double; to
change to some specified number of limes, choose Multiple and type in the number
of lines in the “At” dialog box.
6. Click the OK button to make the changes selected and return to the document
window.

Setting Tab Stops

Tab Stops selection Buttons:

Alignment Mark Description

Left Aligns the left side of text with the tab stop.
Center Aligns the text so that it is centered over tab stop.
Right Aligns the right side of text with the tab stop.
Decimal Aligns text at the decimal point. Text and numbers before
the decimal point appear to the left, the text and numbers
after the decimal point appear to the right.
Bar Tab This is not a tab stop. In paragraphs where a bar tab is
set, a vertical line is inserted. This feature is used in legal
documents.

Using the Ruler Bar

To set tab stops directly on the Ruler, do the following:

1. Position the insertion point – select a section of text where you want the change in
tab stops to occur:

• To change the tab stops for a single paragraph, click somewhere within a
paragraph to be changed.
• To change the tab stops for several existing paragraphs, select the
paragraphs.
• To change the tab stops for a new paragraph, click at the beginning of a new,
blank line. The new line spacing will continue to each new paragraph when
you tap the ENTER key.
2. If the type of tab you want to use is not already selected, click the tab button at the
end of the Ruler Bar and make a selection.
3. On the Ruler Bar, click at the point where you want to place a tab stop.
4. Repeat steps 2 and 3 until you have positioned all desired tabs.
 Using the Tabs Dialog Box

Change the
Set individual tab default tab
settings here interval here

Choose tab
alignment/s here.
Each tab you set
will be listed here.
If you want to
include a leader,
make that
selection here.

Adding Borders to Paragraphs

A. Using the Tables and Borders Toolbar

Using the Tables and Borders has a Border button that you can use to add or remove
borders from your paragraphs. It also has several additional buttons you can use to change the
style, size, and color of a border.
B. Using the Borders and Shading Dialog Box

1. From the Format Menu choose

Borders and Shading. The dialog box
will appear.
2. Choose the Borders Tab and select
the desired settings, style and width
from the border.
3. If you want to change the color of the
border, click the down arrow for the
color and choose from the selection.
4. Click ok when finished.

Adding Page Border

1. Click Format Menu form the menu bar.

2. Click Borders and Shading option (borders and shading dialog box will open).

Select options here.

3. Choose the Page Borders Tab.

4. Click options button (the borders and shading option dialog box will open).

Select text option

here.
 5. Select Text from the Measure From: option, then click OK button.
6. From the Border and Shading dialog box, Click Art box and click one option.
7. Using the arrow keys down and up browse form the art borders you like. The border
will be shown in the preview.
8. Then click OK button to apply to the whole document.

To select options from the Apply to: options.

Before applying the page border from the Border and Shading dialog box do the
following.
1. Select your choice from the Art options.
2. Click to the Apply to: option box.
3. The Apply to: option box shows the following; whole document, this section, this
section-First page, and This Section-All except first page.
4. Then click OK button to apply.

Select Apply to:

options here

CREATING BULLETED, NUMBERED AND NESTED LISTS

You can make lists more attractive and easier to ready by using bulleted or numbered
lists. In a bulleted list, a bullet precedes each paragraph or list: a filled in circle or other
character (*). Use bulleted list when it doesn’t matter what order the items in the list are in.

When the order of the items in a list does matter, use numbered lists. Numbered lists
are great when you want to present step-by-step instructions. When you work with a numbered
list. Word takes care of the numbering for you. You can add or delete items in a list and they
will always be numbered correctly.
Bulleted Options

Numbered Options

Adding Bulleted and Numbered Lists

A. Using the Formatting Toolbar

 Click the Bulleted List button or Numbered List button on the
formatting toolbar.
 Type the first entry and press ENTER. This will create a new bullet
or number on the next line. If you want to start a new line without
 adding another bullet or number, hold down the SHIFT key while
pressing ENTER.
 Continue to type the entries and press ENTER twice when you are
finished typing to end the list. To create lest of multiple levels use
the Increase Indent and Decrease Indent buttons on the formatting
toolbar.

B. Using the Bullets and Numbering Dialog Box

• Select the text or paragraph where you want to add bullets or numbers.
• For the Format Menu Bar choose Bullets and Numbering.
• The Bullets and Numbering dialog box will appear, choose the list style
from the bullets or numbered choices.
• Click OK when finish.

Formatting Lists

 Highlight the entire list to change all the bullets or numbers, or Place the
cursor on one line within the list to change a single bullet.
 Access the dialog box by selecting Format-Bullets and Numbering from
the menu bar or by right-clicking within the list and selecting Bullets and
Numbering from the shortcut menu.

Click to view the Picture bullet dialog box

• Select the list from one of the seven choices given, or click the Picture…. button
to choose a different icon. Click the Numbered tab to choose a numbered list
style.
• Click OK when finished.
 Customizing the List

You can make lists more attractive and easier to read by adding lists but you can still
enhance the structure of the list by using the customize button.

1. Highlight the entire list to change all the bullets or numbers, or Place the cursor on
one line within the list to change a single bullet.
2. Access the dialog box by selecting Format-Bullets and Numbering from the menu bar
or by right clicking within the list and selecting Bullets and Numbering from the
shortcut menu.
3. Click the customize button on the Bulleted list or numbered list. A dialog box will
appear.

Click to customize the list

 4. To change the format:

A. Numbered list
Number Style - click the number style you want in the box.
Start At – Enter a new number for the list in the box, if necessary.

Number Format – You can modify the text before and after the highlighted
number scheme in the box to add none editable text to the numbering scheme.

Font Button – Opens the Font dialog box, when you can change the font for the
numbering scheme and any text before or after the number.

B. Bulleted List

Bullet Character – simply click the bullet character you want to use.

Bullet Button – Click this button to choose from the varieties of different characters.

Font Button – Click to change to a different font or size.

5. Number/ Bullet Position – Click the alignment and position you want for selected
bullet or number.

6. Text Position – Enter the distance you want between the end of the bullet or list
number and the start of the text.

Removing a bullet or number list

1. Highlight the entire list to remove the bullets or numbering.

2. Click the Bullets or numbering button on the formatting toolbar or select bullets and
numbering from the Format menu and choose none from the dialog box.