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Formatting is the fine art of making your files effective and attractive. An excellent formatting distinguishes various parts of her text and helps your readers take it in your message. You can use formatting come just around every aspect of her document, native a solitary character to entire paragraphs. Human body text needs to it is in readable and easy on the eyes. Headings need to be big and bold, and also they should additionally be regular throughout your document. Important words need to resonate with emphasis. Quotes and also references must be set off from the other text.

This chapter starts with the basics: exactly how to layout individual characters and also words—selecting fonts and also making characters bold, italicized, underlined, or capitalized. Girlfriend learn exactly how to style paragraphs through indents and spacing, and how to control the way Word division up the words in a line and also the present in a paragraph. Finally, you uncover out how to copy and also reuse formatting through tools like the style Painter and also style sets.

Formatting Basics

Word faces formatting on three levels encompassing tiny and specific on up to large and broad—through characters, paragraphs, and sections. You use different species of formatting to every of this parts. Personality formatting includes selecting a font, a font size, interlocutor or italics, and also so on. In ~ the paragraph level, you apply indents, bullets, and also line spacing. For each section of your record (even if there’s just one), you collection the web page size, orientation, and margins, as described in the previous chapter. Periodically it help to think the the parts of a file as Russian nesting dolls: personalities go within paragraphs, i m sorry go inside sections, i m sorry fit inside her document.

Each kind of formatting has its own dialog box, offering you access to all feasible settings. You can also apply most varieties of formatting via the ribbon, the mini-toolbar, or the keyboard shortcut.


This chapter describes how to layout characters and paragraphs. Section formatting is covered in chapter 9, start in section 9.2.

Formatting Characters

Every personality in your file is formatted. The formatting defines the typeface, the size of the character, the color, and whether or not the character is underlined, bold, or capitalized. It’s basic to adjust the formatting, and Word gives you fairly a couple of different ways to perform it. The easiest and most visual means is with the ribbon (Home → Font). Friend can further fine-tune the font formatting utilizing the Font dialog crate (Alt+H, FN).

For fast formatting, you may not must go any further 보다 the mini-toolbar the pops up once you choose text because that formatting. And when you get really good, you deserve to do most of her formatting with key-board shortcuts, never even slowing down long enough to reach for the mouse.

Whichever method you use, formatting is a two-step process. First, tell Word which text you desire to style by choosing it. Then format away. Or, you can set up her formatting options first, and also then begin to type. Your letters and also words will certainly be beautifully formatted native the get-go.

Formatting with the Ribbon or the Font Dialog Box

because character formatting is among the most regularly used word features, Microsoft placed the most renowned settings appropriate on the house tab. If you don’t view what you’re trying to find there, climate you need to open the Font dialog box. The an excellent thing about the dialog box is that it place all your character formatting options in one location so girlfriend can conveniently make many changes. It’s one-stop to buy if you want to readjust the typeface and the size, and include that pink double-underline.

Here space the steps:


Figure 4-2. Open the Font box (Alt+H+FN) to adjust the typeface, style, size, color, and also other effects. Like many dialog boxes, the Font box provides you access to an ext commands 보다 you find on the ribbon.

Formatting v the Mini Toolbar

Word’s Mini Toolbar isn’t quite as lot fun as your hotel room’s mini-bar, yet there are times once you’ll it is in glad the there. A new feature in native 2007, the Mini Toolbar pops increase after you’ve selected text (Figure 4-3). It’s pass out at first, yet if you relocate your mouse toward it, the Mini Toolbar come into emphasis showing commands, many of which are character formatting commands. Simply click one of the buttons to format your choice (or relocate your computer mouse away indigenous the toolbar if you desire it to walk away).

Formatting with key-board Shortcuts

once you’re inputting away and the muses are relocating you, the a lot much easier to struggle Ctrl+I to italicize a word 보다 it is come take your hands turn off the keyboard and grab a mouse. Due to the fact that most formatting commands work favor toggles, formatting alternatives like bold, underline, and also italics become 2nd nature. For example, to italicize a word, just press Ctrl+I at the beginning, form the word, and also then push Ctrl+I in ~ the end. Table 4-1 is her cheat sheet to every character formatting shortcut recognized to Word.


Figure 4-3. The mini-toolbar provides you accessibility to the most typically used commands. It simply so wake up that many of these commands are personality formatting commands.
Table 4-1. As a result of Word’s evolution, most formatting regulates have more than one key-board shortcut. A new set of keyboard shortcuts is component of the reorganization that came up with Word 2007’s new ribbon feature. However if commands like Ctrl+B for bold and Ctrl+U because that underline room permanently shed into your brain, nothing worry: Those regulates from ahead versions quiet work simply fine.


Keyboard Shortcut

Old key-board Shortcut



Alt+H, FF; arrow keys; Enter

Ctrl+D; arrow keys; Enter

Alt+H, FF selects the font drop-down menu; use the arrowhead keys to to mark the font; press get in to complete the selection.

Font Size

Alt+H, FS; arrowhead keys; Enter

Ctrl+Shift+P; arrow keys; Enter

Alt+H, FS selects the font size drop-down menu; usage the arrowhead keys to highlight the size; press enter to finish the selection.

Increase Font Size

Alt+H, FG


Increases font size.

Decrease Font Size

Alt+H, FK

Ctrl+and off.


Alt+H, 6


Toggles superscript on and off.

Change Case

Alt+H, 7; arrowhead keys


Toggles with five situation options: sentence case, lowercase, uppercase, capitalize every word, toggle case.


Alt+H, FC; arrowhead keys; Enter


Alt+H, FS FC selects the font color drop-down menu; use the arrowhead keys to to mark the color; press get in to end up the selection.

Highlight Text

Alt+H, I; Enter


Alt+H, i selects the to mark drop-down menu; enter highlights the selection.

Clear formatting

Alt+H, E


Removes message formatting indigenous the selection.

In what may be an extraordinary move, Microsoft in reality reduced the variety of text formatting choices in word 2007. Fortunately, the defunct function is something most folks won’t miss—animated type. In indigenous 2003, Alt+O, FX opened the results panel ~ above the Font dialog box. There you uncovered such animated effects as Blinking Background, ras Vegas Lights, Marching black Ants, Marching Red Ants, Shimmer, and Sparkle. (Microsoft to plan these impacts for use on internet sites, that course, not on printed documents.)

Presumably, the basic public had an excellent enough taste come shun this annoying form effects, and Microsoft to reduce them as result of disuse.

In any case, if girlfriend absolutely must have actually red marching ants dancing roughly the perimeter of your letters, the only way to enlist castle is to cut and paste preformatted message from an older version of Word.

any letter can be uppercase or lowercase, yet when you acquire to words and sentences, you discover some sports on the theme. That not unexplained to have a heading or a firm name whereby all the letters are capitalized. Sentences start with an initial lid on the very first word only, and also titles usually have actually the significant words capped. In an initiative to automate anything that deserve to possibly it is in automated, Microsoft offers the readjust Case menu (Alt+H, 7) on the ribbon (Figure 4-4).

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The adjust Case command defies the usual rules around selecting prior to you use character formatting. If you don’t choose anything, native assumes you want to apply the adjust Case command to whole word, for this reason the program selects the word at the insertion point. If did you do it selected text, the command works, together you’d expect, just on the selection.