PARAGRAPH FPRMATTING IN MS WORD

Lesson Objectives
Students are expected to learn:
1. About the different types of paragraph formatting at the end of the lesson.
2. Students are expected to apply the different types of paragraph in their future activities/work.
3. About the different Paragraph formatting commands.

Course description: A paragraph in MS word is any text that starts at the Beginning of a document. Immediately after a
hard return, page break, or at the beginning of a table cell, header, footer, or list of footnotes. It ends with a hard return or
at the end of a table cell. A hard return ( also called as line break) is inserted when you press ENTER.

Formatting paragraph allows you to change and control the appearance of individual paragraphs. For example, you can
change the alinement of paragraph from left to center or the spacing between lines from single to double. You can indent
paragraphs, number, them, or add borders and shading to them.
MS WORD 2010 provides many of the tools of paragraph formatting by using the page layout tab or the
Paragraph group on the Home tab.

Two (2) things you should remember when using paragraph formatting commands.
1. Only the paragraph where the insertion point is located will be affected by a command.
Example:
Once upon a time, there was a hungry rocker. He was so hungry that everyone tease him, the Rakistang Gutom.
One day, he saw a beggar on the street. Despite his hunger he shared his remaining foods with the beggar. After that, the
beggar transformed into a fairy! Because of his kindness, the fairy gave Rakistang Gutom $700,000,000.00 making him
the riches person in the whole land.
The insertion point is located in the first paragraph when you use a command, for example a command that places
bullets, only the first paragraph will be affected by the command because this is where the insertion point is located.

2. When text is selected, paragraphs reached by the selection will be affected by the command
Example:
Once upon a time, there was a hungry rocker. He was so hungry that everyone tease him, the Ristang Gutom.
One day, he saw a beggar on the street. Despite his hunger he shared his remaining foods with the beggar. After that, the
beggar transformed into a fairy! Because of his kindness, the fairy gave Rakistang Gutom $700,000,000.00 making him
the riches person in the whole land.

When you use command, for example a command that changes text alignment, the first and the second paragraph will be
affected by the selection.
Once upon a time, there was a hungry rocker. He was so hungry that everyone tease him, the Rakistang Gutom.
One day, he saw a beggar on the street. Despite his hunger he shared his remaining foods with the beggar. After that, the
beggar transformed into a fairy! Because of his kindness, the fairy gave Rakistang Gutom $700,000,000.00 making him
the riches person in the whole land.

Lesson 30: Paragraph Formatting Using Paragraph Group Commands.

Paragraph group - Contains related commands for formatting paragraphs and a dialog box launcher to open the
paragraph groups dialog box.
Paragraph group dialog box - Provides more options in formatting paragraphs. It opens by clicking the paragraph
group’s dialog box.
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Text alignment: refers to the way in which the lines of a paragraph are aligned. There are (4) types of alignment left
(default), Center, Right, and Justify.

Types of alignment:

 Align left- text is aligned with your left margin ( shortcut: Ctrl + L)

 Center- text is centered within your margins (shortcut Ctrl + E)

 Align Right- text is align with your right margin. ( Ctrl + R )

 Justify- Text is aligned to both the left and the right margin.

Changing text Alignment

1. Click on the paragraph where you want the insertion point to be placed.
2. Click the home tab, and the locate the paragraph group.
3. Select alignment type by Clicking it or just press the corresponding shortcut for the alignment.
Decrease Indent and Increase Indent
Indent - refers to the distance, or number of blank spaces ( not the space when pressing Spacebar) used to separate the
paragraph from the left or right margins.
Horizontal ruler - is located below the ribbon. The horizontal ruler has a great role in changing paragraph indentions. It
is used and show the tabs, indents and cell dimensions.
Note: if you cant see the ruler, click the View ruler icon located above the scroll bar to display it.

Indenting the first line of the paragraph

In many types of documents, you may wish to indent only the first line of each paragraph. This helps to visually
separate paragraphs from one another. This can be done through the following steps.
• By pressing tab
Place the insertion point at the very beginning of the paragraph you want to indent.
Press Tab to increase its indention level, or press Shift + tab to decrease its indention level.

• Through the horizontal ruler

Click on the paragraph where you want the insertion point to be place.
Drag the First Line Indent marker to adjust the indention of the first line of a paragraph where the insertion point located.
• Indenting the whole paragraph
Click on the paragraph where you want the insertion point to be placed
Click the home tab and then locate the paragraph group.
Click the increase indent command to decrease the indent level of the paragraph.

• Indenting every line of the paragraph except the first line.

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Drag the hanging indent maker to adjust the indention of every line ( excluding the first line ) of the paragraph where the
insertion point is located.
Note: every time you drag the hanging indent maker, the left indent maker will also be dragged as if it’s a part of the
hanging indent maker.

Bullets and Numbering

Bullets and Numbering allow you to organize text in list you can organize bullets in categories.
Note: MS word 2010 still considers bulleted or numbered text as paragraph.
Bullet - is a symbol appearing at the beginning of an item on a list.
Numbering - is a number/letter appearing at the beginning of an item on a list.

Applying bullets or numbering as you type

1. Place the insertion point n a blank line where you want the bullets/numbering to begin.
2. Click the home tab, and then locate the paragraph group.
3. Click the dropdown arrow on the right side of the Bullets command if you want to apply bullets or the drop down
arrow to the right side of Numbering.
4. Select a bullet type or numbering type by clicking it
Note: word inserts the first bullet/numbering and move the insertion point a quarter inch to the right.
5. Begin typing
6. Press enter. Another bullet/number will appear
7. Repeat steps 5 and 6
8. When finish typing the last bullet/numbered of the text press enter.
9. To end the list. Press Enter on the blank bulleted/numbered line.
10. Placing bullets or numbering an existing text.
11. Select the paragraphs. You want to place the bullets or numbering.
12. Click the home tab and then locate the paragraph group.
13. Click the bullets command or numbering command.
14. Changing list level
15. Click on anywhere inside the paragraph ( the bulleted or numbered text where you want the insertion point to be
placed).
16. Click the drop down command arrow on the right of the bullets command if you want to apply Bullets or the drop
down arrow on the right side of the Numbering command if you want to apply number. Numbering types will
appear.
17. Move your mouse pointer over the change list level menu A list pf levels will appear.
18. Click a list level by clicking it.
Note: You can also use Increase indent command and Decrease Indent command to change list level.
19. Click on a Bullet or Numbering to select it
20. Click the Home tab, and then locate the Paragraph group.
21. Click the Increase Indent or the decrease indent command to increase or decrease.
22. Changing bullet style or numbering style

Click on a bullet or numbering to select it

1. Click the home tab, and then locate the Paragraph Group.
2. Click the drop down arrow on the right side of the bullets command if you want to apply bullets or the drop down
arrow on the right to apply Numbering.
3. Select a bullet type of numbering type by clicking it.

Line Spacing
Line Spacing determines the vertical distance of lines from each other. Spacing is very important while creating
documents as it impacts the outlook and presentation of the document. You can easily increase and decrease the spacing
between paragraphs lines, and even words in MS word 2010.
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Changing line spacing

1. Click on the Paragraph where you want the insertion point to be placed.
2. Click the Home tab, and then locate the Paragraph group.
3. Click the Line and Paragraph Spacing command. A drop-down list of line spacing command. A drop-down list
of line spacing will appear.
4. Note: Word sets line spacing at 1.15 as default. In double spacing, or the line spacing value 2.0, one line of text
appears with one blank line below it. Triple spacing 3.0 makes line of text appear with two blank lines below it.
5. Select line spacing by clicking it.
6. Single-spaced lines
7. Double spaced lines
8. 1-1/2-spaced lines
Note: Shortcuts spacing for line spacing can only be used if no list is shown.

Sort
Sort command - allows you to arrange paragraphs ( including Bullets and Numbering ) and table cells in
Alphabetical or Numerical order, or by date.

Sorting paragraphs
1. Select paragraph you want to sort.
2. Click the Home tab, and then locate the Paragraph group.
3. Click the Sort command. The Sort text dialog box will appear.
4. Click the type command. A drop-down list of sorting types ( Text, Number, and Date ) will appear.
5. Select a sorting type by clicking it.
6. Select if you want to sort in ascending or in descending order.
7. Click ok.

Black
Blue
Green
Indigo
Orange
Violet
Yellow
white

Border
In MS word 2010, you can easily add different types of border to your paragraphs. You can add borders to any or
all sides of a paragraph.
Adding a border to a paragraph.
1. Click on the paragraph where you want the insertion point to be placed.
2. Click the Home tab and locate the Paragraph group.
3. Click the drop down arrow on the right side of the Border command. A drop-down arrow menu of the border
options.
4. Click the Borders and Shading……. Command. The Borders and Shading dialog box will appear.
Note: Notice that the Borders and Shading dialog box has three(3) tabs: Borders, Page Border, and Shading. The
Borders tab is Automatically selected.
Select the border setting from the setting area.
None - no border.
Box – a regular boxed border around the paragraph.
Shadow – a regular boxed border around the paragraph with a solid shadow.
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3-D- box that you can use by selecting the 3-D option from the selecting area
Custom - you can control which border (upper, lower, left or right ) will be visible by clicking on the Style on the line
buttons located in the preview box.
1. Select a line type from the Style list by clicking a line type on the list.
2. Select the border color.
3. click the Color command A drop-down list of colors will appear.
4. Click a color
5. Select the border widths will appear.
6. Click Ok.

Shading
In MS 2010, you can easily add shading to your paragraph
1. Click on the paragraph where you want the insertion point to be placed.
2. Click the Home tab, and then locate the Paragraph group.
3. Click the shading command. A drop-down list of colors will appear.
4. Select color by clicking it.
5.
Show/Hide
Show/Hide command- shows paragraph marks. Page breaks, and other hidden formatting symbols.
Paragraph marks - Indicate where paragraphs end.
1. Click the home tab, and then locate the Paragraph group.
2. Click Show/Hide command, or press Ctrl + shift + 8.

LESSON 31: HEADER AND FOOTER

Headers and Footers - are areas at the top or bottom of every page that contain graphics or text. Headers and footers
can have multiple lines, and each line is divided into three (3) sections: left, center and , right.
Headers – appear at the top ( Above upper margin) of every page of the document. Usually, headers are used to show the
subject title, the company logo, and author’s name or signature.
Footers- appear at the bottom ( Bellow lower margin) of every page of the document. The most well-known use of footer
is to show the company address, date, and page number.
Note: You can have same header and footer throughout the document or different headers and footers for different pages.

Using built-in headers or footers

1. Click the Insert tab, and then locate the Header & Footer group.
2. Click the Header command or the Footer command. A drop-down list of built-in header or footer will appear.
3. Select a built-in header or footer by clicking it. The Design tab appears with Header & Footer Tools.
Closing the header and footer workspace
1. Double-click below the header or above the footer, or click the Close Header and Footer command on the Close
group of the Design tab to close the header and footer workspace.

Inserting page numbers

1. Double-click the header or the footer to start editing it. The Design tab appears with Header & Footer Tools.
2. Click the Page Number command on the Header & Footer group. A drop-down list of options on where the
page numbers will be inserted will appear.
Top of Page – on the header.
Bottom of Page – on the footer.
Page Margin – on the left margin.
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Current Position – on the insertion point.

1. Move your mouse pointer over an option. A list of styles will appear.
2. Click a style by clicking it.
Formatting page numbers
1. Double-click the header or the footer to start editing it. The Design tab appears with Header & Footer Tools.
2. Click the Page Number command on the Header and Footer group. A drop-down list of locations will appear.
3. Click the Format Page Numbers….command. The Page Numbers Format dialog will appear.

4. Change the number format

5. Click the Number Format command a drop down list of number format will appear.
6. Select number format by clicking it.
7. Change the value of the Start at textbox. Click ok.

INSERTING DATE AND TIME

Double click the header of the footer to start editing it. The design tab appears with Header & Footer tools.
Click the Page Number command on the Insert group. The Date and Time dialog box will appear.

1. Select a format from the Available Format list.

2. Click the Update Automatically to check/uncheck its check box.
3. Click ok.
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Note: The current date and time show whenever you open the document if the update automatically option is enable.

LESSON 32: DROP A CAP

Drop Cap - a large capital letter at the beginning of a paragraph.
INSERT A DROP CAP
1. Click anywhere on the paragraph you want to insert drop cap.
2. Click the insert tab, and locate the text group.
3. Click drop cap command. A drop-down list of drop cap styles will appear.
4. Select the drop cap style by clicking it.
“Awaking in New York” by Maya Angelou
Curtains forcing their will
against the wind,
children sleep,
exchanging dreams with
seraphim. The city
drags itself awake on
subway straps; and
I, an alarm, awake as a
rumor of war,
lie stretching into dawn,
unasked and unheeded.

Awaking in New York” by Maya Angelou

C urtains forcing their will

against the wind,
children sleep,
exchanging dreams with
seraphim. The city
drags itself awake on
subway straps; and
I, an alarm, awake as a
rumor of war,
lie stretching into dawn,
unasked and unheeded.

Awaking in New York” by Maya Angelou

C urtains forcing their will

against the wind,
children sleep,
exchanging dreams with
seraphim. The city
drags itself awake on
subway straps; and
I, an alarm, awake as a
rumor of war,
lie stretching into dawn,
unasked and unheeded.
A drop cap (dropped capital) is a large capital letter used as a decorative element at the beginning of a paragraph or
section. The size of a drop cap is usually two or more lines. The following illustration shows your options for positioning
a drop cap. WindowsmacOS.

LESSON 33: COLUMNS

Columns - is the vertical division of text. Most newspapers, for example, contains four or more Columns per page.
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Two roads diverged in a yellow wood,

And sorry I could not travel both
And be one traveler, long I stood
And looked down one as far as I could
To where it bent in the undergrowth;

Then took the other, as just as fair,

And having perhaps the better claim
Because it was grassy and wanted wear,
Though as for that the passing there
Had worn them really about the same,

And both that morning equally lay

In leaves no step had trodden black.
Oh, I kept the first for another day!
Yet knowing how way leads on to way
I doubted if I should ever come back.

I shall be telling this with a sigh

Somewhere ages and ages hence:
Two roads diverged in a wood, and I,
I took the one less traveled by,
And that has made all the difference.

Applying columns in a whole document

1. Make sure no text object is selected.
2. Click the Page Layout tab, and then locate the Page Setup group.
3. Click the Columns command. A drop-down list of columns option will appear.
4. Select a Column option by clicking it.

Applying Columns in Specific Part Text

1. Select a part of text you want to put into columns.
2. Click the Page Layout tab, and then locate the Page Setup group.
3. Click the Columns command. A drop-down list of columns option will appear.
4. Select a column options by clicking it.

LESSON 34: INSERTING COVER PAGE, PAGE BREAK, AND BLANK PAGE
Page cover- is used for documents introduction inserted in the first page of the Document.
Inserting Cover Page
1. Click the insert tab, and then locate the Pages group.
2. Click the Cover Page command. A drop-down list of built in cover page will appear.
3. Select cover page by clicking it.
Note: The first page of the document will be moved to the second, and the cover page will be inserted to the first page.
4. Begin editing the cover page.

PAGE BREAK
PAGE BREAK - Divides document contents into different pages. Whenever the end page. A page break automatically
inserted. Page Break command inserts a page break where the insertion point is located.
INSERTING PAGE BREAK
1. Click anywhere you want to place the insertion point.
2. Click the Insert tab, and then locate the Pages group.
3. Click the Page Break command.
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BLANK PAGE
BLANK PAGE - Command inserts a page break where the insertion point is located, plus another PAGE BREAK.
INSERTING BLANK PAGE
1. Click anywhere you want to place the insertion point.
2. Click the Insert tab, and then locate the Pages group.
3. Click page command.

CHAPTER SUMMARY
HORINZONTAL RULER- To show the Ruler at the top and left-hand side in a Word Document, click on the View
tab. In the Show section (second from the left), check the box next to Ruler. The gray sections on the ruler represents the
margins on the page. To see both horizontal and vertical rulers, you must be in Print Layout view. To make sure you're in
Print Layout view, click Print Layout on the View tab. Select the Ruler check box.
BULLET- A bullet point is a symbol that is used in writing to introduce an item in a list. A commonly used symbol to
represent a bullet point is a centered dot ( • ), but many different symbols and characters can be used in bullet point lists.
Sometimes, bulleted lists even use numbers and/or letters. Place your cursor where you want a bulleted list. Click Home>
Paragraph, and then click the arrow next to Bullets. Choose a bullet style and start typing.
NUMBERING- Alternatively called an ordered list, number format, or number list, numbering is a list order done with
numbers for checklists or a set of steps. Select the text you want to change into a list. Go to Home> Bullets or Home>
Numbering. Add to word list Add to word list. the way that numbers are used to refer to the order of things: The report
has a complicated paragraph numbering system. the sequential numbering of banknotes.
LINE SPACING- Go to Home > Line and Paragraph Spacing. Select Line Spacing Options, and then choose the options
you want under Spacing. Select Home > Line and Paragraph Spacing, and choose the spacing you want. To customize
spacing, select Line Spacing Options. You can adjust several areas including spacing before and after paragraphs.
SORT COMMAND- You can sort a one-level bulleted or numbered list so the text appears in ascending (A to Z) or
descending (Z to A) alphabetical order. WindowsmacOSWeb. Select the list you want to sort. Go to Home > Sort. Set
Sort by to Paragraphs and Text.
SHOW/HIDE- Go to File > Options > Display. button is turned on or off. Clear any check boxes for ones you don't want
always displayed. Go to File > Options > Display. Under Always show these formatting marks on the screen, select the
check box for each formatting mark that you always want to display regardless if the Show/Hide. button is turned on or
off. Clear any check boxes for ones you don't want always displayed.
HEADERS- Go to Insert > Header or Footer. Choose from a list of standard headers or footers, go to the list of Header
or Footer options, and select the header or footer that you want. Or, create your own header or footer by selecting Edit
Header or Edit Footer. A header is text that is placed at the top of a page, while a footer is placed at the bottom, or foot,
of a page. Typically these areas are used for inserting document information, such as the name of the document, the
chapter heading, page numbers, creation date and the like.
FOOTERS- Go to Insert > Header or Footer. Choose from a list of standard headers or footers, go to the list of Header
or Footer options, and select the header or footer that you want. Footers are located in the margin area at the bottom of a
page. Headers and footers generally contain document information, such as the file name, author, date created, page
numbering and the like. This information is repeated on each page and thus enables the reader to easily navigate the
document.
DROP CAP- Go to INSERT > Drop Cap. Select the drop cap option you want. To create a drop cap that fits within your
paragraph, select Dropped. To create a drop cap that is in the margin, outside of your paragraph, select In margin. A drop
cap (dropped capital) is a large capital letter used as a decorative element at the beginning of a paragraph or section. The
size of a drop cap is usually two or more lines. The following illustration shows your options for positioning a drop cap.
WindowsmacOS.
COLUMN- On the Layout tab, click Columns, then click the layout you want. To apply columns to only part of your
document, with your cursor, select the text that you want to format. On the Layout tab, click Columns, then click More
Columns.
COVER PAGE- On the Insert tab, in the Pages group, click Cover Page. Click a cover page layout from the gallery of
options. After you insert a cover page, you can replace the sample text with your own text by clicking to select an area of
the cover page, such as the title, and typing your text. A title or cover page is the first page a reader will see when
reviewing your document, it is used to give a brief outline of the document, explaining what it is about, who wrote it,
when it was written and the documents name or title if applicable.
PAGE BREAK-
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Put your cursor where you want one page to end and the next to begin.
Go to Insert > Page Break.
BLANK PAGE- To put a blank page into your Word document, place the cursor where you want the new page to begin
and then click Insert > Blank Page. The blank page opens, ready for whatever you want to add.
HYPERLINK-
To create a hyperlink: Select the text or object that you want to use as a hyperlink.
Click the Insert tab, then Hyperlink. Complete the details for your link destination and click OK.
Edit or remove a hyperlink: ...
Select Edit Hyperlink… or Remove Hyperlink from the shortcut menu.