Font Formatting and

Paragraph layout
Fonts
• There are two basic types of fonts – Serif and
Sans Serif
This is written in a
• Sans Serif fonts are used in places where text
is easy to read – eg road signs M sans serif font called
Arial
• Serif fonts are often used for large amounts
of text such as newspapers, books. The serifs
serifs
lead the eye from one word to the next
• Don’t use too many different fonts – it can This is written in a serif
look messy!
M font called Times New
Roman

serifs

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Font Sizes
• Font sizes are measured in points
• 6 point is the smallest you can read without a
magnifying glass
• 12 point is the size normally used by Word
when you create a new document This is Times New Roman size 6 point

• The bigger the number, the bigger the text!

This is Times New Roman size 12

This is Times New Roman size 24

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Using styles

• If you look at the formatting bar, • To change the style, click in the
you will see the current style, Style box and select the style
font and size required
• To change the font, click in the
• Click on the down arrows in each Font name box
of the boxes and select your • To change the size, click in the
choice Font size box
Style box Font name Font size

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Text alignment and emphasis
• You can centre and make headings bold by
selecting text and clicking on the icons
• Notice how when an icon is selected it looks Bold Underline Centre Justify
pressed in – in Word 2003 the background
changes to orange

Italic Align left Align right

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Undo and Redo

• Click the Undo icon to undo the last

action
• Click the arrow next to the Undo icon
to see which items can be “undone” Undo Redo
• If you change your mind about
undoing something, click on the Redo
icon
• Use the Redo icon to repeat an action
• These commands can also be
accessed from the Edit menu

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Setting text colours
• To change the colour of text, select the text
then click the down arrow next to the colour
icon
• If you don’t see the colour you want, click on
More Colours
• Click on the colour you require then click on
OK

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Applying case changes

• To change text to UPPERCASE (ie all

capitals) select the text
• From the Format menu select
Change Case
• Click the case you want to apply to
the text
• Click OK

• Handy hint: use tOGGLE cASE if you

accidentally forget to press Caps
Lock key to finish capitals! Or try
Shift-F3
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Other text formats
• From the Format menu, select Font
• This gives you access to all font formats
• You can choose an underline style
• In the Effects section, you can apply subscript
and superscript

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Copying a format
• Use Format Painter to copy text formats
• Select the text which contains the formatting
• Click on the Format
Painter icon once
the mouse pointer will change
• Select the text you want to copy formatting to
• As soon as you release the mouse button the
text will change!
• To copy text formats to more than one piece
of text
• Highlight the text
• Double-click on the Format Painter icon
• Select each piece of text
• When you’ve finished, click on Format Painter
to turn it off
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Selecting Text
To select How to do it
A word Double-click on the word
One or more lines Click in the left margin beside the line. Drag down the left
margin to select several lines.
A sentence Hold down Ctrl key and click anywhere in the sentence
A paragraph Triple-click anywhere inside the paragraph
An entire From the Edit menu choose Select All (or you can use the
document keyboard shortcut Ctrl + A)
A large block of Click the mouse at the beginning of the text, scroll down, hold
text down the shift key and click again
Non-adjacent text Select the first bit of text, hold down the Ctrl key and select
another piece of text

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Copying text
• Select the text you want to copy
• Click the copy icon once
• Move the insertion point to where you want
the copy of the text to appear
• Click the paste icon

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Cutting and pasting text
• Select the text that you want to move
• Click the Cut icon once
• Move the insertion point to where you want
the text to be moved to
• Click the Paste icon

• Handy Hint: if moving a block of text, check to

make sure the spacing between paragraphs is
consistent!

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Finding and Replacing text
• Open the Edit menu, select Replace
• The Find and Replace dialogue box appears
• If you select Replace All a message
• Type the word you want to replace in the Find will appear telling you how many
box replacements have been made!
• Type the word you want to replace it with in
the Replace box
• Click on Replace or
Replace All as appropriate

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Displaying non-printing characters
• When using default tabs, it is useful to be able to
see tabs, spaces and where you’ve pressed the
Enter key
• Click on the Show/Hide icon
• Tabs will show as a right arrow
• Spaces show as a raised dot
• Paragraph marks show where you’ve pressed the
Enter key
• Click on the Show/Hide icon again to go back to
normal display

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Creating bullets
• Method 1 • Method 2
• Click on the Bullet icon • Type in your list
• Type in your text • Highlight the list
• Every time you press Enter a new bullet will • Click the Bullet icon once
appear • Bullets will appear at the beginning of each
• Press Enter after the last bulleted item and highlighted line!
click the Bullet icon again to switch it off

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Customising Bullets
• Highlight the bulleted list
• From the Format menu, select Bullets and
Numbering
• Select the style you require (click on None if
you want to remove the bullets!)
• Click on OK

• To remove bullets, highlight the bulleted list

and click on the Bullet icon once!

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Numbered Lists
• Instead of bullets, you might want to number
your steps
• Click the Numbering icon on the Formatting
toolbar
• You can change the number format by
opening the Format menu, select Bullets and
Numbering
• Select the style required and click OK

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Indenting paragraphs
• Select your text
• From the Format menu select Paragraph
• Click on the spin buttons to change the
measurements
• Click on OK

• Handy Hint: Use the Format Painter to copy

the format to other paragraphs!

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Changing line spacing

• From the Format menu select

Paragraph
• In the Line spacing section,
select single or double as
required
• You can also add extra spacing by
increasing the spacing before
and after a paragraph
• Click on OK

• Handy Hint: Ctrl + 1 changes to

single spacing, Ctrl + 2 changes text
to double spacing!
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Spacing Paragraphs
• Rather than pressing the Enter key to add
extra line spaces, right click the list and select
Paragraph
• The Paragraph dialogue box appears
• In the spacing section increase spacing before
or after and click on OK

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Indenting Paragraphs
• Highlight the paragraphs, right click and select
Paragraph
• To set a first line indent, click in the Special
section and select First line
• To set as a hanging paragraph, select Hanging
• To remove an indent, select None

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