Formatting a doc in word - Word и Excel - помощь в работе с программами

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Learn the basics of formatting a Microsoft Word document

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Formatting the Layout

Formatting Text

Adding Pictures, Graphs, & Tables

Using a Formatted Template

Saving in Other Formats

Microsoft Word is the world’s most popular word processing app. Depending on what kind of legal, formal, or personal paper you’re writing, each has its own formatting guidelines. Fortunately, Microsoft Word makes it easy to format the layout, text, and other objects in your document. If you’re new to using Microsoft Word, don’t worry. You can be formatting your document like a pro in no time. This wikiHow guide will teach you simple ways to format a Word document on your PC or Mac computer.

Things You Should Know

You can find most of the formatting tools you’ll need in the Ribbon menu at the top of your document.
If you don’t want to do all the formatting from scratch, try using one of Word’s premade templates.
Save your document in different file formats using the Save a Copy or Save As menu.

1
Explore the Word user interface. You can access most of Word’s formatting tools from the Menu Bar or the Ribbon at the top of the window. You can modify which tools are visible using the View menu.
- The Menu Bar is the area at the top of the screen where you will find File, Edit, View, and other important menu commands.
- The Ribbon is at the top of your workspace and contains icons, menus, and shortcuts to common tasks.
2
Align 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 on the Home tab by clicking the Alignment buttons in the «Paragraph» section.
- These are the buttons that look like a small version of a document, with small black lines arranged according to their button’s alignment function.
- You can also adjust alignment by selecting the text and objects you want to align, right-clicking the selection, and choosing Paragraph. Select your preferred alignment from the Alignment menu under the General header.
- You can either set the alignment for the whole document or just a selected piece of text.
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3
Set the line spacing of your document. Need to change your document to single or double-space? You can adjust the spacing of your entire document, or for selected text.
- If you haven’t begun typing or adding content to your Word document, click the Home tab, click the «Line and Paragraph Spacing» icon (a row of lines with vertical arrows to the left of the lines pointing up and down, and select an option.
- If your document already has text or other content, press Ctrl + A (PC) or Cmd + A (Mac) to select everything in the document, right-click the selection, and choose Paragraph. You can then choose your desired spacing from the «Line Spacing» menu.
- For a single-spaced document, choose 1.0. For double-spacing, choose 2.0.
- Many professional documents, like college essays and cover letters, should be double-spaced.
4

Adjust the page orientation. If you need to write the document in a different orientation, click the Layout tab at the top of Word, select Orientation, and choose either Portrait or Landscape.
5
Change the size of the paper. If you need to print the document on a specific paper size, click the Layout tab, click Size, and then select your desired size from the drop-down list.
- This will change the virtual size of the document you’re writing as well as the actual size of the printout.
6
Adjust the headers and footers. A header contains details that will appear on every page of the paper, such as page numbers, your name, or the document title.
- To set the header of your document, double-click on the topmost part of the page, and the header field will appear. You can also click the Insert tab and select Header.
- Footers are just like headers. All text in the footer will appear at the bottom of each page of your document. To set the footer, double-click on the bottommost part of the page, and the footer field will appear. You can also use the Footer button on the Insert tab.
- You can also format your headers and footers by selecting the View tab and clicking Header and Footer on the list. This action will open the headers and footers on your page and allow you to edit them.
7
Insert page or section breaks with the Breaks menu. Go to the Layout tab in the and click Breaks if you want to start a new page or section in your document. You can choose from a variety of types of breaks, including Page, Column, and Section. This is a very useful tool if you need to format different sections of your document in different ways.^[1]
- For example, you can use section or page breaks to help you format your page numbers so that the numbering restarts with each new section.
8
Adjust the margin size with the Margins tool. Click the Margins button in the Layout tab and select a margin from the pre-defined margin settings listed on the drop-down list.
- If you want to use your own margin measurements, click Custom Margins at the very bottom of the drop-down list to set your own.
9
Add columns to split your text vertically on the page. If you need to create a newspaper-like document, you can do so by adjusting the format of the document to columns. Click the Layout tab, select the Columns option, and choose the number and alignment of columns from the drop-down list.
- The Columns button looks like a rectangle with two vertical columns of blue lines on it.
- If you want to create one, two, or three columns, you can do so from the preset options. If you’d like to create more, you’ll need to choose More Columns from the bottom of the dropdown menu.
- Note that this column option is different from the columns you get when you insert items like tables on your document.
10
Add bullets and numbers to make lists. Highlight the text that you would like to be numbered or bulleted and click the Numbering or Bullets button on the Home tab of the Ribbon.
- These buttons can be found side by side on the Ribbon, near 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.
- There’s also a third button that allows you to create more elaborate multi-level list styles, which is useful for formatting outlines.
11
Experiment with document styles. All documents have standard built-in styles (for example, Normal, Title, Heading 1). The default style for text is Normal. The template that a document is based on (for example, Normal.dotx) determines which styles appear on the Ribbon and on the Styles tab. You can see the current style presets for your document in the Home tab of the Ribbon.
- Before you apply a style, you can see all of the available styles and preview how they will appear when applied.
- On the Home tab, click a style to apply it to selected text.
- Click the Styles Pane button (the arrow pointing down and to the right) to view and select from advanced Style options.
- By default, Word applies a paragraph style (for example, Heading 1) to the entire paragraph. To apply a paragraph style to part of a paragraph, select only the specific part that you wish to modify.
12
Reveal hidden formatting symbols if you’re having trouble. Word documents often contain hidden code that can cause frustrating problems when you’re trying to modify your formatting. For instance, an invisible extra paragraph mark or section break can create unwanted spaces between paragraphs or lines of text. To see formatting symbols that are normally hidden so you can delete or modify them, you can click the ¶ button in the Home tab, or try one of the following:^[2]
- On Windows, open File, select Options, and click Display. Tick the box next to Show all formatting marks.
- In Word for Mac, open the Word menu, then Preferences, then View. Check the box next to All in the Show Non-Printing Characters section of the View menu.
13
Use the View menu to change your view of the document. The View menu can let you change how your document looks in Word without actually making changes to the format. For example, Print Layout will show approximately what your document will look like when it’s printed out, while Web Layout will display the whole document in one long chunk without any page breaks.
- The View menu also lets you zoom in and out on your document.
- You can also change your view with the buttons and zoom slider at the bottom right side of the document pane, or with the View tab in the Ribbon.

1

Change the font face. On the Home tab, you will a drop-down menu containing a list of fonts to choose from. Use your mouse to select the text you want to change, then choose a font from the list.
2
Change font size and color. Also on the Home tab, you can change the size, color, and highlighting for your font. Select the text you want to format, then choose your options.
- By default, they will be set to the size and font associated with your document’s current Style settings. For example, if you’re using Word’s default template, the Normal style will use Calibri as the default font and 12 pt. as the default text size.
- 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 Times New Roman font, text size 12.
3
Make text bold, underlined, or italicized. Besides setting the font style and size, you can also adjust the emphasis of words and lines in your document. Near the font and text size menus, you will see the Bold, Italics, and Underline buttons.
- Just click the buttons to make your text bold, underlined, or italicized.
- In this section, you can also find special text formatting options such as Strikethrough, Subscript, and Superscript.
4
Highlight text on the page. If you would like to change the background color behind selected text, similar to using a highlighter on a printed page, click the Text Highlight icon, which is a pen above a colored line.
- You can also add special text effects with the Text Effects button, which looks like a capital A with a glowing blue border.

1
Drag an image into your document. This is a quick way to add a picture to your Word document. Simply select an image on your desktop and drag and drop it into the document window. Make sure your image is placed exactly where you want it before you drop it.
- You can also insert an image by going to the Insert tab, then clicking Pictures. Select one of the options to browse for images on your computer, the web, or Word’s gallery of stock photos.
- You can also insert graphics or other media (such as video or audio clips) using the Shapes, Icons, or 3D Models, and Media buttons.
2
Enable text wrapping. Text wrapping changes the layout of your document, allowing the text to flow around the image no matter where it is placed. To turn on text wrapping:
- Right-click (or ctrl-click, on a Mac) on the image and hover over Wrap Text. Select the alignment that best suits your document. You will see a preview as you hover over each option.
- To change the location of the image in the document, select the image and then hold the Ctrl key. While holding the key, use the arrow keys to move the picture around the document.
- When you right-click or ctrl-click your image, you’ll also see an option in the context menu to add a caption under your image.
3
Edit your image in the Picture Format tab. Once you insert your image, you can select it to open a new Picture Format tab in the ribbon. From there, you can choose from a variety of tools, such as:
- Making corrections or adding artistic filters to the image
- Adding style effects, such as a drop shadow or frame, to the picture
- Entering alt text
- Tweaking the position of your image or changing the text-wrap settings
4
Add a graph or chart in the Insert tab. Click the Insert tab on the Ribbon, and then click the Chart option. Choose your preferred type of graph, such as a pie or bar chart, from the dropdown menu.
- Depending on the type of chart or graph you choose, Word may automatically launch Excel and create a new spreadsheet, where you can enter data for your chart.
5

Modify your graph. When you choose a graph type, a new tab will appear in the Ribbon menu called Chart Design. Navigate to that tab with the chart selected to make changes to the look of your graph or chart, or choose the Edit in Excel button to make changes to the data in your chart.
6
Use the Table tool to insert a table. If you want to add a table to your document, head over to the Insert tab and click the Table button. A menu will pop open where you can either scroll over a grid of squares to select your number of rows and columns, or select an option like Insert Table or Draw Table.
- Insert Table opens a pop-up menu where you can specify parameters like the number of rows and columns and whether or not the contents of the table autofit your document window.
- The Draw Table tool allows you to draw the table with your mouse directly in the document.
- Once you start creating a table, you’ll see several new table editing tools in the Layout tab.

1
Choose a template from the New Documents pane. Templates are a great way to create a nice-looking document without having to do all the formatting from scratch. To use one, open Word and select New from the side menu to create a new document, or select New from Template from the File menu. Click one of the templates on the screen to select it.^[3]
- If you don’t see a template you like, use the Search bar at the top of the window to find one that fits your needs. For instance, use keywords like “flyer,” “resume,” or “research paper” to find different styles of templates.
2

Click Create to open the template. The template will open as a new document.
3
Select text within the template to modify it. Word templates are simply preformatted documents with text, graphics, and other elements already in place. To add your own text, select text anywhere on the document and type in your own. The new text will have the same format as whatever text you selected and replaced. You can also click on a blank area of the document and start typing to add new text.
- To select a single word, double-click it. You can select longer pieces of text by clicking and dragging your mouse, or positioning your cursor at the start of the selection and holding down Shift while pressing the Right Arrow key.
- You can also select and move, delete, or replace other elements in the template, such as images, graphs, or tables.
4
Modify your template with the Styles pane. Templates use styles to create their distinctive looks. If you want to change the look of the template, click the Styles button in the Home tab of the ribbon toolbar. Click the down arrow next to any of the style elements and select Modify Style… to make changes.
- You can also make any other types of changes you like using the rest of the tools in the ribbon menu or Format menu.
5

Save your modified template as a document. When you’ve made the changes you want to the template, save it the same way you would any other Microsoft Word document.

1
Click the file menu and select Save a Copy…. If you want to save a document as a file type other than .DOCX, you can do so with the Save a Copy function.
- If it’s a brand-new document that you haven’t already saved, select Save As… instead.
2

Open the File Format dropdown menu. You’ll see this menu at the bottom of the Save a Copy or Save As window.
3
Select the format you want from the menu. In addition to common formats like .DOC, .DOCX, .TXT and .RTF, you can also save your document as a PDF, an XML file, or a macro-enabled Word file.
- Check out the list of file formats that are supported in word here.

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What is Microsoft publishing?

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Publisher is a tool for making posters, leaflets, booklet,s etc. It’s for when you need to create something that isn’t a standard document.
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How do I move from page one to page two of a Word document?

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In Word 2016, on the insert tab, either select insert new page or page break.

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Tip

Unless free-handedly writing your paper, consult the guidelines of your document first before adjusting its format.
Besides the header, footer, and page layout formats (which affect the entire document), all the other formatting tools can be applied only on specific parts of the document.

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Add and format text

To add text, place the cursor where you want and start typing.

Format text

Select the text you want to format.

To select a single word, double-click it. To select a line of text, click to the left of it.
Select an option to change the font, font size, font color, or make the text bold, italic, or underline.

Copy formatting

Select the text with the formatting you want to copy.
Click Format Painter , and then select the text you want to copy the formatting to.

Tip: Double-click Format Painter if you want to copy the formatting in more than one place.

How do I capitalize (or uncapitalize) text in microsoft Word?

You can change the capitalization, or case, of selected text in a document by clicking a single button on the Home tab called Change Case.

To change capitalization (or case) in Word, follow these steps:

Select the text for which you want to change the case.
On the Home tab, in the Font group, click the Change Case button.
Then choose one of the following:
To capitalize the first letter of a sentence and leave all other letters as lowercase, click Sentence case.
To exclude capital letters from your text, click lowercase.
To capitalize all of the letters, click UPPERCASE.
To capitalize the first letter of each word and leave the other letters lowercase, click Capitalize Each Word.
To shift between two case views (for example, to shift between Capitalize Each Word and the opposite, cAPITALIZE eACH wORD), click tOGGLE cASE.

To apply small capital (Small Caps) to your text:

Select the text, and then on the Home tab, in the Font group, click the Font Dialog Box Launcher (the arrow in the lower-right corner). In the Font dialog box, under Effects, select the Small Caps checkbox.

To use a keyboard shortcut to change between lowercase, UPPERCASE, and Capitalize Each Word:

Select the text and press SHIFT + F3 until the case you want is applied.

How do I add text effects in a Word document?

Besides WordArt and color fills and outlines, you can change the look of your text by adding effects, such as shadows, reflections, or glows.

To add text effects in Word, do the following:

Select the text to which you want to add an effect.
On the Home tab, in the Font group, click the Text Effect button.
Point to the effect that you want (Shadow, Reflection, or Glow) and then when more choices appear click the effect that you want to add.

NOTE: To remove an effect, click the Clear Formatting button (eraser) on the Home tab in the Font group.

How do I change or set the default font in microsoft word?

The default font for new documents in Word 2016 is Calibri, 11 point but you can change/set it to your preference.

NOTE: When you set a default font, every new document you open will use the font settings that you selected and set as the default. The default font applies to new documents based on the active template, usually Normal.dotm.

To change/set the default in Word, follow these steps:

Start with a blank document, or if your document already contains text formatted with the properties that you want to use, select that text.
On the Home tab, click the Font Dialog Box Launcher, and then click the Font tab.
Select the options that you want to apply to the default font, such as font style and font size. NOTE: If you selected text in step 1, the properties of the selected text are already set in the dialog box.
Click Set As Default, and set the scope of your changes:
1. This document only: (if you want your changes to apply to only the current document)
2. Select all documents based on the Normal template: (if you want your changes to apply to any document based on the Normal template)
Click OK to apply your changes.

How do I format paragraphs in word?

To change spacing between paragraphs in Word, do this:

Click Design, then Paragraph Spacing.
Pick which spacing you want (the default is Open) and notice your whole document will preview as you mouse over the different settings.
If you do not like those options, click Custom Paragraph Spacing and change the numbers under Paragraph Spacing.

To change the spacing in only part of a document:

Click anywhere in the paragraph you want to change.
Go to Page Layout and under Spacing, click the up or down arrows to adjust the distance before or after the paragraph. You can also type a number directly.

To format a Word document with columns, follow these steps:

Select the text you want formatted in columns.
On the Layout tab, click Columns.
Click More Columns.
Click the number of columns that you want.
Optional: To add a vertical line between the columns, select the Line Between checkbox. You can also adjust the column width and spacing.
In the Apply to list, click Whole Document, Selected Text or This Point Forward.

To control how text flows between columns:

Insert a column break. For example, to end a paragraph in one column and start a new paragraph at the top of the next column.

To Stop Using Columns:

On the Layout tab, click Columns and then click One to return to one-column format. NOTE: You may need to insert a section break if you want two-columns in one section of your document and one-column formatting in another section of the document.

To add leaders between tab stops in Word, do this:

Leaders are those special characters—dots, dashes, underlines—that create a visual link between tab stops. Most often, you see leaders in a table of contents or an index.

NOTE: If you want to use tab stops and leaders to format a Table of Contents, consider using Word to create one automatically.

Type the text that you want to appear before the leader.
On the horizontal ruler, set the tab stop where you want (just click on the ruler), and then double-click it.
In the Tabs dialog box under Leader, choose none, dots, dashes, or underline to set a series of characters.
Click OK, and then press Tab on your keyboard.
Type the text that you want to appear after the leader.

If you’d like to dive deeper into the formatting tools of Microsoft Word, and other applications within the Microsoft Office Suite, sign up for a one-day training class at Centriq.

View Centriq’s Microsoft Office Training Classes

Get specific information by speaking with a Training Advisor by email, by phone at 913.322.7062 and 314.644.6400, or by completing the following form.

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Whether you’re a one-person business operating out of your kitchen, or a billion-dollar company on Wall Street, the expectation is the same. Your business documents must be the paragon of professionalism and competence.

Here’s a finished, formatted business document that uses basic text formatting in Word.

This expectation shouldn’t be a cause for worry. With applications like Microsoft Word you can create professional-looking documents with your own computer. Through the years, Word has become more powerful, yet more intuitive. Anyone with basic computer skills can use Word to create well-designed documents.

In this article, you’ll learn how to format text in Word to make your business documents easier to read and understand. You’ll also pick up tips on how to make sure your formatting doesn’t look amateurish—even if you’re getting started with Word.

Formatting Text in Word

Formatting text in Microsoft Word refers to controlling how text appears in your document. This includes the size, color, and font of the text. It also covers text alignment, spacing, and letter case.

Microsoft Word styles make it easy to change and apply styles throughout a document. A “style” is a set of formatting settings applied to a specific kind of text.

For example, you can set up a style for headings that’s bold, 14 points, aligned left, and uses the Tahoma font. This means all text in your document with the heading style will be formatted the same way. You don’t have to manually format each heading in your document.

In this post, you’ll see how to use MS Word styles.

How to Format Text in Word

To show you how to format text in Word, we’ll walk through formatting a completely unformatted business document file.

This is what my marketing report looks like without any formatting in Word:

Notice how the unformatted text looks in Word. It’s not very engaging or interesting.

As you can see, it’s plain and boring. Nobody would be inspired to read it, let alone act on the findings of the report!

Some basic Word text formatting can fix that.

1. How to Apply Typographic Emphasis

1. For starters, let’s use typographic emphasis (bold, italic, underline) to make the report title stand out.

To do this, select the text you want to emphasize. Click on the bold button on the Microsoft Word ribbon.

Applying bold to Word text helps it to stand out.

Note that the ribbon also has the buttons to apply italic, underline, strikethrough, and other formatting effects for text. Follow the same steps to apply those effects.

2. Now, let’s change the font, font size, and color of the title.

Again, select the text. Click the drop-down arrow on the font section of the ribbon, then select the font you want to apply. In this case, I’m using Arial bold.

You can also change the font when you format text in Word.

3. To change the font size, highlight the text. Click the drop-down arrow on the font size indicator on the ribbon. Click on the font size of your choice.

Use basic formatting for Word to change the size of the text.

Or, after highlighting the text, you can type the font size into the font size indicator on the ribbon. This is especially useful when the font size you want isn’t available in the font size selector.

The highlighted text is the text we’ve been formatting. Use the font size indicator to change the text size.

4. You can also use the Increase Font Size or Decrease Font Size buttons on the ribbon to quickly change the font size.

Another way to change the Word style is using the Increase Font Size or Decrease Font Size buttons.

5. We can easily change the font color as well.

Highlight the text, then click the down arrow beside the Font Color selector. Click on the color of your choice.

You can also change the text color in Microsoft Word.

Choose More Colors… if you wish to apply a custom color.

2. How to Change Capitalization in Word

Microsoft Word also allows you to easily and quickly change the capitalization of your text. For example, if we want to make the title all uppercase, we don’t have to retype it.

Highlight the title, then click the Change Case button on the ribbon.

The Change Case button provides a shortcut for formatting text in Word.

Or, highlight the text, go to Format > Change Case…

You can also change the case in Word by using the menu option.

… then click on the radio button for the case you want to apply. Click OK.

The title is an important part of your document. So, how you format it is important.

Now the title is looking much better. It’s the most prominent part of the document and commands the reader’s attention. However, we can still improve its readability.

3. How to Format Paragraphs

One way to make your document easier to read is by increasing white space around lines and paragraphs.

1. To adjust the line spacing, select the text. Click on the arrow on the Line and Paragraph Spacing button. Select the line spacing you wish to apply.

One MS Word format essential is knowing how to change the spading between lines and paragraphs.

2. To change the spacing around a paragraph, select the paragraph. Click on the arrow on the Line and Paragraph Spacing button > Line Spacing Options…. Then, type the amount of spacing before and after the paragraph. (Tip: You can adjust other settings from this dialog box as well.)

For the title, I’ll add a generous amount of space after the paragraph, to set it apart from the rest of the document.

A good way to set the title apart from the text is to increase the line spacing after it.

3. Finally, let’s change the alignment of the title. Select the text, click on either the Align Left, Center Text, Align Right, or Justify button on the ribbon. Since this is a title, let’s use Center Text.

You can also change the text alignment on the page in Word.

These simple formatting effects make the title stand out from the rest of the document.

4. How to Work With MS Word Styles

As much as Word makes it easy to format text, if you need to apply formatting effects on the entire document, the process becomes tedious.

Word solves that through styles. MS Word Styles allow you to define a set of formatting commands and apply them automatically to every item in the document with that style.

Let’s look at a specific example:

1. How to Modify a Paragraph Style

Let’s follow the steps above to define a style for the main headings of the report with the following characteristics:

Font: Arial
Size: 14 points
Color: Blue-grey
Typographic Emphasis: Bold
Case: Capitalize each word
Alignment: Left
Line spacing: Single
Paragraph spacing: 6 pts before paragraph, 0 pts after paragraph

It would look like this:

Notice the various ways I’ve change the word style in this document.

One way to apply this exact formatting on every main heading is to modify the existing Heading 1 style in our document. Place your cursor anywhere in the main heading. Go to Styles, right-click on Heading 1, then choose Update Heading 1 to Match Selection.

Use Microsoft Word styles to change heading format quickly.

You can also modify any style by going to Format > Style…. The Style dialog box opens.

You can also change Word style through the menu.

Select the style you want to modify from the Style list. This gives you a preview of the paragraph and character, as well as a description of the current style settings of the selected style.

Click Modify…. The Modify Style dialog box pops up.

Here you see the various ways to change text format using the Word style tags.

Change the text and paragraph format settings. You can control the font, font size, font color, typographic emphasis, alignment, and spacing. When you’re done, click OK.

2. How to Apply a Paragraph Style

Now, go to each main heading in the document and apply the Heading 1 style to it. Place the cursor on a heading, go to Styles > Heading 1.

Microsoft Word styles make changing a text quick and easy.

The selected text instantly takes on the formatting of Heading 1.

Notice how the formatting has changed.

3. How to Create a List Paragraph Style

You can also create a new paragraph style from scratch, instead of modifying an existing one. To demonstrate, let’s create a list-type paragraph style.

1. Go to Format > Style…. Fill in the Properties section of the dialog box that opens. For Style based on, you may wish to use one of the pre-existing list styles as a starting point.

You can also create new styles to format text in Word.

2. Next, change the formatting options. The box below gives you a preview of what the list paragraph would look like with those settings. There’s also a summary of the formatting properties you’ve specified.

Here’s a preview of a new style I’m creating.

You also have the option to do the following for this style:

Add to template. Adds the style you’re creating to the document template.
Add to Quick Style list. Shows the new style to the Quick Style list, making it quickly accessible from the ribbon.
Automatically update. Automatically updates the style when you manually format a paragraph with that style.

When you’re happy with the settings you’ve made, click OK. Notice how the new Bullet style you created is now included in the Quick Style popup.

Any styles you create are added to the Quick Style popup.

Once the bullet style is applied, our list now looks like this:

The new style has created a bulleted list format.

4. How to Use Character Styles in Microsoft Word

You can also define a style to an individual word or a block of text, rather than a paragraph. In the next example, I’d like to apply a character style for every URL in the document.

1. Select the text. Then, go to Format > Styles…. From the Style dialog, click New…. The Create New Style from Formatting dialog opens.

You can create unique MS Word styles for a section of text called Character styles.

2. Give the new character style a name. For Style type, choose Character. Then, make the formatting settings you want to apply to this character. Note that you can’t change alignment and spacing for a character style. The preview box shows you a sneak peek of the text based on the settings you specified.

Name your character style.

3. When you’re done, click OK.

To apply the character style, place your cursor in a word or select a set of words. Go to Format > Style…. Find the character style you wish to apply. Click Apply.

When you’re ready, apply the new character style to the selected text.

Tip: To quickly find the MS Word styles you’ve created, for List, choose User-defined styles.

5. How to Use Table Styles in Word

We can also define a table style to provide a consistent look to the tables in our document.

1. Create the table. Go to Insert > Table…, then indicate the number of columns and rows you need in your table (you can always add or remove these later). Click OK.

Tables are a great way to format text in Word and add a visual element to the document.

2. Add your text to the table. If necessary, click and drag any of the borderlines to adjust the width or a column, or the height of a row.

3. To apply a table style, click anywhere on the table, then go to Table Design. The Table Design ribbon appears.

You can use some pre-defined table Microsoft Word table styles to format your table.

4. Click on the down-arrow for table styles to display the table styles gallery.

As you can see, there are quite a few MS Word table styles to choose from.

5. Click on any style to apply it to your table.

Here’s a table with a pre-defined MS Word table style applied.

Expand the table styles gallery again to change the existing style, clear the style you applied, or create your own table style.

Discover Great Microsoft Word Templates for 2020

Some experts say it’s a good idea to set up your formatting styles in Word first before typing or copying the text into the document. One quick way to do this is by starting with a Microsoft Word template. Templates come pre-formatted by professional designers to look current and impressive.

You can find thousands of Word templates for all kinds of business documents in Envato Elements.

Print templates for Microsoft Word have been designed and formatted by professional designers.

For a small monthly subscription fee, you get unlimited downloads of all the templates at Elements. You also have unlimited access to everything else in the Elements catalog:

presentation templates
web templates
fonts
photos
graphics
other digital assets

Use as many of these assets as you want, as often as you want, without paying more. This makes Elements a terrific source for all the creative assets you need to create remarkable marketing and communication materials.

You can also pay as you go at GraphicRiver. This marketplace also offers a huge library of templates for Microsoft Word and other digital assets for all your marketing and communication needs. The difference is, you only pay each time you use an item. This can be a very economical option.

Below are some of the best print templates for Word available on Envato Elements and GraphicRiver:

After downloading any of these Microsoft Word templates, you can apply what you’ve learned about formatting text in Word. This way, you can personalize the template so that it aligns with your visual branding and preferences. You now know how to take any Word template and make it your own!

5 Top FAQs on Formatting Text in Microsoft Word

Below are some of the questions that come up as people format text in Word.

1. How Do You Make a Word Document Easier for the Reader to Scan?

Your primary goal when formatting text in Word is to make it easy for people to scan, read, and understand the content of the document. The different formatting options in Word help you achieve this:

Use typographic emphasis like bold, italics, and underline to emphasize specific text and add variety to your document.
Break up the document into sections with headings and sub-headings to help the reader scan and navigate their way through it.
Use either bulleted or numbered lists where appropriate to shorten paragraphs and make lists easier to comprehend.
Set up line and paragraph spacing so that there’s plenty of white spaces throughout the document.

2. How Many Fonts Should I Use in a Word Document?

It’s easy—and fun—to apply different fonts in Word. Too easy, in fact, that you could end up overwhelming your reader and making your document look like someone played with the formatting.

Avoid this by sticking to a maximum of two different fonts in a single document. For instance, you could choose a sans serif font for your title and headings, and a serif font for all other text. You could even use one font for the entire document, relying on typographical emphasis and color to distinguish different types of text from each other.

3. Why Should I Use Microsoft Word Text Styles?

Use Microsoft Word text styles because they let you apply formatting settings globally throughout your document. This is important in long documents, where formatting each line or paragraph is too onerous. With text styles, you only need to determine what style you want for each piece of text. Word will do the rest.

4. How Can I Make My Document Formatting Consistent?

Using MS Word styles, as you’ve learned in this article, is an easy way to make your document formatting consistent. You decide and set how you want each type of text to be formatted. Then you can apply those styles consistently through your entire document.

Beyond Microsoft Word styles, also make sure that the recurring parts of your document are consistent as well. These include your headers and footers, for example. You must also be consistent with the placement of images: Do they have borders? Are they always within the document’s margins or do they bleed to the edge of the page?

When you use a Word template, these design decisions are already made for you. So, if you want a consistent design without all the hard work, then starting with a template for Word is the way to go.

5. How do You Copy text into Word without also copying junk code?

When you copy text from one application and paste it into Word, you run the risk of also copying the underlying formatting code for it. This code or set of formatting commands is invisible so you won’t know you’re copying it inadvertently. This can mess up your formatting in Word. Soon, you’ll be pulling your hair wondering why Word won’t “follow” your commands.

To avoid this grief, make sure you strip all formatting when you copy and paste the text into Word. Here’s how: Copy the text. In Word, click Edit > Paste and Match Style.

That’s all there is to it!

Using Microsoft Word, Style Your Business Document for Maximum Impact

You’ve learned how to format a document in Word to make it easier to scan and read. Good formatting is also essential to make sure the final document represents you and your business in a favorable light.

You’ve seen how doable formatting is, even if you’re starting from scratch with completely unformatted text. You’ve also discovered that you can rely on professional designers to make the formatting decisions for you by starting with a template for Word.

For unlimited downloads of print templates for Word at a fixed subscription fee, look to Envato Elements. Here, you can also have your fill of fonts, icons, photos, and other design assets you’ll need without having to pay more. Or, get your premium Word templates from GraphicRiver on a pay-per-use basis. You also get a wide range of choices without having to commit to a subscription.

With Microsoft Word styles and formatting tools, there’s no more excuse to have poorly designed business documents. Make your next business document one you’ll be proud of.

Источник

(Статья)

Раздел: Шпаргалка
Автор: Гущин Александр Анатольевич

Содержание

Как сделать шрифт и абзац по умолчанию в Word.
Выделение частей текста.
Как отменить и вернуть последние изменения в тексте.
Найти и заменить в Word.
Неразрывный пробел в Word.
Как убрать большие пробелы между словами в Word.
Автоматическая замена слов.
Запрет висячих строк.
Разные кавычки.
Среднее и длинное тире в Word.
Отменить форматирование текста.
Режим комментариев, выделение текста цветом.
Автоматическая нумерация страниц в Word.
Начать нумерацию со второй (третей) страницы в Word.
Как сделать разрыв страницы в Word (или убрать его).
Сортировка списка по алфавиту в Word.
Быстрое перемещение элементов списка.
Приблизить или отдалить текст.
Как сделать автоматическое содержание документа в Word.
Резервная копия документа.
Сохранить документ Word в pdf.
Пароль на документ.

Microsoft Word давно стал одним из самых популярных текстовых редакторов, однако значительная часть пользователей не задействуют многие полезные функции данной программы. Знание горячих клавиш и имеющихся функций позволит значительно упросить форматирование документов.

Данная статья будет полезна не только учителям, студентам и школьникам, но и офисным работникам. Статья написана для широкого круга читателей. Поэтому, возможно, большинство функций Вам покажется знакомыми. Кстати, многие функции и сочетания клавиш работают и в аналогах программы (например, LibreOffice, Google Documents, Page для macOS).

Большинство людей, которые используют Microsoft Word, наверняка знают такие сочетания клавиш как «ctrl+c» – копировать, «ctrl+v» – вставить, «ctrl+x» – вырезать. Поэтому в статье будут приведены функции и «горячие клавиши», которые используются реже.

1. Как сделать шрифт и абзац по умолчанию в Word.

Во многих организациях принято использовать стандартное оформление документов. Для студенческих работ, например, это шрифт Times New Roman, размер 14, межстрочный интервал 1,5, выравнивание по ширине, первая строка абзаца – 1,25 и т.д. Логично, чтобы данные параметры были сразу установлены в новых документах, а не менять их каждый раз.

Делается это легко: необходимо в меню нажать кнопку «Главная», потом кнопку «Шрифт» (или «Абзац»). Либо в данные меню можно войти, нажав правую кнопку мыши. После этого выставляем необходимые параметры шрифта, форматирования абзаца и нажимаем кнопку «По умолчанию».

2. Выделение частей текста.

Если необходимо выделить определенный участок текста, то можно зажать кнопку «Shift» и нажать левую кнопку мыши. Если необходимо выделить разные участки текста, то необходимо зажать кнопку «Ctrl» и нажать левую кнопку мыши. Одновременное нажатие клавиш «Ctrl+a» позволяет выделить весь текст документа.

3. Как отменить и вернуть последние изменения в тексте.

При написании текста или подготовке документа бывает необходимо отменить сделанные изменения. При этом иногда, вернув прежний текст, Вы понимаете, что все писали правильно. Word «помнит» что Вы делали. Для этого можно использовать стрелочки в левом верхнем углу программы или сочетание клавиш «Ctrl+z» – отменить последнее изменение, «Ctrl+y» – вернуть последнее изменение.

4. Найти и заменить в Word.

Полезная функция, позволяющая осуществлять поиск по документу и исправлять типичные и однотипные ошибки.

Осуществить поиск и замену можно, нажав «Найти» или «Заменить» в правом верхнем углу программы. Или же можно использовать сочетания клавиш «Ctrl+f» – найти, «Ctrl+h» – заменить. Используя функцию замены, необходимо заранее продумать предполагаемые изменения, чтобы не поменять лишнего. Так, чтобы поставить среднее тире вместо дефиса в предложениях по всему тексту необходимо во вкладке «заменить» до и после тире и дефиса добавить пробел, чтобы дефисы не заменились внутри составных слов.

5. Неразрывный пробел в Word.

Очень полезная функция, которая не позволяет разорвать строку в указанном месте. Это будет полезно, например, при написании фамилии и инициалов руководителя или любимого преподавателя – они останутся на одной строке. Также она может пригодиться при написании больших чисел, географических названий, сокращений и т.д.

Для того чтобы сделать неразрывный пробел вместо нажатия клавиши «Пробел» на клавиатуре необходимо использовать комбинацию «Shift+Ctrl+Пробел».

6. Как убрать большие пробелы между словами в Word.

Причины появления «больших пробелов» в тексте бывают различные. Соответственно и решения будут отличаться.

При выравнивании «по ширине» пробелы увеличатся на вид – соответственно можно выровнять текст по левому краю. Однако выравнивание по ширине, обычно, является стандартом для большинства документов. Поэтому можно использовать неразрывные пробелы («Shift»+«Ctrl»+«Пробел») вместо обычных. Если необходимо, можно использовать автозамену («Ctrl+h») по всему документу.

Еще одной причиной бывает использование нескольких случайных пробелов подряд. Чтобы исправить это, можно также использовать автозамену («Ctrl+h») – вместо двух пробелов поставить один. И делать так, пока везде не останется одинарный пробел.

Иногда проблемы появляются при копировании текста из других программ – в таком случае часто большие пробелы появляются только в последней строчке абзаца. Для того чтобы это исправить, необходимо после последнего предложения нажать клавишу Enter (а не Shift+Enter – перенос строки без создания нового абзаца).

Кроме того, может помочь изменение параметров табуляции в настройках абзаца (если пробелы сделаны табуляцией) или включение функции переноса слов в параметрах страницы.

7. Автоматическая замена слов.

Если Вы часто делаете одинаковые опечатки в тексте, то полезной функцией будет автозамена слов. Настроить ее можно, нажав кнопку «Файл» (кнопка Office) в левом верхнем углу – «Параметры Word» – «Правописание» – «Параметры автозамены».

Кстати, если часто используете слова, которые Word не знает и, соответственно, подчеркивает красным, то желательно добавить их в словарь (нажать на слово правой кнопкой мыши и в меню «добавить в словарь).

8. Запрет висячих строк.

«Висячие строки» – это строки абзаца, которые оказались в начале (или конце) другой страницы. Иногда их полезно убрать, чтобы повысить читабельность текста. Выделив необходимый фрагмент текста необходимо перейти в меню абзаца нажав соответствующий пункт в верхнем меню (или использовав правую кнопку мыши), перейти во вкладку «Положение на странице» и поставить галку напротив строчки «Запрет висячих строк».

9. Разные кавычки.

В текстах принято использовать одинаковые кавычки. Как правило, в русскоязычных документах используют т.н. «Ёлочки». Поставить их можно используя сочетание клавиш «Shift+2» в русскоязычной раскладке. Если внутри текста, который уже заключен в кавычки, необходимо еще раз поставить кавычки, то внутри ставятся т.н. «Палочки» (сочетание клавиш «Shift+”» в англоязычной раскладке).

Иногда возникает проблема, что все кавычки автоматически заменяются на один определенный вид. В таком случае это можно настроить их перейдя в «Параметры Word», там выбрать «Правописание» — «Параметры автозамены», далее на вкладку «Автоформат при вводе» и поставить галку напротив графы «Заменять при вводе «прямые» кавычки «парными». Иногда требуется изменить настройки автозамены: «Вставка» – «Символ» – «Другие символы» – «Автозамена»;

10. Среднее и длинное тире в Word.

В Word дефисы, если до и после них поставить пробел, автоматически меняются на среднее тире. Однако иногда тире необходимо поставить самостоятельно.

По правилам дефис «-» ставится внутри составных слов (например, школа-интернат). А между разными членами предложения необходимо ставить среднее тире (сочетание клавиш «ctrl»+«-»).

Если же необходимо поставить длинное тире, то можно использовать сочетание клавиш «ctrl»+ «alt»+«-».

11. Отменить форматирование текста.

Иногда приходится работать с чужими текстами. И случается такое, что текст был отформатирован настолько сильно, что непонятно как это исправить. Для этого есть функция очистки форматирования. Для того чтобы удалить форматирование, необходимо выделить часть текста, после чего во вкладке «Главная» нажать кнопку «Очистить форматирование».

При копировании текста из других файлов и программ по умолчанию будет переноситься и соответствующее форматирование. Чтобы этого избежать, после вставки текста в документ, укажите «сохранить только текст» в параметрах вставки.

В настройках можно указать, сохранять ли форматирование при копировании или нет по умолчанию. Для этого нажмите кнопку «Файл» (левый верхний угол) – «Параметры Word» – «Дополнительно» и выставьте соответствующие параметры.

12. Режим рецензирования, выделение текста цветом.

Иногда работа над текстом ведется совместно с другими людьми. Поэтому становится актуальным вопрос использования комментариев. Есть два основных способа:

– размечать текст разным цветом. Например, зеленым – то, что было добавлено; красным – то, что необходимо убрать; желтым – то, что необходимо исправить и т.д.

– режим рецензирования. Для того чтобы его включить необходимо нажать на вкладку «Рецензирование» в верхнем меню, где нажать кнопку «Исправления» или «Создать примечание».

13. Автоматическая нумерация страниц в Word.

Сделать автоматическую нумерацию в Word достаточно легко. Необходимо перейти на вкладку «Вставить» в верхнем меню и нажать кнопку «Номер страницы», выставив соответствующие параметры. После вставки номера страниц в верхнем меню появятся параметры изменения колонтитулов.

Обычно нумерацию страниц ставят снизу по центру.

14. Начать нумерацию со второй (третей) страницы в Word.

Некоторые сложности вызывает вопрос, как начать нумерацию не с первой страницы. В студенческих работах титульная страница, как правило, не нумеруется, но учитывается.

Если необходимо начать нумерацию не с первой страницы, но при этом учитывать ее, то необходимо перейти в окно колонтитулов (двойной клик на выставленном номере страницы) и поставить галку напротив графы «особый колонтитул для первой страницы».

Другой способ позволяет начинать нумерацию с третей и любой другой страницы (при этом учитывать предыдущие). Для этого необходимо поставить курсор в конце первой страницы (повторить с последующими страницами тоже самое), нажать вкладку «Разметка страницы» (или «Макет» в зависимости от версии программы), потом кнопку «Разрывы» и выбрать «следующая» или «текущая» страница. Нумерацию можно вставить как до этого, так и после.

Если необходимо изменить стартовый номер, то при вставке номеров страниц нажать «формат номеров страницы» необходимо выставить номер, с которого будет начинаться отсчет. Это полезно если разные части документа делаются в разных файлах.

Готовый образец, в котором нумерация начинается с 3 страницы можно скачать в конце статьи.

15. Как сделать разрыв страницы в Word (или убрать его).

Различные разделы текста, обычно начинаются с новой страницы. Делать это с помощью кнопки «Enter» долго и не практично – оформление может поехать при просмотре в другой версии программы, при распечатке или при изменении существующего текста. Поэтому для того чтобы начать новый раздел с новой страницы необходимо использовать функцию «разрыв страницы» – нажав на вкладку «Вставка» – «Разрыв страницы» или использовать сочетание клавиш «Ctrl»+«Enter». Удалить разрыв можно удалив символ разрыва в конце страницы.

16. Сортировка списка по алфавиту в Word.

В студенческих работах полезной будет функция сортировки списка по алфавиту. Зачастую она используется для сортировки наименований в библиографическом списке. Для этого необходимо выделить список, нажать кнопку «Главная», а потом кнопку «Сортировать».

17. Быстрое перемещение элементов списка.

Для того, чтобы быстро переместить один из элемента списка можно использовать сочетание клавиш «Alt»+«Shift»+«кнопка вверх» или «Alt»+«Shift»+«кнопка вниз».

Кстати, так можно перемещать и абзацы в тексте.

18. Приблизить или отдалить текст.

Как и во многих других программах в Microsoft Word можно приближать и отдалять текст. Делается это с помощью ползунка в правом нижнем углу. Или можно зажать клавишу «Ctrl» и крутить колесико мыши.

19. Как сделать автоматическое содержание документа в Word.

Для документов, содержащих главы и параграфы (или другие разделы) целесообразно сделать автоматическое оглавление. Это позволит не только сделать содержание ровным и красивым, но и избавит от необходимости постоянно пересчитывать нумерацию страниц при изменении документа.

Для того, чтобы сделать такое содержание, необходимо нажать вкладку «Ссылки» и нажать кнопку «Оглавление». Здесь же можно выставить параметры, например, указывать ли номера страниц. Если в оглавление вносятся изменения, то необходимо щелкнуть на него мышью и обновить его.

Чтобы добавлять элементы в тексте необходимо выделить заголовок и во вкладке «Главная» выбрать стиль (справа) «Заголовок 1», «Заголовок 2» и т.д.

По умолчанию цвет текста оглавления и заголовков ставится синий, но его можно легко исправить на черный, отформатировать, как и обычный текст.

Готовый образец с автоматическим содержанием можно скачать в конце статьи.

20. Резервная копия документа.

Для того чтобы уберечь себя от потери документа в непредвиденных ситуациях (например, скачек напряжения) полезно создавать резервные копии документов.

Для включения данной функции необходимо нажать «Файл» (или кнопка Office) в верхнем левом углу, потом «Параметры Word» – «Дополнительно» и в разделе «Сохранить» поставить галку напротив позиции «Всегда создавать резервную копию».

В параметрах Word также можно включить автоматическое сохранение документа и выставить интервал времени для него.

В старых версиях программы можно восстановить несохраненный документ. Для этого нажать «Файл» – «Сведения» – «Управление документом» – «Восстановить несохраненные документы».

21. Сохранить документ Word в pdf.

Microsoft Word позволяет сохранять документы не только в формате doc или docx, но и в формате pdf. Для этого необходимо нажать «Файл» (кнопка Office), потом «Сохранить как» и выбрать pdf.

22. Пароль на документ.

Иногда требуется установить пароль на документ. Данная функция будет полезна, если одним устройством пользуется несколько человек. Для этого необходимо нажать «Файл» (кнопка Office) – «Подготовить» – «Зашифровать документ». В других версиях Word: «Файл» – «Сведения» – «Защитить документ» – «Зашифровать с использованием пароля».

Скачать образец форматирования по ссылке.

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Microsoft Word is the global standard for word processing. At the same time, it’s one of the most maddening applications to master, which is why this Geek School series is all about learning how to format documents in Word.

Word 2013 and a Little Perspective

Microsoft is far more than a typical staid word processor. Word is one of the most affordable and closest things you can get to your very own printing press. In fact, it is for all With Word, you can write textbooks, create full magazine and newspaper layouts with graphics, write a novel with indices, and much, much more. You can do in mere hours, what twenty years ago might have taken an entire editorial team days or even weeks.

Microsoft Word completely eliminates the aggravation of typos (in theory at least). There is no need to retype whole chapters in order to add or rearrange content. Instead you can add, move, or even remove complete sentence, paragraphs, and chapters in mere seconds!

Of course, we take this power for granted but we can tell you, it really beats using a typewriter (let alone movable type) – making a mistake using a typewriter meant stopping what you were doing, rolling the platen up to better expose your typo, and then either using an eraser to remove the offending characters, or carefully dabbing on White-Out and patiently blowing it dry. Then, of course, you’d have to roll the platen back to the line you were typing on, taking further care to make sure it all lined up perfectly.

If you can imagine how many daily typing errors you make then you can probably get an idea of how long it took to produce even simple documents. Needless-to-say, it paid to be accurate, and unless you were a really good typist, typing an essay or book report, could be a long arduous process. And forget about adding pictures into your document. Doing that kind of stuff at home was nearly impossible. Oh sure, you could include your illustrations and photos and then refer to them, but it wasn’t as simple and elegant as cut-copy-paste we’ve become so accustomed to.

Nevertheless, all this power and control does arrive with a fairly steep learning curve. It can be a pain to get the hang of and be fluent in effectively formatting eye-catching documents. Luckily, that’s where we come in – with How-To Geek School’s Formatting Documents with Microsoft Word 2013.

What We Will Cover

This series aims to introduce you to a large swath of Word 2013’s document formatting features through five lessons.

In this lesson, we first cover some Word basics like the Ribbon and page structure like tabs, margins, and indents. Additionally, we show you how to manipulate formatting marks or simply turn them on/off. Our first lesson concludes with an exploration of fonts, and finally templates.

Lesson 2 begins with paragraphs, specifically alignment, indentation, and line spacing. After that we move on to shading and borders, and then lists (bulleted, numbered, and multilevel). We’ll also briefly touch upon AutoCorrect options.

After that, Lesson 3 begins with a lengthy exploration of tables (inserting, drawing, formatting, etc.) and then we dive into other formatting options, including links, headers, footers, equations, and symbols.

Lesson 4’s primary focus will be illustrations and multimedia such as pictures, shapes, WordArt, and more. We move on from there to briefly cover working with more than one language.

Finally, in Lesson 5, we wrap up with styles and themes, covering the gamut, new styles, inspecting styles, managing and modifying, and lastly themes.

Before we do all that however, let’s take some time to orient ourselves with Word’s anatomy and layout.

The Ribbon

As you may be familiar, Microsoft employs a “Ribbon” interface throughout their products. These ribbons are prominent in Office and Windows 8 (File Explorer and WordPad).

Here we see the Ribbon in Word 2013, the application we’ll be using for all our work.

The Ribbon is further subdivided into tabs (Home, Insert, Design, etc.) and each tab is further broken down into sections (Clipboard, Font, Paragraph, etc.).

Each of these sections can be expanded by clicking the small arrow in the lower-right corner.

Here, if we click on the arrow on the “Font” section, it opens to the trusty “Font” dialog:

While some menus may open to dialogs, others may spawn panes that slide out from one side of the screen. Also, if you use a computer with a lower resolution screen and need more screen real estate, you can click the small arrow to the very far lower-right corner of the ribbon.

This will cause the Ribbon to collapse, giving you more vertical space to work with. To get the Ribbon back, simply click on a tab and it will spring back into view (you can pin it if you want it to stay open).

Alternatively, you can quickly hide/unhide the Ribbon by typing “CTRL + F1.”

Home is Where Word’s Heart is

We’ll take some time before diving into actual document formatting, to talk about the “Home” tab. Even if you never touch another part of Word for the rest of your life (fairly impossible but still), the Home tab contains its most essential functions and is vital to formatting your documents consistently well.

See here how the “Home” tab has a total of five sections: “Clipboard,” “Font,” “Paragraph,” “Styles,” and “Editing.”

Clipboard

“Clipboard” functions are pretty rudimentary; you should know them by now: cut, copy, paste. Most likely you use right-click menus to do many of your cut-copy-paste functions, or keyboard shortcuts: “CTRL + X”, “CTRL + C”, “CTRL + V,” respectively.

Opening the “Clipboard” pane however, reveals a goldmine of functionality that can actually prove quiet useful when formatting documents. The Word clipboard collects everything you cut or copy for later use. This is particularly useful if you need to paste several distinct passages of text and/or images throughout your document. You can simply place your pointer at the correct insertion point, open the “Clipboard” viewer and select the piece you want to paste.

Font

The “Font” section and applicable dialog should be pretty familiar to the majority of Word users. Even if you’re not a Word pro, you’ve used the font functions in Word every time you create a document. Each time you bold or italicize something, you’re employing font functions. So knowing your way around the “Font” section and dialog is an excellent approach to mastering Word’s formatting bells and whistles.

We’ll go further into depth on fonts and typefaces in this lesson, for now, take a little time to familiarize yourself with its various functions.

Paragraph

Important also is the “Paragraph” section, which lets you set critical formatting features such as indenting, line spacing, and page breaks. Further, adjusting paragraph controls lets you play with borders, shading, and turn paragraph marks on or off. We’ll talk more about this in Lesson 2.

Styles

Styles are a great way to manage the way your entire document’s headers, titles, and text quickly and easily. Rather than going through a document and adding or changing headers one by one, you can simply apply a style, and then make changes to it using the “Styles” section. We’ll go into styles a great deal more in our final lesson of this series.

The Page

Your page is where all the magic happens, it’s where you compose your masterpieces and as such, knowing your way around is essential. Let’s dive in by turning on the “Ruler” and then explain how to set tabs and margins.

To turn on the ruler, we’ll first click the “View” tab and in the “Show” section, check the box next to “Ruler.” Note the horizontal and vertical rulers that appear along the page edges.

If you want to work according to another measurement system, you can change it from “File” -> “Options” -> “Advanced.”

Tabs

With the ruler on, we can cover how to use tabs and set margins. The ruler is used to show to show the positions of tab stops and margins.

Tabs are used to position text by using the “Tab” key. This works better than spacing everything manually, and with most fonts, tabs are the surest way to make sure everything lines up properly.

Microsoft Word sets tabs by default to ½-inch intervals. When you hit “Tab,” the insertion point will automatically jump right (½-inch per tab).

You set tabs by clicking on the ruler to indicate where you want to place them. You’ll see a vertical dotted line allowing your more precise control over where they go.

You can set tabs in any section of the document, meaning the top of the page can have different tabs than the middle or the bottom. Basically, you can a different tabbing scheme on each and every line of your document if you need or desire.

Types of Tabs

There are several different kinds of tabs you can use. To pick the type, click the tab selector located at the far left-hand side of the screen as shown below.

Here we see a left tab, note all the text is aligned to the left.

And similarly, a right tab:

A center tab:

A decimal tab allow you to create columns of numbers and easily line them up by decimal point:

A vertical bar tab, which doesn’t act like a tab, allows you to demarcate text. It looks the same as if you typed | however the advantage is that you can grab the “bar tab” in the ruler and move them together.

You can exert more control over tabs by double-clicking on any one to bring up the tabs dialog window. Note here you can have more precise control over tab stop positions, alignment, and clearing them.

Margins

You can see your margins by making sure Word is viewed in “Print Layout.”

Here in this example, we see our left margin is set at two inches and our left is set at four inches, giving us two inches of horizontal printable area. The margin indicators are the bottom arrows, while top arrow is a hanging indent, which we’ll cover in the very next section.

On a normal document, the left and right margins default to one-inch and 6 ½ inches. This means on a regular 8.5 x 11 sheet of paper, you will have one-inch margins where print will not appear, giving you 6.5 inches of horizontal printable area.

To move margins and the hanging indent, hover over each one with the mouse pointer until it changes to arrows and then drag them to the size you desire.

If you simply grab the left margin, it will leave the hanging indent behind.

And on that note, let’s briefly discuss indents in a bit more detail.

Indents

Indents are used to position the paragraph with margins or within the columns in a table.

You can tweak your margins further depending on what you’re writing. For example, you can create a “first line indent.” This is more of an old school style wherein the first line of each paragraph will be indented.

This is a more traditional way of formatting paragraphs, allowing you to denote where new paragraphs begin in a single-spaced document. Today, text is usually formatted in a block style with a double space between paragraphs.

A second line, or “hanging indent,” will automatically indent every line after the first one. One confusing part with indents is you can move them outside of the margin, which is counterintuitive unless you consider that a printer can print outside the margins, and is limited only by the width of the paper.

There’s not a whole lot to master when it comes to tabs, margins, and indents. That said, it pays to understand how they work so you can get more precise results in your documents. And it gives you a better understanding of why a documents looks the way it does or more importantly, why it may not look the way you want it to look.

Formatting marks

Before we proceed any further, we should point out that you might be noticing now that in some of our screenshots, there are formatting marks that show paragraphs, spaces, tabs, and others. To see the tabs and other text-formatting marks in the document select the ¶ (paragraph) symbol here on the “Paragraph” section on the “Home” tab.

To choose which formatting marks are seen, you can select them in Word “Options.” To open the options dialog, first click on the “File” tab and then choose “Options.” Finally, under “Display” you will see that you can select formatting options that always appear.

For example, if you want to turn off all the formatting marks except paragraphs and spaces, you would select only those two. Then you can turn off all or individual formatting marks in the “Paragraph” section.

Formatting marks are very important for creating clean, consistently formatted documents and they don’t show up in the final, printed document, plus you can turn them on or off as needed, so learn to use them to your advantage.

Fonts vs. Typefaces

Typefaces and fonts will be a routine part of your daily document formatting unless you’re happy with one single font for every document you write. Good font use is very important as it can allow you to better express yourself and get your point across. For that reason, you want to at least understand the very basics of how they work and what font is appropriate where and why.

For the sake of clarification, a “typeface” is basically the way a collection of letters, numbers, and symbols looks across its entirety. Here we see the Times New Roman typeface, which will have the same characteristics no matter which font you use. In other words, Times looks like Time, whether it is bolded, italicized, or whatever formatting you apply to it.

A font may be understood as the entire collection of typefaces. For example, Times New Roman and all its various forms (bold, italic, bold italic) is a “font family.” Each of the variations (regular, bold, italic, and bold italic) within the family is a font:

For the sake of simplicity, rather than split hairs and confuse you with talk of typefaces and fonts, we’ll just refer to everything type-related as a font.

Serif fonts

There are two types of fonts you should understand.

First, there are so-called serif fonts; serifs are those little bits that stick out from a letter as in the example below.

In many cases, a serif font will look best in formal of official documents. One of those most immediately identifiable and iconic examples of a serif font is seen on the New York Times masthead:

Sans serif

Conversely, a sans serif font will obviously not have serifs, hence the “sans” part. Here you see the Arial font, which is one of Windows’ default fonts.

Sans serif fonts are widely used in advertising and logos because they often tend to look new and modern. Without a doubt the most notable sans serif font is Helvetica, upon which Arial is obviously based. You can find dozens of examples of Helvetica-derived fonts in modern culture. Check out Microsoft, Target, and Panasonic for just a few examples.

You can add different fonts to Windows, and by extension Word, by downloading them from the web.

If you want to read up more about typefaces and fonts, Microsoft provides more information its typography homepage.

Point size

Point size relates to the size of the font, leading, and other page items. It is not connected to any established unit of measurement. In typography, a point is the smallest whole unit of measurement.

For most fonts in Word, the smallest point size is 8 points tall. The smallest lines and other graphic objects can have is a point size of 1. Here are some example of various point sizes:

Font Styles and Effects

You can apply various font styles and effects from the “Font” tab on the “Home” ribbon.

You can access further font effects from the full font dialog accessible by clicking the arrow in the bottom right corner.

You have a whole range of effects, including colors and different underline styles you can apply.

Before we end this lesson, we should take a moment to briefly acquaint you with templates, since they can often make short work of complex layouts.

Templates are pre-configured documents, like a resume or business cards that you can use to speed creating forms. There are templates for pretty much anything you can think of.

The goal of Microsoft Word is twofold: (1) provide sets of themes and styles so that the Word user can create professional-looking documents and (2) give the user the ability to create documents of graphic-designer quality by providing tools and pre-configured set of objects from which the user can select.

When you open Microsoft Word or click on the “New” from the “File” tab, the first screen it shows you are the templates available to you, either already included with the program, or available for quick download. If you don’t immediately see what you want, try “suggested searches” or use the search box.

Right-click on any template and you can “Preview” or “Create” the template. You can also pin a preferred template so it is always available at the top of the list.

Creating a template will cause it to open if it is stored locally on your computer, or it will download if it isn’t. Note that some these templates, such as the gift certificate pictured below are offered by third-party sites, so they may not all be free.

If you decide you want to purchase a third-party template, you will be provided with further instructions on how to do so.

After you pick a template, it will open as a new document, and you can fill it in and tweak it to your liking. We see here the template for the “Basic Resume.”

Note how Word will automatically fill in your name and the template provides instructions on how to use it. In reality, this template is really nothing more than a table (discussed in Lesson 3) with a Theme (discussed in Lesson 5) applied to it.

When you are done filling out the template, you can then save it as a new document. You can also take a template, make changes to it, and then save it as a new template. Let’s say for example, that you wanted to apply a different style to our “Basic Resume.” You’d simply need to open the template, affect the changes you want, and then save it as a new template.

There’s a whole lot to discover with templates. Best of all, you don’t have to worry about creating every single document on your own. Need a quick business card or invitations to your retirement party? Word templates make quick work of a lot of formatting headaches, leaving you time to actually design something you’ll be happy with!

Coming up Next…

That concludes our lesson for today, you should now have a fairly firm grasp on Word’s layout, tabs, margins, indents, fonts, and templates.

Tomorrow we’ll go over how to change the appearance and behavior of paragraphs on your pages, shading and borders, as well as introduce you to lists and all their various parts!

2. Changing the font

The font is the name given to the text style — what the text looks like. Many newspapers and magazines use a font like Times New Roman for a formal look but there are other simpler fonts available like Calibri.

To change the font:

1. Select the text you want to apply the font to.

2. Single-left-click the Home tab.

3. Single-left-click the Font drop-down list then single-left-click the font you want to use.

A sample of some popular fonts are provided below.

3. Changing the font size

To change the size of your selected text:

1. Single-left-click the Home tab

2. Click the Font Size drop-down list on the Font group.

3. Choose a font size.

You can also click one of the two ‘A‘ icons, situated next to the font size drop down list.

The first A increases the text size by one standard size.

The second A decreases the text size by one standard size.

4. Adding bold, italic or underline for emphasis

To apply emphasis to a word or phrase, bold and italic are the quickest techniques to use. Here is a comparison:

Regular text
Bold text
Italic text
Underlined text
Bold italic underlined text

There are 3 standard icons that you will find in every Microsoft Office program.

To bold a selection of text, click the B icon, or press Ctrl B on the keyboard..
To italicise a selection of text, click the I icon, or press Ctrl I on the keyboard..
To underline a selection of text, click the U icon, or press Ctrl U on the keyboard..

To change the underline style:

1. Click the drop-down arrow next to the U icon.

2. Select the underline type that you want – single, double, thick, dotted, dashed etc.

To change the underline colour:

3. Click Underline Color (at the bottom of the menu).

4. Choose a colour from the palette.

5. Changing the font colour

To change the colour of your text

1. First, select the text that you want to change the colour for.

2. Single-left-click the Home tab.

3. Single-left-click the Font drop-down list in the Font group.

4. Single-left-click a colour from the palette.

Paragraph formatting tools in Microsoft Word

6. Striking through the text

Strikethrough puts a line through your text like this.

~~This is an example of text that has been struck through.~~

You can use this when you need to keep the text for historical reasons but clearly mark it as out of date, obsolete, no longer stocked of one of many other reasons.

To apply strikethrough to your text:

1. Select the text.

2. Single-left-click the Home tab.

3. Single-left-click the Strikethrough icon in the Font group.

7. Superscripting or subscripting text

Superscripted text is little text that sits above the baseline, e.g. 360^o, 4² or 16^th.

Subscripted text is little text that sits below the baseline, e.g. H₂O, CO₂, H₂SO₄.

To apply superscript:

1. Select the text.

2. Single-left-click the Home tab.

3. Single-left-click the Superscript icon in the Font group.

4. The keyboard short cut is Ctrl Shift +.

To apply subscript:

1. Select the text.

2. Single-left-click the Home tab.

3. Single-left-click the Subscript icon in the Font group.

4. The keyboard short cut is Ctrl Shift =.

8. Changing the case

UPPER CASE WORDS stand out on a page. Some people describe it as SHOUTING. To change the case of your text:

1. Single-left-click the Home tab.

2. Click the Aa icon in the Font group.

3. Choose from Sentence case, lower case, UPPER CASE, Capitalise Each Word and tOGGLE cASE

Pressing Shift F3 cycles through the UPPERCASE, lowercase and Capitalise Each Word options. The other two options are not included in the cycle.

Here are what the different case options mean:

Sentence Case

Capitalise the first letter of the first word in the sentence.

lowercase

Make all the selected text lower case (i.e. un-capitalise everything).

UPPERCASE

CAPITALISE all selected text.

Capitalise Each Word

Capitalise the first letter of EVERY word.

tOGGLE cASE

Convert UPPER CASE letters to lower case and convert lower case letters to UPPER CASE.

The Toggle Case feature seems like an odd one and under normal circumstances you would never use it.

However, back in the day (gee, I sound old) guys like me who look at their keyboard as they type and only look up once every 30 minutes used to curse loudly when we found our CAPS LOCK had been on the whole time!

You may still stumble across an old legacy document where the case is all screwed up. If you do, you canquickly fix it with Toggle Case.

Fast forward to today.

Microsoft Word detects when the CAPS LOCK is on. After typing something in reverse case, as soon as you press space or ENTER, Word corrects the incorrect case and turns the CAPS LOCK off. Whatever you type next is in correct case.

10. Highlighting text

Just as you would take a highlighter pen to highlight certain portions of text in a book or report, you can add highlight to any section of text in Microsoft Word. Highlighting attracts attention.

Perhaps you have prepared a document for somebody and need to point out the important sections.

Perhaps you are reviewing somebody else’s work (or even your own) and want to mark sections to revisit later.

There are 2 ways to use the highlighter tool.

Method 1 (for a one-off highlight):

1. Select the text you want to highlight.

2. Single-left-click the Home tab.

3. Click the ab Highlight icon in the Font group (to use default yellow).

4. If you want to choose your own highlight colour, click the drop-down arrow on the icon, then choose one of the highlight colours in the palette. Stick with the lighter colours.

Method 2 (for multiple highlights)

1. Single-left-click the Home tab.

2. Double-left-click the ab Highlight icon in the Font group.

3. The regular mouse pointer will change to a highlighter icon.

4. Select the first portion of text that you wish to highlight. The highlight is added but the highlighter tool is still active.

5. Select as many other portions of text as you want.

6. When you are done, press Escape or single-left-click the the ab Highlight icon again

Reset highlighted text

1. Select the highlighted text.

2. Single-left-click the Home tab.

3. Click the drop-down arrow on the ab Highlight icon in the Font group and choose No Color.

11. Creating a pretty title or heading

WordArt is a feature that has been around for many years. The conventional way to create WordArt is to choose the tools from the Insert ribbon, choose a style, type some text and then play with the settings.

In Word, there is a second tool that lets you select some existing text and apply WordArt Styling to it.

Here’s the process:

Select your text (normally a title or heading).
Click the blue A icon (called Text Effects and Typography).
Select one of the thumbnail images from the gallery to apply the effect to your text.
You can switch the style at any time.

Using the options underneath, you can also change the outline (colour, thickness and style), shadows, reflection and glow settings. You don’t have to stick with the default settings in the main gallery.

Here are some samples of text effects and typography:

12. Key Takeaways

The most commonly used text formatting tools in Word are found on the Home ribbon in the Font group.
To access even more text formatting tools in Word, click the launcher icon in the bottom-right corner of the Font group (on the Home ribbon). This displays the Font dialog which not only displays the tools found on the ribbon but also additional tools.
Common text formatting includes the font, font size, font colour, empasis tools like bold, italic and underline, strikethrough, superscript, subscript, WordArt and the highlighter tool.

13. what next?

I hope you found plenty of value in this post. I’d love to hear your biggest takeaway in the comments below together with any questions you may have.

Have a fantastic day.

About the author

Jason Morrell

Jason loves to simplify the hard stuff, cut the fluff and share what actually works. Things that make a difference. Things that slash hours from your daily work tasks. He runs a software training business in Queensland, Australia, lives on the Gold Coast with his wife and 4 kids and often talks about himself in the third person!

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Выбор шрифта и типа написания текста

Выделение заголовка

Выравнивание текста

Изменение интервалов

Добавление маркированных и нумерованных списков

Дополнительные операции

How do I capitalize (or uncapitalize) text in microsoft Word?

To change capitalization (or case) in Word, follow these steps:

To apply small capital (Small Caps) to your text:

How do I add text effects in a Word document?

To add text effects in Word, do the following:

How do I change or set the default font in microsoft word?

To change/set the default in Word, follow these steps:

How do I format paragraphs in word?

To change spacing between paragraphs in Word, do this:

To format a Word document with columns, follow these steps:

To add leaders between tab stops in Word, do this:

Formatting Text in Word

How to Format Text in Word

1. How to Apply Typographic Emphasis

2. How to Change Capitalization in Word

3. How to Format Paragraphs

4. How to Work With MS Word Styles

1. How to Modify a Paragraph Style

2. How to Apply a Paragraph Style

3. How to Create a List Paragraph Style

4. How to Use Character Styles in Microsoft Word

5. How to Use Table Styles in Word

Discover Great Microsoft Word Templates for 2020

5 Top FAQs on Formatting Text in Microsoft Word

1. How Do You Make a Word Document Easier for the Reader to Scan?

2. How Many Fonts Should I Use in a Word Document?

3. Why Should I Use Microsoft Word Text Styles?

4. How Can I Make My Document Formatting Consistent?

5. How do You Copy text into Word without also copying junk code?

Using Microsoft Word, Style Your Business Document for Maximum Impact

1. Как сделать шрифт и абзац по умолчанию в Word.

2. Выделение частей текста.

3. Как отменить и вернуть последние изменения в тексте.

4. Найти и заменить в Word.

5. Неразрывный пробел в Word.

6. Как убрать большие пробелы между словами в Word.

7. Автоматическая замена слов.

8. Запрет висячих строк.

9. Разные кавычки.

10. Среднее и длинное тире в Word.

11. Отменить форматирование текста.

12. Режим рецензирования, выделение текста цветом.

13. Автоматическая нумерация страниц в Word.

14. Начать нумерацию со второй (третей) страницы в Word.

15. Как сделать разрыв страницы в Word (или убрать его).

16. Сортировка списка по алфавиту в Word.

17. Быстрое перемещение элементов списка.

18. Приблизить или отдалить текст.

19. Как сделать автоматическое содержание документа в Word.

20. Резервная копия документа.

21. Сохранить документ Word в pdf.

22. Пароль на документ.

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Формационный и цивилизационный подходы к изучению истории

Как написать введение и заключение для курсовой работы, реферата, диплома (ВКР)

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Оформление дипломной работы (ВКР) по ГОСТу: требования, образец, методические рекомендации 2021-2022

Исторический факт и интерпретация

Историческое развитие общества

Оформление списка литературы по ГОСТу (актуально для 2021-2022 гг.)

Word 2013 and a Little Perspective

What We Will Cover

The Ribbon