Formatting and Editing documents - Texts

Formatting Texts

1. How to Altering Line Spacing

  
a. Click on the list arrow attached to the [Line Spacing] button in the Paragraph group on the formatting toolbar.

b. Select 2.0 for double spacing

  Or  You can also use <Ctrl 2> (hold down <Ctrl> and press <2>) for double, <Ctrl 1> for single and <Ctrl

 Or  for one-and-a-half spacing. <Ctrl 0> adds a blank line before a  paragraph.

                                    

2. Working with Selected Text / Highlighting text

 a. Move the mouse so that the pointer on the screen is at the start of the text that you want to change

 b. Left click and hold down the mouse button, and keep it held down

 c. Drag the mouse sideways to move the pointer to the end of the text that you would like to change – the selected text now has a blue background,  release the mouse.

                                    

Tip: Minor adjustments to a selected area can be made by holding down  the <Shift> key and pressing the <left arrow> or <right arrow> key. This method can also be used instead of dragging through the text. Rows of text can be selected using the <down arrow> or <up arrow> keys, by first                                       selecting it and then pressing the <Backspace> or <Delete> key

 3. How to Cut, Copy and Paste

 Moving text around or copying, cutting and pasting text is done by:

 i. Selecting it

ii. Cutting or copying it from its present position

iii. Pasting it back to its new one

 a. Move to the top of your document (pressing <Ctrl Home> takes you straight there) and select the first paragraph of text (double click at the left or three times within the paragraph)

 b. Click on the [Cut] button and the paragraph will disappear - do not be alarmed, it has not been lost, but has been copied onto the clipboard

c. Move the insertion point down to the end of your text (pressing <Ctrl End> moves you straight there) – add a new line if necessary by pressing  <Enter>

d. Click on the [Paste] button - your original paragraph will be pasted into its new position.

                                    

OR, You can also use <Ctrl x> on the keyboard to issue a cut command -<Ctrl c>  gives copy; <Ctrl v> paste.

Styles
A style is a format enhancing tool that includes font typefaces, font size, effects (bold, italics, underline, etc.), colors and more.  You will notice that on the Home Tab of the Ribbon, that you have several areas that will control the style of your document:  Font, Paragraph, and Styles.

Change Font Typeface and Size

To change the font typeface:

• Click the arrow next to the font name and choose a font. 

• Remember that you can preview how the new font will look by highlighting the text, and hovering over the new font typeface.

To change the font size:

• Click the arrow next to the font size and choose the appropriate size, or
• Click the increase or decrease font size buttons.

Font Styles and Effects
Font styles are predefined formatting options that are used to emphasize text.  They include:  Bold, Italic, and Underline.  To add these to text:

• Select the text and click the Font Styles included on the Font Group of the Ribbon, or
• Select the text and right click to display the font tools

Change Text Color
To change the text color:

• Select the text and click the Colors button included on the Font Group of the Ribbon, or
• Highlight the text and right click and choose the colors tool. 
• Select the color by clicking the down arrow next to the font color button.

Highlight Text
Highlighting text allows you to use emphasize text as you would if you had a marker.  To highlight text:

• Select the text
• Click the Highlight Button on the Font Group of the Ribbon, or
• Select the text and right click and select the highlight tool
• To change the color of the highlighter click on down arrow next to the highlight button.

Copy Formatting
If you have already formatted text the way you want it and would like another portion of the document to have the same formatting, you can copy the formatting.  To copy the formatting, do the following:

• Select the text with the formatting you want to copy.
• Copy the format of the text selected by clicking the Format Painter button on the Clipboard Group of the Home Tab
• Apply the copied format by selecting the text and clicking on it.

Clear Formatting
To clear text formatting:

• Select the text you wish to clear the formatting
• Click the Styles dialogue box on the Styles Group on the Home Tab
• Click Clear All

Bulleted and Numbered Lists

Bulleted lists have bullet points, numbered lists have numbers, and outline lists combine numbers and letters depending on the organization of the list.

To add a list to existing text:

• Select the text you wish to make a list
• From the Paragraph Group on the Home Tab, Click the Bulleted or Numbered Lists button

To create a new list:

• Place your cursor where you want the list in the document
• Click the Bulleted or Numbered Lists button
• Begin typing

Nested Lists
A nested list is list with several levels of indented text. To create a nested list:

• Create your list following the directions above
• Click the Increase or Decrease Indent button

Formatting Lists
The bullet image and numbering format can be changed by using the Bullets or Numbering dialog box.

• Select the entire list to change all the bullets or numbers, or
  Place the cursor on one line within the list to change a single bullet
• Right click
• Click the arrow next to the bulleted or numbered list and choose a bullet or numbering style.

Formatting and Editing Worksheet 1