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It includes an introduction to the Microsoft Office interface and covers the various aspects of creating, formatting, editing, saving, and printing a document in Excel Size : 1. Word – Accessibility. To keep the appearance of documents and other Microsoft Office files Practice files consistent, you can format document elements by apply- For this chapter, use the practice ing predefined sets of formatting called styles.

For practice file download document with one click by applying a theme. A paragraph can contain one word, one sentence, or multiple sentences.

Paragraph marks and other structural characters such as spaces, line breaks, and tabs are usually hidden, but you can display them.

Sometimes displaying these hidden characters makes it easier to accomplish a task or understand a structural problem. You can change the look of a paragraph by changing its indentation, alignment, and line spacing, in addition to the space before and after it.

You can also put borders around it and shade its background. Collectively, the settings you use to vary the look of a paragraph are called paragraph formatting.

The ruler is usually hidden to provide more space for the document content. It sets the left end of each line of the paragraph at the left page margin or left indent. It results in a straight left edge and a ragged right edge.

It results in a straight right edge and a ragged left edge. It results in ragged left and right edges. It results in straight left and right edges. To open the Paragraph dialog box 1. To set paragraph alignment 1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust. This space is usually measured in points.

The default line spacing for documents created in Word is 1. Changing the line spacing changes the appearance and readability of the text in the paragraph and, of course, also changes the amount of space it occupies on the page. You can quickly adjust the spacing of most content in a document by selecting an option from the Paragraph Spacing menu on the Design tab. Although the menu is named Paragraph Spacing, the menu options control both paragraph spacing and line spacing.

These options, which are named by effect rather than by specific measurements, work by modifying the spacing of the Normal paragraph style and any other styles that depend on the Normal style for their spacing. In standard templates, most other styles are based on the Normal style. The Paragraph Spacing options modify the Normal style in only the current document, and do not affect other documents. The following table describes the effect of each Paragraph Spacing option on the paragraph and line spacing settings.

Paragraph Before After Line spacing option paragraph paragraph spacing Default Spacing options are controlled by the style set No Paragraph Space 0 points 0 points 1 line Compact 0 points 4 points 1 line Tight 0 points 6 points 1.

Each paragraph spacing option controls space around and within the paragraph 2. Click the option you want to apply to all of the paragraphs in the document.

To adjust the spacing between paragraphs 1. Select all the paragraphs you want to adjust. To make a quick adjustment to selected paragraphs, on the Home tab, in the Paragraph group, click Line And Paragraph Spacing, and then click any of the line spacing commands on the menu.

Clicking one of the last two options adds or removes a preset amount of space between the selected paragraphs. Open the Paragraph dialog box.

On the Indents and Spacing tab, in the Spacing area, make the adjustments you want to the paragraph spacing, and then click OK. Although the left and right margins are set for a whole document or for a section of a document, you can vary the position of the paragraphs between the margins by indenting the left or right edge of the paragraph.

A paragraph indent is the space from the page margin to the text. You can change the left indent by clicking buttons on the Home tab, or you can set the indents directly on the ruler. The ruler indicates the space between the left and right page margins in a lighter color than the space outside of the page margins.

The default setting for the Right Indent marker is the distance from the left margin to the right margin. For example, if the page size is set to 8. You can arrange the Left Indent and First Line Indent markers to create a hanging 3 indent or a first line indent. Hanging indents are most commonly used for bulleted and numbered lists, in which the bullet or number is indented less than the main text essentially, it is outdented.

First line indents are frequently used to distinguish the beginning of each subsequent paragraph in documents that consist of many consecu- tive paragraphs of text. Both types of indents are set by using the First Line Indent marker on the ruler.

Moving the Left Indent marker also moves the First Line Indent marker, to maintain the first line indent distance. You can move the First Line Indent marker independently of the Left Indent marker to change the first line indent distance. To display the ruler 1. On the View tab, in the Show group, select the Ruler check box. TIP In this book, we show measurements in inches.

If you want to change the measure- ment units Word uses, open the Word Options dialog box. Then click OK. To indent or outdent the left edge of a paragraph 1. If you do need to extend an indent beyond the margins, you can do so by setting negative indenta- tion measurements in the Paragraph dialog box. To create a hanging indent or first line indent 1. In the By box, set the amount of the indent, and then click OK.

Set the left indent of the paragraph body. On the ruler, drag the First Line Indent marker to the ruler measurement at which you want to begin the first line of the paragraph.

To indent or outdent the right edge of a paragraph 1. TIP Unless the paragraph alignment is justified, the right edge of the paragraph will be ragged, but no line will extend beyond the right indent or outdent.

For real drama, you can do both. You can select a predefined border from the Borders menu, or design a custom border in the 3 Borders And Shading dialog box. You can customize many aspects of the border After you select the style, color, width, and location of the border, you can click the Options button to specify its distance from the text.

You can do this by using two different hidden characters: line breaks and tabs. These characters are visible only when the option to show paragraph marks and formatting symbols is turned on. You might use this technique to dis- play only specific text on a line, or to break a line before a word that would otherwise be hyphenated.

TIP Inserting a line break does not start a new paragraph, so when you apply para- graph formatting to a line of text that ends with a line break, the formatting is applied to the entire paragraph, not only to that line. A tab character defines the space between two document elements. For example, you can separate numbers from list items, or columns of text, by using tabs. You can then set tab stops that define the location and alignment of the tabbed text.

You can align text in different ways by using tabs You can align lines of text in different locations across the page by using tab stops. The easiest way to set tab stops is directly on the horizontal ruler. By default, Word sets left-aligned tab stops every half inch 1.

To set a custom tab stop, start by clicking the Tab button located at the intersection of the vertical and horizontal rulers until the type of tab stop you want appears. For example, tab leaders are useful in a table of contents to carry the eye from the text to the page number.

When you insert tab characters, the text to the right of the tab character aligns on the tab stop according to its type. For example, if you set a center tab stop, pressing the Tab key moves the text so that its center is aligned with the tab stop. To display or hide paragraph marks and other structural characters 1. To insert a line break 1. Position the cursor where you want to break the line. To insert a tab character 1. Position the cursor where you want to add the tab character.

Press the Tab key. To open the Tabs dialog box 1. Select any portion of one or more paragraphs that you want to manage tab stops for. In the lower-left corner of the Indents and Spacing tab, click the Tabs button. Select any portion of one or more paragraphs that you want to set the tab stop for. When the Tab button shows the alignment you want, click the ruler at the point where you want to set the tab. TIP When you manually align a tab and set a tab stop, Word removes any default tab stops to the left of the one you set.

Open the Tabs dialog box. In the Tab stop position box, enter the position for the new tab stop. In the Alignment and Leader areas, set the options you want for this tab stop. Click Set to set the tab, and then click OK.

To change the position of an existing custom tab stop 1. In the Tab stop position list, select the tab stop you want to change. Click the Clear button to clear the existing tab stop. Enter the replacement tab stop position in the Tab stop position box, click Set, and then click OK. Earlier in this chapter, you learned about methods of applying formatting to para- graphs.

This topic covers methods of formatting the text of a document. Formatting that you apply to text is referred to as character formatting. By default, the font used for text in a new blank document is point Calibri, but you can change the font of any element at any time. The available fonts vary from one computer to another, depending on the apps installed. Sometimes you can set additional sizes beyond those listed.

The font size is measured in points, from the top of the ascenders letter parts that go up, as in h to the bottom of the descenders letter parts that drop down, as in p. The most common are regular or plain , italic, bold, and bold italic. For example, you might use a bold font style in various sizes and various shades of green to make words stand out in a newsletter. The available effects match the current theme colors. To change the font of selected text 1. On the Mini Toolbar or in the Font group on the Home tab, in the Font list, click the font you want to apply.

Then press the Enter key. To format selected text as bold, italic, or underlined 1. TIP To quickly apply a different underline style to selected text, click the arrow next to the Underline button on the Home tab, and then in the list, click the underline style you want to apply.

To cross out selected text by drawing a line through it 1. On the Home tab, in the Font group, click the Strikethrough button. Select the characters you want to reposition. To apply artistic effects to selected text 1. Then make selections on the submenus to apply and modify those effects.

To change the font color of selected text 1. In the Theme Colors or Standard Colors palette, select a color swatch to apply that color to the selected text. In the Colors dialog box, click the color you want in the honeycomb on the Standard page, or click the color gradient or enter values for a color on the Custom page. To change the case of selected text 1.

If the selection ends in a period, Word does not include the Capitalize Each Word option in the rotation. If the selection does not end in a period, Word does not include Sentence case in the rotation.

To highlight text 3 1. When the pointer changes to a highlighter, drag it across one or more sections of text to apply the highlight. Click the Text Highlight Color button or press the Esc key to deactivate the highlighter. To copy formatting to other text 1. Click anywhere in the text that has the formatting you want to copy. When the pointer changes to a paintbrush, click or drag across the text you want to apply the copied formatting to.

If you activated the Format Painter for multiple targets, repeat step 3 until you finish applying the formatting. Then click the Format Painter button once, or press the Esc key, to deactivate the tool. To repeat the previous formatting command 1. Select the text to which you want to apply the repeated formatting. To open the Font dialog box 1. To remove character formatting 1. Select the text you want to clear the formatting from. To change the character spacing 1. Select the text you want to change.

Open the Font dialog box, and then click the Advanced tab to display character spacing and typographic features. In the Spacing list, click Expanded or Condensed.

In the adjacent By box, set the number of points you want to expand or condense the character spacing. In the Font dialog box, click OK. Used judiciously, character formatting can make a plain document look attractive and professional, but excessive use can make it look amateurish and detract from the message. Bear in mind that lowercase letters tend to recede, so using all uppercase capital letters can be useful for titles and headings or for certain kinds of emphasis.

However, large blocks of uppercase letters are tiring to the eye. TIP Where do the terms uppercase and lowercase come from? Until the advent of computers, individual characters made of lead were assembled to form the words that would appear on a printed page. The characters were stored alphabetically in cases, with the capital letters in the upper case and the small letters in the lower case.

Create and modify lists Lists are paragraphs that start with a character usually a number or bullet and are formatted with a hanging indent so that the characters stand out on the left end of each list item. Fortunately, Word takes care of the formatting of lists for you. You simply indicate the type of list you want to create. When the order of items is not important—for example, for a list of people or supplies—a bulleted list is the best choice.

And when the order is important—for example, for the steps in a procedure— you will probably want to create a numbered list. If the list is numbered, Word automatically updates the numbers.

You can change both the overall indentation of the list and the relationship of the first line to the other lines.

To format a new bulleted or numbered list as you enter content 1. When you start a list in this fashion, Word automatically formats it as a bulleted or numbered list. When you press Enter to start a new item, Word continues the formatting to the new paragraph.

Typing items and pressing Enter adds subse- quent bulleted or numbered items. To end the list, press Enter twice; or click the Bullets arrow or Numbering arrow in the Paragraph group on the Home tab, and then in the gallery, click None.

Select the paragraphs that you want to convert to list items. On the Home tab, in the Paragraph group, do either of the following: Click the Bullets button to convert the selection to a bulleted list. To create a list that has multiple levels 1. Start creating a bulleted or numbered list. In the case of a bulleted list, Word changes the bullet character for each item level. In the case of a numbered list, Word changes the type of numbering used, based on a predefined numbering scheme.

TIP For a multilevel list, you can change the numbering pattern or bullets by clicking the Multilevel List button in the Paragraph group on the Home tab and then clicking the pattern you want, or you can define a custom pattern by clicking Define New Multilevel List. To modify the indentation of a list 1. To sort bulleted list items into ascending or descending order 1. Select the bulleted list items whose sort order you want to change. In the Sort by area, click Ascending or Descending.

To change the bullet symbol 1. Select the bulleted list whose bullet symbol you want to change. On the Home tab, in the Paragraph group, click the Bullets arrow.

In the Bullets gallery, click the new symbol you want to use to replace the bullet character that begins each item in the selected list. To define a custom bullet 1. In the Bullets gallery, click Define New Bullet. In the Define New Bullet dialog box, click the Symbol, Picture, or Font button, and make a selection from the wide range of options.

Click OK to apply the new bullet style to the list. To change the number style 1. Select the numbered list whose number style you want to change. On the Home tab, in the Paragraph group, click the Numbering arrow to display the Numbering gallery. Make a new selection to change the style of the number that begins each item in the selected list.

Click OK to apply the new numbering style to the list. To start a list or part of a list at a predefined number 1. Place the cursor within an existing list, in the list paragraph whose number you want to set. In the Set value to box, enter the number you want to assign to the list item. You can learn more about these and other AutoFormatting options by exploring the Auto- Correct dialog box, which you can open from the Proofing page of the Word Options dialog box.

You can select and clear options to control automatic formatting behavior One interesting option in this dialog box is Border Lines. With a couple of mouse clicks, you can easily change the look of words, phrases, and paragraphs by using styles. More importantly, you can build a document outline that is reflected in the Navigation pane and can be used to create a table of contents.

Apply styles Styles can include character formatting such as font, size, and color , paragraph format- ting such as line spacing and outline level , or a combination of both. Styles are stored in the template that is attached to a document. By default, blank new documents are based on the Normal template. The Normal template includes a standard selection of styles that fit the basic needs of most documents. These styles include nine heading levels, various text styles including those for multiple levels of bulleted and numbered lists, index and table of contents entry styles, and many specialized styles such as those for hyperlinks, quotations, placeholders, captions, and other elements.

By default, most common predefined styles are available in the Styles gallery on the Home tab. For this reason, formatting document content by using styles produces a harmonious effect. After you apply named styles, you can easily change the look of an entire document by switching to a different style set that contains styles with the same names but different formatting. Style sets are available from the Document Formatting gallery on the Design tab.

Pointing to a style set in the gallery displays a live preview of the effects of applying that style set to the entire document TIP Style sets provide a quick and easy way to change the look of an existing document.

You can also modify style definitions by changing the template on which the document is based. On the Home tab, click the Styles dialog box launcher. To change which styles are displayed in the Styles pane 1. Open the Styles pane, and then click Options. Open the Styles pane, and then select or clear the Show Preview check box.

To add a style to the Styles gallery 3 1. In the Styles pane, point to the style, click the arrow that appears, and then click Add to Style Gallery. To remove a style from the Styles gallery 1.

To apply a built-in style 1. Select the text or paragraph to which you want to apply the style. TIP If the style you want to apply is a paragraph style, you can position the cursor anywhere in the paragraph.

If the style you want to apply is a character style, you must select the text. In the Styles gallery on the Home tab, or in the Styles pane, click the style you want to apply. To change the style set 1. On the Design tab, in the Document Formatting group, click the More button if necessary to display all the style sets. Point to any style set to preview its effect on the document. Click the style set you want to apply.

Manage outline levels Styles can be used for multiple purposes: to affect the appearance of the content, to build a document outline, and to tag content as a certain type so that you can easily locate it. Outline levels include Body Text and Level 1 through Level 9.

Most documents make use only of body text and the first three or four outline levels. They appear as headings in the Navigation pane and act as handles for the content that appears below them in the hierarchy. You can collapse and expand the content below each heading, and move entire sections of content by dragging the headings in the Navigation pane. To display the document outline in the Navigation pane 3 1.

In the Navigation pane, click Headings to display the document structure. TIP Only headings that are styled with the document heading styles appear in the Navigation pane. To expand or collapse the outline in the Navigation pane 1. TIP If there is no triangle next to a heading, that heading does not have subheadings. To expand or collapse sections in the document 1.

In a document that contains styles, point to a heading to display a triangle to its left. The theme is a combination of coordinated colors, fonts, and effects that visually convey a certain tone. To change the look of a document, you can apply a different theme from the Themes gallery.

The default installation of Word offers 30 themes to choose from Each theme has a built-in font set and color set, and an associated effect style. In some font sets, the heading and body fonts are the same. For example, the first color in each set is applied to the Title and Intense Refer- ence styles, and different shades of the third color are applied to the Subtitle, Heading 1, and Heading 2 styles.

If you create a combination of theme elements that you would like to be able to use with other documents, you can save the combination as a new theme.

By saving the theme in the default Document Themes folder, you make the theme available in the Themes gallery. In a corporate environment with managed computer configurations, the user profile folder might be located elsewhere. By default, Word applies the Office theme to all new, blank documents. In Word , the Office theme uses a primarily blue palette, the Calibri font for body text, and Calibri Light for headings. If you plan to frequently use a theme other than the Office theme, you can make that the default theme.

Use theme elements that reflect your corporate colors, fonts, and visual style, and then save the theme to a central location or send the theme file by email and instruct your colleagues to save it to the default Document Themes folder. To apply a built-in theme to a document 1. On the Design tab, in the Document Formatting group, click the Themes button, and then click the theme you want to apply.

TIP If you have manually applied formatting to document content, the theme does not override the manual formatting. To change theme elements in a document 1. Apply a base theme, and then modify the theme colors, fonts, and effects as you want them. On the Design tab, in the Document Formatting group, click the Themes button. In the File name box, replace the suggested name, and then click Save. To apply a custom theme 1. Display the Themes menu. If you have created a custom theme, the Themes menu now includes a Custom area that contains your theme.

Click the theme to apply it to the document. To change the default theme 1. In the document, apply the theme you want to use as the default theme.

To apply a theme from a nonstandard location 1. At the bottom of the Themes menu, click Browse for Themes. In the Choose Theme or Themed Document dialog box, browse to the theme you want to apply, and then click Open. To find the location of your Document Themes folder 1. At the bottom of the Themes menu, click Save Current Theme. In the Save Current Theme dialog box, click the icon at the left end of the address bar to display the full path to the Document Themes folder.

Note that the second method removes the theme choice from the gallery but does not remove the theme file from your Themes folder. If you need to make adjustments, you can add or delete rows or columns ormerge cells.

When you click in the table, the Table Design and Layout tabs appear. On the Table Design tab, choose different colors, table styles, add or remove borders from the table. This way you can create a table with more than ten columns and eight rows, as well as set the column width behavior. Under Table Size, select the number of columns and rows.

Click OK and the new table appears in your document. Size : 1. Introduction to OneNote Outlook – Quick Start Guide. Size : Excel – Accessibility. Description : This document has been developed to provide you with information about accessibility in Microsoft Office Excel Introduction to OneNote for Mac.

Excel Linking Worksheets. Excel Printing and Setup. Excel Charts and Graphs. Excel Formatting Beyond the Basics. Excel – Introduction to Charts. Excel Basics Math and Functions. Excel Large Data vLookups. Excel Math with Dates and Times.

 

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