Lesson Proper

Formatting Text

Formatting text refers to the process of changing the appearance or layout of text to
enhance readability or emphasize certain parts. This can include adjusting elements like font
style, size, color, and weight (bold or italic), as well as applying features like lists, headings, and
indentation. Formatting can also involve aligning text, adding spacing, or creating hyperlinks,
making it easier for readers to navigate and understand the content.

Formatted text can draw the reader's attention to specific parts of a document and
emphasize important information. In Word, you have several options for adjusting text,
including font, size, and color. You can also adjust the alignment of the text to change how it is
displayed on the page.

Formatting Paragraph

Formatting a paragraph involves organizing and styling text to enhance readability and
presentation. This includes indentation, line spacing, alignment, font style and size, and margins.

Paragraph formatting can help create a sense of hierarchy within the document, with
headings and subheadings clearly standing out from the main body of text. In addition to basic
text and paragraph formatting options, advanced formatting tools can also be used to enhance
the appearance of a document. Overall, mastering text and paragraph formatting is crucial for
creating professional-looking documents that are easy to read and navigate. Whether you are
writing an essay, report, or presentation, paying attention to formatting details can greatly
improve the overall quality of your work. By understanding the various formatting options
available and how to use them effectively, you can create documents that are not only visually
appealing but also convey your ideas clearly and effectively.

Font Size

Font size in Microsoft Word determines how large or small text appears in a document. It is
measured in points (pt), with one point equating to 1/72 of an inch. Understanding font size is
crucial for readability, aesthetic appeal, and overall document professionalism.

To change the font size:

1. Select the text you want to modify.

2. On the Home tab, click the Font Size drop-down arrow. Select a font size from the menu.
If the font size you need is not available in the menu, you can click the Font Size box
and type the desired size, then press Enter.
To change the font color:

1. Select the text you want to modify.

2. On the Home tab, click the Font Color drop-down arrow. The Font Color menu
appears.
3. Select the font color you want to use. The font color will change in the document.

To highlight text:

1. Select the text you want to highlight.

2. From the Home tab, click the Text Highlight Color drop-down arrow. The Highlight
Color menu appears.
3. Select the desired highlight color. The selected text will then be highlighted in the
document.
4. To remove highlighting, select the highlighted text, then click the Text Highlight
Color drop-down arrow. Select No Color from the drop-down menu.

Font Style

There are a number of style choices available to you and any of these styles can be applied to
text within the same document. The fonts you choose can also be changed to be Bold, Italic or
Underlined using these toolbar icons.

1.
2. This icon will make your highlighted text appear Bold

3. This icon will make your highlighted text appear in Italics. A text formatting style
that slants the letters to the right.
4. This icon will underline your highlighted text.

To use the Bold, Italic, and Underline commands:

The Bold, Italic, and Underline commands can be used to help draw attention to important words
or phrases.

1. Select the text you want to modify.

2. On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in
the Font group.
3. The selected text will be modified in the document.
To change text case:

When you need to quickly change text case, you can use the Change Case command instead of
deleting and retyping text.

1. Select the text you want to modify.

2. On the Home tab, click the Change Case command in the Font group.
3. A drop-down menu will appear. Select the desired case option from the menu.

To change text alignment:

By default, Word aligns text to the left margin in new documents. However, there may be times
when you want to adjust text alignment to the center or right.

1. Select the text you want to modify.

2. On the Home tab, select one of the four alignment options from the Paragraph group.
3. The text will be realigned in the document.

Justify: Justified text is equal on both sides. It lines up equally to the right and left margins.
Many newspapers and magazines use full justification.

Align Text Left. This align all selected text to the left margin. The Align Text left command is
the most common alignment and is selected by default when a new document is created.

Align Text Right. This aligns all selected to the right margin.

Center. This aligns text an equal distance from left and right margin.

Insert, Highlight and Delete Text

In the process of typing a document, you may need to insert or delete text. Being able to
highlight text will help to make inserting and deleting text a speedier process.

Delete Text

Once you have highlighted the text that you wish to delete, press the Delete key on the keyboard.
You can also use Back Space key.

Insert Text

1. Place your cursor where you want to insert the text by clicking the left button of your
mouse.
2. Type the text that you want to insert.
3. To insert a space between words, press the space bar from the keyboard.
Cut, Copy and Paste Text

1. Highlight the text that you want to move. Then click on the Edit menu.
2. Select the Cut option, as shown below, if you want to remove it from its original place in
your document.

3. If you only want to make a copy, select the Copy option from the Edit menu.
4. Once you have either cut or copied the text that you want, you need to place your cursor
where you want to place the text.
5. Finally, click on the Edit menu again and select the Paste option.

Copy and Paste text using the Standard toolbar

1. Select the text that you want to cut or copy.

2. Click on the Cut icon on the Standard toolbar to cut the selection
3. Click on Copy icon on the Standard toolbar to copy the selection.
4. Place your cursor where you want to paste the text.
5. Click on the Paste icon on the Standard toolbar to paste what you have cut/copied.

Cut, Copy and Paste text by using the Keyboard

1. Highlight the text that you want to cut or copy.

2. To cut the selection, hold down the Ctrl and X keys at the same time on the keyboard.
3. To copy the selection, hold down the Ctrl and C keys on the keyboard at the same time.
4. Once you have cut or copied the selection, place your cursor where you want to paste
the text.
5. Hold down the Ctrl and V keys on the keyboard at the same time to paste the text.
Cut, Copy and Paste text by using the Mouse

1. Highlight the text that you want to cut or copy and right click on your mouse.
2. To cut the text, click on the Cut option as shown below.

3. To copy the text, select the Copy option as shown below.

Change Text Appearance

Opening and saving a document, inserting and deleting text, and, cutting, copying and
pasting text are relatively standard actions whether you are using Microsoft Word or a more
basic word processing program like Notepad. In Microsoft Word, however, you can also change
the appearance of your text by changing the font, size, style and effects, which may enable you to
more effectively, convey a message.
Using Find and Replace

Find and Replace" in MS Word is a feature that allows users to quickly locate specific text
within a document and replace it with new text. Here’s how it works:

1. Find: You can search for words, phrases, or formatting in your document. MS Word
highlights the instances of the text you’re looking for.
2. Replace: After finding the text, you can replace it with different text. You have the
option to replace each instance individually or all instances at once.

To find text
1. From the Home tab, click the Find command. Alternatively, you can press Ctrl
+F on your keyboard.
2. The navigation pane will appear on the left side of the screen.
3. Type the text you want to find in the field at the top of the navigation pane. In our
example, we'll type the word we're looking for.
4. If the text is found in the document, it will be highlighted in yellow and
a preview of the results will appear in the navigation pane. Alternatively, you
can click one of the results below the arrows to jump to it.
 5. When you are finished, click the X to close the navigation pane. The highlight will
disappear.

To replace text

1. From the Home tab, click the Replace command. Alternatively, you can press Ctrl+
H on your keyboard.
2. The Find and Replace dialog box will appear.
3. Type the text you want to find in the Find what: field.
4. Type the text you want to replace it with in the Replace with: field. Then click Find
Next.
5. Word will find the first instance of the text and highlight it in gray.
6. When you're done, click Close or Cancel to close the dialog box.
Format Paragraph

1. Select the area that you wish to format by highlighting it.

2. Click on the Format menu and select Paragraph. It opens the following window:
3. Select the Indents and Spacing tab.
4. The General heading has the following two options:

The Alignment option determines the position of text between margins. You can
align text to the right, left, center, as well as making it justified.
The Direction option determines the direction of text in two ways. You can
specify the direction of text by using Right-to-left option or Left-to-right option.

Indentation is the space before and after text. There are two options to indent the
paragraph.

 Before text allows you to specify the space before the text. For example, if you
select 2 centimeters and your text is left aligned, text will start leaving a 2
centimeter space on the left side.

 After text allows you to specify the space you want after the text. For example, if
you select 2 centimeters and your text is left aligned, you will have 2 centimeters
space on the right side.

5. The Spacing option defines the space between two paragraphs. There are two options to
specify the spacing between the paragraphs.

 Before allows you to specify the space before the paragraph.

  After allows you to specify the space after the paragraph.

6. Line Spacing is the distance between the lines of paragraph. There are five options as
described below.
 Single Spacing is the default option for Microsoft Word. It holds the maximum
size font in a single line, plus a small amount of extra space.
 The 1.5 Spacing option makes space between lines one and one half more than
the single line.
 Double Spacing makes the distance between lines double that of single lines.
 The At least and Exactly Spacing options set variable spacing between lines
depending upon the amount of space you select in the At field.
 The Multiple Spacing option also sets variable spacing between lines depending
upon the amount of space you select in the At box.