Back to Newsletter Archives
Back to The Software Pro Home
============================================================
Smart & Easy Software Tips, Tricks & Techniques
May 2005 - Issue 8, Volume 2
Publisher: Dawn Bjork Buzbee mailto:Dawn@SoftwarePro.com
The Software Pro (tm), Microsoft Certified Office Expert
http://www.SoftwarePro.com
============================================================
IN THIS ISSUE - Understanding Word Formatting-Part 1
1. Character or Font Formatting
2. How Word Works with Font Formatting
3. Paragraph Formatting
4. How Word Works with Paragraph Formatting
5. Reveal Formatting...What's Going On
6. Select...Then Do: Changing Formats
============================================================
Formatting text in Microsoft Word can be less frustrating if
you know more about how Word works and applies formatting.
=====================================================
1. Character or Font Formatting
=====================================================
Character Formatting includes:
* Font typeface (such as Arial, Times New Roman)
* Font size
* Font style
* Font color
* and other font enhancements
What It Is: The smallest "unit" that character formatting can be
applied to is one character (letter, number, or other). That
means that a line of text could have a different style of font
formatting for every single letter and number including spaces.
To apply font formatting use the Formatting toolbar, the Styles
and Formatting task pane (Format > Styles and Formatting), the
Format/Font menu command, or keyboard shortcuts.
=====================================================
2. How Word Works with Font Formatting
=====================================================
How Word Works: Word doesn't have a beginning and ending code or
instruction for character formatting. An enhancement such as bold or
italics is either turned on or off for each individual character
which can be easily visible from the Formatting toolbar. To remove
an existing character formatting choice, just select the affected
text and make the change.
Has this happened to you?
While editing a Word document, you move between two words and start
typing only to see a different style of formatting than the surrounding
text. Your new text is taking on the appearance of the formatting stored
in the space between the words which may be different depending on
the way the format was first applied. Remember every single character
stores its own formatting.
=====================================================
3. Paragraph Formatting
=====================================================
Paragraph Formatting includes:
* Text alignment
* Line spacing
* Tabs
* Indents
* Bullets & Numbering
* Borders & Shading
* and other paragraph enhancements
What It Is: the smallest "unit" that paragraph formatting can
be applied to is one paragraph. A paragraph is defined by a
paragraph mark at the end of the text. Paragraph marks are
created whenever a hard return is created and are visible when
the Show/Hide toolbar button is turned on.
Tip: to turn on or off the display of non-printing characters
(Show/Hide) including paragraph marks, press [Ctrl] + * or click
on the paragraph mark (backwards P) in the upper-right end of the
Standard toolbar.
Paragraph formatting is primarily handled from the Formatting
toolbar, the Format/Paragraph menu command, with the Styles and
Formatting task pane, or via keyboard shortcuts.
=====================================================
4. How Word Works with Paragraph Formatting
=====================================================
How Word Works: Paragraph formatting instructions are not stored
in a code at the beginning of a paragraph, but are stored in the
paragraph mark at the end of each paragraph. If you delete a
paragraph mark between two paragraphs, the paragraphs will merge
and take on the formatting of the first.
Any changes to the paragraph formatting of existing text will
only affect the paragraph where the insertion point (cursor) is
currently positioned or paragraphs that are at least partially
selected.
For typing new text, just make the formatting choices you want and begin typing.
Advantages: once paragraph formatting is set up, just press [Enter]
and all paragraph formatting (as well as any current character
formatting) will be "copied" forward to the next paragraph. This
means that indents, bullets, tabs, alignment and other formatting
does not have to be turned on for each new paragraph.
=====================================================
5. Reveal Formatting...What's Going On
=====================================================
Do you want to know exactly how a section of text is formatted?
Turn on the Reveal Formatting task pane by pressing [SHIFT] + [F1]
or pick Format > Reveal Formatting.
Word 2003/2002: the Reveal Formatting task pane displays on the
right of your screen. Click once into any text and the specific
formatting choices will be defined.
Word 2000: press [SHIFT] + [F1] and your mouse changes to an arrow
with a question mark. Just click into any text and a description
of the exact formatting with display. (The Reveal Formatting task
pane is not available in Word 2000).
=====================================================
6. Select...Then Do: Changing Formats
=====================================================
What's the best way to apply or change formatting? What works best
for me and will usually save you time and effort is to choose your
formatting options as you create and type text. Then, if you need to,
go back to highlight and modify existing text. Personally, I like to
see the appearance as I am building a document. Some people, however,
prefer to create most of their text first and then they add most of
the formatting later.
Regardless of your approach, one of the major ideas to know about
Microsoft Word is that existing text can most easily be changed by
remembering "Select...Then Do."
What does this mean? If you want to change the formatting of Word
text, select or highlight it all first and then choose the new
formatting options of your choice. Similar or surrounding text
will not be changed unless it is also highlighted.
To make changes to existing text:
1. Select all of the text that you want to change.
2. Then, select the menu item, toolbar button, or keyboard shortcut
that will produce the desired results.
To change the format of text as it is being typed:
1. Choose the menu item, toolbar button, or keyboard shortcut for
the formatting of new text.
2. Type the text.
3. Select another formatting choice to change formatting for next
text.
=====================================================
Understanding how Word formatting works will simplify how you
work with your Word documents.
Learn more about other formatting types and format tricks in future issues.
------------------------------------------------------------
Please pass this along to others who may appreciate it!
------------------------------------------------------------
For the latest additions to The Software Pro (tm) website:
http://www.SoftwarePro.com/whatsnew.htm
Past newsletter issues are found at:
http://www.SoftwarePro.com/archives.htm
For Website or e-zine questions: mailto:Dawn@SoftwarePro.com
If you are receiving this issue as a forward, and want
your own subscription, visit
http://www.SoftwarePro.com/subscribe.htm
Privacy Policy - We hate receiving sp^m as much as
you do. Therefore, we never rent, trade, or sell
our e-mail lists to anyone for any reason. You or
someone you know subscribed you to this e-zine list.
We never add names to our list until you voluntarily
subscribe.
(c) 2005 The Software Pro (tm)
All rights reserved.
http://www.SoftwarePro.com
To Subscribe go to:
http://www.SoftwarePro.com/subscribe.htm or e-mail
any message to mailto:join-softwarepro@mh.databack.com
============================================================
Geek Speak Becomes People Friendly (tm)
Dawn Bjork Buzbee
The Software Pro (tm)
Post Office Box 5319
Englewood, CO 80155-5319 USA
(303) 699-6868, Fax (303) 766-0886
mailto:Dawn@SoftwarePro.com
http://www.SoftwarePro.com
To remove your address from this distribution:
http://mh.databack.com/c.php?L=softwarepro&E=#e-mail#