Text Formatting

Note: This document should only be used as a reference and should not replace assignment guidelines.
Versions of computer programs vary and update often, so the information in this handout may not reflect your version.

Text formatting is a feature in word processors used to change a text’s appearance, such as its size and
color. Most apps display these formatting options in the top toolbar and follow similar steps. Microsoft
Word and Google Docs have several text-formatting features you can use, including font, font size, bold,
italics, underline, text color, and highlight.

Most of these formatting options can be previewed by hovering the mouse over the option you are
considering.

If you can’t find formatting options, they may be hidden because your window is too small to show
them; try maximizing your window or trying one of the following tricks:

In Microsoft Word, if the top toolbar is partially hidden, click on one of the tabs to show the
options, then click the pin icon in the bottom-right of the toolbar.

In Google Docs, click on the ellipses found in the right of the top toolbar to show hidden options.

Text-Formatting Basics
See our Computer Terms and Keyboard and Mouse Shortcuts handouts for tips on selecting text.
There are two ways to apply text-formatting: 1) changing a setting that takes effect from that point on,
or 2) changing only what you select.

Changing Formatting As You Type

If you change a text-format setting as you type, everything you type from then on will use that format.

1. Type until you reach a part that needs special formatting I would |
2. Change the formatting setting
3. Type the words that need special formatting I would love |
4. Change the setting back to normal
5. Continue typing I would love to! |

This is useful when you know the next words you type will need to be formatted in a specific way.

Changing Formatting After You Type

If you want to change the format of text you’ve already written:

1. Select the text you want changed I would love to!

2. Change the formatting setting
I would love to!

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Text Formatting
Note: This document should only be used as a reference and should not replace assignment guidelines.

Font
Font is the style of a text’s lettering. There are many
fonts you can choose from—for example, here’s
times new roman vs comic sans.
Font Indicator in Toolbar (Microsoft Word)
To change font:
1. Select the text you want to change
2. Find the text-formatting options:
a. In Microsoft Word, go to the
“Home” tab and find the “Font” Font Indicator in Toolbar (Google Docs)
section in the top toolbar
b. In Google Docs, look in the middle of the top toolbar
3. Find the box that shows the font name and click the arrow next to it
4. Click on the font name you want from the drop-down menu

Font Drop-Down Menu (Microsoft Word) Font Drop-Down Menu

(Google Docs)
Tip (Microsoft Word)
To search for a specific font, type its name in the font box. As you type, font names will autofill; when
the font name you want has autofilled, press Enter to apply that font. (If you have the menu open, the
font name will also be highlighted in the list.)

Font Size
Font size is the size of the text. (Font size is not a zoom-in option and will literally increase the space the
text takes up on the page.)

To change font size:

1. Select the text you want to change
2. Find the text-formatting options:
a. In Microsoft Word, go to the “Home” tab and find the “Font”
section in the top toolbar
b. In Google Docs, look in the middle of the top toolbar
3. Find the box with a number inside it
a. In Microsoft Word, click the arrow next to the box
b. In Google Docs, click the box
4. Within the drop-down menu that appears, click the font size you
want
a. Alternatively, you can type the number you want and press Font Size Drop-Down Menu
Enter (Microsoft Word)

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Text Formatting
Note: This document should only be used as a reference and should not replace assignment guidelines.

• Microsoft Word and Google Docs also provide buttons to quickly increase and decrease font
size:In Google Docs, click the + and - symbols to either side of the font size number

Alternatively, you can increase/decrease font size using keyboard shortcuts: on Windows, use Ctrl +
Shift + > to increase and Ctrl + Shift + < to decrease font size; on Mac, use Cmd + Shift + > to increase and
Cmd + Shift + < to decrease font size.

Bold, Italics, and Underline

Bold, italics, and underline are common text-formatting features. The “Bold” feature thickens the text’s
individual characters, like this. The italics feature tilts the characters of text slightly to the right, like this.
The underline feature inserts a line under the text, like this.

To bold, italicize, or underline your text:

1. Select the text you want to change
2. Find the text-formatting options:
a. In Microsoft Word, go to the “Home” tab and find the Bold, Italics, and Underline
“Font” section in the top toolbar Options (Microsoft Word)
b. In Google Docs, look in the middle of the top toolbar
3. Bold, italicize, or underline the text:
a. To bold the text, click the capital letter “B”
b. To italicize the text, click the capital letter “I” Bold, Italics, and Underline
Options (Google Docs)
c. To underline the text, click the capital letter “U”

In most word processors, you can also bold, italicize, and underline text by using keyboard shortcuts:
a. To bold the text, type Ctrl + B on Windows or Cmd + B on Mac.
b. To italicize the text, type Ctrl + I on Windows or Cmd + I on Mac.
c. To underline the text, type Ctrl + U on Windows or Cmd + U on Mac.

Text Color
The text color feature changes the color of text, like this. (This color will not show in black-and-white
printed copies of a document.)

To change text color:

1. Select the text you want to change
2. Find the text-formatting options
a. In Microsoft Word, go to the “Home” tab and find the “Font” section in the top toolbar
b. In Google Docs, look in the middle of the top toolbar
3. Find the button with a capital “A” and a rectangle beneath it
a. In Microsoft Word, click the arrow next to the button
b. In Google Docs, click the button

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Text Formatting
Note: This document should only be used as a reference and should not replace assignment guidelines.
4. Click the color you’d like to use from the color palette drop-down menu

Text Color Option (Google Docs)

Text Color Option (Microsoft Word)

Text Color Drop-Down Menu (Microsoft Word) Text Color Drop-Down Menu (Google Docs)

Highlight
The highlight feature inserts a colored filler behind text, like this.

To highlight text:
1. Select the text you want to highlight
2. Find the text-formatting features:
a. In Microsoft Word, go to the “Home” tab and find the “Font” section in the top toolbar
b. In Google Docs, look in the middle of the top toolbar
3. Find the marker icon
a. In Microsoft Word, click the arrow next to the marker icon
b. In Google Docs, click the marker icon
4. Click the color you’d like to use

Highlight Color Palette (Microsoft Word) Highlight Color Palette (Google Docs)

Format Painter
The format painter is a tool that lets you change the formatting of text to match the formatting of other
text in your document.

Format Painter (Google Docs) Format Painter (Microsoft Word)

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age (40 and over), disability status, veteran status, pregnancy, childbirth, or pregnancy-related conditions, citizenship, genetic information, or
other bases protected by applicable law in employment, treatment, admission, access to educational programs and activities, or other
University benefits or services.
Text Formatting
Note: This document should only be used as a reference and should not replace assignment guidelines.
To use format painter:
1. Select text with the format you want I love Mario!
2. Find and click the format painter button
a. In Microsoft Word, go to the “Home”
tab and look in the “Clipboard”
section for a paintbrush icon
b. In Google Docs, look for a paint roller
icon in the left of the top toolbar
3. Select the text you want to change I love Mario!
The text you selected second now matches the format
of the text you selected first I love Mario!

To apply the same format in multiple places, double-click the button in the second step; when you’re
done, deselect the format painter by clicking the button one more time. (You can tell the format painter
function is active if there’s a small paintbrush/roller icon by your mouse cursor.)

To use format painter with keyboard shortcuts:

1. Select text with the format you want
2. Use the keyboard shortcut to copy formatting
a. In Microsoft Word for Windows, use Ctrl + Shift + C
b. In Microsoft Word for Mac, use Cmd + Shift + C
c. In Google Docs for Windows, use Ctrl + Alt + C
d. In Google Docs for Mac, use Cmd + Option + C
3. Select the text you want to change
4. Use the keyboard shortcut to paste formatting
a. In Microsoft Word for Windows, use Ctrl + Shift + V
b. In Microsoft Word for Mac, use Cmd + Shift + V
c. In Google Docs for Windows, use Ctrl + Alt + V
d. In Google Docs for Mac, use Cmd + Option + V

Clear Formatting
The clear formatting feature removes all special formatting from text.

To clear formatting:
1. Select the text you want to change
2. Find and click the clear formatting button
a. In Microsoft Word, go to the “Home” tab and look in the
“Font” section for an “A” with an eraser beside it
b. In Google Docs, look for a crossed-out “T” in the
right of the top toolbar

Alternatively, you can use a keyboard shortcut:

• Microsoft Word for Windows: Ctrl + Spacebar
• Microsoft Word for Mac: Ctrl + Spacebar
• Google Docs for Windows: Ctrl + \
• Google Docs for Mac: Cmd + \

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