CHAT

CHAP
Formatting a Document
In any profession, it is important to keep the documents presentable.Thiscan be achieved by appl/ing some
some
ttofhi
effects that make the text or document
visually appealin
Formatting means changing the general appeara of ftext in a doCument, You Can enhance the look
doing the following: Madoume
Changing font and its size Highlighting certain words

Adjusting Iine spacing Changing case

Setting tabs/Margins/Borders/Shading Aligning text on a page

Creating bulleted or numbered lists +Changing text styles and colour

Formatting can be applied using the Home tab, which has font formatting commänds (ont group), paragraph fotie

commands (Paragraph group), and text styles commands (Styles group)

There are several ways of formatting the text, for example:

Character formatting Paragraph formatting

Page formatting
CHARACTER FORMATTING
As the name suggests, character formatting focuses on the appearance of an individual character, Font is aseg
characters of specific size and style. From font size to font styles, text positioning to text attributes, the charate
formatting includes all attributes that can be used to define the arrangement of a character

Character formatting can be applied in several ways: File Home Insert Page Layout Reference

1. Using keyboard Calibri (Body) 11 AAAa

aste
2. Using Home tab BIU abe X, Font dialog
pboard Font box launcher
3. Using shortcut menu
Fig. 6.1: Clicking on Dialog Box Launcher in Font Grou
To open the Font dialog box, follow these steps:
sMu
Select the text. Click on the Home tab.

Click on the Font dialog box launcher ,

The Font dialog box opens.

Here, you can select the desired font formatting options, like Font Cswro

Size, Font color, and Underline style.

styles,

You can also apply special effects on the selected text, by choosing font
wass cod, wndy

effect in the Effects section.

C
Fig.6.2: Font Dialog Box
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19
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 TEXT FORMATTING
MMON

hasic text
vdprovides
formatting features in the Font
Font
Home Insert Page Layout Peterences

tab,
s u c has
Font, Size, Font Color, and group of the
Calibri (Body 11
so on. Let
me
ommon text formatting. us learn to Aa
B I U e x, * A- A
hangingFont: To To change font, select the text Font
and click on
arrow in the nt group of the
Font the Font Fig. 6.3: Font Group
Home tab. Select the required font.
Font
Size: To o change font size, select the text Home FontNams poge iayeont
ping and click on the e
erow in the Font
drop-downarro group of the Home tab. Font Size
Select the required font size.
Theme fonts
nging FontColour: To change font colour, select the text and click on Cambria Hesdingi
the Font
drop-down
Color
arrow in the Font group
of the Home tab. Select the desired
Calibn
Recenty Used Fonts
Body

colour
o tucida Calligrapey
O Arial Black
OHANGING TEXT CASE
O Arnal
Font Lis
Nerdoffersthe following five types of text cases: Fig. 6.4: Setting Font

Font Case Explanation Example

Sentencecase Capitalises the first letter of the selected sentence This is a test document

lowercase Converts the selected text to lowercase this is a test document

UPPERCASE Converts the selected text to uppercase THIS IS A TEST DOCUMENT

Changes the first character of each selected word to uppercase This Is A Test Document.
Capitalize Each Word

of every selected character in the reverse tHIS iS a tEST docUMENT.

t0GGLE CASE Converts the case
convert into lowercase and
manner,i.e., a capital character will
vice versa

thange the text case, follow these steps:

3entence caie

t t h e text whose case type you would

like to change. wcicase

PPERCASE
of the Home tab.
Aa in the Font group SapitalaeEach Wod
on the Change Case option
1oGGLE ASE
list.
Selecttthe desired ption from the drop-down
Fig. 6.5: Different Text Cases
APPLYING SUB PTAND SUPERSCRIPT
the baseline and Decun

selected text slightly below Hame eert Page Layuul Rateicnce ai

option places the the ie

okes On the contrary, E
rest of
the text. Arial Black
appear smaller than the the baseline)
perscript option places s e l e c t e d text slightly above Paste
pboaid
A: A A

oapply super ubscript, follow

these steps:
Subscript Superscript
ype the
expression'a2+ab+b2 a2 t ab + b2
elect '2' of the 'b2' Subscript and Superscript Effects
expression of the
Home tab. Fig. 6.6:

Click on the x in the

Font group

Superscr button
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 Notice that '2'willbe placed above the baseline
Similarly, you can apply theSubscript ) effect onthe selected text.
MAKING THE TEXTBOLD, ITALICISED, AND UNDERLINED

To make the text bold, italicised, and underlined, follow these steps:
Create a new Word file or open an existing one.
Select the text which is to be formatted.
Click on the Home tab. To make the
selected text bold, click on the Bold button B in the Font group.
To italicise the selected text, click on the
Italic buttonin the Fontgroup.
To underline the selected text, click on the Underline button
U in the Font group.

A A 1
IN *AAM 19
Bold Italic Underline

Manuscriptl Manuscript1 Manuscripti

Hamlet a man from Denmerk Hamlet, a man from Denmark

Hamlet, a man from Denmark

R wasa vold,windyand dark night. The soldiers on t wos o cold,windy and dark night. The soldiers on t wase cold, windyand dark night. The soldien on
Weteh had seen something strange Watch had seen something strange
Watch had seen somethingstrange

Fig. 6.7: Making the Text Bold, Italicised, and Underlined

FORMAT PAINTER
Format Painter tool is used to copy the formatting effects of some text to another selection.
Select the text whose formatting effect you want to copy. Click on the Format Painter buttonin theClipboart
group of the Home tab.
The pointer changes into a brush shape. Now, drag the brush on the desired text to apply the copied format.
You will observe that the formatting attributes ofthe previous text will be applied to the selected text.

PARAGRAPH FORMATTING
Paragraph formatting is the most important factor in the overal appearance of a document. From textalignment
paragraph indentation, line spacing to paragraph spacing, applying borders to shading effects, paragraph formata
contributes the most to the final appearance of the document.

INDENTING PARAGRAPHS

The indenting feature is used to move the complete paragraph or the first line to a
2
specific number of spaces between the left or right margins. A well indented Decrease Indent E i
se Indent
document always catches the reader's attention as it looks organised and
structured. Paragraph
Buttons
Indent
Select the paragraph to be indented, Fig. 6.8: Using
shift % inch
Click on the increase Indent button se in the Paragraph group of the Home tab. The selected text wit
away from the left margin,
Computers
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 Giekonthe Decrease Indent button
in the
Paragraph group of the Home tab. The Lefs Recal
closer to the left margin, What is the difference
selected text willshift 5 inch
between Subiserigt and
on the Ruler
Using Indent Markers Superseript
tndent markers are present on the Horizontal ruler To indent the paragraph using indent

markers, follow the given steps:

Place the insertion point anywhere in the paragraph
Adjust the first line indent by dragging the First Line Indent marker on the ruler

To adjust the hanging indent, drag the Hanging Indent marker

To move both markers at the same time, drag the Left Indent. This will indent all lines in
the paragraph.
Ouick View
FirstLineIndent oCHangingIndent To change the case of
A paragraph is a self-contained unit ofa letters, Shifts93 key
A paragraph is a self-contained combination is used
unit of a discourse in writing dealing discourse in writing dealing with a
with a particular point or idea. A particular point or idea. A
paragraph consists of one or more paragraph consists of one or more
sentences. sentences.

n ) Left Indent

A paragraph is a self-contained
unit of a discourse in writing8
dealing with a particular point
or idea. A paragraph consists of
one or more sentences.
Quick View
Character Formatting- Using
Keyboard Shortcuts
Indent Markers on Ruler
Fig.6.9: Indenting Paragraphs using
Bold CtreB
italic Ctrie
Modify the Default Indent Settings CtriU
Underline
Click on the Page Layout tab. Paragraph Subscript Ctrle
dernts and Speco e ad ge re Superscript CtrlShift
Select the text that you would like to indent. Gener
Algnet Left
Qutre leveli Body Text

in the Paragraph group, define the Left and Right

bidentabon
Indents in their respective text boxes. Or 0. ped
erti
Hangg
the
Open the Paragraph dialog box by clicking on
ESeror indants
of the
dialog box launcher in Paragraph group paorng
gefarei
tab if it
Home tab. Select the Indents and Spacing Aleri
l o t add o e betee pr agrphe of bhe sne stle

iS not selected by default. Under the

Indentation

by using the two neew

Section, set the indentation

Quick View
options Left and Right. To indent a paragraph
leave the from the left, press
Left Indent: A positive value will
Ctri+M key combination.
left margin.
Corresponding space from the
make your text Fig.6.10: Specitying Indent
Enteringa negative value will and Line Spacing
the left margin.
appear inside Learning
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 Right Indent:A positive value willeave the corresponding space from the right margin. if you enter a neg
text will appear in the right margin.
Special Indent: It displays three options: First Line, Hanging, and none
+By:This field allows you to set the exact size of the first line or hanging indents by entering the value of in

Let Indent RPA

Indend O DIndent (indentn
A paragraph is a self-A
paragraph is a self 4A paragraph is a seif- 4
A paragraph ia
contained unit of al contained unit of a contained unit of a discourse|contained unit of a
discourse in writing discourse in writing in writing dealing with a|in writing dealing
dealinB with al dealing with a particular point or idea. particular point.aling
or idea,w
particular point or particular point or
idea. idea.

Fig.6.11: Indented Paragraphs

ALIGNING TEXT
Text alignment refers to the positioning of text between the margins of a page. You should set the alignment belfre
begin typing. You can also select an entire document and then change the alignment of text.
There are two categories of text alignment:

TEXT ALIGNMENT

Horizontal Vertical

Horizontal Text Alignment: Aligning the text with respect to the left and
right margins is called Horizontal text alignmert
There are four types of horizontal text alignments present in the Paragraph group of the Home tab.
EAlign Text Left: This is the default alignment of text in a document. The text is aligned along the left
while leaving a little space towards the right margin.
mag

Align Text Right: The text is aligned along the right margin while
leaving a little space towards the left
mag
This alignment is mostly used to put dates on letterheads.

Center:The text is aligned centrally between the left and right

margins. It is mostly used for titles.
Justify: The text is aligned evenly between the left and right
margins.
To align text, follow these steps:
e Home Insert
Documentd- M Center
Page Layout4 Reference ie
Select the text. Click the desired
on
alignment Arial Blad Align

button in the Paragraph group. Or Padte B U , x* E AA

A Aa A 2 Q Changr
Syes Stytes
Fort Pagagt Styies
Click on the Paragraph dialog box launcher.
Select the
required alignment by clicking on the Technology is the malking, modification, usags
age, and kn
owledgs
drop-down arrow next to the Alignment option of tools,
machines, techniques, crafts, systems, and methods of tua

under the General section. Then, click on OK. organis ation, to solve problem, improve existn
a
an

perform specific function. ologis

problem, achieve goal, a or a
Observe the change in the document. are also the
collection of such tools, incduding
modifications, arrange ments and machine
procedures
Fig. 6.12:
Aligning Text to Center
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