How Can I Make the Font Size and the Font Tab Come Out Again on Microsoft Word

Chapter iv. Formatting Text, Paragraphs, and Headings

Formatting is the fine art of making your documents effective and attractive. Good formatting distinguishes different parts of your text and helps your readers accept in your message. You can apply formatting to just about every element of your document, from a single character to unabridged paragraphs. Torso text needs to be readable and easy on the eyes. Headings should be big and bold, and they should also exist consequent throughout your document. Important words need to resonate with emphasis. Quotes and references should be set off from the other text.

This chapter starts with the basics: how to format individual characters and words—selecting fonts and making characters bold, italicized, underlined, or capitalized. You learn how to format paragraphs with indents and spacing, and how to command the way Word breaks upwards the words in a line and the lines in a paragraph. Finally, you discover out how to copy and reuse formatting with tools like the Format Painter and mode sets.

Formatting Nuts

Word deals with formatting on iii levels encompassing small and specific on up to big and wide—through characters, paragraphs, and sections. You employ different types of formatting to each of these parts. Character formatting includes selecting a font, a font size, bold or italics, and then on. At the paragraph level, you apply indents, bullets, and line spacing. For each department of your document (fifty-fifty if in that location's only one), you ready the page size, orientation, and margins, as described in the previous chapter. Sometimes it helps to think of the parts of a document every bit Russian nesting dolls: Characters go inside paragraphs, which go within sections, which fit within your document.

Each type of formatting has its own dialog box, giving y'all admission to all possible settings. You can also apply most types of formatting via the ribbon, the mini-toolbar, or the keyboard shortcut.

• Characters . Apply the Font dialog box (Alt+H, FN) to format characters. Letters, numbers, and punctuation marks are all printable characters and, as such, yous can format them. In one case you select a graphic symbol or a group of characters, you can use any of the formatting commands on the Home tab's Font group (Alt+H). You tin choose a font and a size for whatsoever character in your document. You can make characters bold, underlined, superscript, or change them to simply most any color of the rainbow.

  Annotation

  Prior to the apply of computers, groups of letters, numbers, and punctuation of a sure style, such as Helvetica or Bodoni, were chosen typefaces . The term font was more specific, referring to variations within a typeface such as bold, narrow, or italic. Today, the terms are interchangeable. Word uses the term font , probably because it's shorter and therefore easier to fit into a dialog box.

• Paragraphs . Use the Paragraph dialog box (Alt+H, PG) to format paragraphs. You tin can set formatting for text alignment, indents, line spacing, line breaks, and paragraph breaks. You don't have to select a paragraph to format it; merely click to place the insertion point within a paragraph. Because characters are part of paragraphs (remember those Russian nesting dolls), every paragraph includes a bones font description. When you select characters inside a paragraph and alter the font settings, you override the bones font clarification in the paragraph'southward fashion.

• Sections . Use the Page Setup dialog box (Alt+P, SP) to format sections. When y'all change margins, folio orientation, folio size, and the number of columns per folio (all described in Chapter 3), y'all're formatting the department. Many documents have only one section, and so when you make formatting changes to a section, y'all're actually formatting the unabridged document.

Note

This chapter explains how to format characters and paragraphs. Department formatting is covered in Chapter 9, get-go in Department ix.2.

Formatting Characters

Every grapheme in your certificate is formatted. The formatting describes the typeface, the size of the character, the colour, and whether or non the character is underlined, bold, or capitalized. Information technology's piece of cake to change the formatting, and Word gives you quite a few different means to do it. The easiest and most visual way is with the ribbon (Home → Font). Y'all can further fine-melody the font formatting using the Font dialog box (Alt+H, FN).

For quick formatting, yous may not need to go any further than the mini-toolbar that pops up when you lot select text for formatting. And when you get actually good, you can practise well-nigh of your formatting with keyboard shortcuts, never fifty-fifty slowing down long enough to attain for the mouse.

Whichever method you use, formatting is a two-stride process. First, tell Word which text you desire to format past selecting it. Then format away. Or, you can ready your formatting options kickoff, so begin to type. Your letters and words will be beautifully formatted from the become-go.

Formatting with the Ribbon or the Font Dialog Box

Since graphic symbol formatting is i of the near often used Word features, Microsoft put the most popular settings right on the Home tab. If you don't run across what you're looking for in that location, and then you must open up the Font dialog box. The adept thing well-nigh the dialog box is that it puts all your character formatting options in one identify so you can quickly make multiple changes. It's 1-stop shopping if you lot desire to modify the typeface and the size, and add together that pinkish double-underline.

Here are the steps:

1. Select a group of characters, every bit shown in Figure 4-1 .

   You lot can employ any of the pick methods described in Chapter 2. You can drag to select a unmarried character. You can double-click to select a discussion. Or you tin can movement the mouse cursor to the left side of a paragraph, and and then double-click to select the whole paragraph.

   Of course, if you haven't typed anything yet, you can always go right to the ribbon and make your formatting choices starting time. Then blazon away.

   

   Figure four-1. The Font group on the Domicile tab holds most of the mutual graphic symbol formatting commands. Choices you make here apply to text y'all've selected (similar the word "sights" in this example). If you don't see the control you need, in the lower-right corner, click the dialog box launcher to open the Font dialog box (Effigy 4-2).

2. Go to Dwelling house → Font or the Font dialog box (click the little launcher button shown in Effigy four-1 or press Alt+H, FN) and brand your formatting choices .

   Many of the buttons in the Font group act like toggles. So, when you select text and click the underline push button, Word underlines all the characters in the selection. When you click the underline button again, the underline goes away.

   If y'all tin't detect the control you want on the ribbon, or if you lot want to make several character formatting changes at once, then open the Font box (Effigy 4-2).

Figure iv-ii. Open the Font box (Alt+H+FN) to change the typeface, style, size, color, and other effects. Like many dialog boxes, the Font box gives yous access to more commands than yous observe on the ribbon.

Formatting with the Mini Toolbar

Word's Mini Toolbar isn't quite equally much fun every bit your hotel room's mini-bar, but there are times when you'll exist glad information technology'due south in that location. A new feature in Word 2007, the Mini Toolbar pops upwardly later on y'all've selected text (Effigy 4-three). It's faint at outset, but if y'all move your mouse toward information technology, the Mini Toolbar comes into focus showing commands, nigh of which are character formatting commands. Just click one of the buttons to format your option (or move your mouse away from the toolbar if you want it to go away).

Formatting with Keyboard Shortcuts

When you're typing away and the muses are moving you, it's a lot easier to hit Ctrl+I to italicize a word than it is to take your easily off the keyboard and catch a mouse. Considering nigh formatting commands work like toggles, formatting options like bold, underline, and italics get second nature. For example, to italicize a give-and-take, but printing Ctrl+I at the beginning, blazon the give-and-take, and so press Ctrl+I at the cease. Tabular array iv-1 is your cheat sail to every grapheme formatting shortcut known to Word.

Effigy 4-3. The mini-toolbar gives you access to the well-nigh commonly used commands. It just so happens that most of these commands are grapheme formatting commands.

Table 4-1. As a result of Discussion's evolution, most formatting commands have more than one keyboard shortcut. A new fix of keyboard shortcuts is part of the reorganization that came up with Word 2007's new ribbon feature. But if commands like Ctrl+B for assuming and Ctrl+U for underline are permanently burned into your brain, don't worry: Those commands from previous versions still work just fine.

Command	Keyboard Shortcut	Old Keyboard Shortcut	Description
Font	Alt+H, FF; arrow keys; Enter	Ctrl+D; arrow keys; Enter	Alt+H, FF selects the font drop-downwards menu; use the pointer keys to highlight the font; printing Enter to finish the pick.
Font Size	Alt+H, FS; arrow keys; Enter	Ctrl+Shift+P; arrow keys; Enter	Alt+H, FS selects the font size driblet-down menu; use the arrow keys to highlight the size; press Enter to cease the pick.
Increment Font Size	Alt+H, FG	Ctrl+>	Increases font size.
Decrease Font Size	Alt+H, FK	Ctrl+<	Decreases font size.
Bold	Alt+H,1	Ctrl+B	Toggles bold on and off.
Italic	Alt+H,2	Ctrl+I	Toggles italics on and off.
Underline	Alt+H, three; Enter	Ctrl+U	Toggles underline on and off.
Double underline	Alt+H, 3; downwards pointer; Enter	Ctrl+Shift+D	Toggles double underline on and off.
Underline mode	Alt+H, 3; arrow keys		Alt+H, three selects the underline fashion drib-down menu; use the arrow keys to highlight the manner; press Enter to cease the selection.
Strikethrough	Alt+H, 4		Toggles strikethrough on and off.
Subscript	Alt+H, 5	Ctrl+=	Toggles subscript on and off.
Superscript	Alt+H, half dozen	Ctrl++	Toggles superscript on and off.
Change Case	Alt+H, vii; arrow keys	Shift+F3	Toggles through five example options: sentence case, lowercase, uppercase, capitalize each word, toggle case.
Color	Alt+H, FC; pointer keys; Enter		Alt+H, FS FC selects the font color driblet-downwardly card; use the arrow keys to highlight the color; press Enter to finish the option.
Highlight Text	Alt+H, I; Enter		Alt+H, I selects the highlight drop-down bill of fare; Enter highlights the pick.
Clear formatting	Alt+H, Eastward	Ctrl+Spacebar	Removes text formatting from the choice.

Changing Capitalization

Whatever letter of the alphabet can be uppercase or lowercase, but when you get to words and sentences, you observe some variations on the theme. Information technology's not unusual to have a heading or a company name where all the letters are capitalized. Sentences start with an initial cap on the first word simply, and titles usually have the major words capped. In an endeavor to automate anything that tin can possibly exist automatic, Microsoft provides the Modify Case menu (Alt+H, vii) on the ribbon (Figure iv-4).

The Modify Instance command defies the usual rules about selecting before you lot apply grapheme formatting. If you don't select anything, Give-and-take assumes you desire to apply the Change Case command to an unabridged word, so the programme selects the discussion at the insertion bespeak. If you've selected text, the command works, equally you lot'd expect, only on the selection.

Figure 4-4. The Modify Case carte du jour gives you five means to change the case of a selection. To open it, click the button that looks like two alphabetic character As.

Small caps for headers

Pocket-size caps (Figure iv-v) are another variation on the capitalization theme. Yous won't find this option on the Alter Example button; for modest caps you have to use the Font dialog box, which you find on the right side under Effects (where underline or strikethrough are). Modest caps are keen for headings and letterhead (especially if you're a lawyer or an accountant), merely you wouldn't desire to employ them for torso text. Information technology'south difficult to read all capitalized text for an entire paragraph.

Figure 4-5. Pocket-size caps are a bang-up way to distinguish a heading or subheading from torso text, like the words "At-home in Storm." Initial letters become total-sized capitals while the messages that would normally be lowercase go pocket-size capitals.

Formatting Paragraphs

Formatting a paragraph normally entails changing its shape. You may be squeezing it in with indents or stretching it out with additional line spacing. Other kinds of formatting change a paragraph'south very nature, like adding a edge or making it part of a numbered or bulleted listing. The Paragraph formatting group (Habitation → Paragraph) is correct next door to the Font group (Figure 4-half-dozen). Y'all don't need to select text to format a paragraph; just make sure the insertion point is in the paragraph you want to format. However, if you want to format several paragraphs at once, select them all earlier you utilize a command.

Figure 4-6. Paragraph formatting commands are in the Home → Paragraph grouping. Left to right, from the top, you find buttons to add bullets and numbers, apply indents, sort paragraphs, show the paragraph mark, marshal paragraphs, adjust line spacing, change the background color, and add borders.

Aligning Text

It's easy to utilise alignment to text. With your insertion point in the paragraph y'all want to change, click one of the alignment buttons in the Paragraph group on the Dwelling Tab. For instance, Home → Paragraph → Left sets the electric current paragraph's alignment. As shown in Effigy four-7, yous accept four choices when it comes to adjustment your paragraphs:

• Left (Alt+H, AL) . Aligns the lines in the paragraph flush on the left side and ragged on the right. Left alignment is standard for letters, reports, and many business documents.

• Centered (Alt+H, AC) . Centers each line in the paragraph, leaving both left and right margins ragged. This setting is appropriate for headings and brusque chunks of text, as in invitations and advertisements. Avoid using centered text for long paragraphs, since it'due south hard for readers' eyes to runway from the terminate of one line to the first of the next when the left margin is uneven.

• Right (Alt+H, AR) . Aligns the lines in the paragraph flush on the right side and ragged on the left. This unusual alignment is most often used for setting captions or quotations apart from the main text.

• Justified (Alt+H, AJ) . Adds space between letters and words so that both the left and right sides of the paragraph are straight and flush with the margins. Justified margins give text a more formal look suitable for textbooks or scholarly documents. If your justified text looks odd because large gaps announced betwixt the letters or words, try using a long line—that is, putting more characters per line. You tin practice this by extending the margins (Alt+P, Thousand) or by irresolute the size of your font (Alt+H, FS).

Figure 4-7. Fix the alignment of your paragraphs using the buttons on the ribbon. Four settings are available: Left, Centered, Correct, and Justified.

Indenting Paragraphs

One of the most common reasons for indenting a paragraph is to set up off quoted text from the rest of the document. Usually, yous move the paragraph's left edge in most a half inch from the left margin. Word makes information technology piece of cake to indent text in this way. Just use the Increase Indent button on the ribbon (shown back in Effigy four-6) or the shortcut Alt+H, AI. If you change your mind and want to remove the indent, use the companion command Decrease Indent (Alt+H, AO).

The ribbon buttons handle most everyday indentation chores, but what if you lot need to customize your indents? To do that, open the Paragraph dialog box to the Indents and Spacing tab (Alt+H, PG), and you see the Indentation tools in the middle of the tab (Figure 4-viii).

Effigy 4-8. The Paragraph box is divided into four sections. From the top you see: General, Indentation, Spacing, and Preview. As y'all adjust your paragraph formatting using tools from the kickoff three groups, you see the changes take place in an instance paragraph in the Preview window.

The indentation tools in the Paragraph box let you ready indents with much more precision than the simple Increase and Subtract buttons. For i thing, you tin can indent your paragraph from both margins using the Left and Right text boxes. Type a number in the box or apply the arrow buttons to make an adjustment. Await in the Preview window at bottom to go a sense of the changes y'all're making.

Novels, short stories, and other manuscripts often indent the first line of each paragraph. To set up this format, click the Special drop-down menu, then cull "Kickoff line." Type a number, in inches, in the Past box on the right. A quarter inch (.25") is usually an attractive first-line indent.

Tip

By the way, don't hit Tab to create a first-line indent. For i affair, it creates an amateurish, type-writer-like half-inch indent. And you lose all the benefits of paragraph formatting. For instance, when you press Enter to commencement a new paragraph, Give-and-take automatically carries your settings forrad, with a perfect start-line indent just like the paragraph higher up. If you use the Tab central, you take to remember to hit it at the beginning of every paragraph, and there'south the danger of messing upwardly your indents if you modify the tab settings (Section 4.5).

For the opposite of the "Outset line" indent, choose the hanging indent where the first line extends to the left margin, while the rest of the paragraph is indented the amount shown in the Past box. This kind of indentation makes not bad looking glossaries, bibliographies, and such.

Spacing Between Paragraphs

For documents like business letters or reports that apply block-style paragraphs, in that location's usually a little infinite between each. You can adjust this spacing between paragraphs to set off some blocks of text from the rest.

Apply the Paragraph dialog box (Effigy iv-8) to adjust the distance between paragraphs. On the left, you can enter numbers to set the infinite before the paragraph and the space afterwards. With body text paragraphs, it'south good to set the same, relatively small distance before and after—say, three points. For headers, you may desire to put a fiddling extra infinite before the header to distance information technology from the preceding text. That space makes it clear that the header is related to the text beneath it. Generally speaking, the more meaning the header, the larger the blazon and the greater the spacing around it.

Spacing Between Lines

In the Paragraph box, to the right of the paragraph spacing controls, yous find the "Line spacing" tools. Use these controls to prepare the distance betwixt lines within paragraphs. Y'all have three presets and 3 custom settings:

• Single keeps the lines close together, with a minimum amount of space betwixt. Single spacing is ordinarily easy to read, and information technology sure saves paper.

• 1.five lines gives your text a little more animate room, and nevertheless offers a nice professional look.

• Double is the pick preferred past teachers and editors, so in that location'due south enough of room for their helpful comments.

• At least is a good selection if you have a mix of font sizes or include inline graphics with your text. This option ensures that everything fits, as Figure 4-ix illustrates.

• Exactly puts you in control. Type a number in the At box, and Word won't mess with that setting.

• Multiple is the oddball of the agglomeration. Retrieve of Multiple as a percentage of a unmarried line space: 1=100 percentage; .8=lxxx percentage; one.2=120 percentage; and so on.

Figure four-9. Line spacing controls the space between lines within a paragraph. These examples show the same paragraph, with two unlike settings. All the type is set to xi points except for the give-and-take "by," which is 24-point blazon. Peak: Using the "At least" option with 12 points entered in the At box, this setting adjusts so that the oversized give-and-take fits. Bottom: Using the Exactly option with 12 points in the At box, the b and y become clipped off.

Inserting Page Breaks and Line Breaks

Some things just await wrong, such every bit a heading at the bottom of a folio with no text beneath it. That heading should be at the top of the next folio. Certain, y'all could force information technology over there with a page break (Ctrl+Enter), just that tin can cause trouble if y'all edit your text and things move effectually. You could end upwardly with a page break in some weird spot. The solution is to adjust your Line and Page Break settings so that headings and paragraphs behave the way you lot want them to.

On the Paragraph box's Line and Folio Breaks tab (Figure 4-x), y'all tin can adjust how paragraphs handle these breaks. The behavior becomes role of the paragraph's formatting and travels with the text no matter where you move the text or breaks. The keyboard shortcut to get there is Alt+H, PG, Alt+P. You lot can use four settings:

• Widow/Orphan control . Single lines abandoned at the top (widows) or bottom (orphans) of the page await out of place. Plough on this checkbox, and Discussion keeps the whole family, er, paragraph together.

• Keep with side by side . Sure paragraphs, like headings, demand to stay attached to the paragraph that comes immediately afterwards them. Choose the "Keep with side by side" choice for your headings, and they always appear above post-obit paragraph.

• Go on lines together . Sometimes you have a paragraph that shouldn't be separate between ii pages, like a one-paragraph quote or disclaimer. Use this option to proceed the paragraph as one unit.

• Page break before . Utilise this command with major headings to make certain new sections of your document start on a new page.

Effigy 4-ten. Utilise the Line and Page Suspension settings to control the advent of your text and to avert awkward transitions between pages.

Creating Bulleted and Numbered Lists

Bullets and numbers add affect and assistance organize data. The bullets in the previous department call attending to the Line and Page Breaks commands and prove that the commands are related to each other. Numbered paragraphs ship a different point, implying that the items listed are sequential or have a hierarchy. This volume uses numbered paragraphs for step-past-step instructions. Meeting minutes are usually numbered, both equally a indicate of reference and to indicate the order of the meeting'due south events.

Like the other paragraph formatting options, you don't have to select a paragraph to format information technology. It's plenty simply to take the insertion point in the paragraph. When using bullets or numbers, you usually want to format more than one paragraph. To exercise that, brand a selection, and then click the bullet or number button.

Bulleted paragraphs

It's piece of cake to plough an ordinary paragraph into a bulleted paragraph—Give-and-take does all the heavy lifting for you. You may spend more than time choosing a bullet manner than applying it.

Hither's how to create a bulleted listing:

1. Go to Abode → Paragraph, and then click the triangle next to the Bullet push button to open up the Bullets bill of fare (or press Alt+H, U) .

   At the top of the menu (Figure 4-11), you see bullet styles that you used recently. In the heart, yous see your Bullet Library. The bottom section shows bullet styles that have already been used in the document. At the very lesser are ii commands for customizing bullets.

   

   Figure 4-11. The Bullet bill of fare provides choices from the traditional filled circle to more contemporary options. If you lot have your own ideas for bullet design, at the bottom of the carte du jour click Define New Bullet.

2. On the Bullets carte du jour, click to choose a bullet style .

   When yous click a bullet to apply that style to the paragraph, a couple of things happen. Give-and-take adds the bullet and automatically formats the paragraph with a hanging indent (Section iv.three.two), so that the first line of the paragraph extends further to the left than the other lines. The bullet appears in this overhang, calling attention to the bullet and setting off the paragraph from the other trunk text.

3. Type some text, and and so printing Enter to first a new paragraph .

   When you lot hit Enter to create a new paragraph, Word assumes that yous're continuing with your bulleted listing, so it adds the same bullet and indent automatically. You don't have to do annihilation; just keep on writing.

4. When yous're through with your bulleted list, press Enter, and and so click the Domicile → Paragraph → Bullet push again to plow off bullet formatting .

   The paragraph with the insertion point changes from a bulleted paragraph to a normal paragraph.

If y'all have a few paragraphs that you've already written, and you want to change them to bulleted paragraphs, just select all the paragraphs, and then click the Bullet button.

Customizing bullets

You lot don't have to settle for the bullets shown on the menu—Word has more choices tucked away. You can fifty-fifty utilise your own graphics for bullets, like a miniaturized version of your company logo. To explore the Bullet options available to yous, open the Bullet bill of fare (Alt+H, U), and then, at the bottom of the menu, click Define New Bullet. The Define New Bullet Box opens, showing you three buttons at the top: Symbol, Picture, and Font. Utilise the Symbol to browse through additional bullet options that are congenital into Discussion'due south type libraries. Apply the Font button to apply character styles to your choice such every bit font size, shadow, or bold formatting.

The middle button is the most interesting—it opens the Picture Bullet box (Figure iv-12) where you meet a whole slew of bullets based on picture files. These files are the same sort used for drawings and photographs, with filename extensions similar .jpg, .gif, .per centum, and .emf. In addition to these dozens of bullet options, yous can use your own picture or graphic files as bullets. Just click the Import push button at the bottom-left corner to open the Add Clips to Organizer box. Apply this Windows file box to select any picture on your computer and add information technology to your bullet library.

Numbered paragraphs

In near cases, numbered paragraphs work but like bulleted paragraphs. You can follow the stride-past-step instructions in the previous department for making bulleted paragraphs to make numbered paragraphs. But click the Numbering push button, and then cull a number style (Figure 4-13).

The main distinction between the numbered paragraphs and the bulleted paragraphs is in the options. For numbered paragraphs, you can choose from Standard arabic numbers, Roman numerals, numbers set off by parentheses, and alphabetic sequences. Yous can even employ words such as One, Ii, Three, or Showtime, 2d, Third.

Multilevel lists

Multilevel lists are a more advanced numbering format. They assist y'all create project and document outlines, as well equally legal documents divided into manufactures and sections. In a multilevel list, each new level is indented (nudged to the right), and ordinarily each new level has a new number format (Figure four-14). In improver to outline and legal numbering, multilevel lists tin employ bullets instead of numbers. And then for example, yous can create a bulleted list that uses squares for level 1, triangles for level two, and circles for level three. If you cull a bulleted multilevel listing, the lines within the levels aren't sequenced; they're only bulleted.

Effigy 4-12. Open the Picture Bullet box to come across bullets based on moving picture files like JPEG and GIF. If you lot take pictures or drawings on your calculator that you want to employ every bit bullets, so click the Import button in the lower-left corner.

Figure 4-13. Word provides several styles for numbered paragraphs. In fact, a better term would exist sequenced paragraphs, because non all of the styles use numbers. You observe recently used styles at the top of the list. To customize your numbered lists, click Ascertain New Number Format (not shown) at the lesser of the list.

Figure 4-fourteen. Multilevel lists add together an extra twist to the numbered format. They're like outlines and provide a new sequence of characters for each new outline level.

Setting Tabs

The lowly Tab key contains more power than you may call up. Sure, you lot tin can use the Tab central to scoot the insertion point beyond the page in half-inch increments. Only Word's tab tool is capable of much loftier feats: You tin apply it to blueprint a dinner card, create a playbill, or develop a serial of consistently formatted reports.

Tab stops are all virtually precision alignment, giving you control over the way you nowadays text and numbers to your readers. For instance, on your dinner bill of fare you can apply tab leaders (dotted lines like the ones in this volume'due south tabular array of contents) so that your reader's eye tracks from Wild Salmon to the uncommonly reasonable price you're request. One time you have settings you like, you can save and reuse them. (How's that for efficiency?)

Earlier you start working with tabs, you demand to know a few bones terms:

• Tabs . Technically considered tab characters , tabs are hidden formatting characters, similar to space characters. Tabs are embedded in your document's text.

• Tab stops . These paragraph settings ascertain the position and characteristics of tabs in your document. Think of tab stops as definitions, describing your tabs. To define them, you apply Word tools, like the Ruler or the Tabs dialog box.

• Tab key . The cardinal on your reckoner keyboard that inserts tabs into your text.

Press the Tab key, and Word inserts a tab in the text at that point. The tab character makes the insertion point jump left to right and stop at the first tab stop it reaches. If you oasis't set any new tab stops, Word uses the congenital-in set of tab stops—one every half inch across the width—that every new, blank document starts out with.

How Tab Stops Piece of work

Tab stop settings utilise to paragraphs. If a paragraph has several lines, the tab stops are the same for all the lines inside that paragraph. If you oasis't deliberately ready tab stops, Word provides built-in tab stops at half-inch intervals. These stops are left tab stops, meaning the text aligns on the left side. Yous can see all tab stops on the horizontal ruler—they bear witness as minor vertical tick marks in the greyness area below the number calibration (Effigy iv-15).

Figure iv-fifteen. Tabs are just white infinite in your text, but for Word, they're these little pointer characters that position your text on the line. Yous can alter your Word Options (Role push → Word Options → Display) to prove tabs on your screen.

Tip

If y'all don't see tab stops in the ruler, click within a paragraph. Remember, tab stops are paragraph settings, and so your insertion point must be in a paragraph to see them.

Viewing Tab Marks in Your Text

Tabs are invisible on the printed page, like spaces or paragraph marks. Sometimes, when your document behaves unexpectedly, it helps to reveal the subconscious characters so yous can see if tabs are the culprit. After all, when they're hidden, all you run across is white space on the page, nonetheless, spaces, tabs, and indents each behave quite differently.

To view tabs inside your text:

1. Choose Part button → Give-and-take Options to open up the Word Options dialog box (Figure 4-16) .

   The Word Options button is at the bottom of the Office carte du jour.

   

   Effigy four-16. Use the Discussion Options box to reveal formatting characters like tabs, spaces, and paragraph marks. When you lot turn on the checkbox next to the marking, you lot see these nonprinting characters on your screen.

2. On the left side of the Word Options box, cull the Display pick .

   The panel on the right is divided into three parts. The top section shows folio display options, the center section shows formatting marks, and the bottom section holds printing options.

3. In the middle group, plow on the "Tab characters" checkbox to brand your tabs visible .

   An icon side by side to this checkbox shows yous the symbol for tab characters. This mark shows up on your computer screen but not in printed text.

4. Click OK to relieve the settings and close the dialog box .

   The box closes and y'all run across the tabs equally pocket-sized arrows in your text.

Deleting and Editing Tabs

Considering tabs are characters within your document, yous can delete, copy, and paste them, just every bit you would any other character or text fragment. Maybe you want to delete a tab just click immediately after a tab character, and and then press the Backspace cardinal. You can likewise utilize the Tabs box (Figure iv-17) for to control tabs.

With tabs, you can use virtually any editing trick that you'd use on other characters. You can select and elevate a tab to a different place in your text. You tin can employ shortcut keys, such equally Ctrl+X to cut a tab and Ctrl+V to paste it someplace else. (All of these activities are much, much easier when you lot've ready your Word Options to view tab marks as described previously.)

Figure 4-17. The Tabs box puts you lot in complete control of all things tabular. When you select a specific tab in the upper-left box, you lot can customize its alignment and leader characters.

Types of Tabs

5 types of tabs are available in Word—one of which isn't a true tab only works well with the others:

• Left tab . The near common type of tab, it aligns text at the left side; text flows from the tab stop to the right. When you kickoff a new, blank document, Word provides left tabs every half inch.

• Center tab . Keeps text centered at the tab cease. Text extends evenly left and right with the tab stop in the heart.

• Right tab . Aligns text to the right. Text flows backwards from the tab terminate, from right to left.

• Decimal tab . Used to align numbers, whether or not they accept decimals. Numbers align with the decimal point centered on the tab end. Numbers without decimal points align similar to a right tab.

• Bar tab . The Bar tab is the oddball of the group and, no, information technology has naught to do with your local watering hole. It besides has null to do with aligning text. Information technology inserts a vertical bar in your text every bit a divider. The bar appears in every line in the paragraph. This tab finish ignores tabs inserted in your text and behaves in the same manner whether or not tab characters are nowadays.

Note

In that location may be a certain Microsoftian logic in grouping the bar tab with the tab characteristic, but Word provides other ways to place vertical lines on your pages that you may observe more intuitive. You can use Insert → Insert Shapes → More than and cull the line for free-form lines. Or you can use borders for paragraphs or tables.

Tab Leaders

Tab leaders assist readers connect the dots past providing a trail from 1 tabbed item to the next. They're ideal for creating professional-looking menus, playbills, and more than.

Here are some examples:

              Hamlet, Prince of Denmark...........Sir Laurence Olivier 	Ophelia, girl to Polonius.......Roseanne Barr

Four Leader options can exist used with each type of tab stop except the bar tab:

              None                                No leader here 	Dotted..............................Y'all've seen this before 	Dashed_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ For a dissimilar, intermittent look 	Underline__________________________ When only a solid line volition do

As visual aids, leaders are quite helpful, and they work equally well for text and numbers.

Using Word's Rulers

If you're visually oriented, you may prefer the ruler for futzing with tab stops, folio margins, and indents. Ii rulers are available—horizontal and vertical. The horizontal ruler appears at the peak of the page, giving y'all quick access to your tab, indent, and margin settings. To make the rulers visible, press Alt+West, R, or click the View Ruler button at the top of the right-hand scroll bar (Figure iv-18).

Tip

The ruler marks off your page in the measuring units of your choice. The factory setting uses inches, only if you want to make changes, you can practise that in Word Options. Go to Office button → Discussion Options → Advanced. Roll down to the grouping under Display, and then change the drop-downward menu labeled "Evidence measurements in units of" to your preferred units of measurement.

Figure 4-18. Word'south ruler provides lots of information about the formatting of the current paragraph, that is, the paragraph that contains the insertion point. Apply the button just higher up the whorl bar for a quick way to bear witness and hide your ruler.

Managing Tab Settings with the Ruler

In Figure 4-18, the ruler measures the page in inches. The grayed areas at both ends of the ruler signal the page margins. The numbers on the ruler marking the distance from the left margin in both directions, left and right. Note the number 1, at the left edge of the ruler in Figure 4-18.

Setting tab stops

Word's every-half-inch tab stops can work for many of your documents, but sooner or later, you may need to put a tab end in a unlike identify or modify its manner. No problem—information technology's easy enough to exercise with the ruler.

Setting a new tab stop is a two-step process:

1. Using the pick box to the left of the ruler, choose the blazon of tab yous want .

   The icon in this box shows what kind of tab you're most to apply—Left, Center, Right, Decimal, or Bar. When you hold your cursor over the box for a second or two, a piffling screen tip appears describing the formatting option. Click the box to cycle through the tab stop and indent options.

2. Once you've selected the tab type you lot want, click the ruler to position the tab .

   Click the point on the ruler where you desire to identify the tab stop. An icon appears on the ruler showing the position and the type of tab stop.

Tip

If y'all find the tab icons a fiddling confusing, hither's some help: Call up of the vertical line as the tab stop and the horizontal line at the bottom as the direction your text flows. For example, the Left tab icon is L shaped, indicating that text flows to the correct, abroad from the tab stop. The Center tab icon has the vertical line in the middle.

Yous tin can add an virtually limitless number of tab stops—i for every tick mark on the ruler. If you need greater precision, use the Tab dialog box described in Section 4.5. Setting a tab finish removes all the built-in tab stops to its left, but the ones to the right remain.

Adjusting and removing tab stops with the ruler

If a tab stop isn't exactly where you desire information technology, yous don't accept to delete it—just drag information technology to a new position on the ruler. If you wish to remove a tab stop, drag it up or down off the ruler, and it disappears. When you make these changes, your document shows the consequences. Whatsoever tabs in your text shift over to the next readily available tab stop, which tin be a built-in tab finish or one that y'all've set.

Setting Margins with the Ruler

You lot can always use the Page Layout tools (Page Layout → Folio Setup → Margins or Alt+P, Yard) to set your margins with a click of the mouse, but for visual command, cipher beats the ruler (Figure 4-19). The lighter part of the ruler shows the text area, and the darker part shows your margins. Making adjustments is merely a matter of clicking and dragging the margin to a new location. Proceed in mind that changing your margin affects the entire document section; more often than not, that ways information technology affects the unabridged document because many documents are a single department. (For more details on working with sections, see Section 9.2.)

Figure 4-xix. Hold your cursor over the margin boundary on the ruler, and it changes to a double arrow, as shown here. The screen tip shows what you're pointing to—the right margin, in this instance. Drag the boundary to a new location to change your document margins.

Tip

To avert defoliation, retrieve that indents are used to change the width of a single paragraph, while margins are used to change the paragraph width for an unabridged section or document.

Adjusting Paragraph Indents with the Ruler

Using the ruler to adjust indentation is like to changing margins. It's merely a matter of clicking and dragging. Indents are bit more complicated because you lot have a few more options, and that means more than tools and widgets (Effigy 4-20).

Information technology tin take awhile to get used to adjusting paragraph indents with the ruler. For 1 thing, you need a steady hand and authentic clicking to cypher in on those little triangle buttons. The top triangle sets the first line indent and moves independently. The lesser triangle creates a hanging indent, and yous can movement it independently too, as long every bit you take hold of but that triangle. That fiddling box beneath the triangle is your left indent, and if you drag information technology, both it and the top (start line) indent marking motion together.

Figure 4-20. To adjust paragraph indents, slide the petty triangles forth the ruler. The changes you make affect the paragraph with the insertion betoken. If you desire to make changes to more than than one paragraph, brand a multiple choice before y'all start.

Fast Formatting with Format Painter

Whether information technology'southward a special heading or a paragraph of text, formatting a paragraph merely the way you want it is a lot of work. Once you have the margins, indents, and tabs in place, and you've got the font style and size set up, you lot've invested a chunk of time in the projection. Fortunately, you tin can capitalize on that investment. The Format Painter works like magic. You can use information technology to copy the formatting of a word, heading, or paragraph onto something else. You don't have to worry most any of the formatting details. You don't even need to know how something is formatted, so long as you lot like the way information technology looks.

Hither'southward how it works:

1. Select the character or paragraph with the formatting that you desire to copy .

   You tin copy and paint either the graphic symbol or the paragraph formatting. If y'all desire to copy just text formatting (font, size, text color, and so on), select a few messages or a word with that formatting, not the whole paragraph. Selecting an entire paragraph, consummate with the paragraph marking at the cease, copies both the character formatting and the paragraph formatting. If you don't select anything, the Format Painter uses the formatting from the current paragraph, so to copy paragraph formatting lone (for case, tabs and indents), but click anywhere in the paragraph.

2. Go to Home → Clipboard and click the Format Painter button, or just press Alt+H, FP .

   Your cursor acquires a tiny paintbrush icon. If you have only i quick modify to make, merely click the Format Painter once. However, if you want to re-create the aforementioned formatting to several different locations, double-click the Format Painter. When you double-click, the button stays locked down, indicating that it will stay on and let y'all paint multiple times until yous're set up to terminate.

3. Drag the Format Painter over the text or paragraph that you desire to change .

   Here'southward the fun role. Like magic, your selection takes on all the formatting that yous copied. If yous double-clicked for multiple format painting, you can proceed on dragging over text or clicking paragraphs. When you're through, hit Esc. The Format Painter push button pops back up, and your cursor changes back to its normal I-axle appearance.

Formatting with Styles

Like the Format Painter, Word's styles are great time-savers because they let y'all apply a whole bunch of formatting commands in one fell swoop. Different Format Painter, Give-and-take'due south styles are permanent repositories of formatting information that you can ever use with ane click. So, if you've discovered or created the perfect mode (formatting) for a heading, yous tin can apply that aforementioned style to headings today, tomorrow, or a week from tomorrow.

Microsoft provides sets of predesigned Quick Styles. These sets include a Normal style for body text and a number of Heading styles. You can also find a variety of styles for lists, quotes, references, and for paragraphs or text that deserve special emphasis. With a click of your mouse, you tin can apply whatever one of these styles and brand dramatic changes to your document (Figure 4-21).

Some styles define grapheme formatting, such equally font, font size, font fashion, and special effects such as underlining or strikethrough. Other styles define both character formatting and paragraph formatting. Paragraph formatting includes things like paragraph alignment, line spacing, bullets, numbering, indents, and tab settings.

Effigy four-21. This bonny folio uses iv Quick Styles: Book Title style centers the text and sets the font to 30-betoken Constantia with colored borders above and below. Heading one for the chapter heading uses a different color and generous paragraph spacing. The Heading 2 spec uses a complementary color and closer paragraph spacing. Finally, the body text uses the Normal style, which provides, among other things, an indent for the kickoff line of each paragraph.

Applying Quick Styles

It's easy to preview and employ a manner to your text. The action takes place in the Styles grouping on the Home tab. Follow these steps:

1. Select the text or paragraph that yous want to format .

   When you want to apply a way to an entire paragraph, but click to put the insertion point in that paragraph. When you lot want to apply a style to text, y'all need to select the text first.

2. Become to Home → Styles and agree your cursor over a style to encounter a live preview in your document .

   The Styles group shows a few styles correct on the ribbon. To see more than styles, use the arrows on the correct to scroll through the list, or click the push button at bottom to open the entire menu (Figure iv-22).

   When y'all hold the mouse cursor over a way, the text in your document changes, showing you the event of applying that fashion.

3. Click to apply the style .

   When you lot click a style on the ribbon or in the menu, Word applies that manner to your paragraph or text option.

Figure 4-22. Each fashion is a collection of formatting commands that you can apply with a mouse click. To browse the available styles, become to Habitation → Styles. When you lot concur your mouse over a style, the text in your document changes, giving you a live preview of the fashion. Discussion offers dozens of predesigned Quick Styles, or you tin can create your ain.

Modifying Styles

When you apply a way to a paragraph of text, you do more than than just change its formatting. In essence, yous've attached that style to the paragraph. If you make changes to that style afterward, the paragraph reflects those changes. Imagine that you lot have a fashion called Heading one that centers the headings on the folio. You've used this style repeatedly throughout your 400-page novel about the French Revolution. Say, you decide your novel would expect improve with that heading aligned on the left margin rather than centered. Instead of making the change to each private heading, you edit the Heading 1 style. When y'all change the style definition, all your headings that are based on the Heading one style alter to lucifer.

Here are the steps to modifying a style. In this example, y'all requite the Heading i way left alignment:

1. Go to Home → Styles and click the Styles dialog box launcher (Figure 4-23) .

   In the Styles box, you can click to apply any one of the styles to your current selection or paragraph. Even when the Styles box is open, you lot can click within your text to move the insertion point to a different paragraph. And you can use the scroll bar, the PageUP and PageDN keys, or whatsoever other method to navigate through your document.

   When you hold your cursor over a style, a screen tip pops upwards showing you details. Turn on the Bear witness Preview checkbox at bottom to see a more visual representation of each of the styles.

   

   Figure 4-23. Open the Style dialog box to meet a complete listing of all bachelor styles. On the right side, a paragraph marking shows that a style includes paragraph formatting. The lowercase "a" shows that the style includes grapheme formatting. Click the down arrow button to open a menu where you tin can change the style definition.

2. Right-click Heading 1 (or any style y'all want to change), and so cull Alter from the shortcut menu .

   The Change Mode dialog box opens (Figure four-24). Here y'all tin can get nether the hood and tinker with all the formatting options.

   Tip

   When you correct-click anywhere on the style proper name, or click the 5 push in the Styles dialog box, a context bill of fare shows you several choices for changing and working with the selected style. At the top of the list is "Update Heading 1 to Lucifer Choice." This selection changes all the formatting in the selected way so that it's identical to the electric current paragraph or choice.

3. In the lower-left corner of the Modify Style box, click the Format button, and then choose Paragraph .

   The Paragraph dialog box opens. Yep, information technology's exactly the same box you open when you click the Paragraph dialog box launcher on the ribbon or press Alt+H, PG (see Figure 4-eight). In fact, the Format button leads you to many familiar dialog boxes, from Fonts to Borders to Tabs. The difference, of form, is that you're at present changing a style format, not just a few paragraphs.

   

   Figure 4-24. The Modify Manner box is control central for tinkering with your style definitions. The properties at the top determine the behavior of the styles when y'all're working with text. The preview window in the center shows an example of the style in action. Utilise the format button in the lower-left corner to open dialog boxes to brand changes in the graphic symbol and paragraph formatting.

4. At the summit of the Paragraph box, in the General grouping, click the Alignment driblet-down carte, and then cull Left .

   In this example, you're just making a single change, just y'all can also brand changes to whatever of the other formatting options in this box.

5. Shut the Paragraph box, the Modify Style box, and the Styles box .

   Everything'southward done except the cleanup. Close each of the boxes y'all've opened to go back to your text and continue editing.

Managing Manner Sets

A style set is a drove of styles. Microsoft includes several predesigned fashion sets with Word, with names like Classic, Distinctive, Elegant, Formal, and Modernistic. Go to Abode → Styles → Change Styles (or press Alt+H, FQ) to see them listed under the Alter Styles button (Figure four-25). Each of Give-and-take's predesigned style sets includes a Normal fashion, several heading styles (Heading 1, Heading 2, and then on), and other paragraph and character styles (like Title, Subtitle, Intense, Strong, and Reference). Even though a style has the same name in different sets—like Heading one—the formatting is likely to exist quite unlike. And then when you change your document'southward manner set, you tin can get a radically different look.

Effigy four-25. Click the Change Styles button, and and so click Style Set up to see the different style sets available. Using the Colors and Fonts options, you can make quick changes to the look of your document. Second thoughts? Click "Reset to Quick Way from Template" to undo any changes made in haste. At the very lesser, you lot tin can utilize the "Salvage equally Quick Style Set" command to immortalize your electric current styles every bit a brand-new mode set.

The manner set up that'due south in use has a checkmark next to the name. If you move your cursor over the name of a different mode set, Live Preview shows you your text formatted with that new mode set. To make the change permanent, just click the proper noun. The menu closes, and your text has a whole new look.

Creating Your Own Way Set

The all-time style to create your own style set up is to showtime with one of Microsoft's predesigned sets, and so change information technology. Here's a basic process for customize an existing way gear up to meet your needs.

1. Apply live preview to scan the existing mode sets and choose one that's a reasonably shut match to what you accept in mind .

   For instance, open a document to a identify where you can encounter a few dissimilar types of styles, similar torso text, some headings, and peradventure a numbered or bulleted list.

2. Become to Home → Styles → Change Styles → Style Set (Alt+H, GY). Work your fashion downwards the list of style sets, and click one that has a look that's similar to the one you want .

   The Fashion Sets submenu lists the style sets available. Hold your mouse cursor over the name of a style set, and live preview shows you lot how that fashion set up changes your document. In the next steps, you'll alter the mode prepare to be exactly what you want.

3. If necessary, modify the colors and fonts using the options on the Change Styles menu .

   The get-go and almost obvious changes you can make are to the colors and fonts. The commands to make those changes are right in that location on the Change Styles menu (Home → Styles → Change Styles). The previewing procedure is the same: Just hold your mouse cursor over a Font or Colour style, and you see your document change. Click to cull a color or font manner.

   Showtime with the Normal paragraph manner. Consider the font, font size, color, and whatever other grapheme formatting that you may want to change. (But don't get crazy; later all, this is the Normal paragraph style.) Later on the Normal paragraph style, motility on to the Heading styles. The font size and color you choose for your headings set the tone for your unabridged certificate.

4. Examine the existing paragraph styles, and if necessary, make changes .

   Consider the line spacing and indents for normal paragraph. Do you want more or less space around them on the page? Cull the paragraph spacing for each heading style. Retrieve about borders—perhaps yous'd like a dainty line in a higher place or below a heading.

   Work your way through whatsoever of the existing paragraph or character styles that you know you'll utilize.

5. Consider the paragraph styles y'all demand, and add new ones if they're missing .

   After y'all've modified the existing styles, call up about styles that you'd like to have simply aren't office of the set. Mayhap you need a numbered list, or a special sidebar paragraph with a border running all the way around it. Create whatever styles you need, then add them to your fashion set.

   Don't worry if you can't think of everything just now. You can e'er add new styles after when you're using the style set.

6. When you're done customizing your mode set, go to Home → Styles → More → Save Selection as Quick Style Set (or Atl+H, L), and then salve it with a new proper name .

   The Save command is at the very bottom of the submenu. As a terminal step, relieve your style with a name, and it becomes 1 of the bachelor style sets (Figure 4-26).

   A standard Windows Salvage dialog box opens. Blazon a name for your style set in the "File name" text box, so click Salve. After you've saved it, your customized style shows on the Change Styles card with all the rest.

Figure 4-26. You can create a custom style set that's fine-tuned to your ain specs. In one case saved, your style ready shows up on the Change Styles menu.

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