Formatting Features

---

Text Formatting

Bolding, Italicizing or Underlining Text

 

		There are buttons on the Formatting Toolbar for bolding (a boldface letter B), italicizing (an italicized letter I), and underlining (an underlined letter U) text. (See illustration, above left.)

How to Bold, Italicize, or Underline Text As You Type

• Click the appropriate button (or buttons) for the effect desired (such as Bold — to make a heading stand out, for example). Notice that the selected feature button (or buttons, if you've clicked more than one) appears depressed when clicked.
• Type your text.
• Click the same button (or buttons) to deselect the feature(s). Notice that the feature button (or buttons) no longer appears depressed when you click on it the second time.

How to Bold, Italicize, or Underline a Single Word

• Click anywhere in the word you want to bold, italicize, or underline (to move the insertion point to that word).
• Click the appropriate button (or buttons) for the effect desired. Only the word where the insertion point is located will be bolded, italicized, or underlined.

How to Bold, Italicize, or Underline Selected Text

• Click and drag the I-beam mouse pointer across the section of text you wish to bold, italicize, or underline.
• Release the mouse button, then click the appropriate button (or buttons) for the effect desired. Only the selected text will be bolded, italicized, or underlined.
• Click anywhere on the editing screen to deselect the highlighted text.

---

Changing Font Typeface and Size

Using the Font and Font Size Menus on the Formatting Toolbar

		You can use the Font and Font Size menus on the Formatting Toolbar to make a font typeface and/or size modification (see illustration, left).

How to Change the Font

1. Position the insertion point — or select a section of text — where you want the font change to occur:
• To change the font for a single word, click somewhere within a word to be changed.
• To change the font for a section of text, select (highlight) the text to be changed. This could be the entire document (see QuickTip, below).
• To change the font for a new paragraph, click at the beginning of a new, blank line (this could be at the beginning of a new document). The new font selection will continue to each new paragraph when you tap the ENTER key. (See "Paragraph Formatting", below, for additional information about paragraph properties.)
2. Click the arrow to the right of the Font textbox (see Figure 1, below). 
3. Choose (click) a font style from the list. (If necessary, use the scroll bar to see additional choices before making a choice.) 

FIGURE 1. Font Menu	FIGURE 2. Font Size Menu

1. Position the insertion point — or select a section of text — where you want the font size change to occur:
• To change the font size for a single word, click somewhere within a word to be changed.
• To change the font size for a section of text, select (highlight) the text to be changed. This could be the entire document (see QuickTip, above).
• To change the font size for a new paragraph, click at the beginning of a new, blank line (this could be at the beginning of a new document). The new font selection will continue to each new paragraph when you tap the Enter key. (See "Paragraph Formatting", below, for additional information about paragraph properties.)
2. Click the arrow to the right of the Font Size textbox (see Figure 2, above). 
3. Choose (click) a font size from the list. (If necessary, use the scroll bar to see additional choices before making a choice.) If the size you want to use isn't there, simply type the desired size in the textbox above the drop-down menu. You can specify a "whole" point size (such as 13) or "point-and-a-half" size (such as 12.5). 

Using the Font Dialog Box

To change font characteristics using the Font dialog box, do the following.

1. Position the insertion point — or select a section of text — where you want the font change to occur:
• To change the font for a single word, click somewhere within a word to be changed.
• To change the font for a section of text, select (highlight) the text to be changed. This could be the entire document (see QuickTip, above).
• To change the font for a new paragraph, click at the beginning of a new, blank line (this could be at the beginning of a new document). The new font selection will continue to each new paragraph when you tap the Enter key. (See "Paragraph Formatting", below, for additional information about paragraph properties.)
2. Click Format on the Menu Bar.
3. Choose (click) Font on the drop-down menu that appears.
4. In the Font dialog box (see Figure 3, below), make selections.
5. When you've selected the font and font characteristics you want to apply, click the OK button.

FIGURE 3. Font Dialog Box

Font Selection Notes: Some standard text fonts are shown below. Standard font sizes for these fonts are 10-, 11-, or 12-point. The fonts below are displayed in 12-point size.   Following are samples of decorative fonts:   Decorative fonts are normally used for specialized purposes rather than for typing standard text. You will often have to choose a larger font size for a decorative font (such as 18-point, as shown above) in order to be able to read the text well.

Changing the Default Font

---

Paragraph Formatting

Aligning a Paragraph

		There are four alignment (or justification) buttons on the Formatting Toolbar (as depicted, left) — Align Left, Align Center, Align Right, and Justify. The default is Align Left.

1. (If appropriate) tap the ENTER key to begin a new paragraph.
2. Click the appropriate button for the alignment desired (such as Align Center to center a heading).
3. Type your paragraph (this can be as little as one line, as in a heading).
4. Tap the ENTER key to end the paragraph and start a new one.
5. If you want to continue using the same alignment, simply continue typing. If you want to return to the previous alignment (such as Align Left), click the appropriate alignment button before continuing.

1. Click anywhere in the paragraph (to move the insertion point to that paragraph).
2. Click the appropriate button for the alignment desired. Only the text in the paragraph where the insertion point is located will be affected by the change in alignment.

1. Click and drag the I-beam mouse pointer across a series of paragraphs to select them.
2. Release the mouse button, then click the appropriate button for the alignment desired. Only the text in the selected (highlighted) paragraphs will be affected by the change in alignment.
3. Click anywhere on the editing screen to deselect the highlighted paragraphs.

Paragraph Indents

		Four buttons on the Formatting Toolbar provide quick access to the following paragraph indent formats (shown from left to right on the illustration, left): (1) numbering and indenting a paragraph, (2) inserting bullets and indenting a paragraph, (3) decreasing a paragraph indent, and (4) increasing a paragraph indent.

New Paragraph:
1. (If appropriate) tap the ENTER key to begin a new paragraph.
2. Click the Increase Indent button once.
3. Type your paragraph.
4. Tap the ENTER key to end the paragraph and start a new one.
5. If you want to indent the next paragraph, continue typing. If you want to return to the left margin, click the Decrease Indent button once before continuing.

Existing Paragraph:
1. Click anywhere in the paragraph to be indented (to move the insertion point to that paragraph).
2. Click the Increase Indent button. Only the text in the paragraph where the insertion point is located will be indented.

Selected Paragraphs:
1. Click and drag the I-beam mouse pointer across a series of paragraphs to select them.
2. Release the mouse button, then click the Increase Indent button. Only the text in the selected (highlighted) paragraphs will be indented.
3. Click anywhere on the editing screen to deselect the highlighted paragraphs.

New Paragraph:
1. (If appropriate) tap the ENTER key to begin a new paragraph.
2. To number and indent the paragraph, click the Numbering button once to "depress" it. To bullet and indent the paragraph, click the Bullets button once to "depress" it.
3. Type your paragraph.
4. Tap the ENTER key to end the paragraph and start a new one.
5. If you want to indent the next paragraph, continue typing. If you want to stop inserting numbers or bullets, click the Numbering or Bullets button to "release" it.

Existing Paragraph:
1. Click anywhere in the paragraph to be numbered or bulleted (to move the insertion point to that paragraph).
2. Click the Numbering button or the Bullets button. A number or bullet will precede only the paragraph where the insertion point is located.

Selected Paragraphs:
1. Click and drag the I-beam mouse pointer across a series of paragraphs to select them.
2. Release the mouse button, then click the Numbering button or the Bullets button. A number or bullet will precede only the paragraph where the insertion point is located.
3. Click anywhere on the editing screen to deselect the highlighted paragraphs.

To indent the first line of a single paragraph one-half inch, you can simply tap the TAB key. If you'd like to indent the first line of every paragraph in your document automatically, you can use the Format Paragraph feature to set the indent (see also note below). This feature can also be used to set a hanging indent (where the second and subsequent lines of a paragraph are indented, as in a bibliography). By default the indent distance for either a first-line or hanging indent will be .5", but you can set the distance to any amount you want.
 

Note: When you make a paragraph-oriented format setting, that setting affects the paragraph where the insertion point is located and any subsequent paragraphs that are created by tapping the ENTER key. The best way to make sure that your entire document is affected is to select the entire document (File - Select All) before making the "special" settings.

To set a first-line or hanging indent, do the following:

1. Position the insertion point — or select a section of text — where you want the indent to occur:
• To specify an indent for a single paragraph, click somewhere within a paragraph to be changed.
• To specify an indent for several existing paragraphs, select (highlight) the paragraphs. This could be the entire document.
• To specify an indent for a new paragraph, click at the beginning of a new, blank line (this could be at the beginning of a new document). The new line spacing will continue to each new paragraph when you tap the ENTER key. 
2. Click Format on the Menu Bar. 
3. Click Paragraph... to display the Paragraph dialog box (see Figure 4, below). 
4. If necessary, click the Indents and Spacing tab to bring it to the front. 
5. Click the arrow to the right of the "Special:" text box and select "First line" or "Hanging" (as shown in Figure 4, below). 

FIGURE 4. Paragraph Dialog Box Showing Special Indent Options

6. (If desired) set an indent distance other than the default .5". 
7. Click the OK button to make the changes selected and return to the document window. 

Alignment — The alignment buttons described above ("Aligning a Paragraph") do the same thing as this selection menu. 

Left and right indentation — You can set a left and/or right indent for a paragraph here. These settings will indent the entire paragraph, not just the first (first-line indent) or second and subsequent lines (hanging indent). See also "Indent Formatting Buttons" above. 

Before and after spacing — You can specify spacing before and after a paragraph. If you use these settings, you will only have to tap the ENTER key once to end a paragraph and put extra space between paragraphs. By default, these settings are shown in points. There are 72 points to an inch. You can also make these setting in inches (or decimal fractions thereof) by typing the desired number followed by the "inch mark" (such as .5"). The program will convert the inches into equivalent points. 

Line spacing — See "Line Spacing", below. 

Line Spacing

1. Position the insertion point — or select a section of text — where you want the change in line spacing to occur:
• To change the line spacing for a single paragraph, click somewhere within a paragraph to be changed.
• To change the line spacing for several existing paragraphs, select (highlight) the paragraphs. This could be the entire document (see Selection QuickTip, above).
• To change the line spacing for a new paragraph, click at the beginning of a new, blank line (this could be at the beginning of a new document). The new line spacing will continue to each new paragraph when you tap the ENTER key.
2. Click Format on the Menu Bar. 
3. Click Paragraph... to display the Paragraph dialog box (see Figure 5, below). 
4. If necessary, click the Indents and Spacing tab to bring it to the front. 
5. Click the arrow to the right of the "Line Spacing:" text box to reveal the pull-down menu choices (as shown in Figure 5, below). 

FIGURE 5. Paragraph Dialog Box Showing Line Spacing Options

6. Make your choice. For example, to change to double spacing, click Double; to change to some specified number of lines, choose Multiple and type in the number of lines in the "At:" dialog box (this can be a whole number, such as 4, or a decimal number, such as 2.5). 
7. Click the OK button to make the changes selected and return to the document window. 

For information about the other settings in the "Indents and Spacing" portion (tab) of the Paragraph dialog box, refer to the "First-Line and Hanging Indents" sub-section above. 

Setting Tab Stops

Using the Ruler Bar

To set tab stops directly on the Ruler Bar, do the following:

1. Position the insertion point — or select a section of text — where you want the change in tab stops to occur:
• To change the tab stops for a single paragraph, click somewhere within a paragraph to be changed.
• To change the tab stops for several existing paragraphs, select (highlight) the paragraphs. This could be the entire document (see Selection QuickTip, above).
• To change the tab stops for a new paragraph, click at the beginning of a new, blank line (this could be at the beginning of a new document). The new line spacing will continue to each new paragraph when you tap the ENTER key.
2. If the type of tab you want to use is not already selected, click the tab button at the left end of the Ruler Bar and make a selection (see Figure 6, below). Descriptions of tab stop selection buttons are provided below.
3. On the Ruler Bar, click at the point where you want to place a tab stop. 
4. Repeat steps 2 and 3 until you have positioned all desired tabs (see example in Figure 6, below). 

FIGURE 6. Ruler Bar with Tab Stops (an example)

	Left Tab — Use this selection to set a left-aligned tab stop (see example in Figure 6, above).
	Center Tab — Use this selection to set a centered tab (to center a heading, for example).
	Right Tab — Use this selection to set a right-aligned tab (see example in Figure 6, above).
	Decimal Tab — Use this selection to set a decimal-aligned tab (see example in Figure 6, above).
	Bar Tab — This is not a tab stop, per sé. In paragraphs where a bar tab is set, a vertical line is inserted. This feature is used in legal documents.
	First Line Indent — You can use this selection to set the indent for the first line of a paragraph. Instead of using the Paragraph dialog box as described in "First Line and Hanging Indents" (above), position (click) this selection on the ruler bar where you want the indent to be.
	Hanging Indent — You can use this selection to set the indent for second and subsequent lines of a paragraph. Instead of using the Paragraph dialog box as described in "First Line and Hanging Indents" (above), position (click) this selection on the ruler bar where you want the hanging indent to be.

You can also select the tab alignments and position tabs using the Tabs option on the Format Menu or in the Paragraph dialog box. Using this method also allows you to include a leader (such as a dot leader) to a tab stop. 

Make desired changes in the Tabs dialog box (see Figure 7, below), clicking the Set button to set each tab stop. (If you want to delete a tab, click that tab setting in the tab listing and then click the Clear button. To clear all tab stops, click the Clear All button.) When finished, click the OK button.  

FIGURE 7. Tabs Dialog Box

---

Document Formatting

Page Setup

Following are the default margin settings for any new document.  

1. Click File on the Menu Bar (see also Page Setup QuickTip, below). 
2. Click Page Setup on the drop-down menu to display the Page Setup dialog box.

3. If margin settings are not showing, click the Margins tab. (See illustration in Figure 8, below). 
4. Make the changes desired in the spaces (text boxes) provided. You can type in the value (and tap the TAB key to move to the next text box), or you can click the up or down arrow button next to the text box until you reach the desired value for each setting.
5. When you have finished making the margin changes, do one of the following: 
• If you want the changes to affect the entire document, click the OK button. 
• If you want the changes to take effect from insertion point forward: 
3. Click the arrow to the right of the "Apply to:" text box to display a drop-down menu. 
4. Click This Point Forward. 
5. Click the OK button. 

FIGURE 8. Page Setup Dialog Box

Gutter — Sets a page offset. Use this setting if you want to bind (or hole-punch) your printed document. Use this option in conjunction with "Gutter position".

From edge (for headers and footers) — Sets the distance from the top and bottom the edge of the page where headers (top) and footers (bottom) will be positioned. 

Mirror margins — Changes "Left" and "Right" settings to "Inner" and "Outer" and makes any gutter you've set an inner margin offset. Use this setting if you will be duplicating (or printing) your pages double-sided and then binding (or hole-punching) them. You may want to use this option in conjunction with "Gutter" and "Gutter position".

Gutter position — Sets the location of the gutter (if used) at either the left side (default) or top of each page. You may want to use this setting in conjunction with "Mirror margins" if you will be duplicating (or printing) your pages double-sided and then binding (or hole-punching) them. 

Specifying the Paper Size and Orientation

By default your paper size will be set as "Letter" (width=8.5", height=11") in portrait orientation. To change to another size (e.g., Legal) and/or orientation (i.e., landscape), click File on the Menu Bar and select Page Setup. Click the Paper Size tab to bring that portion of the Page Setup dialog box to the front, make selections, and click OK when finished (see Figure 9, below). 
  

FIGURE 9. Paper Size Settings Tab in Page Setup Dialog Box

There is a Default button in the Page Setup dialog box that can be used to change the standard setup used for each document you create. Make all setting modifications desired, then click the Default button. A dialog box will appear asking you to confirm that you want to change the page setup default. If you click Yes, the page formatting you specified will affect the current document and all new documents you create.

Headers and Footers

How to Add a Header to a Document

Following are the basic steps for adding a header to a document.

1. Click View on the Menu Bar.
2. Click Header and Footer on the drop-down menu to display the Header and Footer floating toolbar (as shown in Figure 10, below).
3. In the space provided (a box with a dashed-line border), type the text you want to appear at the top of every page (see Figure 10, below).

4. Click the Close button on the toolbar.

FIGURE 10. "Header and Footer" Toolbar and Header Typing Space

How to Add a Footer to a Document

Following are the basic steps for adding a footer to a document.

1. Click View on the Menu Bar.
2. Click Header and Footer on the drop-down menu to display the Header and footer toolbar (as shown in Figure 10, above).
3. Click the Switch Between Header and Footer button (refer to Figure 10, above).
4. In the space provided (a box with a dashed-line border), type the text you want to appear at the bottom of every page.
5. Click the Close button on the toolbar.

Editing a Header or Footer

Follow the procedure for adding (creating) a header or footer, but instead of typing new text, modify the existing text in the header or footer (see also Header/Footer QuickTip, below).
 

Header/Footer QuickTip: A quick way to get to existing header or footer text is to double-click the dimmed text in the header or footer area.

Automatic Page Numbering

1. Click Insert on the Menu Bar.
2. Click Page Numbers on the drop-down menu list to display the Page Numbers dialog box (as shown in Figure 11, below).
3. Default position and alignment selections are already chosen — bottom (i.e., within the bottom margin, 1/2" from the bottom edge of the page) and righthand side of the page. You can accept those (see Step 4, below), or you can select the Position (top or bottom of page) and Alignment (left, center, right, inside or outside) for the numbering (i.e., click the arrow to the right of each selection and choose from the drop-down menu that appears). 
4. When you're satisfied with your selection, click the OK button.