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This chapter shows how to add the kinds of finishing touches to your document to change it from ordinary to eye-catching.
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This chapter is from the book
What You’ll Do
Format Text for Emphasis
Select Text with Similar Formatting
Set Formatting Options
Find and Replace Formatting
Find and Replace Custom Formatting
Change Paragraph Alignment
Change Line Spacing
Change Character Spacing
Set Paragraph Tabs
Set Paragraph Indents
Create Bulleted and Numbered Lists
Apply Borders and Shading
Once you type a document and get the content how you want it, the finishing touches can sometimes be the most important. An eye catching document will draw the reader in, while a boring font without a lot of extra details will draw the reader away from all your hard work. To create that interest, Microsoft Word can help you change your document for a fresh look. One of the first elements you can change is your font attributes. Applying bold, underline, or italics when appropriate, can emphasize text. You might find that having different font sizes in your document to denote various topics will also enhance your document.
You can change the kerning—the amount of space between each individual character, for a special effect on a title or other parts of text. You can also apply a dropped capital letter to introduce a body of text, add a shading or border onto your document.
Word has various tools to help you format your document. You can search and replace formatting effects, display rulers, change a paragraph alignment, set paragraph tabs and indents, and change your line spacing. There are times when typing a paragraph will not do your text justice. Creating a bulleted or numbered list might better show your information. To further enhance the appearance of the text in a paragraph, you can quickly add a border and shading to selected text. If you have confidential information in a document or text that you don’t want others to see, you can use a formatting option to hide the text.
In this article we’ll learn how to apply a style or formatting to paragraphs. Formatting paragraphs can change the entire look and feel of a document.
Perhaps the most crucial step in formatting your page is setting the margins. The margins will determine how your page looks on the screen and also how it will look when it’s printed. A margin is the amount of white space on either side of a page, as well as on the top and bottom.
To set the margins for your document, go to ‘File’ on the menu bar. Select ‘Page Setup.’ A window will appear that looks like this:
You can then set the margins for the top and bottom of your page, then the left and right sides. Also, you can select if you want to apply to the margins to the entire document or from that point in the document (where the cursor is) forward.
Line spacing refers to how much space is between each line of text. You’ve probably heard of the terms ‘single spaced’ and ‘double spaced’ before. Both these terms apply to line spacing.
To increase or decrease the space between lines, you can do one of two things.
Go to ‘Format’ on the menu bar. Select ‘Paragraph.’ You’ll then see the window below.
Go down to ‘Spacing’ and select how much space you want between lines from the ‘Line spacing’ drop down box. You can see how the changes will affect your document in the ‘Preview’ section.
To indent text or the beginning of a paragraph, you can choose to work with commands located in the menu bar or use icons located on the ‘Formatting’ toolbar.
Using the Menu Bar
Go to ‘Format’ on the menu bar.
Under the heading ‘Indentation,’ you can select the size of the indention. (The example shows .25″. Or you can select a ‘Special’ indentation, either a first line or a hanging indentation.
First line: This controls the left boundary for the first line of the paragraph.
Hanging: Controls the left boundary for every line in the paragraph except the first one.
On the Formatting Toolbar
You can use the icon to decrease the indention of a line or paragraph, or you can use the to increase the indention.
Adding Borders and Shading
To add a border to a page:
Go to ‘Format’ on the menu bar. Select ‘Borders and Shading.’
From this tab, you can select the type of border you want to appear around the page, the thickness of the lines, and the color. You can also select what pages you want to apply the border to.
Using the Tables and Border Toolbar to Create Page Borders
The ‘Tables and Border’ toolbar is pictured above. To create border, you only need to use a portion of the toolbar. That portion is pictured below.
Just as you can add border to a paragraph, you can also add shading or color.
Select ‘Format’ on the menu bar.
Choose ‘Borders or Shading’
You can choose a color or customize your own.
MS Word 2003 allows you to also customize the case in a document or a section of a document. To change the case, go to ‘Format’ on the menu bar, then select ‘Change Case.’ This window will pop up:
Sentence case is the case used in this article.
Lowercase puts all letters in lowercase.
Uppercase puts all letters in uppercase.
Title case capitalizes letters that would normally be capitalized in a title such as a book title.
Toggle case alternates between upper and lowercase letters.
AutoFormat allows you to customize MS Word 2003 to automatically correct errors, format the document, or enter text. MS Word 2003 has a lot of features to streamline your tasks and make them easier. This is among the favorites.
To use AutoFormat, go to ‘Format’ on the menu bar and select ‘AutoFormat.’
Automatically enter text. Format your document as you type.
Let MS Word correct errors automatically.
It’s well worth your time to learn how to use AutoFormat and to customize it for your use. You’ll find that it will save you a lot of time in writing and editing the documents that you create.
Columns run vertically on a page. Columns can contain text, data, or graphics. If you have more than one column on a page, the columns appear side by side, as you see in newspapers and magazines.
There are two easy ways that you can add columns to your documents.
The first is located on the ‘Standard’ toolbar.
A drop down menu will appear with four columns on it. Select the number of columns you want in your document with the first column you see in the drop down menu symbolizing one column, the second symbolizing two columns, etc.
On the menu bar, select ‘Format’ then ‘Columns.’
This window will appear:
You can select the number of columns on the page from this window, but you can also set the width of the columns, the spacing in between the columns, and if you want them to appear in the entire document or just from that point forward.
How to accept format track changes only in Word document?
If you have a Word document which is in track changes mode, when you apply the Accept All Changes feature, all the track changes will be accepted. But, sometimes, you just want to accept the formatting track changes without accepting the insertions or deletions. This article will talk about how to solve this task in Word document.
Accept only formatting track changes in Word with VBA code Accept only formatting track changes in Word with Show Markup function
Accept only formatting track changes in Word with VBA code
The following VBA code can help you to accept the formatting track changes only in Word document, please do as this:
1. Hold down the ALT + F11 keys to open the Microsoft Visual Basic for Applications window.
VBA code: Accept format track changes only in Word documentSub AcceptFormatChanges() Dim xRev As Revision For Each xRev In ActiveDocument.Revisions If Left(xRev.FormatDescription, 10) = "Formatted:" Then xRev.Accept End If Next End Sub
3. And then press F5 key to run this code, and only the formatting track changes have been accepted in the active Word document immediately. See screenshot:
Accept only formatting track changes in Word with Show Markup function
In Word document, you can also apply the Show Markup function to finish this job, please do with following steps:
3. And all the formatting track changes have been accepted, now, you need to return on the Comment, Insertions and Deletions options by checking them from the Show Markup drop down list, see screenshot:
4. Now, you can see the formatting track changes have been accepted, and other track changes are still kept, see screenshot:
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Where is the Format menu in Microsoft Word 2007, 2010, 2013, 2016, 2019 and 365
If you have not Classic Menu for Office
if you are using Classic Menu for Office
It’s not easy to find Format in Microsoft Word 2007, 2010, 2013, 2016, 2019 and 365, as all items from the drop-down menu of Format tab in Word 2003/XP(2002)/2000 are not gathered together no longer in Word 2007/2010/2013, but disorganized into different groups on the Ribbon. For example, Font, Change Styles and Text Direction are all listed in the group of “Home” tab on the Ribbon, Water mark and Page Color are displayed in the group of “Page Layout” tab on the Ribbon while Tracking, Compare and Language are included in the group of “Review” tab on the Ribbon of Microsoft Word 2007/2010/2013.
See it below:
Open one word document, in the group of the “Menus” tab at the far left of the Ribbon of word 2007/2010/2013, you can view the “Format” menu and execute many commands from the drop-down menu of Format.
See it below:
Obviously, you can see all commands of Format tab from the drop-down menu, like Font, Text Effect, Paragraph, Watermark, Text Direction, Change Style, etc.
What is Classic Menu for Office
The software Classic Menu for Office is designed for the people who are accustomed to the old interface of Microsoft Office 2003, XP (2002) and 2000. It brings back the classic menus and toolbars to Microsoft Office (includes Word) 2007, 2010, 2013, 2016, 2019 and 365. The classic view helps the people to smoothly upgrade to the latest version of Office, and work with Office 2007/2010/2013/2016 as if it were Office 2003 (and 2002, 2000).
Screen Shot of Classic Menu for Word
All new features and commands of Office 2007, 2010, 2013, 2016, 2019 and 365 have been added to the menus and toolbars;
Without any training or tutorials after upgrading, users can work with Office 2007/2010/2013/2016 immediately;
Easy to find any command items you want to process;
Easy to show or hide the classic menus, toolbars and ribbon tabs;
Easy to install and use. Supports all languages. Free download!
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