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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.
Page Margins
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
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.
Indentions
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.
Select ‘Paragraph.’
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.
Shading
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.
Change Case
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
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?
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 document
Sub AcceptFormatChanges() Dim xRev As Revision For Each xRev In ActiveDocument.Revisions If Left(xRev.FormatDescription, 10) = "Formatted:" Then xRev.Accept End If Next End Sub3. 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:
Recommended Word Productivity Tools
Complicated and repeated operations can be done one-time processing in seconds.
Insert multiple images across folders into Word document at once.
Merge and combine multiple Word files across folders into one with your desired order.
Split the current document into separate documents according to heading, section break or other criteria.
Convert files between Doc and Docx, Docx and PDF, collection of tools for common conversions and selection, and so on…
How To Insert Page X Of Y Formatting Page Number In Word Document?
How to insert page x of y formatting page number in Word document?
In a large Word document, you may need to insert the page number to identify the page orders. In this article, I will introduce some methods for inserting a specific page number formatting-page x of y in a Word document.
Insert page x of y page number format in Word with Page Number feature Insert page x of y page number format in Word with Field feature
Insert page x of y page number format in Word with Page Number feature
The Page Number feature can help you to insert the page x of y page number formatting quickly and easily. But this feature will clear the existed header or footer content as well.
2. And then, the page number formatting-page x of y has been inserted into the whole Word document immediately as following screenshot shown:
Insert page x of y page number format in Word with Field feature
If there is other information content in the header or footer, when applying the above method, the original content will be removed at once. In this case, the Field feature can help you to insert the page number in page x of y format without losing the content of the header or footer. Please do with the below steps:
4. And the current page number is inserted at the cursor, after the page number, please go on typing space + of + space as following screenshot shown:
6. Now, the page number and total number of pages are inserted at the cursor in your header or footer. See screenshot:
Recommended Word Productivity Tools
Complicated and repeated operations can be done one-time processing in seconds.
Insert multiple images across folders into Word document at once.
Merge and combine multiple Word files across folders into one with your desired order.
Split the current document into separate documents according to heading, section break or other criteria.
Convert files between Doc and Docx, Docx and PDF, collection of tools for common conversions and selection, and so on…
Accepting All Formatting Changes In Microsoft Word Documents
When you turn on Tracked Changes in Microsoft Word, Word will automatically track all text, formatting and ink changes for you.
Tracking all changes is a handy way to show your colleagues what you have updated in the document, leaving the document owner to manage these changes, accepting and rejecting them before they are saved into the documents text body.
Often formatting changes can be reviewed at a glance.
Quickly accepting all formatting changes before you begin reviewing all other changes one-by-one is an easy way to de-clutter your document and leave you to review the changes the remaining changes individually.
In this blog, we will show you how to accept all formatting changes at once, while leaving all other tracked changes to be reviewed separately.
How to accept all formatting changes at once in Word?
Find and Press Tracking
Under Tracking, Press Mark-up Options
In the Mark-up Options options, clear all checkmarks, except for the formatting line. Leave the tick next to formatting
Note here, you may need to repeat steps 2-3 and clear the checkmarks individually depending on the version of Word you are working in
Press Accept All Changes Shown (aka, just your formatting changes)
Looking for a better way to manage version control?
When you are collaborating with more than one other person on a Microsoft Word document keeping track of every version is often harder than it needs to be.
There are a number of commonly used methods to manage version control, such as; adding version numbers or dates to the end of the document name. Inserting your initials, or your initials and the date at the end of the document.
These methods do work, if your team are all following the same version control system and no two people are working on the document simultaneously, leaving you with two different versions of report_v18.
Too often, these methods just don’t work.
Your file name ends up being so long that you can’t read it without expanding the size of your documents window, or someone places the word _final at the end of your document prematurely leaving you with something along the lines of document_v18.2_final_v4 and so on.
The only way to find the latest version now is to look at the most recently updated file, cross your fingers and hope you have just opened the correct version.
With so many of us facing the same frustrations when collaborating in Microsoft Word, it’s no surprise that there are now some amazing purpose-built tools on the market that are here to make version control easy.
Tools such as Simul Docs.
Numerical file names is the best way to manage version control, you’ve been using some form of this method for a while now. But Simul takes it to a whole new level.
Removing the variable of individual decisions or file name preferences, Simul will automatically save a document under a new name when a change is made.
Simul makes version control easy and fool proof, like it should be.
When working in Simul you own the first draft, Simul would call this version 0.0.1.
Someone else opens version 0.0.1 and makes a few minor changes and without this author having to think about pressing save, or coming up with a new file name, Simul has automatically saved the document for them and called it version 0.0.2.
Then you jump back in and add a few extra pieces of information, this version is automatically saved as version 0.0.3.
Its version control done right. The way you’ve always dreamt it would be done.
With Simul managing version control for you, you will never have to search through a long list of documents and crazy file names again to find the latest version. You also won’t accidentally save over an old version without realising.
So you’ve finished collaborating and you now have a final version. Congratulations!
You can easily export or share your document directly from Simul Docs. Use the export button to take the file out in either Word or PDF formate, or use the share button to share the file using a direct link, email or any cloud sharing system such as Dropbox, GoogleDrive, OneDrive and Sharepoint.
Leaving you to collaborate, share and work on your document without any of the painful bits, the bits we all wish weren’t a part of collaborating in Word.
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