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Webucator's Free Intermediate Microsoft Word 2013 Tutorial

Lesson: Advanced Formatting

Welcome to our free Intermediate Microsoft Word 2013 tutorial. This tutorial is based on Webucator's Intermediate Microsoft Word 2013 Training course.

In this lesson, you will learn various steps to format your document with styles.

Lesson Goals

  • Use shading and borders to enhance your document.
  • Format your document using styles.
  • Show, hide, and use formatting symbols.

Shading and Borders

Two commonly used ways of drawing attention to a section of a document are adding Shading to the background behind the text and adding Borders around the selected text.

Shading Text

To color the background behind selected text in your document:

  1. Select the text to which you wish to add shading.
  2. On the HOME tab, in the Paragraph group, click the Shading command: Shading Command

Adding Borders

To add borders around selected text in your document:

  1. Select the text to which you wish to add borders.
  2. On the HOME tab, in the Paragraph group, click the Borders command: Borders Command

Using Shading and Borders

Duration: 5 to 15 minutes.

In this exercise, you will add a personal note to a document and call it out using shading and borders.

  1. Navigate to the Word2013.2/Exercises folder and open Plants in my yard - Intermediate.docx.
  2. Add a note beneath the description of the Japanese Maple that looks like the note in the image below:Added Note
  3. Save the document as we will continue to build on this document in future exercises.

Solution:

  1. Type "Personal Notes: Consider using in front left corner of yard." beneath the description of the Japanese Maple.
  2. Select the text.
  3. Click the Borders control in the Paragraph group: Borders Control
  4. Select Outside Borders: Outside Borders
  5. Click the Shading control in the Paragraph group: Shading Control
  6. Select the color of your choice: Theme Colors
  7. Save the document.

Setting Line and Paragraph Spacing

You can format your documents by setting spacing options.

To set line and paragraph spacing in a document:

  1. From the HOME tab of the Ribbon, in the Paragraph group, select the Line and Paragraph Spacing command. Line and Paragraph Spacing Command on Home Tab
  2. Select an option, or select Line Spacing Options to view more options. Line Spacing Options

To apply spacing to the entire document:

  1. From the DESIGN tab of the Ribbon, in the Document Formatting group, select Paragraph Spacing. Paragraph Spacing in Document Formatting Group of Design Tab
  2. Select an option, or select Custom Paragraph Spacing to view more options. Paragraph Spacing Options

Changing Styles

Styles are first covered in our Introduction to Microsoft Word course.

Benefits of Styles

To recap (and for those who did not take the Introduction to Microsoft Word class), using styles in Microsoft Word:

  1. Saves time.
  2. Provides for consistent formatting throughout your documents.
  3. Enables you to take advantage of advanced features of Microsoft Word, such as adding a table of contents to your document.

A document which uses styles can be re-formatted simply by changing the styles. To change styles in Microsoft Word:

  1. On the DESIGN tab, in the Document Formatting group, click the Styles drop-down arrow: Styles in Document Formatting Group of Design Tab
  2. A list of built-in style sets will appear: Style Sets
  3. Hover over the individual style sets to see how your document will look with each style set.
  4. After choosing a style set, click Colors and then the built-in Color Themes to see how your document will look with each.
  5. Repeat the above for fonts and paragraph spacing.

Setting a New Style Set as Default

To set a new style set as default:

  1. Select the style from the DESIGN tab.
  2. Select Set as Default. Set as Default

Resolving Multi-Document Style Conflicts

When working with multiple documents with different styles, you may copy and paste styles from one document into another in which the styles are in conflict. If this happens, Word will display a Paste Options button you can use to select how you want the document formatted.

You can control how Word handles copying and pasting styles using the Word Options dialog box (select FILE > Options). The options are available by selecting the Advanced section, under Cut, copy, and paste.

Word Options Dialog Box

In Microsoft Word 2007 and 2010, the Styles options appear on the Home tab, in the Styles group. You must click the Change Styles command to access them. Change Styles Command

Customizing Settings for Existing Styles

To customize a Word 2013 style:
  1. Display the Styles task pane by pressing Ctrl+Shift+Alt+S. Styles Task Pane
  2. Place the cursor over the style you want to customize and click the drop-down arrow. Select Modify. Modify Style
  3. Use the Modify Style dialog box to change the style, and then press OK. Modify Style Dialog Box

Creating Character-Specific Styles

To create a character-specific style:

  1. Display the Styles task pane by pressing Ctrl+Shift+Alt+S. Styles Task Pane
  2. Select the New Style button. New Style Button
  3. Type a name in the Name text box, and then from the Style Type drop-down list, select Character. Set options for the new style and click OK. Create New Style from Formatting Dialog Box

Assigning Keyboard Shortcuts to Styles

To assign a keyboard shortcut to a style:

  1. Display the Styles task pane by pressing Ctrl+Shift+Alt+S. Styles Task Pane
  2. Place the cursor over the style you want to set a shortcur for, and click the drop-down arrow. Select Modify. Modify Style
  3. Select Format, and then select Shortcut key. Format Shortcut Key
  4. With the cursor in the Press new shortcut key field, press the shortcut you want to assign to this style. Press New Shortcut Key Field
  5. Click Assign. Assign Shortcut

Copy Styles from Template to Template Using the Styles Organizer

To copy styles from one template to another:

  1. On the HOME tab, select the Styles group Dialog Box Launcher. Styles Group Dialog Box Launcher
  2. In the Styles pane, select Manage Styles. Manage Styles
  3. From the Manage Styles dialog box, select Import/Export. Manage Styles Dialog Box
  4. Select styles to copy and paste to and from, and then click Close. Styles List

Changing Styles

Duration: 15 to 25 minutes.

In this exercise, you will change the look and feel of a document by changing the style set and the colors, fonts and paragraph spacing associated with that style set.

  1. Open or go to Plants in my yard - Intermediate.docx.
  2. Change the style set, colors, fonts and paragraph spacing to reformat your document to look like the below:Reformatted Document
  3. Hint: Start by scrolling through the style sets until the heading (TREES) looks similar to the image above, except that the background color is blue and the border is blue.
  4. Save the document as we will continue to build on this document in future exercises.

Solution:

In Microsoft Word 2013:

  1. On the DESIGN tab, in the Document Formatting group, click the Styles drop-down arrow. Styles in the Document Formatting Group of the Design Tab
  2. Select the Basic (Elegant) style. Basic (Elegant) Style
  3. In the Document Formatting group, now click Colors and select Blue. Select Blue Color
  4. In the Document Formatting group, now click Fonts and select Office. Fonts Office
  5. In the Document Formatting group, now click Paragraph Spacing and select Compact. Paragraph Spacing Compact
  6. Save the document.

In Microsoft Word 2007 and 2010:

  1. On the Home tab, in the Styles group, click the Change Styles command: Change Styles Command
  2. Click Style Set and select Elegant: Style Set Elegant
  3. Click Colors and select Austin: Select Austin Color
  4. Click Fonts and select Office Classic 2: Fonts Office Classic 2
  5. Click Paragraph Spacing and select Compact: Paragraph Spacing Compact
  6. Save the document.

Paragraph Marks and Other Formatting Symbols

Displaying formatting symbols enables you to see those things which are otherwise invisible within your document, such as tabs and carriage returns (new paragraphs). To show formatting symbols (also called marks) in Microsoft Word:

  1. On the HOME tab, in the Paragraph group, click the Show/Hide Paragraph Mark command: Show/Hide Paragraph Mark Command

Formatting marks that are displayed when you click the Show/Hide Paragraph Mark command include: List of Formatting Marks

Using Formatting Symbols

Duration: 5 to 10 minutes.

In this exercise, you will use formatting symbols to find and remove extraneous tab and paragraph marks.

  1. Open or go to Plants in my yard - Intermediate.docx.
  2. Show formatting symbols.
  3. Find and remove extraneous tab and paragraph marks on the first page of the document.
  4. Save the document as we will continue to build on this document in future exercises.

Solution:

  1. On the HOME tab, in the Paragraph group, click the Show/Hide Paragraph Mark command: Show/Hide Paragraph Mark Command
  2. Delete the paragraph and tab marks highlighted in the image below: Paragraph and Tab Marks
  3. Save the document.