facebook google plus twitter
Webucator's Free Introduction to Microsoft Word Tutorial

Lesson: Formatting Microsoft Word Documents

Welcome to our free Introduction to Microsoft Word tutorial. This tutorial is based on Webucator's Introduction to Microsoft Word 2019 Training course.

In this lesson, you will learn how to format your Microsoft Word documents.

Lesson Goals

  • Learn to add, remove, and change fonts in Microsoft Word documents.
  • Learn to work with lists.
  • Learn to add hyperlinks in a document.
  • Learn to apply styles in Microsoft Word documents.
  • Learn to use themes.
  • Learn to use the Ruler within Microsoft Word.
  • Learn to set margins within Microsoft Word.

Selecting Text

You need to select text to be able to apply formatting to that text. Among the ways to select text:

  1. Click and drag with your mouse.
  2. Double-click a word to select the word.
  3. Triple-click in a paragraph to select the paragraph.
  4. Click and drag in the document's Selection Area in the left margin.

Watch and follow along as your instructor shows you the most commonly used text selection methods.

Selecting Fonts

The Font group is located on the Home tab. Font Group The most commonly used commands in the Font group are:

  1. Font. Choose between a wide selection of fonts.
  2. Font Size. Change the size of your text.
  3. Bold. Bold your text.
  4. Italic. Italicize your text.
  5. Underline. Underline your text.
  6. Strikethrough. Strikethrough your text.
  7. Text Highlight Color. Highlight your text.
  8. Font Color. Change the color of your text.
  9. Clear All Formatting. Clear all formatting in the selection and return the text to its default.

Clear Existing Formatting

You can clear the formatting in a document by selecting the section you want to clear (or press Ctrl+A to select the entire document), and from the Home tab in the Font group, select Clear All Formatting.

Clear Formatting

Set Indentation

You can set indentation in your document using the Paragraph dialog box.

To set indentation:

  1. On the Home tab, select the Paragraph group Dialog Box Launcher. Dialog Box Launcher
  2. In the Paragraph dialog box, set the options in the Indentation section and click OK. Indentation

Change Text to WordArt

You can quickly and easily add visual appeal to Word text using WordArt.

To change text to WordArt:

  1. Select the text you want to convert to WordArt.
  2. From the Insert tab, in the Text group, select WordArt. WordArt Command
  3. Select an option from the drop-down list. WordArt Selection

Insert Special Characters

You can insert special characters in your Word documents. To insert a special character:

  1. Click in your document where you want to insert the character.
  2. Select the Insert tab, and from the Symbols group, select Symbol drop-down list. Symbol Drop-Down
  3. Select a displayed symbol, or click More Symbols to view all of the available characters. More Symbols
  4. Select the character you want to insert using the Symbols and Special Characters tabs, and click Insert to insert it into your document. Special Characters

Smart Lookup

When you right-click on an item in Word 2016 or 2019, one of the available options is Smart Lookup.

Smart Lookup

This will launch the Insights pane, which is powered by Bing, Microsoft's search engine. Articles, definitions, images, and so on will appear in the pane.

Insights Pane

You can also launch the Insights pane by selecting the Review tab and then selecting Smart Lookup in the Insights group.

Insights Group

Working with Fonts

Duration: 5 to 15 minutes.

In this exercise, you will change the font, text size, effects, and color of the text in the thank you letter you created in a prior exercise.

  1. Bold your name and increase the text size to 20.
  2. Italicize your address.
  3. Change the text color of the date to red.
  4. Underline the greeting line.
  5. Add a Text Effect to "Sincerely" (or whatever closing text is in your letter).

Solution:

  1. Bold your name and increase the text size to 20.
    1. Highlight your name.
    2. In the Font group, click Bold.
    3. In the Font group, click the text size drop-down box and select 20.
  2. Italicize your address.
    1. Highlight your address.
    2. In the Font group, click Italic.
  3. Change the text color of the date to red.
    1. Highlight the date.
    2. In the Font group, click the font color drop-down box and red.
  4. Underline the greeting line.
    1. Highlight the greeting line.
    2. In the Font group, click Underline.
  5. Add a text effect to "Sincerely".
    1. Highlight "Sincerely."
    2. In the Font group, click Text Effects and choose an effect.

Working with Lists

The list commands are located on the Paragraph group of the Home tab. Paragraph Group To add a bulleted list to a Microsoft Word document:

  1. Click the left side of the Bullets command:Bullets Command
  2. Begin typing.
  3. Press the Enter key to add additional bullets.
  4. Press the Enter key twice to get out of list mode.

To add a numbered list to a Microsoft Word document:

  1. Click the left side of the Numbering command:Numbering COmmand
  2. Begin typing.
  3. Press the Enter key to add additional numbers.
  4. Press the Enter key twice to get out of list mode.

To change the type of list in your document:

  1. Select all the entries in your list.
  2. Click the left side of either the Bullet or Numbering command.
  3. Click outside the list to deselect it.

Creating Custom Bullets

You can create custom bullets in a list in Word:

  1. From the Home tab, in the Paragraph group, select the Bullets drop-down list. Bullets Drop-Down
  2. Select Define New Bullet. Define New Bullet
  3. Select a bullet character and alignment options, and click OK. Select Options
  4. The custom bullet is inserted. Bullet Inserted

Modifying List Indentation

To modify a list's indentation:

  1. Select the list.
  2. From the Home tab, in the Paragraph group, select the Decrease Indent or Increase Indent option. Indent Options

Modifying Line Spacing in a List

To modify line spacing in a list:

  1. Select the list.
  2. From the Home tab, in the Paragraph group, select the Line and Character Spacing drop-down list. Line Spacing Options
  3. Select an option. Option Select

Increasing and Decreasing List Levels

To increase and decrease list levels:

  1. Select the list.
  2. From the Home tab, in the Paragraph group, select the Multilevel List drop-down list. Multilevel List
  3. Select an option for the list level. List Option

Modifying List Numbering: Restarting and Continuing

To modify the numbering in a list (for example, to start a list at number 3 instead of number 1, the default, because you are restarting or continuing a previous list):

  1. Within the list, from the Home tab, in the Paragraph group, select the Numbering drop-down list. Numbering Drop-Down
  2. Select Set Numbering Value. Set Numbering Calue
  3. In the Set Numbering Value dialog box, in the Set value to section, select a number and click OK. Select Number

Working with Lists

Duration: 5 to 15 minutes.

In this exercise, you will add a bulleted list and then change it to a numbered list. If Thank you letter.docx is not open, open it from your Word2019.1/Exercises folder.

  1. In the letter, add the following sentence: "P.S. The bouquet includes so many flowers:."
  2. Add a bulleted list of your favorite flowers.
  3. Change the bulleted list to a numbered list.

Solution:

  1. Place your cursor at the end of the letter and type "The bouquet includes so many flowers:."
  2. Click the Bullets command in the Paragraph group and then type the name of a flower, press the Enter key, type the number of another flower, press the Enter key, etc.
  3. Select the bulleted text and click the Numbering command in the Paragraph group.

Inserting a Hyperlink in a Document

You can insert a hyperlink in a Word document. The hyperlink can link to an web page, document, file, e-mail address, or even a place in the document or a different document.

To add a hyperlink in a document:

  1. Highlight the text you want to serve as the link.
  2. From the Insert tab of the Ribbon, in the Links group, select Link. Link Command
  3. In the Insert Hyperlink dialog box, select what to link to, type the website's URL in the Address text box, if you are inserting a web page link, and click OK. Add Link
  4. The link will now appear blue and underlined in the document. Link in Document

Inserting a Hyperlink

Duration: 5 to 10 minutes.

In this exercise, you will insert a hyperlink to a web page in a document. Open Webucator.docx from your Word2019.1/Exercises folder.

  1. Make the word "Webucator" in the first sentence a hyperlink to www.webucator.com.

Solution:

  1. Highlight the text "Webucator."
  2. From the Insert tab of the Ribbon, in the Links group, select Link. Link Command
  3. In the Insert Hyperlink dialog box, type www.webucator.com in the Address text box and click OK. Link Dialog Box
  4. The link will now appear blue and underlined in the document. Link in Document

Using Styles

The Styles commands are located on the Home tab. Styles

About Styles

Styles in Microsoft Word are sets of formatting instructions. There are three reasons to use Styles:

  1. Save time. Applying a style is faster than applying multiple formats (bold, italic, color, font, font size, etc.), especially if you need to do so repeatedly.
  2. Consistency. Applying styles makes it easy to use consistent formatting throughout your document.
  3. Advanced Features of Word Rely on Styles. Advanced features of Microsoft Word, such as adding a table of contents to your document, rely on styles.

There are two types of styles:

  1. Paragraph Styles. Paragraph styles apply to the whole paragraph.
  2. Character Styles. Character styles apply to a set of characters (usually a word or phrase, but can be individual characters) within a paragraph.

Applying Paragraph Styles

To apply a paragraph style in Microsoft Word:

  1. Place your cursor within the paragraph to which you wish to apply a paragraph style.
  2. Select the style from the Styles group on the Home tab.

Applying Character Styles

To apply a character style in Microsoft Word:

  1. Select the text to which you wish to apply a character style.
  2. Select the style from the Styles group on the Home tab.

Changing Document Style Sets

The Word style sets are located in the Styles group of the Home tab.

Change Style Sets

To change style sets, simply click to select a new style and apply it.

Creating Quick Styles

To add a Quick Style in Microsoft Word:

  1. Select text within your document.
  2. Format the text as desired for your new Quick Style.
  3. Click the drop-down arrow in the Styles group. Styles Group Drop-Down Arrow
  4. Select Create a Style. In Microsoft Word 2010, select Save Selection as a New Quick Style. New Quick Style
  5. In the dialog box that appears, name your new Quick Style. Add Name
  6. Click OK.
  7. Note that your new Quick Style now appears in the Styles group. Styles Group

Applying and Creating Custom Styles

Duration: 15 to 25 minutes.

In this exercise, you will improve the look, feel and readability of an existing document by applying styles to it. You will also create a custom style for use in this and other documents. Open Plants in my yard.docx (in the Word2019.1/Exercises folder) for use in this exercise.

  1. Apply the Heading 1 style to the three main sections of this document: trees, perennials, ground covers.
  2. Apply the Heading 2 style to all plant names (there are 12).
  3. Apply the Intense Emphasis style to "Special characteristics" and "Description" throughout the document. Your document should now appear as shown below: Document
  4. Create a new Quick Style using a text effect. Name it "My First Style" and apply it to "Special Characteristics" throughout the document. Your document might (depending on the text effect you chose) now appear as shown below: Custom Styles Exercise
  5. Save as Plants in my yard.docx.

Solution:

  1. Place your cursor in the same line as the word "TREES" and click Heading 1 in the Styles group. Repeat for "PERENNIALS" and "GROUND COVERS".
  2. Place your cursor in the same line as "Japanese Maple" and click Heading 2 in the Styles group. Repeat for all plant names.
  3. Select the words "Special characteristics" and "Description" throughout the document and click Intense Emphasis in the Styles group.
  4. There are multiple steps to this solution:
    1. Select an instance of "Special characteristics."
    2. Click Text Effects in the Font group on the Home tab and select an effect.
    3. Click the More drop-down button in the Styles group and select Create a New Style.
    4. Type "My First Style" as the name of the style and click Modify.
    5. Make any additional changes you want to make to this style.
    6. Click OK.
    7. Select the other instances of "Special Characteristics" and click My First Style in the Styles group.
  5. Click File > Save As:
    1. Navigate to Word2019.1/Exercises.
    2. File name: type "Plants in my yard."
    3. Save as type: select Word document (*.docx) if it is not already selected.

Using Themes

You can use themes in Word to customize the look of your documents. Themes include specific fonts, colors, and effects.

To add a theme to your document:

  1. From the Design tab of the Ribbon, in the Document Formatting group, select Themes. Themes Option
  2. From the drop-down list, select a theme by clicking it. To preview how it, hover your cursor over it. Hover Cursor
  3. You can use the other options in the Document Formatting group to further customize the theme.
  4. To set the theme as the default, select Set as Default. Set Default Theme

Using the Ruler

The Ruler in Microsoft Word can be used to see and control page margins, paragraph indents, and more. To view the Ruler, check it in the Show group on the View tab. View Tab Note the following items on the Ruler:

  1. First Line Indent. Used to indent the first line of a paragraph.
  2. Hanging Indent. Used to indent the second and subsequent lines of a paragraph.
  3. Left Indent. Sets the left margin for the paragraph, as opposed to for the whole document.
  4. Right Indent. Sets the right margin for the paragraph, as opposed to for the whole document.
  5. Tab Control. Used to add various tabs to the Ruler, for indenting, centering, and otherwise consistently managing text within a paragraph or document. Tabs

Using Tabs

Duration: 15 to 25 minutes.

In this exercise, you will show and hide the Ruler and use tabs and the Ruler to change the alignment of text in a document.

  1. Display the Ruler. If it is already showing, hide it and then display it again.
  2. Change the alignment of the paragraphs in Ruler Exercise1.docx (in the Word2019.1/Exercises folder) per the instructions in the document.

Solution:

  1. Select the View tab. In the Show group, check/uncheck Ruler.
  2. There are multiple steps to this solution:
    1. Left Indent
      1. Place the cursor in the paragraph.
      2. Click the Tab Selector button until the Left tab icon is displayed: Left Tab
      3. Click at the one inch mark on the Ruler.
      4. Place the cursor at the beginning of the paragraph and click the Tab key.
    2. Right Indent
      1. Place the cursor in the paragraph.
      2. Click the Tab Selector button until the Right tab icon is displayed: Right Tab
      3. Click at the six inch mark on the Ruler.
      4. Place the cursor at the beginning of the paragraph and press the Tab key.
    3. First Line Indent
      1. Place the cursor in the paragraph.
      2. Drag the First Line Indent tab to the right.
    4. Hanging Indent
      1. Place the cursor in the paragraph.
      2. Drag the Hanging Indent tab two inches to the right.
    5. Center Indent
      1. Place the cursor in the paragraph.
      2. Click the Tab Selector button until the Center tab icon is displayed: Center Tab
      3. Click at the 3.25 inch mark on the Ruler.
      4. Place cursor at beginning of paragraph and press the Tab key.
    6. Bar Tab
      1. Place the cursor in the paragraph.
      2. Click the Tab Selector button until the Bar tab icon is displayed: Bar Tab
      3. Click at the 3.25 inch mark on the Ruler.
      4. Click the Tab Selector button until the Right tab icon is displayed: Right Tab Icon
      5. Click at the 6.5 inch mark on the Ruler.
      6. Place the cursor before "that" and press the Tab key.
    7. Decimal Tab
      1. Select all four numbers.
      2. Click the Tab Selector button until the Decimal tab icon is displayed: Decimal Tab
      3. Click at the two inch mark on the Ruler.
      4. Place the cursor before the first number and press the Tab key.
      5. Place the cursor before the second, third and fourth numbers and press the Tab key each time.

Setting Margins

To set margins in Microsoft Word:

  1. From the File menu, select Print. Print Setting Margins
  2. Select Normal Margins. Normal Margins CommandNote that Normal is highlighted as by default all margins are set to one inch. However, other options are available, including the option to set your own Custom Margins.
  3. To choose a different existing option, select one of the available options: Available OptionsClick the File menu again or press the Escape key to get back to your document.
  4. To set your own margins:
    1. Select Custom Margins. Custom Margins
    2. Set your top, left, bottom and right margins:Margins
    3. Set the gutter and gutter position if desired. The gutter is used to create extra space for documents you intend to bind. The gutter position can be set to Left or Top.
    4. Click OK.
    5. Click the File menu again or press Escape to get back to your document.

To access more page setup options, select the Layout tab of the Ribbon and then use the Page Setup group. Page Setup Group

Here, you can set options for page orientation, page size, and so on. You can also work with margins from this group.

Setting Margins

Duration: 5 to 15 minutes.

In this exercise, you will change the margins in an existing document. Open or go to Plants in my yard.docx (in the Word2019.1/Exercises folder) for use in this exercise.

  1. Reset the margins of this document as follows:
    1. Top: 1.25"
    2. Bottom: 1.25"
    3. Left: 1"
    4. Right: 1"
  2. Add half an inch to the left margin in case you want to bind this document.

Solution:

  1. From the Layout tab, select Margins, then Custom Margins, then set the margins.
  2. Make sure Gutter position is "Left" and then increase the Gutter to .5."