Xu Hướng 5/2023 # (Archives) Microsoft Word 2003: Paragraph Formatting Options # Top 9 View | Hoisinhvienqnam.edu.vn

Xu Hướng 5/2023 # (Archives) Microsoft Word 2003: Paragraph Formatting Options # Top 9 View

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Last updated

This article is based on legacy software.

This document will help you to use paragraph formatting options to achieve the desired look for your document.

Changing Paragraph Alignment

Text alignment, margins, and line spacing will affect the entire paragraph even if you have only a single word selected or the insertion point placed in the paragraph. To format multiple paragraphs, you need to select at least one character from each paragraph. You can align text with the right or left margins, center the text, or align the text with both margins.

Changing Text Alignment: Toolbar Option

Select the text to be formatted

Changing Text Alignment: Menu Option

Select the text to be formatted

From the Format menu, select Paragraph… The Paragraph dialog box appears.

Select the Indents and Spacing tab

From the Alignment pull-down list, select Left, Centered, Right, or Justified

Changing Text Alignment: Keyboard Option

Select the text to be formatted

Press the appropriate keyboard key:

Alignment Option Keystroke

Adjusting Line Spacing

You can add space between lines within a paragraph by adjusting the line spacing. For example, you may want your text double-spaced. This is an efficient way of adding white space.

Place the insertion point in the desired paragraph

From the Format menu, select Paragraph… The Paragraph dialog box appears.

Select the Indents and Spacing tab

In the Spacing section, from the Line spacing pull-down list, select the desired spacing option Options include Single, 1.5 lines, Double, At least, Exactly, and Multiple.NOTE: The At least, Exactly, and Multiple options require that you enter the amount of space between lines in the At text box.

Adjusting Paragraph Spacing

Instead of putting extra returns at the end of paragraphs, add additional space before and after paragraphs by adjusting the paragraph spacing. This can be especially useful when you want the blank line to be a different height from the text.

Place the insertion point in the desired paragraph

From the Format menu, select Paragraph… The Paragraph dialog box appears.

Select the Indents and Spacing tab

In the Spacing section, in the Before text box, type the amount of space (in points) to appear before the paragraph

In the After text box, type the amount of space (in points) to appear after the paragraph

Working with Indents

Rather than tabbing in the first line or every line of a paragraph, you can create an indent, which is the amount of space between the text and the page margin. You can adjust the indent for an individual paragraph, the indent for a group of paragraphs, or the margins for the entire document. If you are setting margins for the entire document, refer to Adjusting Document Margins.

Word offers three types of indents: normal indents, first line indents, and hanging indents. A normal indent inserts a specified amount of space between the page margin and all the lines in a paragraph. A first line indent inserts space between the first line and the page margin so it looks like you used a tab. A hanging indent uses a normal indent for the first line and then moves subsequent lines farther to the right.

Paragraph indents can be set using the Paragraph dialog box or the Ruler.

Working with Indents: Dialog Box Option

Place the insertion point in the desired paragraph HINT: If you are adjusting more than one paragraph, select all desired paragraphs.

From the Format menu, select Paragraph… The Paragraph dialog box appears.

Select the Indents and Spacing tab

In the Indentation section, in the Left and Right text boxes, type the desired amount of indenting (in inches)

To select a different indent for the first line, from the Special pull-down list, select First line or Hanging

If you selected a first line or hanging indent, in the By text box, type the desired amount of indenting (in inches)

Working with Indents: Ruler Option

Instead of using the Paragraph dialog box, you can make indent adjustments using the Ruler. Shown here is a graphic of the Ruler.

Type of Indent Appearance of Ruler Appearance of Text Normal Indent

A Normal Indent looks like this

Hanging Indent

A Hanging Indent looks like this

First Line Indent

A First Line Indent looks like this

To set the indent:

Place the insertion point in the desired paragraph HINT: If you are adjusting more than one paragraph, select all desired paragraphs.

Formatting Paragraphs In Microsoft Word

Microsoft Word: Formatting Paragraphs

A paragraph in Word is any text that ends with a hard return. You insert a hard return anytime you press the Enter key. Paragraph formatting lets you control the appearance if individual paragraphs. For example, you can change the alignment of text from left to center or the spacing between lines form single to double. You can indent paragraphs, number them, or add borders and shading to them.

Paragraph formatting is applied to an entire paragraph. All formatting for a paragraph is stored in the paragraph mark and carried to the next paragraph when you press the Enter key. You can copy paragraph formats from paragraph to paragraph and view formats through task panes.

Paragraph Alignment

Paragraph alignment determines how the lines in a paragraph appear in relation to the left and right margins. The margin is the blank space between the edge of the paper and where the text.

The easiest way to change paragraph alignment is to use the alignment buttons on the Formatting toolbar.

You can also use keyboard shortcuts. Ctrl+L= Left Align; Ctrl+R= Right Align; Ctrl+E= Center; Ctrl+J= Justify.

Line and Paragraph Spacing

Line space is the amount of vertical space between lines of text in a paragraph. Line spacing is typically based on the height of the characters, but you can change it to a specific value. For example, some paragraphs may be single spaced and some double-spaced. Single-spacing is Word’s default setting.

Paragraph space is the amount of space above or below a paragraph. Instead of pressing Enter multiple times to increase space between paragraphs, you can set a specific amount of space before or after paragraphs.

With the dialog box still open, select

Single

from the line spacing drop down menu. Notice the change in the preview pane.

Choose

Multiple

from the

Line Spacing

drop-down list. In the

At

box, key 1.25 (highlight the text in the box and type over it). Press

Tab

to see the change in the preview pane.

Exercise:

Changing Paragraph Spacing

You use the Paragraph dialog box to set the space between paragraphs. Paragraph spacing is set in points. If a document has 12-point text, then one line space equals 12-points, one-half line space equals 6-points, double-spacing equals 24-points.

Paragraph Indents

An indent increases the distance between the side of a paragraph and the left or right margin. Indented paragraphs appear to have different margin settings. Word provides a variety of indents to emphasize paragraphs in a document.

Next page: Tabs

(Archives) Microsoft Word 2003: Calculations Within Tables

Last updated

This article is based on legacy software.

Rather than performing calculations by hand, you can do basic calculations within your Word table. If your table contains several calculations, a worksheet like Excel may be a better option. The same principles of doing calculations in worksheets are used in Word. Instead of entering the actual value you want to use for the calculation, you will be referring to the cell containing the value. The cell reference is in the form of “Column ID, Row ID.” The columns are referred to by letters starting at “A.” The rows are referred to by numbers starting at 1. The first cell of the table (i.e., first column, first row) is referred to as A1.

This document explains how to use calculations within tables.

Formula Examples

Like pressing addition or multiplication keys on a calculator, you need to designate the appropriate actions when writing formulas. These actions are referred to as operators; the following comprise the basic formula operators:

Addition

+

Multiplication

*

Subtraction

Division

/

The following table is an example of a completed travel budget that may be included in a proposal for attending a conference. Following the first table is a description of the formulas used to perform the calculations within the table (indicated by the gray shading).

Formula for Actual Formula About the Formula

Hotel

=69.95*3

Computes the total cost for the hotel stay by multiplying 69.95 by 3

Meals

=50*4

Computes the total cost of the meals by multiplying 50 by 4

Total Conference Budget

=sum (above)

Calculates the total of the costs by adding the values above the formula (B2 through B6)

Department Contribution

=b6-b7

Calculates the department contribution by subtracting the grant request from the total conference budget

Inserting Formulas

To insert a formula, determine the values or cell references required for the formula and then follow these instructions:

Place your insertion point in the cell where you want to place the formula

From the Table menu, select Formula… The Formula dialog box appears. HINT: Similar to Excel, based on the numbers in the table and the location of the cell in which you want to place the formula, Word will guess what type of formula you may want (e.g., to add all cells to the left of the formula,=SUM (LEFT) may be placed in the Formula text box).

In the Formula text box, type the desired formula

If necessary, from the Number format pull-down list, select the desired format for the result

Recalculating Formulas

To update values in a table, recalculate the formula(s) using one of the following methods.

Recalculate the Value of an Individual Cell: Keyboard Option

Windows only:

Place your insertion point in the cell, before the numerals

Press [ F9]OR Press [ Alt] + [ Shift] + [ U] The formula is recalculated.

Recalculate the Value of an Individual Cell: Mouse Option

Place your insertion point in the cell, before the numerals

Recalculating the Values of the Entire Table

Windows:

Place your insertion point within the table

From the Table menu, select Select ” Table The entire table is selected.

Press [ F9]OR Press [ ALT] + [ Shift] + [ U] All formulas are recalculated.

Macintosh:

From the Edit menu, select Select All

(Archives) Microsoft Word 2003: Mail Merge: Using An Excel Database For Mail Merge

Last updated Monday, Aug. 31, 2020, at 10:35 a.m.

This article is based on legacy software.

In addition to the features and functions of Excel that make your database useful, you can also use the database to merge information into Word for large mailings. This means that you will not have to duplicate information you already have in your Excel database to perform a mail merge.

NOTE: These instructions assume that you have an understanding of the Word Mail Merge process. If you need more information, refer to Mail Merge Wizard: An Overview.

Important: Before You Start

The field names of your Excel database must begin in the upper-left corner of your worksheet, cell A1 (the first row and column).

Navigating to your Excel data document is similar to selecting a Word data document.

Open a blank Word document

From the Tools menu, select Letters and Mailings » Mail Merge… The Mail Merge task pane appears.

Under Select document type, select Letters

Under Select starting document, select Use the current document

Under Select recipients, select Use an existing list

To retrieve an existing recipient list,

The Select Data Source dialog box appears.

From the Look in pull-down list, locate and select the Excel workbook you will use for your list

The Select Table dialog box appears.

If your Excel workbook has multiple worksheets, select the worksheet containing your list of recipients

The Mail Merge Recipients dialog box appears.

Select the recipient(s) you want to include in your mail merge NOTE: To edit the recipient information, refer to Working with the Recipient List.

If you have not already done so, write your letter and insert the variable fields

A preview of your first recipient appears. NOTES: For more information on editing the recipient information, refer to Working with the Recipient List.

The Merge to New Document dialog box appears.

Make the appropriate selection

Make the appropriate changes in the new document that appear

Save the document

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