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Aligning ParagraphsTo align paragraphs, follow these steps:
1. Position the insertion point into the paragraph or select the paragraphs that you want to align.
2. Do one of the following:
Adjusting line spacingTo adjust spacing between lines, follow these steps:
1. Position the insertion point in the paragraph or select the paragraphs that you want to adjust.
2. Do one of the following:
Choose Paragraph… from the shortcut menu to open the Paragraph dialog box. On theIndentation and Spacing tab, in the Line Spacing list box, choose one of the options:
Single – Single-line spacing. (Line height automatically adjusts to accommodate the size of the font and any graphics or formulas in a line.)
1.5 Lines – Line-and-one-half spacing (an extra half-line of space between lines).
Double – Double-spacing (an extra full line of space between lines).
At Least – At least the spacing that you specify in the At box-the line won’t be smaller than you specify, but it may be higher because Word will add extra spacing for tall characters, big graphics, and superscript or subscript text.
Exactly – The exact spacing that you specify in the At box. All lines have the exact same height, regardless of the size of the characters in the line; Word doesn’t add extra spacing. Note that some text may be cut off if not enough space is available.
Multiple – Multiples of single-line spacing, such as triple (3) or quadruple (4), as specified in theAt box.
Press one of the shortcut key combinations:
Ctrl+l – Single-spacing
Ctrl+5 – 1.5-line spacing
Ctrl+2 – Double-spacing
Ctrl+0 (zero) – Add or remove 12 points of space before a paragraph.
Apply paragraph stylesTo change paragraph styles, follow these steps:
1. Position the insertion point into the paragraph or select the paragraphs that you want to change.
2. Do one of the following:
Choose the style in the in the Styles group, on the Home tab:
Press one of the shortcut key combinations:
Alt+Ctrl+1 – Apply the Heading 1 style
Alt+Ctrl+2 – Apply the Heading 2 style
Alt+Ctrl+3 – Apply the Heading 3 style
Ctrl+Shift+N – Apply the Normal style
Ctrl+Shift+L – Apply the List style
Remove paragraph formatting by pressing Ctrl+Q to revert the text format to the current style’s default settings or Ctrl+Shift+N to apply the Normal style to the paragraph.
See also this tip in French: Comment changer le format de paragraphe avec les raccourcis claviers.
How Do I… Create And Format Tables In Word 2007?
This article is also available as a TechRepublic download and as a TechRepublic gallery.
Word 2007, part of the Microsoft Office 2007 suite, has many built-in features that can enhance your documents and the manner in which you communicate information to your audience. One of the most common and yet still useful features in this category is the table format. Creating and formatting tables in Word 2007 is different from how you did it Word 2003, but you may actually find it easier.
Create a tableYou can also choose one of the first two items from the list shown in Figure B and insert a table by way of the Insert Table dialog box ( Figure D) or by drawing a table.
Several pre-made table templates are available on the Insert tab listed under the Quick Tables item ( Figure F). You can insert calendars, double tables, and tabular lists, to name just a few.
Format a tableOnce you create a table and populate it with data, the next step is to format the table. Proper formatting will help your table convey just the information you want it to.
Design Ribbon under Table ToolsAs part of the Office 2007 interface, additional tabs and menu items are revealed to the user when they are needed. In this case, a new high-level tab, Table Tools, is added to the interface whenever you are interacting with a table element inside a Word document. The two tabs under Table Tools contain all of the various formatting tools you need to customize your table.
In Word 2007, whenever you are inside a table within your document, the Ribbon interface changes to the Design Ribbon under Table Tools ( Figure G).
From the Design Ribbon, you can set format characteristics like header row, first column, shading, borders, and color. You can use one of the predefined styles listed on the Ribbon or you can create something on your own. These format settings can be applied to a specific cell, row, column, or to the entire table.
The Design Ribbon also includes a section where you can set the type of line you would like to use, the point size of that line, and the color of that line ( Figure H).
In another area on the Design Ribbon under Table Tools, you can set shading and place or remove border lines. The number of choices offers you a tremendous amount of formatting flexibility ( Figure I).
Layout Ribbon under Table ToolsAdditional formatting options are available on the Layout Ribbon under Table Tools, shown in Figure J.
Among the more important formatting decisions you will have to make about your table is how to align it on the page and how to space the cells within the table itself.
Aligning individual cells, rows, columns, and the entire table can all be accomplished with the buttons located in the Alignment section of the Layout Ribbon (Figure J) under Table Tools. You can also change text direction and cell margins in this area of the Ribbon ( Figure L).
The Layout Ribbon (Figure J) under Table Tools is also where you can insert rows and columns into your table, either at the ends or in between existing rows and columns.
Table stylesMicrosoft Office 2007 includes numerous themes and templates for each of the applications in the suite, including Word 2007 tables. One of the features that differentiates Office 2007 from Office 2003 is the ability to preview these templates and themes before you commit to them. Figure N shows a simple table with basic formatting. Holding the mouse over the Table Styles shown on the Design Ribbon (Figure G) under Table Tools will preview what the table would like if that pre-made style were applied ( Figure O).
Wrap upAs you can see, the way you create and format tables in Word 2007 is different from the way you performed the same task in Office 2003 and earlier. However, the Ribbon interface actually makes sense when you are working on tables in Word. It may take some getting used to, but I think in the long run, the Ribbon will be seen as a beneficial feature and not a drawback.
Formatting Paragraphs In Microsoft Word 2007
Paragraph alignment refers to how you want your text to appear. You can choose to center the text, align it left, right, or justify (which means aligning it between both the right and left margins).
To align your paragraphs, go to the ‘Home’ tab on the Ribbon. In the ‘ Paragraph‘ group, you’ll see the four buttons you’ll use to align your paragraph. Look at the picture below.
The next button is to center your text, followed by right align, then justify. When you justify your text, all lines will be exactly the same length. MS Word 20007 will alter character spacing to make this happen and give your document a clean look.
Indenting ParagraphsIndenting paragraphs simply allows you to set different margins for different lines of text.
You have several options for indenting paragraphs:
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.
Left: Controls the left boundary for every line in the paragraph.
Right: Controls the right boundary for every line.
To indent paragraphs, you have two different options:
Option 1: Go to the ‘Home’ tab on the Ribbon. Select the indent buttons in the ‘Paragraph’ group. They are pictured below.
Add Borders or Shading to a ParagraphJust as you can add a border or a color to an entire page, you can also add a border or color to an entire paragraph or a group of paragraphs.
Select the ‘Home’ tab on the Ribbon.
A dropdown menu will open and allow you to select what type of border you want.
Below are some different styles applied to text.
Subtle reference: The girl ran to the store to get some bread for dinner.
No spacing: The girl ran to the store to get some bread for dinner. (This style leaves out any spaces between lines that may have been inserted in prior paragraphs.)
Paragraph list: The girl ran to the store to get some bread for dinner. (Note the indention in this line that would signify a list.)
Getting to know the different styles and what they do to your text is a matter of using MS Word 2007 frequently.
Note: You can also apply a style to an entire document or individual lines, as well as paragraphs.
Creating Links within a DocumentCreating links with MS Word 2007 is very easy.
Go to the ‘Insert’ tab, then the ‘Links’ group.
Next, it will ask you for the address of the website. If it’s on your computer or in your recent files, you can select it. However, you can also type the address in.
Change Spacing Between Paragraphs and LinesYou can use MS Word’s features to change the spacing between paragraphs and lines. This paragraph, for example, is double spaced. That is called changing the spacing between lines and paragraphs.
Picture of Spacing Dialogue Box:
Adjusting Column WidthYou can manually adjust the width of an entire column or row by positioning the mouse pointer over the border to be adjusted, holding the left mouse button, and dragging it left or right.
You can also adjust the width of columns and height of rows by locating the Cell Size group on the Layout tab. Use the boxes to set the width and height of cells.
To distribute the rows and columns evenly, use the buttons to the right of the width and height windows. Use the button on top to distribute columns evenly, and the button on bottom to distribute rows evenly. You can also set the Autofit rules from this group.
Position Text Within A Cell Borders and ShadingThe way information in a table is presented determines how easily it can be understood. Use the borders and shading features to control the look of a table.
The borders and shading tools can be found in the Table Styles group on the Design tab under Table Tools.
Microsoft Word 2007 provides some customizable templates. Roll your mouse over one of them, and you will see a preview in your selected table.
Use the Borders button to add or remove borders or adjust the stroke width. Use the Shading feature to control the color of a cells.
Tables help you organize and present information in way that stands out from other text on the page. MS Word 2007 has included many new features that make drawing and designing tables a snap. Literally.
Creating TablesTo create a table, move the cursor to the place on the page you’d like to insert a table then select the Insert tab. The Table group is right below the Insert tab.
·By highlighting the boxes at the top of the menu
·By selecting Insert Table
·By selecting Draw Table
·By Selecting Quick Tables
·By converting text into a table
Use your mouse to highlight the boxes at the top of the menu. The boxes represent the rows and columns in a table. For example, to create a table that has four rows and four columns, you’d drag your mouse four boxes down from the upper left hand corner, and four boxes over. Rows are the ones that go down, columns are the ones that go over. As you drag your mouse over the boxes, a preview will appear at the insertion point in your document:
Make sure the cursor is at the place where you want to draw a table, then select Insert Table from the Table menu. Another menu will open that looks like this:
As you can see, when you draw a table, it can be as uniform or as unconventional as you like.
Converting text into a tableYou can also convert text into a table. To do this, place a comma where you want to separate each item into a column and place a paragraph where you want to begin a new row. Then select the text you want to convert. From the tables group menu select Convert Text to Table . A menu will appear that looks like this:
If the number of columns doesn’t match your expectations, make sure all of your separator characters (in our case, commas) are in place and be sure to select Separate text at Commas.
Entering Text Table ToolsWhenever you create or select a table, the table tool commands will activate automatically. These appear as two new tabs at the right side of the ribbon: Design and Layout.
You can use these commands to customize your tables, everything from the color of each cell, to the borders, to text alignment.
Inserting rows and columnsYou can insert rows and columns anywhere in a table. To do so:
1.select a row or column
3.find the Rows & Columns group. It looks like this:
4.use the buttons to insert a row or column. You can insert a row above or below the selected row, and insert a column to left or right of the selected column.
Deleting Cells, Rows or Columns Merging Cells and Splitting Cells Adjusting Column WidthYou can manually adjust the width of an entire column or row by positioning the mouse pointer over the border to be adjusted, holding the left mouse button, and dragging it left or right.
You can also adjust the width of columns and height of rows by locating the Cell Size group on the Layout tab. Use the boxes to set the width and height of cells.
To distribute the rows and columns evenly, use the buttons to the right of the width and height windows. Use the button on top to distribute columns evenly, and the button on bottom to distribute rows evenly. You can also set the Autofit rules from this group.
Position Text Within A Cell Borders and ShadingThe way information in a table is presented determines how easily it can be understood. Use the borders and shading features to control the look of a table.
The borders and shading tools can be found in the Table Styles group on the Design tab under Table Tools.
Microsoft Word 2007 provides some customizable templates. Roll your mouse over one of them, and you will see a preview in your selected table.
Use the Borders button to add or remove borders or adjust the stroke width. Use the Shading feature to control the color of a cells.
How Many Sentences In A Paragraph?
What do teachers want to see in a paragraph?
If you’re a student, your teacher or tutor may ask you to write a paragraph without telling you just how long he or she expects it to be. In general, educators like to see a paragraph consisting of at least 5 sentences. Start with a sentence that expresses an idea. Use the next 3 sentences for providing information that supports that idea, and use the final sentence to draw a conclusion.
Why do teachers expect longer paragraphs? Obviously, they want to see that you have acquired knowledge and can think critically. That’s quite difficult to demonstrate with a single sentence! Teachers will sometimes set a rule that all paragraphs should be a certain length, but it’s important to remember that specific paragraph lengths aren’t a prerequisite for acceptable writing.
When do you use shorter paragraphs?Open just about any book, and you’ll find plenty of short paragraphs. If direct speech is used, there’ll be a new paragraph every time a new speaker starts to talk. News writers also like using short paragraphs. They have to present information in a succinct way and hold the reader’s attention.
Commercial writers know that most people don’t want to read 1,000 words of closely-spaced text in order to see what they are writing about, so they also like to keep sentences and paragraphs short. They’ll even use lots of sub-headers so you can see what each paragraph is about before you read it.
How do I know when to start a new paragraph?Every time you begin to discuss a new thought that contributes to the overarching theme of your work, you can start a new paragraph. A paragraph will usually consist of a collection of sentences that, when considered as a group, have something in common. As soon as you move on to the next idea, you can begin a new paragraph.
Luckily, you don’t have to agonise about it too much, because as I’ve pointed out, there are no specific rules.
Tips for writing strong paragraphsIt’s best to begin a paragraph with a sentence that defines the topic that will be discussed. Try to keep it fairly simple. If you include too many ideas in your opening sentence, you run the risk of getting tangled in an overly complex and incoherent paragraph. Every sentence in a paragraph should support the first, “topic sentence.” When you begin discussing a new or related topic, start a new paragraph.
The University of North Carolina helps students with paragraph construction by providing them with a 5-step process:
Express the idea that the paragraph will cover in a topic sentence.
Explain the idea.
Use an example.
Explain why the example relates to the idea.
Draw a conclusion.
Obviously, the recipe has been designed for those who want to write an informative and convincing work. And because these rules aren’t really cast in stone, you’ll find that different institutions give different recommendations.
The debate continuesIf we look around, we’ll find that the idea of paragraphs with a minimum of 3-5 sentences and a maximum of 8 is pretty common. But there are some who say that two to three paragraphs per page are best and others who say that 5 to 7 lines will do the job. Meanwhile, journalism students are taught to keep sentences as short as possible, and one sentence paragraphs are considered perfectly acceptable.
There are those who say that using more than one paragraph to discuss an idea is perfectly alright, and since there are no hard and fast rules for paragraphs, I can’t really contradict them. I even found one recommendation that suggested a minimum of 7-10 sentences per paragraph and a maximum of a full page!
How long should your paragraphs be?Unless you’re busy with academic writing, the length of your paragraphs is up to you. I like shorter paragraphs for informal writing such as this blog post. I like the idea of sticking to one idea per paragraph, and I think that paragraphs make reading and understanding a text a whole lot simpler. Single-sentence paragraphs are great for emphasis.
If you are writing to pass a school, college or university course, I recommend you ask your teacher or professor what’s expected of you. It’s always better to ask in these situations than to try to guess. This is by far the best way to make sure you tailor your writing to what your teacher expects rather than by going by a general rule.
(Photo courtesy of Laura)
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