Every time you press the full-stop key in a document, you are telling Word that you are finishing one sentence and starting a new one. Similarly, if you press the [Enter] key, you are telling Word that you are finishing a paragraph and starting a new one. The difference is you can always see the full-stop at the end of a sentence. You can’t normally see the end of a paragraph. Paragraph endings are marked by a character that is usually hidden. You can however, display these and many other hidden characters. Being able to see these hidden characters can sometimes be a useful way to find the cause of problems with the way your document looks.
Exercise 1. Adjusting Paragraph Spacing
OPEN Word 2003 document
1) Click in the first paragraph of the document (not the heading).
2) From the Format menu select Paragraph. You can also right-click on the paragraph and choose Paragraph from the shortcut menu. The Paragraph formatting dialog will appear.
3) In the Spacing section you can adjust the paragraph spacing options. Click on the up arrow next to the Before option until the box shows 6pt.
4) Do the same for the After option so that there will be 6 points of blank space before and after the paragraph.
5) Click OK to make the change. There will now be additional space before and after the paragraph.
6) Increase the spacing after the paragraph to 18 points.
7) Change all of the paragraphs with the dot points so that they each have 12 points of space after the paragraph and 6 points of space before.
Exercise 2. Adjusting Line Spacing
1) Click in the first paragraph (Word 2003 is the latest version…).
2) Display the Paragraph formatting options.
3) Change the Line Spacing option to 1.5 Lines.
4) Click OK when done. The lines of test will have more space between them. This can also be done using keyboard and toolbar shortcuts.
5) Press [Ctrl] [2]. This will change the paragraph to double line spacing.
6) Press [Ctrl] [1]. This will change the paragraph to single line spacing.
7) Press [Ctrl] [5]. This will change the paragraph to 1.5 line spacing.
8) Click the arrow next to the Line Spacing icon on the toolbar. A list of line spacing options will appear.
9) Click on 1.0 to change the spacing to single line spacing.
10) Save changes to the document as
Alignment and Indentation
You will have seen that the paragraph formatting dialog also contains options for aligning text and indenting text. In both cases, the formatting can be changed in the dialog box itself, or by using additional shortcuts.
Exercise 4. Changing Paragraph Alignment
1) Click in the first paragraph on the page under the main heading.
2) Display the Paragraph formatting dialog.
3) You will see a drop-down list next the Alignment. Select Centered from the list.
4) Click OK to make the change. The text in that paragraph will be lined up horizontally with the centre of the page.
1) You can also change the alignment options using shortcuts.
5) Change the paragraph to Right alignment by clicking the icon or by pressing [Ctrl] [R]. The text in the paragraph will be arranged to the right of the page so that it lines up with the right page margin.
6) Change the paragraph to Centered alignment by clicking the icon or by pressing [Ctrl] [E] (The [Ctrl] [C] shortcut is already allocated to copying).
7) Change the paragraph to Justified by clicking the icon or by pressing [Ctrl] [J]. The text in the paragraph will be evenly spaced so that both sides of the paragraph will line up with the left and right page margins.
8) Change the paragraph back to Left alignment by clicking the icon or by pressing [Ctrl] [L]. The text in the paragraph will be arranged to the left of the page so that it lines up with the left page margin.
Page Headers & Footers
Headers and footers allow you to have similar information, such as page numbers or document titles, repeated at the top or bottom of every page. For example, on this particular page, the header that is repeated on every page shows Using Microsoft Word and Paragraph Formatting. The footer at the bottom of each page shows the filename of this document and the page numbers in the document.
Exercise 5. Adding Headers & Footers
1) Make sure the Word 2003 document is still open.
2) From the View menu select Header and Footer. A blank header and footer will be added to the page and the Header and Footer toolbar will appear.
The toolbar contains the following icons.
Choose from options such as inserting filename and author name.
Insert page number.
Insert total number of pages.
Format the page number.
Insert the current date. Updates every time the document opens.
Insert the current time. Updates every time the document opens.
Display the page setup options.
Hide/Display text on the page while you work on Headers and Footers.
3) Make sure your insertion point is at the left of the page header.
4) Type Microsoft Word 2003.
5) Click the Switch Between Header and Footer icon on the toolbar. You will be taken to the footer at the bottom of the page.
6) Click the Insert AutoText button on the toolbar and then click the Filename option from the list.
7) The filename will be inserted in the left part of the footer. If you rename the file, the filename will update in the footer the next time you open the document.
8) Press [Tab] to move to the middle section of the document.
9) Press [Tab] a second time to move to the right section of the footer.
10) Type Page followed by a space.
11) Click the Insert Page Number icon on the toolbar and then add another space.
12) Type of followed by a space.
13) Click on the Insert Number of Pages icon on the toolbar.
14) Click Close on the toolbar to finish editing the header and footer.
Exercise 6. Modifying the Page Number Format
1) Move your mouse over the footer at the bottom of the page.
2) Double-click to edit the footer. When you have already created a header and footer, this is easier than going to the View menu to edit them.
3) When the Header and Footer toolbar appears, click the Format Page Number icon.
4) Change the number format to the option shown above and click OK.
5) Move your mouse over an area of the page outside the footer area and double-click. This is a quick way to end header and footer editing.
6) Save changes and close the document.
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