GETTING TO KNOW WORD III: MAKE YOUR DOCUMENTS LOOK GREAT EXCERCISES
EXERCISE 1: SHOW FORMATTING MARKS
In this exercise you’ll turn on the marks that Word makes in documents as you type so that you can see what they
look like and how they work for you.
1. At the top of the window, on the Ribbon, click the Home tab, the first tab on the left.
2. Click the Show/Hide button in the Paragraph group on the Home tab:
After you click the button, it changes color to show that it is turned on: .
Now you should see paragraph marks in the document and a dot between each word and
These marks can help you when you revise, delete, or move text. For example, if you select and delete
text and see that the dot formatting mark between the words around the deleted text has been
removed, you know that you need to press SPACEBAR once to add a space between the words.
Note that formatting marks do not print.
EXERCISE 2: ADD BASIC FORMATTING
In the lesson, you saw how to add bold formatting to emphasize text. In this exercise you'll add emphasis with italic
and underline formatting.
1. About a third of the way down the page, look for the quote that says, "Contoso continues to improve its sales in
larger accounts,". Select the entire quotation, including the first and last quotation marks. Do you remember how?
Select by dragging: Click in front of the opening quotation mark ("Contoso...), hold down the left mouse button,
and then drag the pointer over the sentence, through the ending quotation mark. Or,
Select by using the keyboard: Move the insertion point to just in front of the opening paragraph. Then press
CTRL+SHIFT+RIGHT ARROW, holding CTRL+SHIFT and then pressing the RIGHT ARROW key until the
entire quotation is selected.
Notice the dot formatting mark after the ending quotation mark. The dot means that there is one
space between the quotation mark and the next letter. Do not select the dot.
2. The Mini toolbar appears above the selected text. At first the toolbar looks faded. Point to it so that it becomes
Then click Italic on the Mini toolbar.
Tip If you don't see the Mini toolbar, you can do the same thing on the Home tab at the top of the
Ribbon. In the Font group, click Italic . (Or press CTRL+I to do the same thing.)
To undo the formatting, either press CTRL+Z (to undo your last action) or press CTRL+I again.
3. The quote might stand out even better if it is indented. With the text still selected, on the Home tab, in the
Paragraph group, click Increase Indent . This adds an indent of 0.5 inch (2.54 cm) to the text.
Note In this case, the text was selected. But you can also indent by placing the insertion point at the
beginning of the text or anywhere in the paragraph and then clicking Increase Indent.
Tip To undo an indent, you'd click Decrease Indent , but don't do this now.
4. Now underline some text. Near the top of the page, select the word "loss" ("...compared to a loss of $2.3
On the Home tab, in the Font group, click the arrow to the right of the Underline button ). Place
your mouse pointer on any of the lines in the list. Notice that you can see the different underline styles
in the document.
Click when you see a style you like.
Note To underline text without using the Home tab, press CTRL+U.
Tip To undo the underline, press CTRL+Z immediately after applying the underline style. Or, with the
text selected, click Underline or press CTRL+U.
EXERCISE 3: CHANGE LINE SPACING
In this exercise, you'll see how to change the space between lines of text on the page.
1. Select the first two lines of text at the top of the document, beginning with "Press Release" and ending with
"Contoso Announces Quarterly Earnings Results."
2. On the Home tab, in the Paragraph group, click Line Spacing . Notice the check mark next to 1.15. That's
the current line spacing. To see how the lines would look with a lot more space, in the list, click 2.0. The line
3. See how the lines would look with single spacing. Repeat the steps above, and click 1.0. There's still more space
than we want. Let's try another way.
4. On the Home tab, in the Styles group, locate No Spacing in the Styles Gallery, and click it.
If you don't see the style, click the More button to expand the gallery.
The No Spacing style is a quick way to eliminate just about all the space between lines if you want to.
5. This spacing might look good in an address block in a letter, but it doesn't work very well here. Press CTRL+Z to
undo the No Spacing formatting.
Return the text to its original line spacing. With the first two lines of text selected, on the Home tab, in
the Paragraph group, click Line Spacing , and then click 1.15.
Now the spacing looks as it did before.
EXERCISE 4: ADD SOME STYLES
In this exercise you'll add title and heading styles to the document.
1. Select the first line in the document ("Press Release").
2. On the Home tab, in the Styles group, click the More button so that you can see all the styles.
Move your mouse pointer over the Title style . Look in the document to see a preview of
how this style will look. Click the Title style to add the style to the document.
3. Now select the second line in the document ("Contoso Announces Quarterly Earnings Results").
4. On the Home tab, in the Styles group, click the More button so that you can see all the styles.
Move your mouse pointer over the Heading 1 style . You can see the style in the
document. Click the Heading 1 style to select it.
5. Select the third line ("Earnings stronger than last year").
6. On the Home tab, in the Styles group, click the More button so that you can see all the styles.
Move your mouse pointer over the Heading 2 style . You can see the style in the
document. Click the Heading 2 style to select it.
7. Finally, you'll add the Heading 2 style to other headings in the document, by using a shortcut.
Scroll down the page. Place the insertion point in the text "Success due to many factors." Press the F4
key on your keyboard. The Heading 2 style is applied to the text. This is a quick way to repeat the last
action you took, adding the Heading 2 style by using the Style Gallery.
Note that you can also repeat your last action by pressing CTRL+Y.
Now do the same thing with the other headings in the document. Scroll down the document, place the
insertion point in "Management visions," and press F4 (or press CTRL+Y). Scroll some more, place the
insertion point in "More financial information," and redo, using the method of your choice. Finally, scroll
to the bottom of the document. Place the insertion point in "More product information," and press F4 or
Now all the headings stand out.
EXERCISE 5: CREATE A LIST
In this exercise you'll create a list two different ways.
1. First, select the text to change into a list. Under the "Success due to many factors" heading, notice there are three
phrases. Place the insertion point at the beginning of the first phrase, "A significant market need for their vitamin
supplement products." Now select the text from the beginning of this phrase to the end of the third phrase in this
area, "A significant deduction in operational costs."
2. You're ready to make a list. On the Home tab, in the Paragraph group, click Bullets .
The text is converted to a bulleted list.
3. Now you'll create a list as you type. Press CTRL+END to go to the end of the document.
4. You'll create a numbered list. Type 1. (be sure to include a period after the 1), and then press SPACEBAR to
enter a space. The AutoCorrect Options button appears. Just ignore it for now, but know that you can click
an option on this button if you don't want Word to create a list after all.
5. Enter some text. If you can't think of anything to type, enter This is the first step. Then press ENTER.
6. The number 2 appears in your list. Type what you want in step 2, or type This is the second step. Then press
7. You don't need step 3. Just press ENTER again to delete step 3 and stop the list.
Tip To create a bulleted list as you type, type an * (asterisk), without a period following it, and then
press SPACEBAR. Then type your list, as above.
EXERCISE 6: CENTER TEXT
In this exercise you'll learn how to center text on the page.
1. Scroll up the page to place the insertion point at the top of the page, or press CTRL+HOME.
2. Move the insertion point to the third line, "Earnings stronger than last year."
3. On the Home tab, in the Paragraph group, click Center . If you're not sure which button it is, move your
pointer over the buttons. When the word "Center" appears in the ScreenTip, you have the correct button.
The text is centered on the page.
Now undo the centered text, by either pressing CTRL+Z or, on the Home tab, in the Paragraph group,
clicking Align Text Left .
EXERCISE 7: USE A QUICK STYLE SET AND MAKE CHANGES TO IT
In this exercise you'll see how to quickly change the look of the entire document.
1. It will be easier to see the overall effect of some of the changes in this exercise if formatting marks are hidden. Do
you remember how?
On the Home tab, click the Show/Hide button in the Paragraph group.
2. On the Home tab, in the Styles group, click Change Styles , and then point at Style Set.
3. Move the pointer over the various styles in the list. See how the document looks with different style sets. Select a
style set by clicking one of the sets.
Tip If you don't like the style set after you have selected it, press CTRL+Z. Or, on the Home tab, in
the Styles group, click Change Styles, point to Style Set, and then click Word 2007, which will
remove the style set.
4. See how to change colors in the style set. If the top of the document is not in view, press CTRL+HOME (then you
can see the changes from the top down). On the Home tab, in the Styles group, click Change Styles again.
Point to Colors, and then move the insertion point down the list of different colors. Depending on which Quick
Style set you chose in the last step, you should see elements on the page change color.
If you see a color that you like, click it.
5. Now you'll see how to change fonts in the style set. On the Home tab, in the Styles group, click Change Styles
again. Point to Fonts.
As you move the insertion point down the list, you can see changes in the document. You'll need to use
the scroll bar in the list to see all the different fonts. If you see a font style you like, click it.
Tip If you apply different colors and fonts to a Quick Style set, you can reuse your changes by saving
them as your own Quick Style set. And if you’d like to make a Quick Style set the style for all your new
documents, you can do that too. See how in the Quick Reference Card.
EXERCISE 8: SEE HOW A DOCUMENT LOOKS BEFORE PRINTING IT
We're not going to ask you to print the document (unless you want to). But imagine that you will print it. Before you
print, it's a good idea to see how the document looks. In this exercise you'll see how the document looks in print
1. Click the Microsoft Office Button in the upper-left corner of the window.
2. Point to Print, and then click Print Preview.
The document is displayed in the Print Preview window (see the Print Preview tab in the upper-left
corner of the window).
3. Move the insertion point onto the document. The insertion point changes to a magnifying glass icon with a plus
sign . Click the icon to zoom in to get a close-up view of your document. Now the icon has a minus sign
. Click again to zoom out.
4. In this view you can see how the document looks before you print it. You can also make changes to the document
in this view. For example, you can change the margins by clicking Margins in the Page Setup group on the Print
You can also print from this view by clicking Print in the Print group.
5. To close Print Preview, click Close Print Preview in the upper-right corner of the tab.
To print a document when you are not working in the Print Preview window, click the Microsoft Office
Button , point to Print, and then click Print again.