Paragraph Formatting

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WORD 2000 LEVEL I

Table of Contents

Purpose .....................................................................................................................................2
Objectives ..................................................................................................................................2
Toolbars .....................................................................................................................................3
Standard Toolbar ....................................................................................................................3
Formatting Toolbar .................................................................................................................4
Keys, Icons, Menus and the Mouse ...........................................................................................4
Working with Files......................................................................................................................5
WordPerfect Files to Word .........................................................................................................5
Navigation and Screen Elements...............................................................................................6
Spelling and Grammar Check ....................................................................................................7
AutoCorrect ...............................................................................................................................7
To add common errors to the list of automatic corrections .....................................................7
Selecting or Highlighting Text ....................................................................................................8
Formatting Characters ...............................................................................................................8
Format Painter ...........................................................................................................................9
Design Tips ................................................................................................................................9
Editing ........................................................................................................................................9
Formatting Paragraphs ..............................................................................................................9
Alignment ................................................................................................................................9
Indent....................................................................................................................................10
Bullets and Numbers ...............................................................................................................10
Keeping Text Together ............................................................................................................11
Formatting Pages ....................................................................................................................11
Page Breaks .........................................................................................................................11
Margins ....................................................................................................................................11
Whole Document ..................................................................................................................11
Part of Document ..................................................................................................................12
Printing ....................................................................................................................................12
Print Preview.........................................................................................................................12
Just Printing ..........................................................................................................................12
Help .........................................................................................................................................12
Find and Replace.....................................................................................................................13
Web Site—Microsoft ................................................................................................................13
Administrative Helpdesk Website ............................................................................................13
Que Book .................................................................................................................................13
Word Terminology ...................................................................................................................14

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WORD 2000 LEVEL I

Purpose

The purpose of this workshop is to give the learner a stronger background in using Microsoft
Word 2000. You will be given the opportunity to strengthen creativity as you create useful
educational documents. Word is designed to make writing easier, help users to collaborate and
share information, and help users produce professional looking documents. The workshop is also
designed to foster imagination to help you find many more ways to use Word by simplifying
tedious tasks and to inspiring you to greater creativity in your teaching.

Objectives

 Starting and Moving Around the Screen
 Creating a Document
 Copying and Moving Text
 Paragraph Formatting
 Controlling Widows and Orphans
 Printing
 Using Help

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WORD 2000 LEVEL I

Toolbars
When you first start Word, the standard buttons and menus will appear but as you continue to use Word, the most often used
commands will appear on the menu. If the command you are looking for doesn’t appear, click on the down arrows at the end
of toolbars and at the bottom of menus.

Standard Toolbar

Name Function Icon Name Function Icon
New Begins a new document Hyperlink Links text/object with web page
or file
Open Open a document on your hard Tables and Displays toolbar for Tables and
disk or a network Borders Borders
Save Save a document Tables, Insert
Email Emails the document displayed
Drawing Displays or hides the drawing
Print Prints one copy at default toolbar
settings Show/Hide Shows or hides non-printing
Preview Displays each page as it will characters such as space markers
look when printed Zoom You can "zoom in" to get a
Spelling and Starts Spelling and Grammar close-up view of your document
Grammar check Office Assistant
Cut
Find and Locates documents / files
Copy Replace
Add or Remove Displays all buttons for the
Paste Paste a cut or copied text or Buttons toolbar, allows you to customize
object into a new location
Format Painter Copies character or paragraph
formatting
Undo Undo the last action

Redo

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WORD 2000 LEVEL I

Formatting Toolbar

Name Function Icon Name Function Icon
Style Applies predefined Increase
formats to text indent
Font Display fonts as Borders Offers 13 border
they will appear options
Font Size Offers multiple Highlight
font sizes
Bold Font Color Offers multiple font
colors
Italic

Underline More Shows more buttons
Buttons toolbar buttons
Align Left Text aligned to left Single
Space
Center Centers text

Align Right Text aligned to
right
Justify

Numbering

Bullets

Decrease
Indent

Keys, Icons, Menus and the Mouse

There are usually several ways to carry out the same procedure. Icons usually save time, require fewer
steps. Menus let you see a variety of options for the procedure. Keys are handy if your mouse dies.

Key combinations are listed in the menus and in the Help index under Keys | Shortcut Keys. Some
examples below are standard in most Windows applications:

Close a document Ctrl + W
Exit Word Alt F4
Menu Alt + letter underlined in name of menu
New document Ctrl + N
Open an existing document Ctrl + O
Save Ctrl + S
Select all Ctrl + A

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WORD 2000 LEVEL I

Working with Files

Function Icon Menu
Close Tools | Customize | Commands | drag File
new icon to toolbar
New Document "

Open “

Save “

Save As File | Save As
 Change name or location of a  Click down arrow in Save In box to
document find subdirectories drives, etc.
 Save a different version of a  Enter filename
document under a new name  Save
 Save as type…

WordPerfect Files to Word

The WordPerfect 5.x converter included with Microsoft Word 2000 is designed to take advantage of
features and conversion capabilities specifically available in Word 2000. For best results converting to
and from Word 2000, use the WordPerfect 5.x converter shipped with Word 2000.
When you convert a document from Word 2000 to WordPerfect 5.x, you can override the default font
mapping. You can specify the fonts you want to substitute by modifying the Rtf_wp5.txt font-mapping
file. When you convert a document from WordPerfect 5.x to Word 2000, you can specify the fonts to use.

Converting a file from Word format to WordPerfect format and back again may cause the loss of some
formatting (for example, fonts, justification, styles, and mail merge) unless you load, paginate, and save
the converted file in WordPerfect before converting back to Word.

To save a WordPerfect file as a Word document follow the steps listed below:

1. Open the WordPerfect file.
2. On the menu bar, choose File and Save As.
3. In the Save As dialog box, use the down arrow in the Save as type drop box to choose Word
document.
4. Click Save.

The file has now been saved as a Word document.

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WORD 2000 LEVEL I

Navigation and Screen Elements

Cursor

Scroll Bar

Down Arrow

Previous Page Arrow
Scroll Bar
Status Bar
Browse Button

Next Page Arrow

Destination or Direction What to do
Back or forward by one screen Page Up, Page Down keys

Back or forward by one page Previous Page, Next Page buttons

Beginning of document Ctrl + Home key

Beginning of line Home

End of document Ctrl + End key

End of line End key

Find, Go To Double click Status Bar or click Browse Button

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WORD 2000 LEVEL I

Spelling and Grammar Check
Word will automatically check your spelling and grammar as you type. Grammar mistakes will be
underlined with green and spelling mistakes will be underlined with red. Word will underline words it
does not recognize. In this case, you have the option of adding the new word to the dictionary.

Go to Tools on the menu bar. Click on Spelling
and Grammar. This will execute the Spelling and
Grammar dialog box. Click on Options near the
bottom and look over the various settings.

Note: A shortcut for small documents is to place
the cursor over the red or green line and then click
with the right mouse button. A list of suggestions
will come up and you can choose from the
suggestions, ignore the error or add the word to the
dictionary.

If spelling and grammar are not being checked as you type,
1. Click to initiate.
2. Click Ignore, or select a correction and click on Change.

To check only spelling this way, deselect "Check grammar” in the dialog box.

AutoCorrect
If you see spelling errors change automatically, the
AutoCorrect feature has been turned on. To turn
AutoCorrect on or off, go to
1. Tools menu
2. AutoCorrect
3. Select or clear "Replace text as you type".

To add common errors to the list of automatic
corrections
1. Tools menu
2. AutoCorrect
3. Type the error under Replace
4. Type the correction under With
5. Click Add | OK.

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WORD 2000 LEVEL I

Selecting or Highlighting Text

To select a
Word Double-click the word. Ctrl-shift-right arrow

Sentence Hold down the Control key (Ctrl) and click in the sentence.

Paragraph Triple click in the paragraph. Ctrl-shift-down arrow

Line Move the cursor to the selection bar (area left of the margin). When it Shift-end
becomes an arrow pointing right, click.

Document Move the cursor to the selection bar (area left of the margin). When it Ctrl-a
becomes an arrow pointing right, triple click.

Column Move the cursor to the upper right hand corner of the block of text. Hold the
Alt key down and click in the lower left hand corner of the block of text.

Dragging the mouse or using the combination Click, Shift+Click, can select any length of text.
 Left click immediately in front of the text you want to select, drag to the end, and release, OR
 Left click immediately in front of the text, hold down Shift key, left click immediately after the item,
and release.

See also the Help menuType Selecting text and graphics.

Formatting Characters

Font
Style Font Size Italic

Underline

Bold

Select the text and click a button on the toolbar

Select text, go to Format menu. Choose Font and apply the options you wish then click OK.

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WORD 2000 LEVEL I

Format Painter

Format painter is used to quickly format large chunks of text. If you make multiple changes to the text,
Format Painter will apply those changes to other blocks of text with the stroke of a brush.
1. Select the text that has the formatting you wish to copy.
2. Click on the Format Painter Icon.
3. Select the text to copy the format to.
4.
Note: By double clicking on the Format Painter Icon after you have selected you text, you can format
multiple sections of your document at once.
Clicking on the icon again or hitting the escape key can turn off the double click.

Design Tips

Less is more! Recommendations:
 Use only 2 or 3 fonts (with their various sizes and formatting) per document.
 Use serif fonts for body text (e.g., Times New Roman).
 Use sans serif fonts for headings (e.g., Arial, Tahoma).

Editing

There are usually several ways to carry out the same operation such as using an icon or using the Edit
Menu and a command. You will probably save time by using an icon.

Operation What To Do Icon Menu
Copy  Select text and Copy Edit
 Click at destination and paste ,

Delete  Select text and Clear (Delete Key) Edit

Move  Select text and Cut Edit
 Click at destination and Paste ,

Undo  Click to undo most recent action Edit
 Click down arrow at right to undo a series of actions

Formatting Paragraphs

Alignment

Select or click in the paragraph and choose one of the buttons below. This procedure aligns the entire
paragraph from the right, center, left or both sides.

Align Left Center Align Right Justify

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WORD 2000 LEVEL I

Indent

An indent moves the left side of a paragraph in one interval and keeps it that way even if you change the
text. Do not use spaces as a substitute for indents. If you have to change the text, the spaces will move
someplace inside the paragraph.
 Select a paragraph. Click the increase indent or decrease indent button.

For first-line or hanging indents: Go to Format MenuClick
ParagraphSelect the Indents and Spacing TabClick Special

For Width: The default width of indents and tabs is .5”. To change it,
select all or part of the document. Go to Format MenuTabstype width
or increase and decrease width by clicking the up and down arrows in
Default Tabs box. Click OK.

Bullets and Numbers

To apply bullets or numbering to existing text, select the text and Click the Numbering or Bullets
button.

To write new text in bulleted or numbered paragraphs,
1. Place your cursor at the start of the line where the bullets will
begin.
2. Click the Bullets or Numbering button and type a paragraph.
3. To start the next bulleted paragraph, press Enter and type.
4. Repeat until the list is finished. If you need more than one
paragraph in a bulleted item, hit Shift + Enter twice at the end of
the paragraph. At the end of the list, press Enter.
5. To turn off bullets or numbering, click the relevant button again
(after Enter).

To insert an item within a list already bulleted or numbered,
1. Place your cursor after a bulleted/numbered item
2. Press Enter
3. Type your text.

To choose a bullet that is not one of the defaults,
1. Go to FormatBullets and NumberingBulleted
2. Choose a bullet and click on customize

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WORD 2000 LEVEL I

3. Choose a bullet that you are least likely to want to use and click bullet
4. Choose a symbol for your new bullet

To align numbers to the right in a numbered list,
1. Click FormatBullets and NumberingSelect the Numbered tabClick on the Customize
button.
2. Click down arrow and select Right under Number Position.

Keeping Text Together

1. Select the paragraph you want to keep together.
2. On the Format menuClick
ParagraphClick the Line and Page Breaks
tabCheck Keep Lines Together
OR
Format menuParagraphLine and Page
Breaks tabWidow/Orphan control

Formatting Pages

Page Breaks
1. Place the cursor where you want the page break.
2. Press Ctrl + Enter OR from the Insert menuClick BreakClick OK. The default is page break.
For other breaks, select a different option.

Margins

Whole Document
1. On the File menu clickPage SetupSelect the Margins
tab.
2. Type width in the box for the Top, Bottom, Left or Right
margin (or click arrows).
3. In “Apply to” box, click down arrow and select Whole
Document and click OK.

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WORD 2000 LEVEL I

Part of Document
1. Select the text that needs different margins.
2. On the File menu clickPage SetupSelect the Margins tab.
3. Type widths in the Top, Bottom, Left or Right boxes.
4. In “Apply to” box, click Selected Text.
5. Click Layout tab.
6. In “Section start”, click the down arrow and select an option. Continuous means the section with
different margins will not be separated from the rest of the document by a page break.
7. Click OK.

Printing

Print Preview

1. Preview your document by clicking
2. Review the Page Setup. Under File, choose Page SetupSelect the Margins Tab.
3. Specify the options you desire and click OK.
4. Choose the Paper Size Tab. Specify the page orientation.
5. Click OK.

Just Printing
1. On the File menu, click Print.
2. Specify the options you desire. If you have more than one printer installed, make sure you select
the correct printer. Note that you can print one page or many pages.
3. Click OK.

Help

Office Assistant is a quick way to search.

Function What to do
Start Office Assistant  Choose Help | Microsoft Word Help
Ask a question/Find a topic  Type your question.
 Choose Search.
 Click on a topic.
See more answers/topics
 Click See More
Repeat same question  Close the window.
 Click the Office Assistant.
 Choose Search.
Ask another question  Close the answer window.
 Click Office Assistant.
 Type new topic or question.
 Choose Search.

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WORD 2000 LEVEL I

Change the character from  Choose F1 and the Gallery Tab
the paper clip  View the characters by choosing Next.
 Click OK on the character you desire.
Turn off sound, etc  Choose F1 and the Options tab.
 Click the options you wish to add or remove.
 Click OK.

Find and Replace
To find an item, click on EditThe click Find and enter the necessary information under the replace tab..
Note that there are search options located under the More button for both Find and Replace.

Web Site—Microsoft
Go to Help and choose Office on the Web. This will directly connect you with the Microsoft web site or
you may use your Internet browser and in the location section type http://www.microsoft.com.

Administrative Helpdesk Website
You may use http://www.iup.edu/helpdesk to access the Administrative Helpdesk at IUP.

Que Book
Steele, H. (1999). Easy Microsoft Word 2000 : See It Done, Do It Yourself. Indianapolis: Que.

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WORD 2000 LEVEL I

Word Terminology

Cursor: A blinking character that indicates the location of the next keyed-in character on the
display screen.

Dialog Box: A box containing any of a number of options to allow you to supply further information
before a command can be carried out.

Document: The result when work with an applications program, such as word processing, is saved to
secondary storage.

File: (1) A collection of related records. (2) A named area on a secondary storage device that
contains a program or digitized information (text, image, sound, and so on).

Font: The design of a set of letters and numbers with a specific name, such as Times New
Roman or Arial.

Highlighting: To make text stand out so that it looks like the text has been marked with a highlight pen.

Hyperlink: Links to Internet sites or to other documents or files. Clicking a hyperlink allows you to
jump directly to the address or path embedded in the hyperlink.

I-beam: The pointer shaped like a letter I displayed when the mouse pointer is in the text area.

Icon: Picture of item, action, or computer operation.

Insertion A blinking vertical bar that shows where text will appear when keyed.
Point:

Mail Merge: The process of using information from two documents to produce a set of personalized
documents, such as letters.

Margins: The white space areas between the edges of the page and the text of a document.

Menu: A list of commands grouped by category.

Menu Bar: The bar below the title bar that shows the names of available drop-down menus.

Office
Assistant: Word’s interactive help feature. Office Assistant offers tips on tasks you are currently
doing and allows you to key specific requests for help.

Orphan: The first line of a paragraph that is left at the bottom of a page.

Pointer: The on-screen symbol that reflects the movement of the mouse.

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WORD 2000 LEVEL I

Ruler: A vertical or horizontal measuring feature in the document window. You can use the Ruler
to set margins, tabs, and indents.

Sans Serif: Font characteristic in which the font has no decorative lines, or serifs, projecting from its
characters, such as Arial.

Scroll Bar: The vertical or horizontal bar that lets you move new material into view on the screen.

Status Bar: The bar at the bottom of the application screen that displays information about current
document settings.

Taskbar: The bar at the bottom of the Windows screen that allows you to start programs and switch
easily among applications.

Template: A master copy for a certain type of document.

Toolbar: A collection of buttons that represent common tasks or features. Click a button to perform
a task.

Widow: The last line of a paragraph that is left at the top of a page.

Wizard: A Word feature that takes you step-by-step through the creation of a certain type of
document. You select from options in a series of dialog boxes to prepare the final
document.
Word
Processing: Using the computer to enter, store, manipulate, and print text.

Word Wrap: A word processing feature that automatically moves, or “wraps,” text to the next line then
that text would otherwise exceed the right margin limit.

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