MICROSOFT WORD

FORMATTING YOUR TEXT DOCUMENT (PART 2)

SETTING THE FEATURES OF YOUR PARAGRAPHS

1. Place the cursor within a paragraph that you want to work on or use the mouse to click and drag the cursor over more than one consecutive paragraph to be worked on.



2. Click on Format on the menu bar, then click on Paragraph.
   This will open up the Paragraph box:






3. Change any of the attributes shown in the box by clicking on the relevant white box and entering your preferences by selecting from the pop-down menus and/or typing in specific values. Have a look at the preview box to see what the text will look like.



4. When you have finished making the changes, click on OK and you will return to your text document with the applied changes.

CUTTING, COPYING AND PASTING YOUR TEXT

Cutting

1. Click on Edit in the menu bar, then click on Cut from the pop-down menu; or
2. click the Cut button on the standard tool bar; or



3. press CTRL and X at once.

Each of the above methods of cutting text will move it to a clipboard for pasting in the new place. (More details about the clipboard will follow later).

If you want to move a small amount of text a short distance, the drag-and-drop method may be quicker. Highlight the text you want to move, click the selection with the mouse, drag the selection to the new location, and release the mouse button.

Copying

You may decide that some text in your document should appear again somewhere else in your document. Highlight the text to be copied. Then choose any of the following ways to copy it:

1. Click on 'Edit' in the menu bar, then click on 'Copy' from the pop-down menu; or
2. click the Copy button on the standard tool bar; or



3. press CTRL+C at once.

Each of the above methods of copying text will move it to a clipboard for pasting in the new place.

Pasting

You can paste the text that has been cut or copied onto the clipboard by moving the cursor to the new place for the text and then choose any of the following ways to paste it back onto your document:

1. Click on Edit in the menu bar, then click on Paste from the pop-down menu; or
2. click the Paste button on the standard tool bar; or



3. press CTRL+V at once.

The text will remain on the clipboard for pasting again and again if you wish.

USING THE CLIPBOARD

The last 12 elements that you cut or copied are placed on to Word's clipboard. You can view the elements on the clipboard and work with them by following these steps:

1. Click on View on the menu bar, then highlight Toolbars then click on Clipboard.





 

2. Move the mouse pointer over each element in the clipboard to view the contents of each item and click on an element to add its contents to your document.



3. Click Paste All to add all of the items to your document at once.



4. Click the Clear Clipboard button (the icon with an X over the clipboard image) to clear the contents of the clipboard.

FINDING AND REPLACING TEXT

You may want to search the text for a particular word or set of words. A quick way of doing this is to do this using the Find and Replace box. There are two ways of opening this box:

1. Click on Edit on the menu bar, then click on Find. The Find and Replace box will appear on the screen; or



2. Hold down the CTRL key, quickly press the F key, then release the CTRL key.
The Find and Replace box will appear on the screen.


3. In the white box next to Find what type in the word or string of words that you want to find.



4. Then click Next. The Find and Replace box will remain open.


When the word or string of words has been found the relevant part of the document will be shown on the screen and the word(s) will appear in white and highlighted in black. You can amend the text as you wish.


5. Click on Cancel in the Find and Replace box to close it.

If you may want to replace a word or string of words with a different word or words you will need to open up the Find and Replace box. You can open the box in the same way as mentioned above and click on the Replace tab, or you can go directly to the Replace tab in two ways:

1. Click on Edit on the menu bar, then click on Replace. The Find and Replace box will appear on the screen with the 'Replace' tab already opened; or



2. Hold down the CTRL key, quickly press the H key, then release the CTRL key.



3. In the white box next to Find what type in the word or string of words that you want to find and replace.



4. In the white box next to Replace with type in the word or string of words that you want to replace the existing text with.



5. Click Find Next to search for the next time the word or words to be replaced appear in the document. The Find and Replace box will remain open.


When the word or string of words has been found Word will take you to the relevant part of the document and the word(s) will be appear in white and highlighted in black . If you want to replace the word or words click on Replace.

If you want all of the same words or string of words to be replaced in the document with the new word or words in one go, click on Replace All.


6. Click on Find Next to skip any found words that should not be replaced.



7. Click on Cancel in the Find and Replace box to close it.

SETTING YOUR TEXT INTO COLUMNS

You may decide that your text document (in whole or part) should be presented in columns, particularly if your document is a newsletter or similar. To set your text into columns follow these steps:

1. Select the text that is to be set in columns of equal width.



2. Click on the column button on the standard tool bar.



3. Hold down the left mouse button and drag it over the columns to choose 1, 2, 3 or 4 columns for the text.



4. If you require further column options, clickon Format in the menu bar, and then click on Columns. This will open up a Column box:



This box allows you to choose the properties of the columns. Select the number and width of the columns from the dialog box.


5. When you have finished click OK.

Exercises

1. Open the file 'Margins' in your folder.



2. Use the cut and paste buttons to cut the first sentence of the paragraph and paste it at the end of the paragraph.



3. Set the paragraph in two columns using the column icon.



4. Save the file as 'Columns' in your folder.