Formatting Documents, Working with Text, Typing Text, Inserting Text, Spacebar and Tabs, Paragraph Markers, Deleting Text (For CBSE, ICSE, IAS, NET, NRA 2022)

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Working with Text

While using Word 2007, there are certain concepts, menu flow, tips, and commands you should learn. This section deals with most common word concepts, tips, and commands you should know regardless your skills in using Word 2007 program.

Typing Text

  • To enter text, just start typing in the text area! As you type the text will appear where the blinking cursor is located and will move from left to right.
  • Unlike with a typewriter, you need not press ENTER key at the end of each line, the characters automatically shifted to next line.
  • Word continues to let your text wrap (move to the next continuous line) around until you are ready to start a new paragraph.
  • To break a continuous line and move to a new paragraph, Press ENTER key at the end of a paragraph.

Inserting Text

To insert the text in an existing document, follow the steps given below:

  • Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button where you want to insert the text. The keyboard shortcuts listed below are also helpful when moving through the text of a document:
    • Beginning of the line HOME
    • End of the line END
    • Top of the document CTRL + HOME
    • End of the document CTRL + END
  • Type the text you want to insert.

Spacebar and Tabs

Use the spacebar as a separator for your words and sentences. don՚t use the spacebar to move the insertion point across a line of text - known as “spacing across a line” . If you press the spacebar, word will make additional spaces, which you will then have to delete. Avoid using the spacebar to create columns of text. Instead you can use the Tab key.

Paragraph Markers

You may find it easier to type when you can see the returns, spaces, and tabs in your document. If so, click on the Show/Hide button on the Standard toolbar to display the marks. Click on the Symbol again to hide them.

Selecting (Highlighting) Text

  • To change any attributes of text it must be highlighted first. Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The shortcuts for selecting a portion of the text are:
    • Whole word: double-click within the word
    • Whole paragraph: triple-click within the paragraph
    • Several words or lines: drag the mouse over the words or hold down SHIFT key while using the arrow keys.
    • Entire document: choose Edit Select All command on the menu bar or press CTRL + A keys.
  • Deselect the text by clicking anywhere outside of the selection on the page or press an arrow key on the keyboard.

Deleting Text

  • Use the BACKSPACE and DELETE keys on the keyboard to delete text. Backspace will delete the text to the left of the cursor and Delete will erase the text to the right.
  • To delete a large selection of text, highlight it using any of the methods outlined above and press the DELETE key.

Replacing Text

  • Word can combine the steps of deleting unwanted text, positioning the insertion point, and inserting replacement text. To replace text, follow the steps given below:
    • Select the text to be removed as explained above.
    • Start typing the new text. Observe that the new text is replacing the selected text.
  • You can also replace the text by selecting the text, then deleting it using DELETE key, and then start typing new text.

Click and Type

  • This feature allows you to insert text anywhere in a page. Move the cursor in a page where you want to insert the text. Double- click and start typing.
  • Click and Type is also useful for inserting tables, charts and other graphics in a blank area of a document.
  • When you insert an item, Click and Type automatically formats the item according to where you insert it.

Formatting Text

Formatting Text

Using the Formatting toolbar is the easiest way to change many attributes of text. If the toolbar as shown below is not displayed on the screen, select Home Tab. Under Home Tab you can select desired Formatting commands under Font, Paragraph.

  • Font Face: Font is the basic typeface in which your words are displayed. Font comes in families such as Times New Roman or Ariel. Each font family has a specific way of formatting individual letters. Click the arrowhead to the right of the font name box in the under Font Formatting subtask menu to view the list of fonts available. Scroll down to the font you want and select it by clicking on the name once with the mouse.
  • Font Size: It determines how large each letter will appear. The font size is measured in points (1/72 of an inch) . Select a size by clicking on it once. A font size of 10 or 12 is best for paragraphs of text.
  • Font Style: Font style determines the emphasis or weight that the letters have when they are displayed. Each font can be displayed as bold, italicize, and underline.
  • Alignment: Text can be aligned to the left, center, or right side of the page or it can be justified across the page.
  • Increase/Decrease Indent: Change the indentation of a paragraph in relation to the side of the page.
  • Outside Border: Add a border around a text selection.
  • Highlight Color: Use this option to change the color behind a text selection. The color shown on the button is the last color used. To select a different color, click the arrowhead next to the image on the button.
  • Text Color: This option changes the color of the text. The color shown on the button is the last color chosen. Click the arrowhead next to the button image to select another colour.

The Font Dialog Box

  • The Font dialog box allows you to choose from a larger selection of formatting using Home-Font Formatting sub task menu is the easiest way to format text.
  • If you cannot format text using this method, then use Font dialog box options.
  • Select Home Font subtask and click on the down arrow key located at the lower right side on the subtask menu to access the Font dialog box.

Format Painter

  • A handy feature for formatting text is the Format Painter located on the home Tab under Clipboard subtask menu. For example, if you have formatted a paragraph heading with a certain font face, size, and style and you want to format another heading the same way, you do not need to manually add each attribute to the new headline. Instead, use the Format Painter by following these steps:
    • Place the cursor within the text that contains the formatting you want to copy.
    • Click the Format Painter button in the standard toolbar. Notice that your pointer now has a paintbrush beside it.
    • Highlight the text you want to add the same format to with the mouse and release the mouse button.
    • To add the formatting to multiple selections of text, double-click the Format Painter button instead of clicking once. The format painter then stays active until you press the ESC key to turn it off.

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