Data Entry: Formatting Documents: Introduction, Working With Text and Spacebar and Space

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Word’s formatting features allow you to create beautiful documents without doing much more than typing headings and text. Word will do the rest. Word 2007 offers a great amount of formatting options: multiple typefaces and point sizes; easy-to-apply character styles such as bold, italic, normal, single and double spaces; underline; subscript and superscript; and paragraph formats such as alignment, spacing and indentation.

Working with Text

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. When you open word 2007.

Typing Text

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

  • 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

The shortcuts for selecting a portion of the text are:

a. Whole word: double-click within the word

b. Whole paragraph: triple-click within the paragraph

c. Several words or lines: drag the mouse over the words, or hold down SHIFT key while using the arrow keys

d. Entire document: choose Edit→Select All command on the menu bar, or press CTRL+A keys.

e. 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

1. Select the text to be removed as explained above.

2. Start typing the new text. Observe that the new text is replacing the selected 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

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 subtask as per the diagram given below.

Image of Formatting Text

Image of Formatting Text

Image of Formatting Text

  • Font Face

  • Font Size

  • Font Style

  • Alignment

  • Numbered and Bulleted Lists

  • Increase/Decrease Indent

  • Outside Border

  • Text Color

  • Highlight Color

The Font Dialog Box

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.

Image of Font Dialog Box

Image of Font Dialog Box

Image of Font Dialog Box

Format Painter

1. Place the cursor within the text that contains the formatting you want to copy.

2. Click the Format Painter button in the standard toolbar. Notice that your pointer now has a paintbrush beside it.

3. 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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