FFoorrmmaattttiinngg aanndd DDooccuummeenntt LLaayyoouutt
Contents
1.0 USING THE KEYBOARD ...... 2
2.0 CUT, COPY AND PASTE ...... 3
3.0 ADVANCED FORMATTING ...... 4
4.0 INSERTING SYMBOLS AND SPECIAL CHARACTERS ...... 6
5.0 BULLETS AND NUMBERED LISTS ...... 7
6.0 USING THE DRAWING TOOLBAR ...... 10
7.0 FORMATTING PARAGRAPHS...... 11
8.0 PAGE NUMBERS ...... 14
9.0 CREATING TABLES IN WORD ...... 15
10.0 HEADERS AND FOOTERS ...... 17
11.0 AUTOTEXT ...... 19
12.0 USING TABS ...... 21
13.0 TEMPLATES ...... 23
14.0 PAGE SETUP AND PRINTING...... 26
15.0 ADDING AND CUSTOMISING TOOLBARS ...... 28
16.0 THINGS WORTH KNOWING IN WORD ...... 30 Formatting and Document Layout
1.0 Using the Keyboard Although Windows has been designed to work with the mouse, the keyboard is often easier and quicker. Here are some shortcuts that you may find useful.
Ctrl+Z ~ Undo. Ctrl+S ~ Save To change the line spacing -
Ctrl+X ~ Cut. Ctrl+P ~ Print. Ctrl+1 – for single line spacing Ctrl+2 – for double line spacing Ctrl+C ~ Copy. Ctrl+N ~ New. Ctrl+5 – for one & half line spacing Ctrl+V ~ Paste. Crtl+O ~ Open (file).
Ctrl+ ↑↑↑ ~ Moves the cursor up a paragraph. Ctrl+ ↓↓↓ ~ Moves the cursor down a paragraph. Ctrl+ →→→ ~ Moves the cursor one word to the right. Ctrl+ ←←← ~ Moves the cursor one word to the left.
F1 , Help key ~ This displays the help information in any Windows program.
Shift+F3 , the Switch Case key ~ To change the case of your text between all caps, lowercase, and mixed case, mark the text as a block and then press Shift+F3 until the text is the way you want it.
F4 , Repeat Command key ~ A handy key if you are repeating the same command over and over. For example, if you are pasting in symbols press the F4 key after the first symbol has been placed in your document and the symbol will be repeated.
Shift+F5 , the “Take me back to where I was” key ~ If you get lost in Word press Shift+F5 to get back to where you were.
Ctrl+Shift+spacebar , “Prevent character space from breaking a line” key ~ Press Ctrl+Shift+spacebar where you would normally just press the space bar and the two related words will be moved to the next line together. For example, if you want Mr Browne to stay on the same line like this >>>>>>>>>>>>>>>>>>>>>>>>>>>> Mr Browne, then Crtl+Shift+spacebar is the way to go.
Alt+Shift+D , the Current Date insert ~ this command inserts the current date into your document. If you want to change this to a different format, click Insert > Date Time. Select the format you want and then click the Default button. Answer “Yes” if asked do you want to change the format. In future every time you do Alt+Shift+D your chosen format will appear.
2 Formatting and Document Layout
2.0 Cut, Copy and Paste
When you are using these functions, you are either copying and pasting text (so you have it duplicated on the document) or cutting and pasting (which is cutting the text out and putting it elsewhere on your document, moving it from one place to another – so you only have the text in one place on the document). a) first of all, highlight the required text
b) then, click on either cut or copy
c) then move your insertion point to the place you would like the text to be pasted
d) select the paste icon on the toolbar
It is useful to note that, once you have selected copy , you can paste the text as many times as required (and therefore have multiple copies of the text) – you may copy one block of text onto numerous documents in this way.
3 Formatting and Document Layout
3.0 Advanced Formatting There are many ways you can format your document to improve the presentation of it.
3.1 Changing font/colour/effects
Toolbar icon Select the text you wish to change. Then click on the black drop down arrow next to the font colour button click on the colour your require. Your selected text will change.
Format menu Select the text you wish to change. Then click on the Format menu and select Font. The font box will appear. Select your required changes then OK.
Effects Whilst in the Font window note there is an Effects section. To apply one of the effects click in the box so a tick appears the Preview section displays the effect chosen. Then click OK to apply.
If you wish to apply Text Effects to your document then click on the Text Effects tab on the Font box and select one. Then OK.
4 Formatting and Document Layout
3.2 Borders and Shading Position your cursor within the paragraph you wish to add a border around, or select text you wish to have border around. Please note that the following can be applied to Tables and Tabs.
Toolbar icon Simple borders use the borders icon on the toolbar to view options of borders click on the black drop down arrow.
Format menu Alternatively you can use the format menu and select borders and shading. The borders and shading box will appear. You can select a line style, colour and width, once you have chosen these then choose the type of setting you require. Use the preview to check before you OK.
Page border If you wish to add a page border to your document click on the Page Border tab and select the border you want – note there is an Art section available where you can choose pictures.
Shading To apply shading to selected text/paragraph. Click on the Shading tab. Choose the fill colour or pattern, check the preview before you OK.
5 Formatting and Document Layout
3.3 Format Painter Once you have applied formatting to areas of your document. If you wish to copy the formatting applied to one area to another area or another document then:
1. Select the formatted area. 2. Double click on the icon in the formatting toolbar. Note your mouse pointer has a paintbrush next to it. 3. Select other areas of your document to replicate the formatting. 4. When you have finished go back up to the icon on the toolbar and click to switch off.
4.0 Inserting Symbols and Special Characters
To insert symbols:
1. From the menu bar select Insert > Symbol 2. The Symbol window will appear. Click on drop down list for different font areas Click on drop down list for different subset areas
• To find the Euro symbol change the subset area to Currency. • To find a Tick then change the Font section to Marlett • For © copyright symbol then click on the Special Characters Tab.
6 Formatting and Document Layout
5.0 Bullets and Numbered Lists
5.1 Simple Bullets and Numbers
There are 2 ways of applying bullets and numbers. The quick way is to select the appropriate icon from the formatting toolbar.
For Numbered Lists
For Bulleted Lists
Alternatively you can select Format > Bullets and Numbering from the menu bar. The Bullets and Numbering window appears: Select a bullet point style or a numbered style and click OK.
7 Formatting and Document Layout
5.2 Customising Bullets If you wish to customise your bullet points, for example change the spacing between the bullet point and where the text starts or to change the colour or size etc. Select the bullets points you wish to change. Then select Format > Bullets and Numbering from the menu bar.
Click Customize
Click to access clip art bullets.
The Customise window appears:
Click if you wish to
change bullet symbol.
When finished select OK. Select Font to change colour, size, etc of bullet
To alter the bullet position and text position use the indicators and watch the preview to see how the document will look.
8 Formatting and Document Layout
5.3 Customising Numbered Lists If you wish to customise your numbers for example change from numbers to roman numerals etc then. Select the numbered list then Format > Bullets and Numbering then click the customise button. Make changes and click OK to confirm.
To alter number style click on drop To start the down list and numbering at a select. different point use indicators
To alter the number position and text position use the indicators and watch the preview to see how the document will look.
9 Formatting and Document Layout
6.0 Using the drawing toolbar To activate the drawing toolbar (if it is not present), use View > Toolbars > Drawing. If it does not dock itself then drag and drop in the blue title line to the bottom of your screen.
6.1 Autoshapes and text boxes Line Style Fill Colour Line Colour Arrow Style Drawing Menu Free Rotate
Dash Style WordArt AutoShapes Menu Text Box Font Colour
Shadow
3D
Click on the drop down arrow next to the word autoshapes. A menu will appear. Select an autoshape section and then an actual shape such as a block arrow. Your mouse will now be a black cross. To draw the shape hold down the left mouse button and drag out until you have the desired size then release the left button. Your shape will then be displayed as below. Use the resize squares if you wish to increase/decrease in size.
You can draw any of the objects on the drawing toolbar in the same way as above. NB: If you wish to draw a square or a circle using the rectangle or oval icons on the toolbar hold the Ctrl button whilst drawing.
If you wish to draw a Text Box then click on the on the toolbar and draw your text box. Then click inside to add text. You may need to resize the box by clicking on the resizing arrows.
10 Formatting and Document Layout
6.2 Fill/Font Colour / Shadow / 3d and Borders
Colour: Select the Shape or Text you wish to change the colour of. Select the icon drop down list from the toolbar a colour palette will appear. Select colour, your text/shape should have changed accordingly.
Shadow: Select the shape you wish to apply a shadow effect to. Then select the shadow icon on the toolbar a menu of options will appear. Select an effect.
3d: Follow instructions as per Shadow except select 3d icon.
Borders: Select the shape or text box you wish to apply a border around select either line style or dash style from the toolbar.
If you wish to change the colour of the line click on the line style icon and choose from the colour palette.
7.0 Formatting Paragraphs
7.1 Indenting Paragraphs
There are different types of paragraph layout you can achieve in Word. These are the different types of layout –
First line indent - aaaaaaaaaaaaaaaaaaaaaaaaaaa aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa
Hanging indent - aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa aaaaaaaaaaaaaaaaaaaaaaaa aaaaaaaaaaaaaaaaaaaaaaaa
A quotation indent is slightly different as it indents both left and right to separate the block of text from the rest of your work as this paragraph displays.
A block indent means that you indent all of the paragraph on the left margin, but leave the right margin where it is.
11 Formatting and Document Layout
To change paragraph layouts for a complete document, you would first either highlight the whole document (click on EDIT and ‘select all’) or, to change selected paragraphs, move the cursor onto or highlight only the paragraphs in question.
As usual, there is more than one way to change your paragraph layout, firstly, you can click on ‘FORMAT’ on the menu bar and select ‘paragraph’. The following dialogue box will appear, from which you can alter left and right indentation as well as line spacing –
If you click here, a drop down selection will give you the option of choosing hanging or first line indents.
Another way to set indents, is to use the markers on the ruler.
You will find to the left of the ruler two triangular markers with a box underneath.
If you imagine the top triangle to be the first line of your paragraph(s) and the bottom triangle to be the rest of the paragraph(s), to create a first line indented paragraph, you would need to move the top line of your paragraph in slightly. Therefore, you would need to move the top triangle. Point with the mouse to the top triangle, then click on the mouse button and drag the triangle along the ruler to the position required. You will then see the first line of each paragraph has moved to this marker. The same would apply if you required a hanging indent (but you would move the bottom triangle).
If you wanted to block indent your paragraph(s), you would need to point to the box at the bottom of the two triangles and drag it across – this moves both triangles at the same time.
If you required a quotation indent , you would need to you would need to point to the box at the bottom of the two triangles and drag it across as above . You would also need to move the triangle to the far right of the ruler.
12 Formatting and Document Layout
7.2 Spacing above/below paragraphs Space can be added before or after a paragraph. Paragraph spacing only affects the space before the first line or after the last line of the paragraph, not the spacing between the lines of the paragraph.
To change paragraph spacing, first select the paragraphs you wish to apply to or if applying throughout a document select all, (Ctrl + A). Then from the menu bar select Format > paragraph. The paragraph box will appear:
Using the indicators you can apply spacing going up 6pts at a time either before or after paragraphs. Once set click OK to apply to document.
7.3 Line Spacing Line spacing refers to the amount of space between lines of text, relative to the size of the text itself. Most documents use single line spacing (like this one). However sometimes you may wish to increase the spacing.
First select the paragraphs you wish to apply the spacing to or if applying throughout a document select all (Ctrl + A). Then from the menu bar select Format > paragraph. The paragraph box will appear as above. In the Line Spacing section using the drop down arrow select required spacing. E.g Double or 1.5 lines.
Shortcuts using the keyboard .
Ctrl + 1 = single Ctrl + 5 = 1.5 lines Ctrl + 2 = double
13 Formatting and Document Layout
7.4 Inserting/removing soft carriage return marks These are also known as Text Wrapping breaks. The purpose of these are if you have short lines and you want to start a new line without it appearing as a new paragraph. Ideal for use with bullets points see example below:-
To insert a text wrapping break you can either:
• Select Insert > Break from the menu bar and then select Text wrapping break from the box that appears and OK.
• Position your cursor where you wish to insert the text wrapping break and press Shift and Enter.
To view text wrapping breaks you will have to switch your Show/Hide button on . See example above the arrows pointing towards the left indicate where you have applied text wrapping breaks. To delete text wrapping breaks simply position your cursor to the left of the mark and press the delete key. This will bring the text from the next line in line with the text where your cursor is located.
8.0 Page Numbers
If your document is more than one page then it should have page numbers.
Choose ‘INSERT’ and ‘page numbers’. The ‘Page Numbers’ dialogue box appears (see below).
Simply decide where you want the page numbers to appear – top, bottom, left, right – from the ‘Position’ and ‘Alignment’ boxes and click OK.
If you want a particular format, for example, if you want ‘Roman numerals’ click the ‘Format’ button and select the desired format from the dialogue box.
14 Formatting and Document Layout
9.0 Creating Tables in Word
9.1 Creating a table
There are a number of different ways to create a table in Word.
Click the Tables and Borders button.
This opens the Tables and Borders tool bar.
And turns the mouse pointer into a pencil.
Simply drag the mouse over the page, placing the rows and columns where required.
OR
Click the Insert Table button.
Hold down the left mouse button and drag across the required number of rows and columns.
OR
1. Place the cursor where you want your table.
2. Select ‘TABLE’ from the menu bar and ‘insert table’. The ‘Insert Table’ dialogue box appears (see below).
3. Enter the number of columns in the first box.
4. Press the tab key and enter the number of rows in the second box.
5. Click OK .
Now all you have to do is fill in the table with whatever you want.
15 Formatting and Document Layout
Once a table has been inserted, various functions become available on the Table menu for distributing rows evenly, merging cells, deleting rows, sorting table contents alphabetically etc.
Note : If you use the sort buttons the first cell in each column is reserved for the column heading and is therefore not part of the sort.
9.2 Pointers for filling in the Table
Use the tab key to move about from cell to cell. Pressing ‘Enter’ simply creates a new paragraph within a cell.
Shift+Tab moves backward between cells.
Pressing Tab in the last bottom-right cell adds a new row.
To select a row or column all at once click the mouse in that particular row or column and then choose ‘TABLE’ and ‘select row’ or ‘select column’.
To delete the entire table, highlight it and choose ‘TABLE’ and ‘delete columns’ or ‘delete rows’.
9.3 Adjusting column width and row height
Place the cursor in the column/row that you want to change or highlight if multiple rows/columns required.
Select ‘TABLE’ and ‘table properties’. The following dialogue box will appear –
You will need to select the ‘row’ or ‘column’ tabs, depending on what you want to change.
Alternatively, move your mouse pointer onto the line between the columns/rows you want to adjust. Your mouse will turn into a double sided arrow – drag to the size required.
16 Formatting and Document Layout
9.4 Spiffing up the table
You can spiff up the design of the table easily by using the Table AutoFormat command in the Table menu.
Go to ‘TABLE’ and select ‘ table autoformat’.
The Table AutoFormat dialogue box appears (see below).
Here you can select from a number of predefined formats in the Formats box on the left and check to see what they look like in the Preview box on the right
Once you have your chosen format click OK.
10.0 Headers and Footers If you are typing large documents or reports you may want to add headers and footers. For example this document contains both a header – title and a border and a footer – page number.
To insert these go to ‘VIEW’ and select ‘header and footer’.
The Header and Footer toolbar appears along with a box marking the area of the header.
Type any text you wish to appear and change the font style and size in the normal way.
To place text in the middle, press the tab key on the keyboard once.
To place text on the right, press the tab key on the keyboard twice.
17 Formatting and Document Layout
To move down to the footer, click the Switch button Add text in the same way as the header.
To insert page numbers, click Insert Page Number button.
Page numbers will then be automatically inserted into the document. As new pages are added the numbering will be updated.
If you require a different first page , click on the ‘Page Setup’ button – the Page Setup dialogue box will appear
place a tick in the box marked Different first page .
Click the OK button.
If you wish to add page numbers, without counting the first page, click on the format page number button or select ‘INSERT’ on the menu bar and ‘Page Numbers’ the Page Numbers dialog box will appear
click on ‘Format…’
18 Formatting and Document Layout
The Page Number Format dialog box will then appear - set the page numbering to Start at ‘0’.
11.0 AutoText AutoText is a short cut. Word can automatically type text for you when you give it only a hint of what you want. Those nice people at Microsoft have already created some AutoText words for you, others you can create yourself.
To check which AutoText words are currently available to you go to ‘INSERT’ on the menu bar and select ‘autotext’ and ‘autotext’ again. The Auto Correct dialogue box appears – you then need to select the ‘Autotext’ tab.
Scroll through the list and remove any entries you will not need.
19 Formatting and Document Layout
11.1 Creating an AutoText Entry
To create a new AutoText entry, type some text.
Mark it as a block (highlight it).
Press Alt+F3 (or go to ‘INSERT’ and select ‘autotext’ then ‘new’). The create AutoText dialogue box appears -
Give your AutoText entry a name. The name actually becomes the letters that you need to type in order to fire up the AutoText entry. So it should be short, but if it is too short, i.e. two letters or less then it may not work properly. For example, if your AutoText entry is for “the quick brown fox jumped over the lazy dog” the name could be “the qu”. In future, every time you enter those characters the phrase will appear on the screen and pressing Enter places the text on the page.
Click OK .
When you have finished working on your document Word asks whether to save the changes to the document and template. Answer ‘Yes’ to keep the AutoText entry you just created.
20 Formatting and Document Layout
12.0 Using Tabs Pressing the tab key (located above the Caps Lock key) moves the cursor at a predefined interval. Tabs are useful for creating columns of text and generally aligning text within a document. The default tab stop is the left tab. However, there are four types available:
Left tab. The default tab, text appears to the right of the tab stop.
Centre tab. Text is placed to the left and right of the tab stop, centring it.
Right tab. Text appears to the left of the tab stop.
Decimal tab. Numbers are lined up with the decimal point.
Bar tab. Creates a line between other tab stops, creating a column effect as per the diagram below.
Setting the correct tab can save a lot of hassle when creating documents with columns of text or numbers. For example, if you need to show some figures, using the decimal tab lines everything up correctly.
12.1 Setting tabs using the ruler
To the left of the ruler is a small square and as you click on it, it changes to denote the different types of tab stops available;
Left Centre
Right Decimal
Bar
21 Formatting and Document Layout
12.2 Setting tabs using the ‘FORMAT’ menu option
You would set tabs in this way particularly if you required ‘leaders’. These are dotted (or dashed) lines that would appear before your tab stop. Select ‘FORMAT’ and click on ‘tabs’, the following dialogue box will appear –
From this box, you can select the position of your tab stop, along with the alignment and the leader (if required).
Deleting tab stops can be done either by selecting ‘clear’ or ‘clear all’ from the tabs dialogue box, or by simply clicking on the tab stop on the ruler bar and dragging it off the screen.
Moving tab stops can be done either by selecting the tab stop on the tabs dialogue box and typing in the new position, or by clicking on the tab stop on the ruler bar and dragging it to the new position.
Note; when moving and clearing tab stops, you need to make sure that your cursor is on the line you want to alter, or if it applies to a whole area on your document, you need to highlight that area first before dragging the tab markers on the ruler.
22 Formatting and Document Layout
13.0 Templates
All documents you create in Word are based on a document template. A template may contain graphics, page formatting, font styles, custom toolbars, menus and macros, indeed any number of pre-defined elements. Word comes with a collection of pre-set templates, but also allows us to create our own.
To create a new template, select ‘FILE’ and ‘new’.
The New dialogue box appears (see overleaf). Now this may appear a mite complicated the first time you set eyes on it. But do not be put off.
In the ‘Create New’ box in the bottom right corner of the dialogue box click the Template button.
Click OK .
What appears to be a new document pops up, only it is something else. You will notice in the title bar at the top that you are now working in a new template.
Create the style for your new document template. This may simply be selecting a particular paper size that you use on odd occasions, or you may want to create a document that you use frequently with all the font sizes, references, spaces for addresses, dates and so forth listed.
To save the template for future use, choose Save As from the File menu. In the ‘Save as type’ box, choose ‘Document Template’. Next time you want to use it, choose ‘New’ from the File menu, and then double-click your template icon. By default Word opens your template as a document, which means any changes you make do not affect the original template. All clever stuff.
23 Formatting and Document Layout
13.1 Automating the Date in a Template
You can get Word to automatically set the date for you in a template.
1. Position the cursor where you want the date.
2. Choose ‘INSERT’ and ‘field’. The ‘Field’ dialogue box appears.
3. From the ‘Categories’ area select Date and Time .
4. From the ‘Field Names’ area, select Date .
5. Click the Options button. The ‘Field Options’ dialogue box appears. It is the General Switches panel that you want.
6. Select a date format from the Date – Time list.
7. Click the Add to Field button.
8. Click OK . The Field Options dialogue disappears.
9. Click OK in the Field dialogue box. Your template should now have a date field in it. This will then change the date automatically .
13.2 Creating an A5 template
If you use both A4 and A5 paper having an A5 template saves time.
Open a new template as per the previous section then go to ‘FILE’ and ‘page setup’.
In the Page Setup dialogue box (see overleaf) select the Paper Size tab and select A5 from the drop-down list. If A5 is not available select ‘Custom size’ and change the width to 14.8 cm and the height to 21 cm.
Click the OK button and save as a template as before.
24 Formatting and Document Layout
13.3 Saving an existing document as a template
If you have an existing document that you want to use as a template for future documents, open the document in question and go to ‘FILE’ and ‘save as’.
In the ‘ Save As’ dialogue box go to the ‘ Save as type’ box at the bottom of the dialogue box and select Document Template (see below).
It should automatically propose saving into the Templates folder. If it does not, select the Templates folder in the Save in box – go to the “C” drive, then Program Files , then Microsoft Office , then Templates . Click the Save button. It will then appear in the General category next time you open the New dialogue box.
25 Formatting and Document Layout
14.0 Page Setup and Printing.
14.1 Margins
To alter the margins on your document select File > page setup from the menu bar. The Page setup window appears
Using the indicators adjust your margins to the desired size.
NB: You rarely have to alter Header/footer or Gutter sections.
14.2 Paper size / orientation
To change the size or orientation of your document then select File > page setup. Then select the paper size tab.
Click here to change paper size
Click to change orientation of paper.
26 Formatting and Document Layout
14.3 Printing
There are two ways of printing your document. A quick simple way to print is to select the printer icon from the standard toolbar. This automatically prints 1 copy to your output printer.
Alternatively you can select File > Print from the menu bar. The Print window appears:-
You can select a You can print all different printer pages. other than the default at this point
Current page – (page cursor is currently on)
How many Pages – print copies you specific pages e.g, require. 3, 5.
Click OK to start printing
27 Formatting and Document Layout
15.0 Adding and customising toolbars
When you first open Word, two toolbars should be visible below the menu bar (see below). The Standard toolbar contains shortcut buttons for such functions as opening, saving and printing. The Formatting toolbar enables us to change the font, font size, bold and justify text, add bullets and other functions relating to the appearance of the document.
Menu Bar
Formatting Standard Toolbar Toolbar
15.1 Adding & removing a toolbar
However, there may be functions and tasks that you perform on a regular basis that are not present on the two default toolbars.
To add additional toolbars go to ‘VIEW’ and select ‘toolbars’ and select those that suit your needs by placing a tick next to your choice. To remove a toolbar click again on the toolbar list and the tick mark will disappear along with the toolbar.
Alternatively, you can right-click anywhere on the standard and formatting toolbars and the toolbar drop down selection will appear.
28 Formatting and Document Layout
15.2 Customising a toolbar
Right-click anywhere on the standard and formatting toolbars, or click on ‘VIEW’ and select ‘toolbars’. Go to the bottom of the drop-down list and select ‘customise’, the following dialogue box will appear (see overleaf).
On the left you will see a ‘categories’ box, this will list all the menu and toolbar options. To choose the button for your toolbar, you first have to select which menu or toolbar it currently appears, then in the ‘commands’ box on the right, click on your option and drag it to the required destination on your standard or formatting toolbar.
29 Formatting and Document Layout
16.0 Things Worth Knowing in Word • If a toolbar has disappeared go to ‘VIEW’ and select ‘toolbars’ and then click whichever toolbar is missing.
• If you want to apply the same formatting from one word (or block of text) to another word (or block of text) in your document it is easier if you use the format painter button on your toolbar. Place your cursor on one of the words with the formatting required, then click on the format painter button (you will notice that your mouse symbol changes and has a brush against it). Then highlight the text you wish to change – the formatting will apply and the format painter button will now automatically switch itself off.
If you wish to apply the formatting to more than one block of text, then follow the instructions above, but double-click on the format painter button. You can then work through your document highlighting and changing the formatting. You will, however, have to click once on the format painter button when you have finished to switch it off – it will not switch off automatically.
• If your text has mysteriously turned red and changing the font colour has no effect then Word is probably tracking changes. To turn this off go to ‘TOOLS’ and select ‘track changes’ then ‘highlight changes’. Remove the tick from the box where it says “Track changes while editing”. Alternatively, you can double click on the ‘TRK’ button on the status bar at the bottom of the window.
Click OK .
To turn the red text black, go to ‘TOOLS’ and select ‘track changes’ and ‘accept or reject changes’. Choose the Accept All button, then click the Yes button in the box that appears.
• Quick spell checks and grammar checks are available from the right mouse button. Right click on the word(s) with the green (or red) zigzag lines and select from the list that appears.
30 Formatting and Document Layout
• To start a new page manually do not press the Enter key a couple of dozen times, simply press Ctrl+Enter . This inserts a hard page break into your document.
• If you make a mistake - delete something inadvertently - remember the Undo button.
31 Formatting and Document Layout
32