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Word 2007 has various tools to help you format your document into an eye-catching masterpiece. This chapter shows how to enhance the appearance, layout, and formatting of your document.

This chapter is from the book

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What You’ll Do

Format Text

Format Text for Emphasis

Change Character Spacing

Select Text with Similar Formatting

Find and Replace Formatting

Find and Replace Custom Formatting

Change Paragraph Alignment

Change Line Spacing

Display Rulers

Set Paragraph Tabs

Set Paragraph Indents

Create Bulleted and Numbered Lists

Add Borders and Shading

Hide Text

Introduction

Once you type a document and get the content how you want it, the finishing touches can sometimes be the most important. An eye catching document will draw the reader in, while a boring font without a lot of extra details will draw the reader away from all your hard work. To create that interest, Microsoft Office Word 2007 can help you change your document for a fresh look. One of the first elements you can change is your font attributes. Applying bold, underline, or italics when appropriate, can emphasize text. You might find that having different font sizes in your document to denote various topics will also enhance your document.

You can change the kerning—the amount of space between each individual character, for a special effect on a title or other parts of text. You can also apply a dropped capital letter to introduce a body of text, add a shading or border onto your document.

Word has various tools to help you format your document. You can search and replace formatting effects, display rulers, change a paragraph alignment, set paragraph tabs and indents, and change your line spacing. There are times when typing a paragraph will not do your text justice. Creating a bulleted or numbered list might better show your information. To further enhance the appearance of the text in a paragraph, you can quickly add a border and shading to selected text. If you have confidential information in a document or text that you don’t want others to see, you can use a formatting option to hide the text.

Formatting Documents In Word 2013

This chapter shows how to add the kinds of finishing touches to your document to change it from ordinary to eye-catching.

Read Word 2013 on Demand or more than 24,000 other books and videos on Safari Books Online. Start a free trial today.

This chapter is from the book



What You’ll Do

Format Text

Format Text for Emphasis

Select Text with Similar Formatting

Set Formatting Options

Find and Replace Formatting

Find and Replace Custom Formatting

Change Paragraph Alignment

Change Line Spacing

Change Character Spacing

Display Rulers

Set Paragraph Tabs

Set Paragraph Indents

Create Bulleted and Numbered Lists

Apply Borders and Shading

Hide Text

Introduction

Once you type a document and get the content how you want it, the finishing touches can sometimes be the most important. An eye catching document will draw the reader in, while a boring font without a lot of extra details will draw the reader away from all your hard work. To create that interest, Microsoft Word can help you change your document for a fresh look. One of the first elements you can change is your font attributes. Applying bold, underline, or italics when appropriate, can emphasize text. You might find that having different font sizes in your document to denote various topics will also enhance your document.

Accepting All Formatting Changes In Microsoft Word Documents

When you turn on Tracked Changes in Microsoft Word, Word will automatically track all text, formatting and ink changes for you.

Tracking all changes is a handy way to show your colleagues what you have updated in the document, leaving the document owner to manage these changes, accepting and rejecting them before they are saved into the documents text body.

Often formatting changes can be reviewed at a glance.

Quickly accepting all formatting changes before you begin reviewing all other changes one-by-one is an easy way to de-clutter your document and leave you to review the changes the remaining changes individually.

In this blog, we will show you how to accept all formatting changes at once, while leaving all other tracked changes to be reviewed separately.

How to accept all formatting changes at once in Word?

Find and Press Tracking

Under Tracking, Press Mark-up Options

In the Mark-up Options options, clear all checkmarks, except for the formatting line. Leave the tick next to formatting

Note here, you may need to repeat steps 2-3 and clear the checkmarks individually depending on the version of Word you are working in

Press Accept All Changes Shown (aka, just your formatting changes)

Looking for a better way to manage version control?

When you are collaborating with more than one other person on a Microsoft Word document keeping track of every version is often harder than it needs to be.

There are a number of commonly used methods to manage version control, such as; adding version numbers or dates to the end of the document name. Inserting your initials, or your initials and the date at the end of the document.

These methods do work, if your team are all following the same version control system and no two people are working on the document simultaneously, leaving you with two different versions of report_v18.

Too often, these methods just don’t work.

Your file name ends up being so long that you can’t read it without expanding the size of your documents window, or someone places the word _final at the end of your document prematurely leaving you with something along the lines of document_v18.2_final_v4 and so on.

The only way to find the latest version now is to look at the most recently updated file, cross your fingers and hope you have just opened the correct version.

With so many of us facing the same frustrations when collaborating in Microsoft Word, it’s no surprise that there are now some amazing purpose-built tools on the market that are here to make version control easy.

Tools such as Simul Docs.

Numerical file names is the best way to manage version control, you’ve been using some form of this method for a while now. But Simul takes it to a whole new level.

Removing the variable of individual decisions or file name preferences, Simul will automatically save a document under a new name when a change is made.

Simul makes version control easy and fool proof, like it should be.

When working in Simul you own the first draft, Simul would call this version 0.0.1.

Someone else opens version 0.0.1 and makes a few minor changes and without this author having to think about pressing save, or coming up with a new file name, Simul has automatically saved the document for them and called it version 0.0.2.

Then you jump back in and add a few extra pieces of information, this version is automatically saved as version 0.0.3.

Its version control done right. The way you’ve always dreamt it would be done.

With Simul managing version control for you, you will never have to search through a long list of documents and crazy file names again to find the latest version. You also won’t accidentally save over an old version without realising.

So you’ve finished collaborating and you now have a final version. Congratulations!

You can easily export or share your document directly from Simul Docs. Use the export button to take the file out in either Word or PDF formate, or use the share button to share the file using a direct link, email or any cloud sharing system such as Dropbox, GoogleDrive, OneDrive and Sharepoint.

Leaving you to collaborate, share and work on your document without any of the painful bits, the bits we all wish weren’t a part of collaborating in Word.

Formatting Paragraphs In Microsoft Word 2007

Paragraph alignment refers to how you want your text to appear. You can choose to center the text, align it left, right, or justify (which means aligning it between both the right and left margins).

To align your paragraphs, go to the ‘Home’ tab on the Ribbon. In the ‘ Paragraph‘ group, you’ll see the four buttons you’ll use to align your paragraph. Look at the picture below.

The next button is to center your text, followed by right align, then justify. When you justify your text, all lines will be exactly the same length. MS Word 20007 will alter character spacing to make this happen and give your document a clean look.

Indenting Paragraphs

Indenting paragraphs simply allows you to set different margins for different lines of text.

You have several options for indenting paragraphs:

First line: This controls the left boundary for the first line of the paragraph.

Hanging: Controls the left boundary for every line in the paragraph except the first one.

Left: Controls the left boundary for every line in the paragraph.

Right: Controls the right boundary for every line.

To indent paragraphs, you have two different options:

Option 1: Go to the ‘Home’ tab on the Ribbon. Select the indent buttons in the ‘Paragraph’ group. They are pictured below.

Add Borders or Shading to a Paragraph

Just as you can add a border or a color to an entire page, you can also add a border or color to an entire paragraph or a group of paragraphs.

Select the ‘Home’ tab on the Ribbon.

A dropdown menu will open and allow you to select what type of border you want.

Below are some different styles applied to text.

Subtle reference: The girl ran to the store to get some bread for dinner.

No spacing: The girl ran to the store to get some bread for dinner. (This style leaves out any spaces between lines that may have been inserted in prior paragraphs.)

Paragraph list: The girl ran to the store to get some bread for dinner. (Note the indention in this line that would signify a list.)

Getting to know the different styles and what they do to your text is a matter of using MS Word 2007 frequently.

Note: You can also apply a style to an entire document or individual lines, as well as paragraphs.

Creating Links within a Document

Creating links with MS Word 2007 is very easy.

Go to the ‘Insert’ tab, then the ‘Links’ group.

Next, it will ask you for the address of the website. If it’s on your computer or in your recent files, you can select it. However, you can also type the address in.

Change Spacing Between Paragraphs and Lines

You can use MS Word’s features to change the spacing between paragraphs and lines. This paragraph, for example, is double spaced. That is called changing the spacing between lines and paragraphs.

Picture of Spacing Dialogue Box:

Adjusting Column Width

You can manually adjust the width of an entire column or row by positioning the mouse pointer over the border to be adjusted, holding the left mouse button, and dragging it left or right.

You can also adjust the width of columns and height of rows by locating the Cell Size group on the Layout tab. Use the boxes to set the width and height of cells.

To distribute the rows and columns evenly, use the buttons to the right of the width and height windows. Use the button on top to distribute columns evenly, and the button on bottom to distribute rows evenly. You can also set the Autofit rules from this group.

Position Text Within A Cell

Borders and Shading

The way information in a table is presented determines how easily it can be understood. Use the borders and shading features to control the look of a table.

The borders and shading tools can be found in the Table Styles group on the Design tab under Table Tools.

Microsoft Word 2007 provides some customizable templates. Roll your mouse over one of them, and you will see a preview in your selected table.

Use the Borders button to add or remove borders or adjust the stroke width. Use the Shading feature to control the color of a cells.

Tables help you organize and present information in way that stands out from other text on the page. MS Word 2007 has included many new features that make drawing and designing tables a snap. Literally.

Creating Tables

To create a table, move the cursor to the place on the page you’d like to insert a table then select the Insert tab. The Table group is right below the Insert tab.

·By highlighting the boxes at the top of the menu

·By selecting Insert Table

·By selecting Draw Table

·By Selecting Quick Tables

·By converting text into a table

Use your mouse to highlight the boxes at the top of the menu. The boxes represent the rows and columns in a table. For example, to create a table that has four rows and four columns, you’d drag your mouse four boxes down from the upper left hand corner, and four boxes over. Rows are the ones that go down, columns are the ones that go over. As you drag your mouse over the boxes, a preview will appear at the insertion point in your document:

Make sure the cursor is at the place where you want to draw a table, then select Insert Table from the Table menu. Another menu will open that looks like this:

As you can see, when you draw a table, it can be as uniform or as unconventional as you like.

Converting text into a table

You can also convert text into a table. To do this, place a comma where you want to separate each item into a column and place a paragraph where you want to begin a new row. Then select the text you want to convert. From the tables group menu select Convert Text to Table . A menu will appear that looks like this:

If the number of columns doesn’t match your expectations, make sure all of your separator characters (in our case, commas) are in place and be sure to select Separate text at Commas.

Entering Text

Table Tools

Whenever you create or select a table, the table tool commands will activate automatically. These appear as two new tabs at the right side of the ribbon: Design and Layout.

You can use these commands to customize your tables, everything from the color of each cell, to the borders, to text alignment.

Inserting rows and columns

You can insert rows and columns anywhere in a table. To do so:

1.select a row or column

3.find the Rows & Columns group. It looks like this:

4.use the buttons to insert a row or column. You can insert a row above or below the selected row, and insert a column to left or right of the selected column.

Deleting Cells, Rows or Columns

Merging Cells and Splitting Cells