Microsoft Office Tutorials and References
In Depth Information
Formatting Paragraphs and Characters
To Save a Document
Organizing Files
and Folders
You should organize
and store i les in folders
so that you easily can
i nd the i les later. For
example, if you are taking
an introductory computer
class called CIS 101, a good
practice would be to save
all Word i les in a Word
folder in a CIS 101 folder.
For a discussion of folders
and detailed examples
of creating folders, refer
to the Ofi ce 2010 and
Windows 7 chapter at the
beginning of this topic.
You have performed many tasks while creating this l yer and do not want to risk
losing work completed thus far. Accordingly, you should save the document.
The following steps assume you already have created folders for storing your
i les, for example, a CIS 101 folder (for your class) that contains a Word folder (for your
assignments). Thus, these steps save the document in the Word folder in the CIS 101
folder on a USB l ash drive using the i le name, Found Dog Flyer. For a detailed example
of the procedure summarized below, refer to the Ofi ce 2010 and Windows 7 chapter at
the beginning of this topic.
With a USB l ash drive connected to one of the computer’s USB ports, click the Save
button on the Quick Access Toolbar to display the Save As dialog box.
Type Found Dog Flyer in the File name text box to change the i le name. Do not
press the ENTER key after typing the i le name because you do not want to close the dialog
box at this time.
Navigate to the desired save location (in this case, the Word folder in the CIS 101 folder
[or your class folder] on the USB l ash drive).
Click the Save button (Save As dialog box) to save the document in the selected folder on
the selected drive with the entered i le name.
Formatting Paragraphs and Characters
With the text for the l yer entered, the next step is to format , or change the appearance
of, its text. A paragraph encompasses the text from the i rst character in the paragraph
up to and including its paragraph mark (¶). Paragraph formatting is the process of
changing the appearance of a paragraph. For example, you can center or add bullets
to a paragraph. Characters include letters, numbers, punctuation marks, and symbols.
Character formatting is the process of changing the way characters appear on the
screen and in print. You use character formatting to emphasize certain words and
improve readability of a document. For example, you can color or underline characters.
Often, you apply both paragraph and character formatting to the same text. For example,
you may center a paragraph (paragraph formatting) and underline some of the characters
in the same paragraph (character formatting).
Although you can format paragraphs and characters before you type, many Word
users enter text i rst and then format the existing text. Figure 1–11a shows the l yer in this
chapter before formatting its paragraphs and characters. Figure 1–11b shows the l yer
after formatting. As you can see from the two i gures, a document that is formatted is
easier to read and looks more professional. The following pages discuss how to format the
l yer so that it looks like Figure 1–11b.
Characters that appear on the screen are a specii c shape and size. The font , or
typeface, dei nes the appearance and shape of the letters, numbers, and special characters.
In Word, the default font usually is Calibri (shown in Figure 1–12 on page WD 14). You can
leave characters in the default font or change them to a different font. Font size specii es
the size of the characters and is determined by a measurement system called points. A single
point is about 1/72 of one inch in height. The default font size in Word typically is 11
(Figure 1–12). Thus, a character with a font size of 11 is about 11/72 or a little less than 1/6
of one inch in height. You can increase or decrease the font size of characters in a document.
A document theme is a set of unii ed formats for fonts, colors, and graphics.
Word includes a variety of document themes to assist you with coordinating these visual
elements in a document. The default theme fonts are Cambria for headings and Calibri
for body text. By changing the document theme, you quickly can give your document a
new look. You also can dei ne your own document themes.
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