Hints and Tips

Formatting Text in Word

If several paragraphs of text are to be formatted in the same way, select all the paragraphs and apply the format once, rather than selecting each paragraph individually and applying the same format several times.

If you already have an example of the format you want to use, select the text, click the Format Painter tool and 'paint' the format on the other paragraphs (double click the Format Painter tool to format several non-adjacent paragraphs).

Very few people understand styles. You should learn this technique if you want to quickly and consistently create documents that can be easily re-formatted.

You do not have to slavishly select every character in a paragraph to apply a paragraph format - a single click anywhere in the paragraph suffices.

When desk top publishing a document, choose a typeface that is appropriate to the era and content of the document. While a clean looking sans serif font (Arial) is effective in a modern context, a serif font (Times New Roman) may be appropriate for a more traditional topic.

The font size that looks right on screen may appear large and clumsy when printed. Try a font size one point smaller - perhaps 11 pt.

Try using italics rather than bold for emphasis. Bold fonts break up the visual flow of a document.

Clusters of upper case characters appear to be larger than they really are in printed documents. You can correct this effect by formatting upper case characters with a slightly smaller point size than surrounding text - LIKE THIS, rather than LIKE THIS. The most flexible way to do this is by creating and applying a character style. Numeric strings, such as dates and financial amounts, also look better with the same treatment.


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