Formatting marks microsoft word 2007

Again, margins and indents are independent of each other although set in the same place by default. Again, Indents are paragraph formatting , Margins are Section properties. Use Indent changes rather than margin changes for most purposes. Here are two more examples showing different indents and margins.

In both examples, the margins are indicated by the blue arrows and the indents by the red arrows. In the first one there is a left-and-right-indent as would be used for quoted material. In the example below the left and right Indents are set outside the Margins. I use this in my header and footer styles to further set off the headers and footers from the body of the document. In this example, the indents are set a half-inch from the edge of the page, outside the margins of the page.

If you are using Word , try using the Tab Alignment box to set the indents. Instead of dragging a marker, select the appropriate indent mark First Line or Hanging Indent and click the ruler. The indent you're setting only applies to the paragraph you have your cursor positioned. If you want to have an indent apply to many paragraphs, select all the paragraphs to which you want it applied. Word From the Format menu, choose Paragraph. The Paragraph dialog box is shown in the next figure.

Select the Indents and Spacing tab. Set the left and right spin box buttons at one inch. Click OK. The Special drop-down list allows you to set hanging and first line indents in the Paragraph dialog box.

Working with Tabs Remember, tab settings in Word are paragraph-level, not document-level, formatting. It is necessary to use a right-aligned tab to achieve the same result. There are five types of tabs in Word: left, right, center, decimal and bar. In Word , they are all available on the ruler.

In Word 97, the bar tab is only accessible by choosing Tabs from the Format menu. The bar tab draws a vertical line at the position you set. In headers and footers beginning with Word there are special alignment tabs left, center and right. These are independent of the paragraph or style tab settings.

It can be added to the QAT. Using them in the body of a document seldom would make sense. If you want to change where text starts or ends in a part of the body of a document, rather than change the margins as in Word Perfect you would change the Indents.

Indents are paragraph-level formatting, not section-level like margins. The alignment tabs are responsive to changes in the margins and the corresponding indent settings. They do not respond to the paragraph-level tab settings, though. All versions of Word: Setting a tab using the mouse is a two-step process: While your cursor is positioned in the paragraph you want to add the tab to, first click the Tab Alignment box at the left edge of the ruler until you access the tab that you want to use.

Second, click the ruler where the tab should appear. Many users report that they have better luck setting tabs in the horizontal ruler when they click in the bottom half of the ruler. Note If you make a mistake, click and drag the tab to the correct location on the ruler.

If it's the wrong tab center instead of left drag the tab marker off into the document window, release the mouse, and the marker will disappear. After you have made tab settings for one paragraph, they are copied down to the next paragraph when you press the ENTER key.

If you need to clear all tabs, drag them off the ruler or from the Format menu, choose Tabs, and then select Clear All. The next figure is an example of various tabs applied in a document:.

Tabs can be set outside the left and right Indents. I've never known a reason to set a tab outside the left Indent, though. There are some examples of this shown in Text Justification in Microsoft Word. See below for Word and later.

When you set paragraph level formatting like tabs in one paragraph and press Enter at the end of that paragraph, your settings will usually continue into the next new paragraph. That is not always true.

Every paragraph has style formatting assigned even if you didn't know anything about it. That style formatting may assign use of a different style for the following paragraph. In that case, the tab settings in the new style will apply. Once you understand how tabs work in Word, you'll be able to set a single tab for the precise location you need rather than press TAB repeatedly to position text.

From the Format menu, choose Tabs. Under Alignment, select Right. Under Leader, select the dotted line 2. Click Set, and then click OK. You can set dot leaders, dash leaders, or solid leaders in this way. Also, note that dot leaders can be automatically used in Tables of Contents, Tables of Authorities, etc. You won't need to set tabs or dot leaders by hand for those if you generate your Tables automatically. See Complex Documents for more on these.

Examples of tab settings and leaders can be found in the page on Justification. Finally, setting up a table using tabs is not a good idea although far better than using spaces.

Use a Table instead. If you've already set your table up using tabs, you can convert it to a Word table easily. The key thing that keeps beginners from using tables is that they don't know how to turn off the lines when they don't want them. It is easy! See that chapter. Tabs can be used in tables, but use of a decimal tab in a table requires extra an extra tab setting. See Tabs in Tables. Word and later will give problems with a right-tab set outside the right margin.

See this thread. This formatting is commonly used with a dot leader in a Table of Contents. To do this, you will need to set the margin narrower and move the right indent in from the margin to allow the tab to be outside the indent but within the margin.

Another workaround is to save the Word document in legacy. Before using section breaks in a document, it is important to understand page setup. Here is that tab in Word Here is the path to reach the vertical alignment control using the Page Setup dialog.

Each controls a different part of how the document is set up. The first tab, Margins , allows you to set the margins for the document, including the placement of the headers and footers. Paper Size offers the opportunity to move from portrait to landscape, choose the paper size, and select the portion of the document to apply this particular formatting.

Paper Source relates to printer trays. One tray may hold letterhead, another bond, and another copy paper. There may also be a manual feed for envelopes, labels, and card stock. Practice: Insert Section Breaks to Change Headers and Footers CK Note: Before doing this to change Headers and Footers realize that each section has up to three headers and three footers and that by using a StyleRef Field , you can change their content to reflect the content of the text in the page.

You may not need a section break. Note There is a header and footer on every page although they may be empty. CK Note Each section has three headers and three footers which may have text even though they may not be displayed.

See Word Sections or Word Sections for more on this. Observe that on the first page of the document, the footer information tells you that you are looking at First Page Footer, Section 1. This footer reads differently. How is it different? Footer Section 2, Same as Previous. By default, the Headers and Footers in each section of a document are the same unless you turn the setting "Same as Previous" off. Make sure that the second section of our document has a different footer.

CK Note You do not need different headers or footers to change the text in a header or footer! If the text you want to have in the header or footer is in the body of the document, you can use a StyleRef field to display that in the associated header or footer. See StyleRef field. If you wish to have both portrait and landscape text on the same page , a section break is not the answer.

You must use a text box to insert the landscape text on the page. Practice: Section Breaks and Columns In this exercise, you will set up a document with a headline centered at the top of the page followed by text formatted in three columns, followed by a single column page width of text — it will look like a newsletter. Create a new blank document. From the Insert menu, choose Break and insert a Continuous section break.

Click the Columns button on the Standard toolbar or choose Columns from the Format menu. Select three columns. The text you type or insert should fill up the first column before moving to the second. Do the same thing two thirds of the way through your text so you see three columns of text. At the end of the text, insert another Continuous Section break. Change the column number from three to one. Type several more paragraphs of text. Fill in the address completely with a person's name and address.

Select the name and address. From the Tools menu, choose Envelopes and Labels. Select the Envelopes tab. Note that the address is automatically added to the envelope. Click Add to document. Click the Print Preview button on the Standard toolbar and note that the envelope is attached to the beginning of the document.

Press the Escape key to cancel out of Print Preview. From the View menu, choose Normal. Note that Word has added the necessary section break to separate the Landscape envelope from the Portrait letter.

Page Numbers. If you put them in the document, you can never get proper control of them. This is the greatest trap there is for young page-numberers. The page number MUST be inserted into the footer! If your document already has page numbers, click on one.

Useability research proves that the best place to put it is in the outside bottom corner. I have gone so far as to remove the Page Numbers You will use page setup, section breaks, footers and format page numbering. From the File menu, choose Page Setup and select the Margins tab.

Set all margins for 1" for the entire document, and then click OK. The document will contain the following elements. If you want to try to setup the document without step by step instruction, create the document as described below. If you need some assistance with setting up the complex document as described below, refer to step 4. Center the text vertically. No footer. Back to portrait orientation Footer to include: Left aligned file name Centered page number Appendix A format Right-aligned date To accomplish the above exercise you must do the following: From the File menu, choose Page Setup, and set margins, headers and vertical alignment.

Insert Next page section breaks after first, third, fourth and fifth pages. Place your mouse pointer in each location and then from the Insert menu, choose Next page section break.

Click in a section in the document and from the View menu, choose Headers and Footers. Turn OFF "Same as Previous" in the footer for the section to disconnect that section from the previous one. Browse to the next section's footer by clicking on the Show Next button.

Repeat step 7 above. Click the Insert Page Number button on the Header and Footer toolbar and insert a page number for sections 2,3,4 and 5. Select each section page number individually and then click the Format Page Number button on the Header and Footer toolbar.

Format different page numbering schemes for Sections 2, 3, 4, and 5. Change page orientation in Sections 4 and 5 by moving the cursor to each section and then clicking the Page Setup button on the Header and Footer toolbar. Select the Paper Size tab. Select Landscape and click OK. Click the Close button on the toolbar to leave Header and Footer view and return to the document view. If you're converting from WordPerfect, you might find this topic difficult at first. Practice with the exercises in this section and on your own to get the hang of section formatting.

A section break is a mark inserted that shows the end of a specific section, and the end of the formatting that is applied to that section. This mark stores the section formatting page orientation, margins, headers and footers, sequencing of page numbers.

The mark appears as a double dotted line and identifies the kind of section break in the center. A section break is inserted by choosing Break from the Insert menu and then selecting the appropriate section break. There are four types of section breaks in Word: Continuous. Inserts a break and starts the next section on the same page. Next Page. Inserts a section as well as a page break and starts the next section on the next page. Inserts a section break and starts the new section on an odd page.

Inserts a section break and starts the new section on an even page. Some reasons for inserting sections breaks include: Columnar divisions as used in newsletters. Headline, page width column, two or three columns, page width column. Separating the document so that different pages have different margin settings.

First page has list of attorney names in the left margin; and the second page needs wider margins. Format page numbers differently within a document. Title page, Table of Contents, Body text, Appendices. Allow different headers and footers within the same document. Different odd and even pages, header and footer text variation, etc. Permit different paper sizes and both landscape and portrait orientation in the same document.

Attaching an envelope to a document, presenting a table or chart in landscape view in an exhibit. Control the layout of a document so that new chapters or subjects always begin on an odd numbered page.

Note The exercises for inserting section breaks are after the section on Page Setup since we will use these two topics together. To understand how to use section breaks to affect the layout of a document, you must also understand how Page Setup works.

After reading the section on Section Breaks, you may want to go back to the section on Page Set-up and try the exercises again. In Word Perfect you might change margins several times on a page to indent text left and right for quotations and such.

In Word this is done, not by changing the margins , but by changing the paragraph indents. These indents can be outside the page margins if needed! Margins are section-level formatting while indents are paragraph-level formatting. Unneeded section-level formatting carries with it a lot of surplus information and can make editing more difficult.

Note the term "indent" rather than margin. These are often the same but can be different. See Text Alignment in Microsoft Word for more. Note that these are paragraph settings and are best controlled in paragraph styles rather than direct formatting. Direct formatting is what you get when you click on a button or use a keyboard shortcut. Also, if you want to have part of a line be on the left, another part in the center, and yet another part on the far right, this is best done using tab settings or tables.

Styles can be defined as shortcuts to formatting paragraphs and text. In a document, the heading at the top of every important section might be centered, bold, and have a slightly larger font size. Instead of making those changes every time you come to a new heading, you can use or assign a style to keep that formatting intact. You can also change a style once, and all paragraphs that have that style applied will instantly be updated to reflect the changes. Understanding Styles is essential to working in Word effectively.

Styles in Word differ greatly from the styles in WordPerfect. You may use the styles that come with Word by default as they are, modify them or design your own to best suit your needs. Styles are not turned on and off like a toggle, rather they are assigned to the text or paragraph in question. Using styles will make Word easier to use by reducing editing time and producing more consistent formatting.

See Why Use Styles - part of Lynda. To see the available styles in the current document Word , click the arrow at the right side of the Style box, which is the control at the far left side of the Formatting toolbar. You will see both paragraph styles showing the Paragraph mark and Character styles showing a. These are the styles that are built into Word. As a user, you can add your own styles or modify the ones that are already there.

CK Note: To see the available styles in the current document Word , click the dialog launcher arrow in the bottom right corner of the Styles Gallery. To see all the available styles, change the options. An important aspect of styles is the ability to create Tables of Contents without the necessity of adding codes. If you use the heading styles provided by Word, you can build a Table of Contents quickly and easily by choosing Insert, Index and Tables, Table of Contents.

Word looks for the entire heading styles you have used Heading 1, Heading 2, Heading 3, etc. If you later modify these headings, there are no codes to change; just a simple keystroke to update!

For more information, see the chapter on Fields. Below, is a list of the different formatting marks you'll see when enabled with a brief description. Any hyphen not entered manually entered is shown as a conditional hyphen mark.

These look like a dash with a small line extending down on the right side shown left. A field code is a command or code that instructs Microsoft Word to insert special items, such as the current date, current page number, or custom graphics.

The image to the left shows that the line break resembles a symbol of an arrow pointing down and to the left. The same symbol is found on the Enter key on many computer keyboards. A page break that is inserted manually into the document is shown when formatting marks are enabled.

Below, is a picture and an example of a page break mark. There is also a column and section break. There are many formatting marks in Word document, such as tab characters, spaces, paragraph marks, hidden text, optional hyphens, object anchors, optional breaks and so on.

Some of them are shown and some of them are hidden by default. Follow this tutorial to learn how to show or hide them in Word. Show or hide formatting marks in Word Show or hide formatting marks in Word with Kutools. Free Download. Read more Free download. Step 2: click View tab, check any formatting marks in Formatting marks section to show them in document, or you can check All item to show all kinds of formatting marks in document.

Step 2: click Display , in Always show these formatting marks on the screen section, check to show them in documents or you can check Show all formatting marks to show all formatting marks in document. Kutools for Word , a handy add-in, includes groups of tools to ease your work and enhance your ability of processing word document.

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