1.1.6: All About the Text

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Entering and Editing the Text

Microsoft Word is a word processor software application used to create, modify, and share documents. When Word is started, the user has the option of modifying a pre-developed template or creating a blank document. Users begin by entering data at the existing insertion point identified by the I-beam pointer (cursor). As the user types text into the document, Word will word-wrap the data when encountering the right margin, and continue the text on the following line. The user only needs to press [Enter] when it is desired to start a new paragraph or insert a blank line.

Line spacing is the space between each line in a paragraph. By default, the line spacing within a paragraph in Word is 1.15 lines, and the end of a paragraph is followed by a blank line. While the default spacing may be appropriate for some documents, other situations might require different settings. For example, this paragraph is using 1.5 line spacing, which can be adjusted by clicking the option encircled below in the Paragraph group from the Home tab. Other popular line spacing options include double and triple-spacing.

Line Spacing

Line spacing is a popular option to adjust for various documents. However, paragraph spacing is less well-known.

Paragraph spacing

Adjusting the spacing before and after paragraphs creates necessary white space to the document more readable. Go to Page Layout and under Spacing, click the up or down arrows to adjust the distance before or after the paragraph. Spacing is measured in points. You can also type a number directly. This document is currently using 8pt of paragraph spacing After each paragraph.

While entering text, users encounter many automatic features as they type, which include:

Auto Type features

Defining Font and Text Attributes

The way text appears on the screen or a page is referred to its format. Formatting text can enhance the appearance of a document, create visual impact, and help illustrate a document’s structure. Font, size, and style define a character’s format. A font is a complete set of characters with the same typeface or design. Dozens of fonts are available in the Font drop down list. Users can easily format text with fonts, colors, styles, and other formats by selecting the text and clicking various commands in the Font or  Paragraph group on the Home tab. The Mini toolbar, appears faintly above text when you first select it, and includes the most commonly used formatting commands. The table below describes the functions of each button on the mini toolbar.

Formatting buttons

Here are a couple of best practices when utilizing fonts. First, avoid using too many fonts in the same document. More than two or three fonts in the same document becomes distracting. Secondly, legibility and readability should be primary considerations. This should factor in the reader’s characteristics, and the purpose of the document. For example, while the default size for a font is 11pt, a larger size font (i.e. 14pt) might be more appropriate for an older aged reader. A pt (or point) is the equal to 1/72 of an inch. Headings and titles deserve larger font sizes. However, it is also good practice to limit the quantity of font sizes used in a single document. Lastly, consider using common fonts for professional and business documents. Calibri, Arial, Verdana and Times New Roman are ranked highly by Monster.com as preferable fonts for résumés, whereas Comic Sans is not recommended. Note that Calibri is only available on Windows operating systems, whereas Arial, Verdana and Times New Roman are some of the cross-platform available fonts.

Spelling and Grammar

In addition to the automatic spelling and grammar functionality, a user can manually check their document, and utilize extra functionality. To manually check the document for spelling and grammatical errors, the user can use the commands found under the Review tab.

Spelling & Grammar

The keyboard shortcut to invoke this command is the [F7] key. In addition to the Spelling & Grammar check, the user can also utilize the Thesaurus and Word Count features to improve readability and accuracy. The thesaurus offers a collection of synonyms that can replace words that are used too often. It is a great tool for solving crossword puzzles! The Word Count is also automatically updated on the status bar.

Status bar

 

Selecting Text

Aside from entering text, selecting text is probably the most common task for most Word users. Almost every task begins by selecting something. Perhaps that’s why there are so many ways to select text? The following list is not comprehensive.

Selecting Text

Cut, Copy, and Paste Text

One of the most common operations for users is cut, copy, or pasting files & folders. Pasting a file inserts the new file into the new location. Selecting “Cut” to a file will remove it from its current location and paste the file to its new location. The “Copy” command creates a replica of an original file and pastes the file in the selected location. To copy a file, select the file you want to copy and click Copy under the Home tab. In addition, you can copy or move a file without leaving your current location. Under the Home tab within the Organize group, click ‘Copy to’ or ‘Move to’ button, and choose the location if it’s listed, or click the Choose Location button and select the location.

Utilizing Format Painter

The Format Painter tool allows the user to copy a format from selected text and apply the format to other selections. For example, if you have inserted text in Word, and have it formatted using a specific font type, color, and font size, you could copy that formatting to another section of text by using the Format Painter tool. Select the text or place your cursor in the paragraph that contains your source formatting, then click the Format Painter tool from the Home tab’s Clipboard group. The cursor will change to include a paintbrush , which indicates that the user can now select the destination text that should receive the source formatting. If multiple areas of text need the same formatting, the user should double-click the Format Painter tool to be able to apply the formatting to multiple selections, until the user presses the Esc key. The Format Painter tool works similarly in Excel and PowerPoint too.

Finding and Replacing Text

A document can be automatically searched for a specific character, word or phrase. Choosing the Find command on the Home tab will open the Navigation pane where search text can be entered. Matches will be displayed in the pane and highlighted in the document.

Similarly, the Find and Replace feature allows users to make mass edits to a document. For example, a user might want to substitute the words teacher with trainer throughout a long document. Using the Replace command found in the Editing group of the Home tab, a user can choose to find and review or replace each occurrence individually or replace all occurrences in one step.

The Advanced Find features are similar to the Find and Replace Search Options. To make the search more specific, Word allows users to define criteria, such as Match case or Find whole words only. These options will narrow the scope of returned results. For example, with the Match case check box selected, the text Mark will not be found if the word mark is entered as the search criteria. Conversely, the use of Wildcard characters will increase the search results. An asterisk character will allow any characters to be substituted. Therefore, check* will find checks, checked or checking.