LESSON 3: TEXT & TABLE FORMATTING

Text and table formatting in Microsoft Word involves applying various styles and settings to improve the appearance and readability of your document. Below is an overview of how to format text and tables effectively in Microsoft Word:

TEXT FORMATTING

Basic Text Formatting

1. Font Type and Size:
   • Select the text you want to format.
   • Go to the “Home” tab.
   • Use the drop-down menus in the “Font” group to change the font type and size.
2. Font Style:
   • Apply bold, italic, or underline by clicking the respective icons in the “Font” group.
   • Use shortcuts like Ctrl+B (bold), Ctrl+I (italic), and Ctrl+U (underline).
3. Font Color:
   • Select the text.
   • Click the “Font Color” icon in the “Font” group to choose a color.
4. Highlighting: Use the “Text Highlight Color” icon to apply a background color to the selected text.

Paragraph Formatting

1. Alignment: Align text to the left, center, right, or justify by selecting the text and choosing the appropriate alignment icon in the “Paragraph” group on the “Home” tab.
2. Line and Paragraph Spacing: Adjust spacing by selecting the text and clicking the “Line and Paragraph Spacing” icon in the “Paragraph” group.
3. Indentation: Increase or decrease paragraph indentation using the “Increase Indent” and “Decrease Indent” icons in the “Paragraph” group.
4. Bullets and Numbering: Create bulleted or numbered lists by selecting the text and clicking the “Bullets” or “Numbering” icons in the “Paragraph” group.

Styles

1. Applying Styles: Use predefined styles for headings, subheadings, and body text by selecting the text and choosing a style from the “Styles” group on the “Home” tab.
2. Creating Custom Styles: Customize and save your own styles by clicking the “More” arrow in the “Styles” group and selecting “Create a Style.”

Text Effects

Text Effects and Typography: Add shadow, reflection, glow, and other effects by selecting the text, going to the “Home” tab, and clicking the “Text Effects and Typography” icon in the “Font” group.

TABLE FORMATTING

1. Inserting a Table
   1. Quick Insertion:
      • Go to the “Insert” tab.
      • Click “Table” and drag to select the number of rows and columns.
   2. Table Dialog Box:
      • Click “Table” and choose “Insert Table” for more precise control over the number of rows and columns.
2. Table Design and Layout
   1. Table Styles:
      • Select the table.
      • Go to the “Table Design” tab.
      • Choose a style from the “Table Styles” gallery for a consistent look.
   2. Shading and Borders: Use the “Shading” and “Borders” tools in the “Table Design” tab to customize cell backgrounds and borders.
3. Table Layout
   1. Inserting and Deleting Rows/Columns:
      • Use the “Layout” tab under “Table Tools.”
      • Click “Insert Above,” “Insert Below,” “Insert Left,” or “Insert Right” to add rows or columns.
      • Use “Delete” to remove rows, columns, or the entire table.
   2. Merging and Splitting Cells:
      • Select the cells you want to merge or split.
      • Use the “Merge Cells” or “Split Cells” options in the “Layout” tab.
   3. Cell Size:
      • Adjust row height and column width in the “Cell Size” group in the “Layout” tab.
      • Use “Distribute Rows” or “Distribute Columns” for uniform cell sizes.
   4. Alignment:
      • Align text within cells using the alignment options in the “Layout” tab.
      • Choose from top, middle, bottom, left, center, and right alignment.
4. Sorting Data
   • Select the table or a portion of it.
   • Go to the “Layout” tab.
   • Click “Sort” and set sorting criteria (e.g., ascending or descending order, by column).
5. Formulas in Tables
   • Place the cursor in the cell where you want the formula.
   • Go to the “Layout” tab.
   • Click “Formula” in the “Data” group and enter the desired formula (e.g., =SUM(ABOVE) to sum numbers above the current cell).

Microsoft Word offers robust tools for formatting text and tables, enabling you to create polished and professional documents with ease. Familiarizing yourself with these features can greatly enhance your productivity and the quality of your documents.