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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Word offers a number of ways to format font characters. Let's take a look at how you can apply font formatting using tools on Word's Ribbon and corresponding shortcut keys. Now, if it's not already showing, click the Home tab on the Ribbon to display it's options. These are the Home tab options. You'll see that the first groups of buttons and drop-down lists are labeled Font. That's these right in here. They allow you to apply font formatting to selected text. Now we are going to start by formatting the heading at the top of the document with a different font and size, and you can use these two menus here to do the trick.
First, you need to select the text you want to format. So I've clicked out here in the selection bar to select this entire first line. Now, you'd apply the font formatting. First, pull down the Font menu and you'll see a list of all the fonts that are available on your system and your system may differ from this one. You could scroll down and see all the fonts and there is really a lot of them in here. I should also point out that a lot of these have submenus where you could choose different versions of the same font. The font we are going to apply right now is called Academy Engraved LET.
So I'll select that and you could see that the text automatically changes. Now, we also want to change the size of this font. It's a heading, so we want it to be bigger. So, I am going to pull down this menu here for font size and I am going to choose from this menu 18 and that's going to make it a lot bigger. Now, because the Font and Font Size menus are drop-down lists you could also type directly into them. Suppose for example that you want to assign a font size of 25 for this particular text. If you look at the menu, that's just not on here.
Now, you can click in the text box at the top of the field and type in the number you want, 25, press Return and the size happens. Now, the next two buttons will increase or decrease the font size. The first one increases the font size. It's an arrow pointing up. If I click that, makes it bigger, keep making it bigger. The second one will decrease the font size and again I can click it multiple times and it will decrease it. Maybe I want to stop it around 22. Now, there is also a menu here to change the case of font characters.
Strictly speaking, this is not formatting since it's actually changing the characters that have been typed in. The options here are Sentence case, which the first letter be capitalized and the rest of them would not be. Lowercase makes all lowercase, UPPERCASE makes it all uppercase, Title Case makes the first letter of every word uppercase and the rest lowercase, and tOGGLE cASE reverses the cases. So a lowercase would become UPPERCASE and UPPERCASE would become lowercase. So, you can use this to quickly change the case of text characters.
On the second row we've got some style buttons. We've got Bold, Italic, Underline, Strikethrough, Superscript, and Subscript. Clicking each button toggles it on or off. So for example if I want to make something bold, it's already selected, click Bold and that turns on bold formatting. You notice that the button becomes a dark gray. Now, some options can be applied together. For example you can have text that's bold and italic. But other options are mutually exclusive.
For example, you can have text that's a Superscript and a Subscript at the same time. You can only have one or the other. I don't want either one. So I am going to turn that off. The Underline button is really a menu that you can use to choose the type of underline that you want. So, if I pull this down I can see the different underline options available to me. The underline that you select becomes the default underline when you click the button. So if I decide I want a dashed underline, from now on every time I click the Underline button in this document it's a dashed underline that I get.
If I change it again to something else, maybe a regular underline, now that becomes a default underline. Many of these options also have shortcut keys. For example Command+B for bold, Command+I for italic, Command+U for underline. I explained how you can create a table of word commands and their shortcut keys in the chapter about customizing Word. These next two buttons here change the font color and the font highlight color. You would click the button to apply the currently displayed color.
So I'll go back to this text here. The currently displayed color is black. So if I click it, nothing is going to happen. But I can use this menu to display a list of theme colors and standard colors and if I select a color here, maybe this dark green, it applies to the text. If I decided I want a color that's not shown here, I can click More Colors and that displays a standard Colors dialog using the Mac OS interface and you've got different color pickers, crayons, and the spectrum and other options that you can use to choose a color.
You'd just click the color you want to use to select it and click OK and it's applied. Now, that becomes the default color, so any other text that I select and click the Color button turns that color. Again, you can always change that. The highlight button is also a menu. It offers a lot fewer options. You could select the text you want to highlight, choose a color from it, it applies it to the text. If you want to go back to the way it was, select it again and then choose None and that removes the color from it.
The Text Effects button is really a menu and it lets you apply more advanced text effects to selected characters. If I click it, it displays as a menu and you can select different predefined options or use different menus and submenus on here to fine-tune the way it appears. So, let me select this to try it out. Go back in here. Let's try one of these predefined options. Maybe this one here and you could see it applied that formatting to it, which is actually pretty ugly. If I pull that down, I can choose a different option from there and if I want to fine-tune that, I could apply Glow for example to it.
It seems like no matter what I do it just makes it look worse and worse. While you might this a lot of fun, just remember my advice about using too much formatting in your documents. Text effects are best used sparingly and most often for documents designed as flyers or signs or things like that. The last button, the only one I haven't spoken about yet, is this one right here and that will get you out of trouble. It's Clear Formatting and whatever text is selected if you click that button it will remove the formatting from it.
So, if you make something really ugly and you can't figure out how to get out of it, just click this button to clear all the formatting out and you can start again. So, as you've seen here most formatting options are available on the Ribbon's Home tab. Use menus and buttons to apply formatting or toggle formatting options on or off. Remember, the changes you make apply to whatever text is selected. So, make sure you have the right text selected before you apply formatting changes. Next up, we'll look at what's available in the Font dialog.
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