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Font formatting basics

From: Word for Mac 2011 Essential Training

Video: Font formatting basics

Microsoft Word offers a wide range of text formatting options that you can use to make your documents more interesting and readable. The most basic is font or character formatting. Character formatting applies to individual characters of text. Basic examples include Bold, Italic, Underline, and Font Color, but there are a lot more. Let's take a look at some examples. Now I've created this document that has some examples in it and I will just go through it and discuss what each one is.

Font formatting basics

Microsoft Word offers a wide range of text formatting options that you can use to make your documents more interesting and readable. The most basic is font or character formatting. Character formatting applies to individual characters of text. Basic examples include Bold, Italic, Underline, and Font Color, but there are a lot more. Let's take a look at some examples. Now I've created this document that has some examples in it and I will just go through it and discuss what each one is.

The first example here on the top is the font. A font is the typeface used to display characters and I am showing three different examples here. I've got Cambria, Bankgothic, and Papyrus, and you could see that each one looks very different. Font style is the appearance of font characters. By default you'll probably use Regular or Roman. Roman and Regular are pretty much used interchangeably, but you might also use Italic, Bold and Bold Italic. Size is the size of characters expressed in points.

A point is one 72nd of an inch. So 72 points would equal a whole inch. In most cases you'll probably use a font size in your documents of around 12, maybe 11 or 10. It really depends on the font. In these examples here I've got 12 point, 18 point, and 28 point and you can see that they are very different in size. Next we have got font color and that's the color of font characters. Most of your text will be black but you could also make it blue or even purple.

You can actually make any color that Word supports and Word supports pretty much the full spectrum. Scroll down a little bit, bring these up to the top. Next section is text highlight and that's highlight color applied to text characters. Think of this as an actual highlighter, a fat yellow pen that you can highlight text in a document, and we've got colors of yellow and green here as examples but it does support other highlight colors. Underline is one or more lines beneath characters and by default, it's a single underline like this first one that goes under all the characters.

You can also have words only underline, which only underlines the words, a double underline, which has two lines underneath, and a dashed underline and Word supports even more underline formats. These are just four of them. Once you have got an underline, you can then set the underline color and again by default it will be black but you can make it green or you can even make it red. Any color you like. Effects are special effects that change the appearance of characters. The first example here is Strikethrough, the next one is Superscript and the next one is Small Caps.

As you see Superscript not only raises the text characters but it also makes them smaller. Next we have got scale, which is the horizontal size of characters. The first example is 100%, the next example is 75%, which makes the characters kind of squished together, and then the last example is 150%, which stretches the characters apart. We will scroll down some more, get the last bunch. Spacing determines the amount of space between characters and your options are Normal, which is normal spacing.

There is Condensed, which squishes the characters together. There's less space between characters, and then there is Expanded and in this case it's expanded also by just one point and that makes the characters way wider apart. Again the same font size, just different spacing. Position determines the location of the text in relation to the baseline. Now the baseline is an invisible line that characters sit on. So it doesn't really show up here but the second example is raised by five points and the next example is lowered by two points.

If you could see that invisible baseline you would see that the characters are raised above it or descended below it in these two second examples. Kerning determines how certain letter combinations fit together and the most commonly used example are the characters W A, uppercase W A. In this first example, the W ends and the A begins. There is no additional or closed-in spacing here. But in the second example which has Kerning turned on the W and the A are kerned so the A kind of comes in an underneath the upstroke of the W and that's Kerning.

It's really important in topography but in using Microsoft Word for general document creation, you are probably not going to have to use this too often, if at all. Finally, we have text effects and those are other more advanced effects for applying to text characters and there are two example shown here. Text shadow, which is very subtle. There is a shadow to this text here, and text reflection, which is kind of cool. It's reflecting the text back as if it's sitting on a mirror. These are just two examples. There is a lot of different examples for text effect.

Text effects work best on large characters, the kinds of things that you put in headings and also maybe on fliers or bulletins that you are creating with Word. Now properly formatting your documents can make them more readable by drawing the eye to headings and emphasizing text through the use of bold or italics. Now I have two examples behind this document that I want to show you. In one case, I've called Font Formatting -OK and the other one is Font Formatting -BAD and I hope you agree. As you work with font formatting remember that more is not usually better. This is more.

It's not really better. In fact the more font formatting you use in your documents, the less professional they are likely to look. A basic rule of thumb is to stick to one or two fonts, perhaps one for body text and another for headings, and I call this the one or two rule and it would probably also work well for other formatting options including colors, sizes, and effects. If your document is for an organization, you might also consider using organization fonts and colors. So for example if your company uses this particular shade of green in a lot of it's marketing material, you might want to use it for headings and other text in your documents to really stress the branding for your company.

If you take nothing else from this video, let it be this. Don't overdo text formatting in your documents. Don't make stuff like this. Now the way I see it there are two ways to apply font formatting in your documents and I'll create a blank new document to take a look at how this works. This is just the mechanics of applying it. I will make it a little larger so you can see. One way is to apply font formatting as you type. For example, you are typing along and you decide that you want the next word to be bold. So let's do that.

So I've typed in here is an example with and the next word I want it to be bold. So I am sitting on my keyboard. I may as well as use the keyboard shortcut for Bold, which is Command+B. So I have pressed that. It's basically turned on bold formatting. I could type in the word bold and it's bold. Now I am done using bold so I want to turn it back off. I will press Command+B again, and the next thing I type will not be bold, like that. That's one way to do it. Another way to do it is to apply font formatting after you type and this is basically what I do.

I do formatting after writing and editing the document text. So in that case the text would already be typed and once it's typed, I would select the word I want to format, in this case the word bold, and I can either use a toolbar button or the shortcut key or any other technique to apply the bold formatting. The method you choose depends on which method you prefer. I prefer type first and then format but you might prefer it the other way. One thing I do want to point out is that if you format some text and then attempt to insert some new text right after it or before it, that text might be formatted the same way.

So for example, if I wanted to put in the word font after the word bold here, my blinking insertion point is there, I am all ready to insert the text and when I type it it's also gets to be bold. The reason is because the font formatting was carried forward with that new word. If I didn't want it to be bold, I would have to select it and basically turn off the bold font formatting, like that. This is a common thing that you'll run into with Microsoft Word. I just wanted you to be aware how it works. As far as actually applying the formatting, that depends on the type of formatting you want to apply and the technique you prefer.

Some commonly used formats such as Bold or Underlined can be applied with toolbar buttons, shortcut keys, or a dialog. Less commonly used font formatting such as Character Position could only be applied with a dialog. That's the basics of font formatting. Throughout the rest of the videos in this chapter, I'll explain exactly how to access and apply various font formatting in your documents.

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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 20508 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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