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Using the Reveal Formatting pane

From: Word 2010 Power Shortcuts

Video: Using the Reveal Formatting pane

It's much easier to see what's going on behind the scenes in your document, when you show the hidden formatting characters and make use of the Reveal Formatting pane. Let's start with the Show/Hide paragraph button. That's right in the middle of the Home ribbon and when I click on it I get all these weird characters, but don't worry, they don't print. You can also use the keyboard commands Ctrl+ Asterisk (*), which is really Ctrl+Shift+8. Now you may find these distracting at first, but after a while you won't be able to see your document without them.

Using the Reveal Formatting pane

It's much easier to see what's going on behind the scenes in your document, when you show the hidden formatting characters and make use of the Reveal Formatting pane. Let's start with the Show/Hide paragraph button. That's right in the middle of the Home ribbon and when I click on it I get all these weird characters, but don't worry, they don't print. You can also use the keyboard commands Ctrl+ Asterisk (*), which is really Ctrl+Shift+8. Now you may find these distracting at first, but after a while you won't be able to see your document without them.

These little backwards Ps, tell you every time you hit Enter on your keyboard, which helps me realize that that space right there isn't because I've hit Enter, it's part of the formatting of two trees. Wherever you have a space you'll see a little dot that will help me know if I have two spaces in between words, I'll see two dots. This is a manual enter, so that I force the text to the next line, and tabs are marked with an arrow. This will help me know if I have tabs before my paragraphs or first line indents. Now sometimes you might want to see some of these characters, but not others.

For example, maybe I'm not really concerned about seeing the spaces between the words, but I do want those tabs. Let's go up to the File tab and then down to Options and on the left hand column choose Display. Here it says Always show these formatting marks on the screen, so you could turn on tab characters or spaces or hidden text. I'll go down and click OK and then when I turn the button off, I can still see my tab marks. Now I'm going to go ahead and turn everything back on again.

Next, let's explore the Reveal Formatting pane. Have you ever looked at some of your text and tried to figure out how it came to be formatted that way? The Reveal Formatting pane will help, let's scroll down to Page 4 and here I've some text that's formatted as a Heading 1 and other text formatted as a Heading 2. I'm going to highlight the text in the Heading 2 and I'm going to do the keyboard command Shift+F1 and when I do a Shift+F1, the Reveal Formatting pane opens on the right-hand side.

I can see the text that I've selected in the top box. Then there are three categories of information. Font is about my text formatting, Paragraph is about my paragraph spacing and when I scroll down I'll see Section and that's about my document layout. You can open and close any of these Sections using the plus and minus. Now let's scroll back up to the font and take a look. So this text right here is formatted as Calibri 11 point, All caps and it's got a 0.7 point Expanded character spacing.

I can see that it was formatted using Heading 2, it's Left Justified, it's got no indents and it's got 10 point spacing Before, no spacing After and the Line Spacing is Multiple 1.15. So I can see all kinds of things that make up this formatting. Now it not only does Reveal Formatting allow me to see them, but I can actually get in very quickly to change them. So for example, maybe I don't want this to be Expanded by 0.7, so I'll click on Character Spacing and it takes me straight to the dialog box where I can make any change that I want and when I'm done, I'll click OK.

Now let's take a look at the checkmarks at the bottom. The last one, Show all formatting marks is exactly the same as using the Show/Hide button. Now here it says, Distinguish style source. When I turn this on it adds a line at the top of each section, telling me that if what I'm seeing came from one of the styles in the style gallery, or if you don't see anything there, then it was something that you applied, I'll turn that off again. Now last, at the top of the pane there is a checkbox that says, Compare to another selection.

This is really helpful if you have two different instances of text and you know that they're different, but you can't figure out how. This will allow you to compare them. So the top boxes are Changes In Policy and the second box I'll highlight Section 1: Introduction. I don't see anything in this box, but that's only because this text is formatted in white, so it's white on a white background, so that's why you are not seeing anything. But when I looked down in the pane it says Formatting differences and it compares each of the same categories with a little arrow in the middle.

So the first selection is not bold and the second one, the Introduction is bold. The bottom one has Font color Auto, meaning black, and the top one has Font color Background 1, which in this case is white. The second one has Character Spacing Expanded by 1 point the top one is 0.75 points. So as you can see, using this Reveal Formatting pane not only shows you what's happening behind the scenes, but it also gives you an easy way to get to all the formatting dialog boxes from one easy place.

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This video is part of

Image for Word 2010 Power Shortcuts
Word 2010 Power Shortcuts

74 video lessons · 13003 viewers

Alicia Katz Pollock
Author

 
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  1. 1m 39s
    1. Welcome
      51s
    2. Using the exercise files
      48s
  2. 44m 45s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 53s
    3. Using the Reveal Formatting pane
      4m 47s
    4. Clearing formatting
      1m 38s
    5. Adjusting paragraph spacing
      4m 58s
    6. Setting tabs using the ruler
      5m 59s
    7. Inserting horizontal lines
      3m 39s
    8. Using AutoCorrect to create abbreviations
      2m 12s
    9. Working with the text wrap features
      4m 58s
    10. Setting defaults for new documents
      5m 41s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
      51s
  4. 6m 23s
    1. Using KeyTips to select Ribbon commands
      3m 18s
    2. Using keyboard shortcuts and function keys
      3m 5s
  5. 6m 48s
    1. Splitting the screen
      2m 12s
    2. Navigating with Browse by Object
      2m 35s
    3. Using the Go To tab in the Find and Replace dialog
      2m 1s
  6. 25m 50s
    1. Inserting random boilerplate text
      44s
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
      45s
    5. Using Overtype mode
      2m 4s
    6. Cutting to the Spike
      2m 48s
    7. Using advanced Find and Replace techniques
      8m 0s
    8. Editing the dictionary
      2m 53s
    9. Refining grammar options
      1m 53s
  7. 38m 22s
    1. Marking inconsistent formatting
      1m 22s
    2. Applying theme colors vs. standard colors
      3m 30s
    3. Hiding text
      1m 56s
    4. Inserting symbols and special characters
      6m 3s
    5. Working with AutoFormat
      4m 36s
    6. Typing symbols with AutoCorrect
      1m 30s
    7. Inserting nonbreaking spaces
      1m 16s
    8. Inserting diacritical marks
      2m 38s
    9. Creating drop caps
      1m 31s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 33s
    1. Adding first-line indents
      3m 23s
    2. Controlling line and page breaks
      5m 59s
    3. Mastering columns
      5m 21s
    4. Inserting line numbering
      3m 7s
    5. Vertically centering a cover page
      2m 43s
  9. 10m 15s
    1. Modifying a heading style to include a page break
      2m 21s
    2. Using multi-level numbering in heading styles
      3m 15s
    3. Saving style modifications for future use
      3m 5s
    4. Assigning a keyboard shortcut to a style
      1m 34s
  10. 9m 24s
    1. Adding captions to tables, figures, and charts
      3m 28s
    2. Using advanced table features
      5m 56s
  11. 20m 29s
    1. Using a drawing canvas
      2m 50s
    2. Creating transparent colors and removing backgrounds
      4m 1s
    3. Editing clip art
      3m 5s
    4. Cropping a picture with a shape
      2m 24s
    5. Aligning, distributing, and grouping graphics
      3m 24s
    6. Compressing images
      4m 45s
  12. 5m 16s
    1. Inserting text from a file
      1m 4s
    2. Linking Excel objects
      4m 12s
  13. 32m 13s
    1. Setting up odd and even pages
      2m 27s
    2. Formatting page numbering for different document sections
      4m 16s
    3. Inserting bookmarks
      3m 6s
    4. Inserting cross-references
      4m 14s
    5. Customizing a table of contents
      4m 21s
    6. Creating citations and a bibliography
      4m 18s
    7. Using a style reference in a header
      3m 41s
    8. Mastering Outline view
      5m 50s
  14. 12m 48s
    1. Saving ink and paper when printing
      3m 46s
    2. Printing a booklet
      2m 28s
    3. Printing document metadata
      1m 8s
    4. Updating fields before printing
      3m 27s
    5. Embedding fonts in the file
      1m 59s
  15. 33s
    1. Goodbye
      33s

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