How to Use the Format Menu in Microsoft Word

The "Format" menu in Microsoft Word is used to change the layout and appearance of your text. Taking the time to format your words ensures that someone won't pass by your writing because it looks too boring; it will also give your work a professional flair. While Microsoft Word offers the choice of auto-formatting your text, choosing to format manually gives you more control over the final product.

Difficulty: Moderate

Instructions

Things You'll Need:

• Microsoft Word software
• Document to be edited

1. Format the font from the "Format" menu by choosing "Fonts" or highlight the text to be changed, right-click, and choose "Font" from the pop-up menu. Make desired changes to your font, including type of font, size, color, type style, and special effects. Experiment with the choices available, but limit the differences to only a few to avoid a "busy" appearance in your document.

2. Change the appearance of your paragraphs from the "Format" menu by choosing "Paragraph" or highlight the text to be changed, right click, and choose "Paragraph" from the pop-up menu. You'll be able to change the alignment, spacing and indentation of your paragraph. An easier method is to select "Styles and Formatting," which contains commonly used styles, such as "Heading" and "Normal."

3. Make a list by selecting "Bullets and Numbering," then make changes to the way your lists looks with the available options. Habitual list-makers might enjoy a bulleted list with little boxes to check as you finish each chore, while those people who know they aren't really going to do the items on their lists might prefer a more simple bullet, or a smiley-face bullet.

4. "Click" the "Borders and Shading" button on the "Format" menu to change the border on your tables, to shade sections of your table, or even to add a page border around the margins. A fancier page border is achieved by using the pre-loaded picture borders available under the "Page Border" tab.

5. Add columns by highlighting the text that you want to turn into columns and then selecting "Columns" from the "Format" menu. You can select the number of columns and also change their size.

6. Use the "Drop Cap" button to change the first letter of a paragraph to a giant letter, very useful for making your writing look like a storybook.

7. Change the appearance of different objects, such as shapes and text boxes, from the "Format" menu. Many options are available so explore all the variations and select the one most useful based on your needs.

8. Auto-format your document using the "AutoFormat" button, but be careful because this option can be like a Frankenstein monster. It functions, but often doesn't look quite the way you envisioned.

Tips & Warnings

• Use common fonts if you're sharing a document since not all computers have the more unique fonts installed. Times New Roman and Arial are good basic choices.
• Use the "Theme" option in the "Format" menu when you're in a hurry. It automatically formats your text using the displayed options.
• Create styles to fit your own, individual writing needs in the "Styles and Formatting" area. They will be available to use on all your documents in Microsoft Word.
• Most commands have a shortcut on the format toolbar. If the toolbar isn't at the top of the page, click "View," "Toolbars," and then "Formatting" to make it appear.
• If you don't like one of your changes you can hit the "Undo" button and your document will revert back one or more steps.
• Always save a copy of your document before making any major changes.

[bruggieri]

on 7/26/2007 I have a Word Document that page breaks automatically. It is also a numbered list document. The last page is beginning in the middle of the page and I can't figure out why. The margins are set to 1" top & bottom. Anybody have any ideas?