Word has built-in features to make formatting text in a document quick and easy. We will explore how to use several of them, including how to change case, how to change line spacing, how to select all content in a document, and how to use styles.
Notice that the introduction is double-spaced (more space between lines), in a different font, and in all capital letters. We'll reformat the text to make it consistent with the rest of our document.
Converting Upper and Lower Case
Soo-jin has typed the introduction paragraph entirely in upper case and it is difficult to read. We want to change the paragraph so that everything except the first letter of a new sentence is in lower case. Word provides an easy way to do this in its Change Case function.
NOTE: We are working in the StateParks.docx document.
Step 1. To select the entire paragraph,
Triple-Click the introduction paragraph
Step 2. To access the Change Case menu, in the Font group,
|Sentence case.||Will capitalize the first letter of the first word after a period (.).|
|lowercase||Will change all of the selected text to lowercase.|
|UPPERCASE||Will change all of the selected text to uppercase.|
|Capitalize Each Word||Will capitalize each word of a sentence. This is not the same as title case.|
|tOGGLE cASE||Will change capital letters to lowercase and lowercase to capital.|
Step 3. To choose sentence case,
Click Sentence case.
Changing the Line Spacing
Line spacing places a specified amount of space between each line of text and is often measured in relation to the height of a line of text. Line spacing changes are applied in the paragraph where the cursor is positioned. In Word, a setting of 1.0 is single spacing, while the 2.0 setting will create double-spaced text.
The introduction was created using double spacing between lines of text. For the purpose of this report, we want to change this to use the Word 2016 standard of 1.15.
The paragraph should still be selected from our previous formatting change.
Step 1. Confirm that the introduction paragraph is still selected.
Step 2. To change the line spacing, in the Paragraph group,
Click , Click 1.15
Step 3. To deselect the text,
Click a blank area of the page
Using Select All to Change Fonts
The Select All command is useful for applying formatting changes to an entire document because it selects all the contents of a document. In this case, the text we just pasted is in a font called Times New Roman. To give the document a unified look, we'll change the font for the entire document to Calibri. We can use the Select All command first to make sure the changes we make will affect the entire document.
Though this function is useful, it is important to keep in mind that formatting implemented after Select All is used will override previous changes.
Step 1. To select all the text, in the Editing group,
Click , Click Select All
NOTE for MacOS Users: To select all of the text, press: Control key + a
NOTE: The location of the cursor does not matter during this operation.
Step 2. To access the list of fonts, in the Font group,
Step 3. To find the font we need,
scroll down the list of fonts to "Calibri"
NOTE: To make the font list move to the section of the list you want, simply type the first few letters of the desired font name.
Step 4. To select this font,
Step 5. To deselect the text,
Click outside the selection
Step 6. To save the document using a keyboard shortcut, press: