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Format - Changing the Appearance of Characters, Paragraphs, and Documents in Word 97


Word 97 offers almost too many ways to change the appearance of your documents. You can embellish individual characters, change the indentation of paragraphs, adjust the white space between lines and paragraphs, and many more.

AutoFormat AutoFormat inspects your document and suggests formatting changes that you can accept or reject or let the program change it without asking. You can use it on newly typed documents, or on old Word or non-Word text files.

Choose Format, AutoFormat. To see what options are preset, select Options.

You can make adjustments from this list of options if necessary. Select OK, or Cancel, and proceed with the check of the document. If you selected the "review" option, you will be able to review the format changes that have been applied. You can also select different styles from the Style Gallery to change the overall appearance of the document by selecting Format, Style Gallery.

Style Gallery

The Style Gallery lets you see how the different styles will affect the actual memo. You can browse through the different template styles and pick the one best suited.

Formatting Characters Characters are altered by changing the font size and appearance. This can be applied to one character or a selected group of characters. In addition to using the toolbars and the pull-down menus, there are also shortcut keyboard selections you can make.
Using Shortcut Keys to Format Characters Use the following shortcut keys to apply character-formatting styles.
  Changing Font and Font Size
Change the font

Change the font size

Change the font size to the next available Size

Decrease the font size to the previous available size

Ctrl + Shift + F

Ctrl + Shift + P

Ctrl + Shift + >

Ctrl + Shift + <

  Changing Text Formatting
Change the case of letters

Create all capital letters

Make text bold

Underline text

Underline single words

Double underline words

Apply hidden text format

Italicize text

Create small capital letters

Apply subscripts (auto spacing)

Apply superscripts (auto spacing)

Remove formatting applied by using shortcut keys or menu commands (plain text)

Display non-printing characters

Shift + F3

Ctrl + Shift + A

Ctrl + B

Ctrl + U

Ctrl + Shift +W

Ctrl + Shift + D

Ctrl + Shift + H

Ctrl + I

Shift + K

Ctrl + =

Ctrl + Shift + =


Ctrl + Shift + *

Formatting Paragraphs A Word paragraph can be a single text character, a graphic, or even a blank line consisting only of the paragraph mark which appears in your document when you press the Enter key. Each Word paragraph in your document can be uniquely formatted and need not contain text.

To modify the appearance of a single paragraph, simple place the insertion point anywhere in the paragraph (with the mouse, point and click). To modify multiple paragraphs, select all or parts of each paragraph to be changed.

  Choose Format, Paragraph to reach the Paragraph dialog box. This box lets you:
  • Precisely specify inter-line spacing (Single, double, etc.)
  • Precisely specify inter-paragraph spacing (space before and after paragraphs)
  • Dictate exact indentation measurements
  • Turn off line numbering for specific paragraphs
  • Specify text alignment (left, centered, right, or justified)
  • Specify text flow guidelines (widows, orphans, etc.)

This same information can be handled with keyboard commands also.

Using Shortcut Keys to Format Paragraphs Use the following shortcut keys to apply paragraph-formatting styles.

Setting Line Spacing


Create single-spaced lines Ctrl + 1

Create double-spaced lines Ctrl + 2

Create one-and-a-half-spaced lines Ctrl + 5

Add one line of space preceding text Ctrl + 0 (zero)

Remove space preceding text Ctrl + 0 (zero)

Setting paragraph alignments and indents


Center a paragraph Ctrl + E

Justify a paragraph Ctrl + J

Left-align a paragraph Ctrl + L

Right-align a paragraph Ctrl + R

Indent a paragraph from the left Ctrl + M

Remove paragraph indent from left Ctrl + Shift +M

Create a hanging indent Ctrl + T

Reduce a hanging indent Ctrl + Shift + T

Remove paragraph formatting applied by

using shortcut keys or menu commands Ctrl + Q

Styles and Style Gallery Styles are collections of paragraph and character formatting decisions that you or others make and save using meaningful names Styles are located in FORMAT, STYLES.

Built-in styles are available in all Word documents, and each document can have its own collection of custom styles.

To apply styles from the formatting toolbar:

  1. Either place the insertion point in a paragraph or select several paragraphs.
  2. Scroll through the drop-down style list on the Formatting toolbar to pick the desired style.
  3. Click on a style name to apply it to the selected text. You text will be reformatted using the selected style.
  4. Use EDIT, UNDO if you don’t like the results.

Applying Styles

Apply a style name (Formatting toolbar displayed)

Open the Style dialog box (Formatting toolbar not displayed)

Start AutoFormat

Apply the Normal Style

Apply the Heading 1 Style

Apply the Heading 2 Style

Apply the Heading 3 Style

Apply the List style

Ctrl + Shift + S

Ctrl + Shift + S

Ctrl + K

Ctrl + Shift + N

Alt + Ctrl + 1

Alt + Ctrl + 2

Alt + Ctrl + 3

Ctrl + Shift + L

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