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Text Editing and Formatting a Document Using Microsoft Word

Patrick, a computer technician, is a dedicated writer who wishes to make the world better by informing individuals who seek more knowledge.

Once you have typed your text into Microsoft Word, you will probably want to edit and format your document to make it more appealing.

The best thing about Word is that it highlights any errors that you have made, whether it is a typo, a misspelling, or a grammar error.

Some errors will be automatically corrected as you type. For instance, if you type the word 'exampel', Word will correct it for you automatically.

Thanks to the auto-correct feature in the program, you might not even realize that you had made an error.

The option for changing font.

The option for changing font.

Spelling and Grammar Checking in MS Word

After you have finished typing a document, it is recommended that you use the spelling and grammar check features. There are two ways you can do this.

  1. You can right-click on the underlined word or phrase and check on the given suggestions, then select the correct one.
  2. You can use the spelling and grammar tool. Click on Tools and then select Spelling and Grammar. This tool comes in handy when you need to spell check a lot of text. You can look through the list of suggested words for the appropriate corrections.

You can ignore words that are not in the dictionary. You also have the option of adding words to the dictionary.

Spelling and grammar tool.

Spelling and grammar tool.

Formatting a Word Document

You can format your document and make changes to the font, font style, font colour and font size.

To format any text, you must select it first. Text can be selected or highlighted using the following methods.

  1. Click at the beginning of your text, hold down the left mouse button and then drag to the end of your text.
  2. Click at the beginning of your text. While holding down the shift key, move using the right arrow key until you reach the end of your text. You can use the down arrow to move to another sentence.
  3. Click the beginning of your text, hold down the shift key, and then click at the end of your text.
  4. To select one word, double-click on it.
  5. To select a whole paragraph, triple-click it.
  6. To select a whole document, click on its margin three times.
  7. Click on Edit and then select All or hold down the CTRL key, and then press A.

After successfully highlighting the text you want to format, click on the Format menu and select Font.

On the dialogue box that appears, you can change many things related to the font.

Spelling and grammar check by right clicking.

Spelling and grammar check by right clicking.

Selecting text.

Selecting text.

Changing Case

There are several sentence cases that you can apply to your text. These include Sentence case, lowercase, UPPERCASE, Title Case and tOGGLE cASE.

The Change case feature can be very useful. Say you have a whole paragraph where you want to capitalize each of the first characters of every word. It would be an arduous task to do this manually. But you can do this quickly and easily with the Title Case option.

To do this, highlight the text you want to change. Go to Format, and then Change case. Then select the sentence case you want.

How your work appears after applying different cases.

How your work appears after applying different cases.

Background Formatting in MS Word

Word allows you to set a nice background to your document. To do this, go to Format, and then select the background.

You can choose a plain colour for your background or go crazy and mix your own colours using the fill effects option.

Under the fill effects, you have a variety of options under gradient, texture, pattern or picture.

For the gradient, you can make use of one colour (you can make it darker or lighter), two colours (you choose any two colours you want) or presets (colour patterns already saved on your computer).

I recommend that you play around with the different shading styles as much as you can. This will be the best way to learn.

For texture, pattern and picture, you can just select the one you want.

Tip: When using the picture option, you can use any kind of picture (even your own picture) as your page background as long as it is saved on your computer.

Fill effects used for background.

Fill effects used for background.

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Text Editing and Formatting a Document Using Microsoft Word

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This content is accurate and true to the best of the author’s knowledge and is not meant to substitute for formal and individualized advice from a qualified professional.

© 2012 Patrick Kamau

Comments

Patrick Kamau (author) from Nairobi, Kenya on June 02, 2012:

Thanks dwachira for reading and commenting. I very much agree with you that Ms Word is user friendly.

Danson Wachira from Nairobi, Kenya on June 02, 2012:

I like Microsoft Word very much especially now that they introduced a ribbon style in Ms Word 2007 and 2010. Ms Word is a user friendly word processor and its contextual menus moves with you within the application hence very easy to access the options when you are working. Thanks for sharing.

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