chapter 3: formatting in word 121
Tip: If there’s more than one numbered list in your document—if you’re writing, say, a book about Office
X that contains many numbered tutorials—you’ll need a way to make the numbering start over at 1 for the
second list. (Otherwise, Word will cheerfully keep your number sequence going all the way through a
document.)
To tell Word to start over, click the first item in the second list and choose FormatBullets and Number-
ing. Click the radio button for “Restart numbering,” or press c-R. (“Continue previous list” gives the list
item the next number in the series, no matter how many pages have elapsed since the first part of the list.)
Click OK.
Paragraph Formatting
The lower half of the Formatting Palette pertains mostly to settings that affect entire
paragraphs. Just as the Formatting Palettes top section offers the most useful con-
trols of the FormatFont dialog box, its second section offers a subset of the
FormatParagraph dialog box (Figure 3-6).
And just as character formatting applies either to highlighted text or to text you’re
about to type, paragraph formatting applies to only a selected paragraph (the one
containing the blinking insertion point), several selected paragraphs, or the para-
graph youre about to type (from the insertion points location).
Alignment and Spacing
When you click the flippy triangle next to Alignment and Spacing, the Formatting
Palette almost doubles in size (Figure 3-6, right). All the commands here pertain to
how your text lies on the page.
Figure 3-6:
Left: The Paragraph dialog
box offers dozens of controls
that apply to the selected
paragraphs.
Right: The expanded
Formatting Palette reveals
the most useful controls. For
example, the controls at the
bottom of this panel are a
quick way to change
indents.
Lists
122 office x for macintosh: the missing manual
Horizontal
These icons illustrate how your paragraph will be aligned with the left and right
page margins: left aligned, centered, right aligned, or fully justified. (Justified refers
to straight margins on both sides. Word automatically adjusts the spacing between
letters and words to make the right margin come out even, exactly like a newspaper.
Justification works best if you turn on hyphenation, too, as described on page 153.)
You may find yourself changing alignment frequently when writing something like
a newsletter, in which it’s common to go from a centered headline to a left-aligned
article to a justified column of classified ads. Fortunately, alignment is fully equipped
with keyboard shortcuts: c-R right-aligns the current paragraph, c-L is for left
alignment, c-E centers the current line or paragraph, and c-J justifies the current
paragraph.
Line spacing
Word’s factory setting is for single-spaced lines, like the ones in this book. If you like
more space between lines, or if youre required to use double-spacing for school-
work or legal work, use these icons to change the spacing. The three line-spacing
controls on the Formatting Palette correspond to single-spaced, one-and-a-half-
spaced, and double-spaced text.
Choosing FormatParagraphIndents and Spacing tab (Option-c-M) generates
even more spacing options. As shown in Figure 3-6, you can choose a setting from
the pop-up menu under “Line spacing” and, to get even more specific, type an exact
number in the At box.
• At least. Choose this setting to add graphics or vary font sizes within a para-
graph. In the box, type a minimum number of points (12 is a good size for single
spacing); Word will automatically adjust the spacing to accommodate any larger
items in a line.
Tip: Here’s a trick you can use in this or any Office X measurement text box: You don’t have to be content
with points as the units. After typing the number you want, type cm, mm, in, or pi for centimeters, millime-
ters, inches, or picas, respectively. The software makes the conversion automatically. (You can also change
the proposed measurement value by choosing WordPreferencesGeneral panel and using the “Mea-
surement units” pop-up menu.)
Exactly. Choose this setting for projects where you’ve been asked to use a specific
line spacing in points. Enter the number of points in the box. (If any letters or
pictures are too high for the spacing you’ve specified, they’ll simply be decapi-
tated.)
Multiple. Use this setting to refine the double-single-triple spacing system. For
instance, choosing Multiple and entering 1 in the At box denotes single spacing.
Typing 1.3 in the At box tells Word to increase single-spacing by 30 percent. Speci-
fying 3 in the At box creates triple spacing.
Paragraph
Formatting

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