GUIDE TO USING BULLETS NUMBERING TAB STOPS HEADINGS AND

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Guide to Using Bullets, Numbering, Tab Stops, Headings, and Paragraph Styles in Microsoft Word®

Guide to Using Bullets, Numbering, Tab Stops, Headings, and Paragraph Styles in Microsoft Word®

Please Read Before Using Microsoft Word

If you are a first-time user of Microsoft Word, please read Guide to Writing Paragraphs, Essays, Letters, and Memos with Microsoft Word® to learn the basic operations of using Microsoft Word.

Using Bullets and Numbering

Microsoft Word will automatically number your paragraphs or bullet them and then align each line after the first in the paragraph with a hanging indent as you see in the numbered list below.
1. Click the Numbering button or the Bullets button on the Formatting toolbar to begin the numbered or bulleted paragraphs.
2. Each time you press your Enter key, the next paragraph will begin with the next number in the sequence or a bullet.
  Note: If you want to move text to a subsequent line of a bulleted or numbered paragraph without starting a new number, as you see in this paragraph beginning with the word "Note," then hold down the Shift key at the end of a line while you press the Enter key. This action will move your insertion point (or text) to a new line after the number. When you press the Enter key without holding down the shift key, the next paragraph will then be bulleted or numbered.
3. If you wish to add a new number 2 to a document, click in front of the first word in paragraph 2 and press your Enter key. You will now have a blank paragraph 2, and the original paragraph 2 will be numbered 3.
4. To return to text without numbers (or bullets), press your Enter key for a new paragraph and then click the Numbering (or Bullets) button. The numbering (or bullets) will then be turned off.
5. If you want to use bullets in a numbered sequence, you can switch between the two by following these steps:
  1. Press the Enter key at the end of a numbered paragraph.
  2. Then click on the Bullets button to change the next numbered paragraph to a bulleted paragraph. Press the Enter key when you wish to begin the next bulleted paragraph.
  3. When you have finished using bullets, you can change back to the numbered sequence in a similar manner.
  4. At the end of the sequence of bulleted paragraphs, press the Enter key and then click the Format on your menu bar. Then click Bullets and Numbering.... At the bottom of the dialog box that appears, click the circle beside "Continue previous list." The numbered sequence will then continue.
6. If you wish to indent the bulleted list under the first word of the numbered list, click Format on your menu bar. Then click Paragraph.... In the Paragraph dialog box click in the box under Left Indention and change 0 to .25. Then click OK and you will return to your bulleted paragraph that is now indented under the numbered paragraph.
7. You can also change the style of your bullets and numbers:
  1. Click Format and then Bullets and Numbering.
  2. In the Bullets and Numbering dialog box, click either the Bulleted or Numbered tab.
  3. Click the box representing the style of bullets or numbers of your choice.
  4. Either click the OK button if you like one of the choices or click the Modify button and then select the font or style of your choice and then click the OK button in each dialog box until you return to your bulleted or numbered paragraph. This is a useful tool if you want to switch between number or bullet formats as you see here. Notice that this document uses 1,2,3 sequence as well as a,b,c sequence. Square bullets are also used instead of the typical disc bullets.

Using Headings

Headings are useful in many documents to introduce a new section, as you see in this document. You should follow two guidelines when using headings:
1. Use one style of headings for major headings and a different for minor headings, but be consistent with each type throughout the document, as in this document.
2. Set the heading closer to the text it introduces than to the text that preceded, as in this document.

Changing Normal Text to a Heading

Move your mouse on your work surface until the pointer is directly over a paragraph that you would like to change to a heading. Click your left mouse button so that the insertion point (blinking vertical cursor) is located anywhere in that paragraph.
Click the button to the right of Normal on your Formatting toolbar and click Heading 1 for a major heading.
1. If you have not written any text for your heading, type your heading text and press the Enter key at the end to begin a new paragraph. This paragraph will return to the Normal paragraph style. If you need a subheading after the text of the paragraph under Heading 1, then click Heading 2 at the beginning of the new paragraph.
2. If you have already written text that you would like to change to a heading, that text will change to the Heading 1 style, and you can then click the next paragraph where you wish to continue your writing.
3. If you wish to modify the Heading 1 style (font style and size, spacing between lines within a paragraph and before and after paragraphs throughout the entire document) whenever that style is used, then you should change the default settings for the style of the Heading 1 paragraph as explained in "Modifying a Paragraph Style" below.

Modifying Format

Each paragraph in a document has a standard format style. When you first open Microsoft Word, for example, the text you type is in the Normal style, which is Times New Roman font in 10-point size with single-spaced paragraphs. Microsoft Word gives you three options for changing the format of an entire paragraph, whether the paragraph is one word, one line, or several lines:
1. Modifying the format of a block of text.
2. Modifying the format of an individual paragraph.
3. Changing from the Normal style to another style and then automatically modifying the format features of that style itself whenever that paragraph style is used in the document.
Choose the technique you prefer from the sections below.

Changing the Format of a Block of Text

Click your mouse at the beginning of the text and then hold the left mouse button down and drag the mouse to the end of the text you wish to change. When you release the mouse button, the selected text will be highlighted.
Click the button in the Times New Roman Font box and then select another style of font or click the buttons labeled B, I, or U to boldface, italicize, or underline the selected text.
Click the Font Size button and then click a different font size to make the selected text larger or smaller.
Click the number in the Font Size box. When it appears highlighted, type a different number and press the Enter key to modify the point size of your font.

Changing the Format of a Paragraph

Move your pointer to the left margin of the first line of the paragraph. When your pointer changes from an I-beam to a right-pointing arrow, double click your left mouse button.
When you have thus selected your paragraph and all the text is highlighted, click Format on the menu bar and then Paragraph from the menu to open the Paragraph dialog box and make changes to the line spacing before, after, or inside the selected paragraph. You can also change the left and right margins and tab settings within the same Paragraph dialog box.
By clicking Format and then Font you can change the font style, font size, color of the text, and even the spacing between each character in a word or in an entire paragraph as was done in the title of this document.

Modifying a Paragraph Style

If you have several paragraphs that you wish to appear with the same format features throughout your document without having to modify each paragraph repeatedly with the steps described above, you can choose a style already created by Microsoft Word and then modify the features of that style. Each of the headings you see in this document, for example, was created not by changing the font size as described above each time a new heading was needed but by changing the paragraph style from the Normal style to the heading style named Heading 1 and then by clicking Heading 1 to automatically change the Normal style to Heading 1. Follow these steps to modify Heading 1 style to the format illustrated throughout this document:
1. Click the button in the Normal Style box and then Heading 1.
2. Click Format on the menu bar and then Style….
3. In the Style dialog box, click Modify…, then Format, and then Font.
4. Click 11 to change the default font size from 14-point to 11-point.
5. Click Small Caps. (All the text will be printed in small upper case letters unless you press the shift key to make the first character of a word larger as in the headings in this document.)
6. Click the OK button.
7. Click Format and then Paragraph.
8. In the Spacing box, click the down arrow in the Before box once to change the line spacing before Heading 1 from 12 pt to 6 pt.
9. In the Spacing box, click the down arrow in the After box once to change the line spacing after Heading 1 from 3 pt to 0.
10. Click the OK button. When the Modify Style box appears, click the OK button. When the Style box appears, click the Apply button.

Using Tabs

Microsoft Word carries default tab settings of * inch. Each time you press the Tab key at the beginning of a paragraph, for example, the first line will be indented * inch. When you are writing essays or research papers, you should use the Tab key rather than the space bar to indent the first line of a paragraph. This procedure will ensure that the text begins at the same point, * inch indent, in the first line of each paragraph.
If you are typing a memo, press the Tab key after the headings at the beginning of the memo rather than the space bar to ensure even spacing between the heading and the text that follows, as shown in the example below:

	TO:	Technical Writing Students
	FROM:	McDuff, Inc.
	DATE:	August 17, 1999
	SUBJECT:	Using the Tab Key

If you want tab stops set at spaces other than the default settings of every * inch, or if you want to use decimal tabs or dots between the tab and text such as in a table of contents, follow these steps.
1. Choose the style of tab. At the left side of the ruler line you will see a box with what appears to be a boldfaced letter L. This stands for a left tab that begins at the left margin and moves text to the right to the tab stop. If you click that L button, you will have selected the center tab stop. Click again for the right aligned tab stop and once more for the decimal tab stop. The following numbers have been aligned with a decimal tab stop:
  
  $1,253.47
  
  759.52
2. Set the tab. Use your mouse to click the location on the ruler line where you want to set the tab. You can move the tab by clicking it and dragging it left or right. When you drag it, you will see a dotted line extend down your page of text. This tool is helpful for setting and aligning tabs later in your document. When you press the Enter key to begin a new paragraph, the tab setting will continue with the new paragraph. You may set different styles of tab on a single line or within a paragraph. If you want a dot or dash leader extending after the tab as you see below, click Format on the menu bar and then Tabs…. In the Tabs dialog box, click the location of the tab you have previously set, then click the type of alignment, then the type of leader—in this case, leader #2, then the Set button, and then the OK button:
  - John Smith............................................695-1000
3. To remove a tab, click its symbol on the ruler, drag the symbol off the ruler line, and release the mouse button

Using Increase Indent to Change the Left Margin

Please note the preceding paragraph that lists John Smith's telephone number. The entire paragraph, even though it is only one line, has been indented. Notice also that most of the paragraphs in this document begin with either a square bullet or a numbered list. The left margin of the bulleted lists is indented under the headings, and the left margin of the numbered lists is indented under the bulleted lists.
If you want a paragraph to begin with a bullet or a number but you want the left margin of that entire paragraph to be indented, you need to tell Microsoft Word to indent the left margin, not just the first line of the paragraph. If you do not do this, the bullet or number may not appear where you want it to. To move the left margin of the paragraph as in the memo headings above, follow these steps:
1. Click the Increase Indent button (the button with the arrow pointing right, located to the right of the Numbering button). The entire left margin of your paragraph will be moved to the right by 1/2 inch each time you click the button. If you click the left indent button (the button with the arrow pointing left), the left margin of the entire paragraph will be moved back to the left 1/2 inch each time you press the button.
2. If you want the left margin to be less or more than 1/2 inch, click Format on the menu bar and then Paragraph if you want to change the amount of the left margin (or right margin) indention.
3. Click the up or down arrow in the Left Indentation (or Right Indentation) box.
4. Then click the OK button to close the dialog box and return to your newly aligned paragraph.

Creating Borders for a Paragraph

Follow these steps to place a border around a paragraph, such as a CAUTION or WARNING in instructions.
1. First select the paragraph by clicking and dragging to highlight it.
2. Click the Borders button (on the right side of the Formatting toolbar, above the scroll bar).
3. Click the Line Style button and click the size line you prefer (or use the 3/4 pt default setting).

Final Step: Click the Outside Border button to place the border around the selected text, as illustrated here.

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Tags: bullets and, square bullets, bullets, numbering, using, headings, guide, stops

	$1,253.47
	759.52