Preparing and Formatting Documents

Before typing a document, users can prepare the page layout so that the content fits the paper correctly. After typing, formatting tools can be used to make the text and paragraphs clear, organised and attractive. This note explains page setup, text selection, text formatting, paragraph formatting, lists, shading and borders.

1. Page Setup

Page setup is the process of preparing the layout of a document before typing or printing. It includes settings such as paper size, page orientation and margins. In Microsoft Word, these options are available mainly under the Page Layout tab.

Typical page setup steps:

1. Open the Page Layout tab.
2. Select the required setting, such as Margins, Orientation or Size.
3. Choose the required option.

Page setup should be considered before preparing a long document because changing the layout later may affect page breaks and the position of content.

2. Paper Size, Orientation and Margins

Paper size

Paper size determines the physical dimensions of the page on which the document is laid out or printed.

Common paper sizes shown in the note include:

• A4 is a commonly used paper size for letters, reports and school assignments.
• A5 is smaller than A4 and may be used for booklets or compact documents.
• B4 is larger than A4.
• Letter is a common paper size in some countries.

The selected paper size should match the paper intended for printing.

Page orientation

Orientation determines whether a page is arranged vertically or horizontally.

• Portrait: The page is taller than it is wide. It is suitable for letters, essays and most reports.
• Landscape: The page is wider than it is tall. It is useful for wide tables, charts and diagrams.

A one-page formal letter is usually prepared in portrait orientation. A report containing a wide table may be easier to read in landscape orientation.

Margins

Margins are the blank spaces between the edges of a page and the document's text. They help keep text away from the paper edges and provide space for binding, notes or a neat page appearance.

The four main margins are:

• Top margin: Space between the top edge of the page and the text.
• Bottom margin: Space between the bottom edge of the page and the text.
• Left margin: Space between the left edge of the page and the text.
• Right margin: Space between the right edge of the page and the text.

Margins should be chosen to suit the document's purpose and any formatting requirements.

3. Methods of Selection

Text selection means highlighting a portion of text so that an operation—such as formatting, copying, cutting or deleting—can be applied to it.

The note describes these selection methods:

The exact mouse-selection behaviour can vary between word-processing applications and versions. The key idea is to select the correct portion before applying an operation.

Why selection matters: If only one word is selected, a formatting change affects that word. If the whole document is selected, the change may affect all the document text.

4. Text Formatting

Text formatting changes the appearance of characters and words to improve readability and emphasise important information.

The note identifies these common text-formatting options:

• Font name: Selects the typeface used for the text, such as Arial, Times New Roman, Comic Sans MS or Calibri.
• Font size: Changes the height of the characters. Larger sizes are useful for headings, while smaller sizes are commonly used for body text.
• Bold: Makes text appear thicker and darker, helping important words stand out.
• Italic: Slants the text and is often used for emphasis or titles.
• Underline: Places a line beneath the text.
• Font colour: Changes the colour of the characters.

For a report heading, a user might select a larger font size, apply bold formatting and choose a suitable font colour. The heading becomes easier to distinguish from the body text.

5. Paragraph Formatting – Alignment

A paragraph is a group of sentences or lines treated as a unit. Paragraph formatting changes the layout of the paragraph rather than the design of individual characters.

Alignment controls the horizontal position of text between the left and right margins.

The four common alignment options are:

• Left align: Lines begin at the left margin. The right edge is uneven. This is commonly used for normal paragraphs.
• Centre align: Each line is positioned centrally between the margins. It is often used for titles and headings.
• Right align: Lines end at the right margin. It may be used for dates or selected headings.
• Justify: Text is aligned with both the left and right margins by adjusting spaces between words. It gives paragraphs a straight edge on both sides.

A report title may be centre-aligned, while the main paragraphs are left-aligned or justified. A date may be right-aligned.

6. Indentation and Spacing

Indentation and spacing are paragraph-formatting features, but they perform different tasks.

Indentation

Indentation changes the position of a paragraph in relation to the page margins.

The note identifies four types:

• Left indentation: Moves the paragraph away from the left margin.
• Right indentation: Moves the paragraph away from the right margin.
• First-line indentation: Moves only the first line of a paragraph inward.
• Hanging indentation: Keeps the first line at the left position while moving the remaining lines inward.

A bibliography or reference list may use hanging indentation so that the first line of each entry begins at the margin while the following lines are indented.

Spacing

Spacing controls the amount of blank space between lines or paragraphs.

Two common forms are:

• Line spacing: The vertical space between lines within the same paragraph. The note shows values such as 1.0, 1.5 and 2.0.
• Paragraph spacing: The space before or after a paragraph. It separates paragraphs and can make a document easier to read.

Do not confuse line spacing with paragraph spacing: line spacing affects lines inside a paragraph, while paragraph spacing creates space around paragraphs.

7. Bullets, Numbering and Multilevel Lists

Lists organise related information so that readers can understand it quickly.

Bulleted list

A bulleted list uses symbols, such as dots, before each item. It is suitable when the order of the items is not important.

• Apple
• Orange
• Mango
• Grapes

Numbered list

A numbered list uses numbers or letters to identify items. It is useful when the order or sequence matters, such as instructions or steps.

1. First
2. Second
3. Third
4. Fourth

Multilevel list

A multilevel list organises information into main topics and subtopics. Different numbering levels show the relationship between ideas.

1. Main topic 1.1 Subtopic 1.2 Subtopic
2. Main topic 2.1 Subtopic 2.2 Subtopic

Choose a bulleted list for unordered items, a numbered list for ordered items and a multilevel list when information has levels or hierarchy.

8. Shading and Borders

Shading and borders can be applied to paragraphs or other selected areas to make information stand out and improve the appearance of a document.

Shading

Shading adds a background colour to a selected paragraph or area. It can be used to highlight important information, such as a note, warning or definition.

The note also shows page background colour, which changes the background colour of the page.

Borders

A border is a line placed around a paragraph or selected area. Borders can separate content from the rest of the document or draw attention to a particular section.

A teacher may apply light shading and a border around an examination tip so that students can identify it easily.

Uses of shading and borders

• Make important information stand out.
• Improve the appearance of a document.
• Separate sections and organise content.
• Help create neat and professional-looking documents.

9. Quick Comparison: Text Formatting and Paragraph Formatting

Exam-Focused Points

Quick Revision Questions

1. What is page setup?
2. State the dimensions of A4 paper.
3. What is the difference between portrait and landscape orientation?
4. Name the four page margins.
5. How can a user select a whole document?
6. Name four text-formatting options.
7. What are the four common paragraph-alignment options?
8. Explain the difference between first-line indentation and hanging indentation.
9. Distinguish between line spacing and paragraph spacing.
10. When should a bulleted list, numbered list and multilevel list be used?
11. What are two uses of shading and borders?

Summary

Preparing and formatting a document involves setting up the page and arranging text so that it is clear and readable. Page setup controls paper size, orientation and margins. Text formatting changes the appearance of characters, while paragraph formatting controls alignment, indentation and spacing. Lists organise information, and shading and borders highlight important sections. Using these features appropriately produces neat, well-structured documents.