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What is formatting?
Formatting refers to the way in which you layout your document and apply font types etc. It covers items such as Automatic Numbering/bullet points, Font styles, size and case type. Also indents, line spacing, font colour and paragraph settings. In short the way your text is displayed and laid out on the page.
Why is formatting important?
Utilising formatting correctly and following certain rules will help you to produce and maintain consistent layouts and professional looking documents and correspondence.
Basic Rules of formatting
- All sentences should be followed by 2 spaces.
- Commas should be followed by 1 space.
- To start a new paragraph there should be 2 returns (this should leave a full blank line space between the previous paragraph).
NB: Paragraph spacing in documents may differ depending on your company’s Document HouseStyle
HouseStyles
Document HouseStyles are a set of formatting rules that your company wish you to comply with to produce consistent, professional documents. Always refer to these and wherever possible use your company’s precedents and templates.
Proof Reading
Always proof read your documents. Use the tools Word provides such as Spell Check and Grammar Check, however please be aware that, due to the complexities of the English language, the results from a grammar and/or spell check can be incorrect.
Using Spell & Grammar Check
You will see certain words and even paragraphs underlined in colour as you are typing/amending a document.
This is MS Word finding either spelling or grammatical errors in the text. You do not need to correct these individually as they occur you can run a check at the end of your amendments or creation.
- Click on the Review Tab and select Spelling & Grammar
- Review the errors in the pane on the right
- Correct as necessary (refer to Proof Reading above)
Further information
If you would like more information on our training services, get in touch. Fusion can deliver training on all elements of Formatting from basic level to advanced. Call Fusion to discuss your requirements on 03332414123 or email info@fusionmanageit.co.uk.
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