Microsoft Office · Beginner level

Beginner level · Module 3: Formatting Professional Documents in Word · Lesson 1 of 3

Text, Paragraph and List Formatting

Format text and paragraphs and build bulleted and numbered lists for readable documents.

In this lesson you will

  • Apply fonts, sizes, spacing and indentation
  • Create multilevel bulleted and numbered lists

Key concepts

font and sizeparagraph spacingindentationlists

The lesson

Formatting makes a document easy to scan. Character formatting changes text (font, size, bold); paragraph formatting changes blocks (alignment, spacing, indentation). Most messy documents mix too many fonts and use the Enter key for spacing.

Set spacing with Paragraph > Spacing Before/After instead of pressing Enter twice; this keeps gaps consistent. Use one font family, with size and bold to show hierarchy.

Bulleted lists suit items in any order; numbered lists suit steps or rankings. The Format Painter copies formatting from one place to another so headings stay consistent.

Step by step

  1. Turn on formatting marks to see extra spaces and line breaks.
  2. Remove empty paragraphs and set paragraph spacing instead.
  3. Apply one font and consistent heading formatting.
  4. Convert typed dashes into proper bulleted lists.
Before and after

Formatting a job application letter

The same letter before and after applying consistent fonts, spacing and structure.

Before

Typed quickly: mixed fonts, capitals for emphasis, no clear structure.

Rescue Youth Centre, Juba

DEAR SIR/MADAM,

i am writing to apply for the post of office assistant which i saw on your notice board and i have computer skills and i am very hardworking and honest and available immediately.

PLEASE CALL ME!!!

akol

After

One font, standard letter structure, short paragraphs and a clear request.

Akol Deng · Hai Malakal, Juba · akol.deng@example.com · 15 March 2026

The Coordinator, Rescue Youth Centre, Juba

Application for the post of Office Assistant

Dear Coordinator,

I am applying for the Office Assistant post advertised on your notice board.

I have completed training in Word, Excel and email, and I keep accurate records.

I am available immediately and would welcome an interview. Thank you for considering my application.

Yours sincerely,

Akol Deng

What changed and why

  1. One professional font replaces the mix of decorative fonts and colours.
  2. A subject line states the purpose before the reader starts the body.
  3. Sentence case and calm wording replace capitals and exclamation marks.
  4. One idea per paragraph: why you are writing, what you offer, what you are asking for.
  5. Sender details, date and recipient follow the standard formal-letter order.

Practice activity

Reformat a plain-text CV into a clean, consistent layout using headings, lists and spacing.

Expected result: A CV with consistent fonts, spacing and lists.

Check your understanding

  1. Why use paragraph spacing instead of pressing Enter twice?

    Show answer

    It keeps spacing consistent and makes the layout easier to change.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.