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How to use the reveal formatting feature in word 2010

In Word the definition of a paragraph is the paragraph mark plus all the characters that precede the paragraph mark up to but not including the previous paragraph mark.
The number of paragraph marks in a document is equal to the number of paragraphs in the document.
You can enter a paragraph mark into a document by pressing Enter.
The paragraph is a character just like all the others and therefore has a font, colour, paragraph spacing etc and can also be cut, copies and pasted just like all the other characters.

Paragraph marks contain most of the information used by Word to control fonts, formatting, tabs stops, lines, boxes, shading, styles, picture locations, line spacing, numbering and much more. Always have the paragraph marks displayed. (Tools > Options > View), select Tab characters & paragraphs from the Non printing characters
The paragraph mark () contains all the formatting instructions for the preceding paragraph. It is also advisable to always have this on as it will help you to understand the formatting by displaying any non-printable characters.
The paragraph mark (P) contains all the formatting instructions for the preceding paragraph. You can use the what’s this pointer to obtain useful information about a paragraph

SS – paragraph marks

You can toggle the display of paragraph marks in your document using the Show/Hide command on the Standard toolbar.
SS –
These are non-printing characters and will not be printed even if they are displayed on the screen.

All the formatting options specific to an individual paragraph are stored in the paragraph mark.
If you delete the paragraph mark you will delete all the subsequent formatting.
The Formatting Paragraphs will then match that of the next paragraph.

It is always best to work with these displayed so you don’t delete any by accident.

There is always a paragraph mark at the end of a document.

Pressing the End key will move you to the end of the line, unless the line ends with a paragraph mark, in which case the cursor ends up before the paragraph mark.

Deleting Paragraph Marks

Sometimes when you try to delete a paragraph mark by pressing Delete.
To delete a paragraph mark you must explicitly select it in order to be able to delete it.

Paragraph Mark Contains the Formatting

Both Character and Formatting Paragraphs is saved in the paragraph mark.
Character formatting is in the paragraph mark unless you explicitly override it.
The font, point size, colour, bold, italic etc of every single character in a paragraph takes on the formatting dictated by the paragraph mark unless you explicitly manually override it.

Formatting Paragraphs is stored in the paragraph mark.
The indentation, spacing, default tabs, page breaking, bullets, numbering etc

Merging Paragraphs

When you merge two paragraphs together the paragraph mark associated with the first paragraph is applied to the second paragraph
SS
This logic is different to that applied to section breaks where the second section mark gets applied.

Text animation – you can use one of six simple animations to draw attention to the text when on the screen:

Important

There is always a paragraph mark at the end of a document.
You cannot overtype the paragraph mark.

How to use the reveal formatting feature in word 2010

You can identify paragraph formatting in your Microsoft Word 2013 document using the Show/Hide command in the Paragraph group of the Home ribbon. Paragraph marks are not included when you print your document. You can insert paragraph marks as special characters, or enable hidden text in your print options, to display the paragraph sign on printed documents.

Displaying and Inserting Paragraph Marks

To view all of the hidden paragraph marks in your document, click the “Show/Hide” command (resembling a paragraph mark symbol of a backwards letter “p”) in the Paragraph group of the Home ribbon. Alternatively, press “Ctrl-*” to toggle this command. You can also insert a paragraph mark as a special character into the text of your document. Click the “Insert” tab, the “Symbol” button in the Symbols group and then “More Symbols…” Click on the “Special Characters” tab, select “Paragraph” under Character, click “Insert” and then “Close.”

Printing Paragraph Marks

By default, paragraph marks are excluded from your document when printing unless inserted it as a special character. You can adjust your print settings to include hidden text, such as paragraph marks, using the Print Options screen. Click on the “Page Layout” tab. Click the “Page Setup” button, resembling a small box with an arrow, in the bottom right of the Page Setup group. Click the “Print Options…” button, check the “Print Hidden Text” box under Printing Options and then click “OK.” When you print your document, the hidden paragraph marks will be included.

I cannot tell you how many times I have received a document from a client who cannot correct the problems that he/she has encountered in it.

For this reason, I instruct all my students to have the Show/Hide feature enabled in MS word. I would not dream of using Word without this most valuable feature being enabled, because I want to see what is going on in my document and the Show/Hide feature allows me to do just that. Most folks complain that it is just too distracting but I always answer with “you will become accustomed to it and it will save you countless hours in the long run.”

Follow the steps below to learn how to enable this great feature:

  1. In version 2007, click the Office button and Word options.
  2. In version 2010, click on File | Options.
  3. This will open the dialog box.
  4. At the left-hand side of the dialog box, click Display.
  5. Under Always show these formatting marks on the screen, select the last box which is Show all formatting marks.

This is one of the greatest time saving features in MS Word in my humble opinion!

Now, when you have a problem with your document you can readily see what is going on (an extra space, a tab where it doesn’t belong, etc.)

Even if you do not have this wonderful feature enabled (which I strongly suggest you do), make certain that you enable it when you encounter a problem with your document and you will very often be able to identify the problem immediately.

Lori Kaufman is a technology expert with 25 years of experience. She’s been a senior technical writer, worked as a programmer, and has even run her own multi-location business. Read more.

How to use the reveal formatting feature in word 2010

Are you used to the Reveal Codes feature in WordPerfect? These codes show you your text with integrated formatting codes that seem similar to HTML formatting. However, if you’re using Word, there is no comparable function.

WordPerfect treats text and formatting codes the same, putting start and end codes around text as you format it. When you display the Reveal Codes window, you see the formatting code markers integrated with the text. You can select the code markers and even insert and delete them manually. For example, if you manually delete an end code, the rest of the document will be formatted according to the start code that now has no corresponding end code.

In Word, text and formatting are treated completely independently. Word stores the formatting for the text in a different part of the file than the text to which the formatting applies. It is not inserted in the text stream. Instead, Word tracks the character and paragraph formatting you apply throughout your document, and does concern itself with start and end codes.

Whereas WordPerfect has both modes, WYSIWYG (“what you see is what you get”) and Reveal Codes, Word only has the WYSIWYG mode. You apply bold to some text and you see that text as bold text. You cannot see the bold codes around your text.

However, there is a way to see how selected text is formatted. Word won’t show you start and end codes like WordPerfect because it doesn’t use them. But, when you select some text in Word and press Shift + F1, the Reveal Formatting pane displays. Word shows you, in list format, how the selected text is formatted with respect to the Font, Paragraph, and Section.

How to use the reveal formatting feature in word 2010

If you want to change the formatting of the selected text, you can do so using the Reveal Formatting pane. For example, if you want to make the selected text not bold, but italic instead, click the Font link in the Reveal Formatting pane.

How to use the reveal formatting feature in word 2010

The Font dialog box displays. Make any changes you want and click OK. The text reflects the change as does the Reveal Formatting pane.

How to use the reveal formatting feature in word 2010

Do not confuse the Reveal Formatting pane with the feature in Word that shows hidden formatting symbols. Clicking the paragraph symbol in the Paragraph section of the Home tab, shows hidden symbols such as spaces, tabs, and paragraph marks. These are different than the formatting listed on the Reveal Formatting pane.

NOTE: You can also press Ctrl + * to show and hide the formatting symbols.

How to use the reveal formatting feature in word 2010

You might want to show both the Reveal Formatting pane and the hidden formatting symbols to easily track your formatting and the spacing between words and paragraphs and tabs.

Turn the display of formatting marks on or off

The Show/Hide button turns hidden characters like spaces, paragraph markers, or tab marks on and off.

You can set them to always show:

Go to File > Options > Display.

Under Always show these formatting marks on the screen, select the check box for each formatting mark that you always want to display regardless if the Show/Hide button is turned on or off. Clear any check boxes for ones you don’t want always displayed.

How to use the reveal formatting feature in word 2010

Support for Office 2010 ended on October 13, 2020

Upgrade to Microsoft 365 to work anywhere from any device and continue to receive support.

Go to File > Help > Options > Display.

Under Always show these formatting marks on the screen, select the check box for each formatting mark that you always want to display regardless if the Show/Hide button is turned on or off. Clear any check boxes for ones you don’t want always displayed.

How to use the reveal formatting feature in word 2010

Go to Word > Preferences > View.

Under Show Non-Printing Characters, select the check box for each formatting mark that you always want to display regardless if the Show/Hide button is turned on or off. Clear any check boxes for ones you don’t want always displayed.

How to Use the Reveal Formatting Feature in Word 2010

Are you used to the Reveal Codes feature in WordPerfect? These codes show you your text with integrated formatting codes that seem similar to HTML formatting. However, if you’re using Word, there is no comparable function.

WordPerfect treats text and formatting codes the same, putting start and end codes around text as you format it. When you display the Reveal Codes window, you see the formatting code markers integrated with the text. You can select the code markers and even insert and delete them manually. For example, if you manually delete an end code, the rest of the document will be formatted according to the start code that now has no corresponding end code.

In Word, text and formatting are treated completely independently. Word stores the formatting for the text in a different part of the file than the text to which the formatting applies. It is not inserted in the text stream. Instead, Word tracks the character and paragraph formatting you apply throughout your document, and does concern itself with start and end codes.

Whereas WordPerfect has both modes, WYSIWYG (“what you see is what you get”) and Reveal Codes, Word only has the WYSIWYG mode. You apply bold to some text and you see that text as bold text. You cannot see the bold codes around your text.

However, there is a way to see how selected text is formatted. Word won’t show you start and end codes like WordPerfect because it doesn’t use them. But, when you select some text in Word and press Shift + F1, the Reveal Formatting pane displays. Word shows you, in list format, how the selected text is formatted with respect to the Font, Paragraph, and Section.

If you want to change the formatting of the selected text, you can do so using the Reveal Formatting pane. For example, if you want to make the selected text not bold, but italic instead, click the Font link in the Reveal Formatting pane.

The Font dialog box displays. Make any changes you want and click OK. The text reflects the change as does the Reveal Formatting pane.

Do not confuse the Reveal Formatting pane with the feature in Word that shows hidden formatting symbols. Clicking the paragraph symbol in the Paragraph section of the Home tab, shows hidden symbols such as spaces, tabs, and paragraph marks. These are different than the formatting listed on the Reveal Formatting pane.

NOTE: You can also press Ctrl + * to show and hide the formatting symbols.

You might want to show both the Reveal Formatting pane and the hidden formatting symbols to easily track your formatting and the spacing between words and paragraphs and tabs.

If you ever need to edit a document of any sort including a contract or agreement and want your changes and comments to standout, the Track Changes feature in Word 2010 has no equal… Really. It’s that good. If you’re an attorney or contract specialist, you probably already know this from previous versions of Word but if not, pay close attention and let me introduce you to the Track Changes feature of Word 2010 found on the Review Tab of the Ribbon.

Step 1 – Starting Content

To start out, you need some initial content. This can be something that you’ve written or perhaps you’re a teacher so grab one of your students papers you need to edit. Track changes will look at ALL changes done to a document so you can be as creative as you like with your content.

How to use the reveal formatting feature in word 2010

Step 2 – Enable Track Changes

Select the Review tab and then Click Track Changes.

How to use the reveal formatting feature in word 2010

Step 3 – Edit

Start your engines! Now you can edit the document as much as you like and the edits will be shown with a colored markup. These edits aren’t considered permanent at this point, but they will be saved with the document until they are “Accepted” or “Rejected.”

How to use the reveal formatting feature in word 2010

Step 4 – Comments & Additional Editing Tools

Adding comments is an easy way to communicate points that need clarification or just a general comment. Comments will appear on the side of the document but won’t appear in the final draft. To Add a comment, Select a portion of the document and then Click New Comment.* A box will appear on the right-side that you can type in to convey a particular message to concerning the editing.

*Note that format changes such as adding bold, italic, underline, etc… will result in an automatically created Comment labeled Formatted. How to use the reveal formatting feature in word 2010

You can also add Balloons, which are system generated comments that will display editing actions taken on each part of the document. Showing revisions in balloons is my is actually my preferred method for editing and reviewing documents. These balloons will change depending upon whether you are viewing the “Final: Show Markup” or the “Original: Show Markup”. To do this Click Show Markup > B alloons > Show Revisions in B alloons.

How to use the reveal formatting feature in word 2010

Step 5 – Edit As A Different Author

The color that markups will appear will depend on which author (editor) number you are of the document. The first editor will have red markup, the second will have blue, and so on. The identity of the editor is determined by the U ser Name associated with the Office 2010 install. You can change this if you Click Track Changes > Change U ser Name

How to use the reveal formatting feature in word 2010

If you edit a document and then change your own user name, Word will consider you an entirely different author and you can then edit the document using multiple colored markups. If you do this you need to remember the exact user name you used for each color because using anything different will just create a new author (and color).

How to use the reveal formatting feature in word 2010

Step 6 – Accept Or Reject Changes

With the document fully edited you are ready to start accepting or rejecting changes. There are two different places to do this; the Review ribbon Accept button, or the Right-Click context menu option.

Additionally, from the ribbon you can skip ahead and Accept All Changes in D ocument to completely to instantly change the document according to all of the markup.

How to use the reveal formatting feature in word 2010

Step 7 – Compare Or Combine Documents

You can use the Compare tool to view documents side-by-side and see what differences there are between them. This will work with ANY two documents, but it is only really useful for documents that are similar or have been modified. Below I loaded both the original version and the finished revised version for comparison.

How to use the reveal formatting feature in word 2010

The comparison window is huge, but it will display every difference and will automatically open the Reviewing Pane to help you track changes easier.

How to use the reveal formatting feature in word 2010

Conclusion

The Review ribbon in Office 2010 is a useful tool for collaboration, writing and editing. In Word 2010, the Track Changes tool is especially useful and a must have for anyone who needs to edit a document and track changes / revisions. Its change tracking is concise, easy to see, understand and apply.

For this reason, I instruct all my students to have the Show/Hide feature enabled in MS word. I would not dream of using Word without this most valuable feature being enabled, because I want to see what is going on in my document and the Show/Hide feature allows me to do just that. Most folks complain that it is just too distracting but I always answer with “you will become accustomed to it and it will save you countless hours in the long run.”

Follow the steps below to learn how to enable this great feature:

  1. In version 2007, click the Office button and Word options.
  2. In version 2010, click on File | Options.
  3. This will open the dialog box.
  4. At the left-hand side of the dialog box, click Display.
  5. Under Always show these formatting marks on the screen, select the last box which is Show all formatting marks.

This is one of the greatest time saving features in MS Word in my humble opinion!

Now, when you have a problem with your document you can readily see what is going on (an extra space, a tab where it doesn’t belong, etc.)

Even if you do not have this wonderful feature enabled (which I strongly suggest you do), make certain that you enable it when you encounter a problem with your document and you will very often be able to identify the problem immediately.

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Where is the Help Button in Microsoft Word 2007, 2010, 2013, 2016, 2019 and 365

  • If you have Classic Menu for Word 2007/2010/2013/2016/2019 installed, you can…
  • If you don’t have Classic Menu for Word 2007/2010/2013/2016/2019 installed, you can…

How to Bring Back Classic Menus and Toolbars to Office 2007, 2010, 2013, 2016 and 365?
Just Download Classic Menu for Office 2007 or Classic Menu for Office
Kutools for Word: 100 Powerful New Features for Word.
Office Tab: Tabbed Editing and Browsing in Office, Just Like Chrome, Firefox, IE 8/9/10.

Some users who upgrade from Word 2003/XP(2002)/2000 to 2007/2010/2013/2016/2019 will find it hard to get the Help button, because all the buttons are relocated and organized in a new way. This article focuses on how to find out the Help button.

Use the familiar interface in working with Word 2007, 2010, 2013, 2016, 2019 and 365 if you have Classic Menu for Word installed.

Just take Microsoft Word 2010 for example. With Classic Menu for Word 2007/2010/2013/2016/2019 installed, you can click Menus tab to get back the classic style interface. The Help menu lies in the right most of the toolbar.

How to use the reveal formatting feature in word 2010

If you have not Classic Menu for Word installed, you can …

Method A:

The Help button in Word is too small that will be easily ignored. Actually the Help button stays in the top right corner of the window. The button looks like a question mark surrounded by a circle. The following picture shows its position. Or you can use the shortcut key F1 to enable the Help window.

Method B:

The Help menu has been added into the Word 2010 backstage. Click File, and you can find Help in the pane.

How to use the reveal formatting feature in word 2010

More Tips

What is Classic Menu for Office

The software Classic Menu for Office is designed for the people who are accustomed to the old interface of Microsoft Office 2003, XP (2002) and 2000. It brings back the classic menus and toolbars to Microsoft Office (includes Word) 2007, 2010, 2013, 2016, 2019 and 365. The classic view helps the people to smoothly upgrade to the latest version of Office, and work with Office 2007/2010/2013/2016 as if it were Office 2003 (and 2002, 2000).

How to use the reveal formatting feature in word 2010

Screen Shot of Classic Menu for Word

Classic Menu for Office

It includes Classic Menu for Word, Excel, PowerPoint, OneNote, Outlook, Publisher, Access, InfoPath, Visio and Project 2010, 2013, 2016, 2019 and 365.

Classic Menu for Office 2007

It includes Classic Menu for Word, Excel, PowerPoint, Access and Outlook 2007.