What is Text Formatting? A guide to formatting text in Word

The concept of text formatting is quite easy to understand, but not everyone knows the standard steps to format a Word file to demonstrate professionalism in presenting text. Therefore, in today's article, FPT Shop will help you grasp this basic office computing knowledge.


In today’s era, office computing plays a crucial role. However, this field contains many concepts that not everyone understands, including the concept of text formatting. So what exactly is text formatting? Why is it necessary to format text, and how should it be done correctly? To explain these questions, let’s follow the article below from FPT Shop.

Understanding What Text Formatting Is

What is Text Formatting?

Simply put, text formatting is the process of editing and presenting text according to the formatting properties specified in Word. This helps the text have a clear layout, making it easy to read, understand, and emphasize important content.

Why is Text Formatting Necessary?

Formatted text appears more aesthetically pleasing, and readers can quickly grasp the content. Especially when you want to emphasize certain important parts, formatting is essential. Moreover, when looking at a formatted text, you will have a better impression and a desire to explore the content further. In addition, in many places or for many jobs, the text sent must be properly formatted according to the standard.

Common Types of Text Formatting

There is no general rule for text formatting. Each type of text will have suitable formatting according to the requirements of the author. Here are the three most common types of text formatting:

Character Formatting

This is the basic and simplest type of text formatting. It can be changing the font style, font size, font color, subscript, superscript, character color, etc. All of these formatting styles are pre-installed in the toolbar, making them easy to implement.

Paragraph Formatting

Paragraph formatting involves changing alignment, line spacing, left indentation, paragraph position with respect to the entire page, etc. You can adjust paragraph formatting by selecting the paragraph and using keyboard shortcuts or the tools in the Word menu.

Page Formatting

Page formatting involves adjusting page margins, page orientation, page numbering, creating headers/footers, or moving the entire content out of the first page. You can perform these page formatting operations when creating the document or before printing.

How to Format Text Correctly in Word

Formatting text in Word is not difficult. Just follow the instructions below to have a well-formatted and visually appealing document.

Adjusting Page Margins and Size

Step 1: Firstly, go to the Layout tab on the toolbar > Choose Margins > Click on Custom Margin to display the margin adjustment dialog box.

Step 2: Adjust the left, right, top, and bottom margins. Typically, standard margins in Word are 2 – 2.5cm for Top and Bottom, 3 – 3.5cm for Left, 1.5 – 2cm for Right. Then, adjust the document layout by selecting Portrait.

Step 3: Once done, click OK to save the formatting changes.

Formatting Fonts

Font formatting offers various options such as font type, font size, font color, italics, bold, etc. Choose the appropriate font formatting based on the content requirements.

Step 1: Go to the Home tab on the toolbar, select Font, then click on the dropdown arrow.

Step 2: The font formatting interface will appear, make the desired adjustments, and then click OK to finish.

Formatting Paragraphs

Step 1: Select the Home tab > Click on the indicator in the Paragraph group.

Step 2: Adjust the parameters to format the paragraph as desired.

Set the alignment in the Alignment section:

  • Justified: Aligns both left and right margins.
  • Left: Aligns left margin.
  • Right: Aligns right margin.
  • Center: Aligns the paragraph in the middle of the left and right margins, creating balance.

Set the indentation at the Special section:

  • First line: Enter the desired size for the indentation of the first line in the paragraph at the By field.
  • Hanging: Enter the desired size for the indentation of the second line onwards in the paragraph at the By field.
  • None: Select this option to remove indentation in the paragraph.

Adjust the spacing between paragraphs at the Spacing section:

  • Before: Creates spacing between the last line of the previous paragraph and the first line of the current paragraph.
  • After: Creates spacing between the last line of the current paragraph and the first line of the next paragraph.
  • Line Spacing: Creates spacing between lines within the paragraph.

Important Considerations for Text Formatting

In addition to understanding the concept of text formatting and the formatting steps, there are a few more things you should keep in mind:

Use Keyboard Shortcuts for Text Formatting

When formatting text in Word, it’s recommended to use keyboard shortcuts for faster operations. Some common shortcuts for formatting include:

  • Ctrl + B: Applies bold formatting to selected text or paragraph.
  • Ctrl + I: Applies italic formatting to selected text or paragraph.
  • Ctrl + U: Applies underline formatting to selected text or paragraph.
  • Ctrl + D: Opens the font formatting dialog box.
  • Ctrl + L: Aligns text to the left.
  • Ctrl + R: Aligns text to the right.

Differences in Formatting Methods Between Word Versions

Word has many different versions, and each version may have changes in the layout and location of features. Therefore, it’s recommended to familiarize yourself with the features and interface of the Word version you are using to easily locate and use formatting tools.

Use Fonts, Sizes, and Colors Appropriately

The purpose of text formatting is to make the document visually appealing and attract the attention of the reader. Therefore, make sure to use fonts, sizes, and colors appropriately, avoiding excessive use that may have a negative impact.


By now, you should have a good understanding of what text formatting is. Apply the shared information to make your documents visually appealing and easy to understand.

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