Text Formatting
Utah Valley University Writing Center www.uvu.edu/writingcenter Fulton Library 208 801-863-8936
Text formatting describes features within word processors that are used to change the appearance of the
text, such as its size and color. Knowing how to format text helps to make written work look consistent and
professional. Formatting can also add emphasis, style, or additional meaning to text. Most word processers
allow you to format text using options in the toolbar and following similar steps.
Microsoft Word and Google Docs are two of the most common word processors. Both programs have several
text-formatting features, including font type, font size, bold, italics, underline, text color, and highlight.
Taking the time to correctly format a document is often part of following style and citation guidelines.
If you can’t find formatting options, they may be hidden because your window is too small to show them.
Try maximizing your window or trying one of the following tricks to reveal hidden options:
In Microsoft Word (Windows), if the top toolbar is hidden, click on the “view” tab to show the
toolbar. Click the pin icon in the far bottom-right of the toolbar to keep at the top of the page.
In Microsoft Word (Mac), click the “view” tab to hide or reveal the toolbar.
In Google Docs, click the three vertical dots on the right of the toolbar to see hidden tools.
Text-Formatting Basics
There are two main ways to apply text-formatting, which are standardized across both Microsoft Word and
Google Docs.
Changing Formatting Before You Type
If you change a text-format setting before you type, everything you type from then on will use that format.
1. Type until you reach a part that needs special formatting
I would |
2. Change the formatting setting
3. Type the words that need special formatting
I would love |
4. Change the setting back to normal
5. Continue typing the rest of the text
I would love to! |
This is useful when you know the next words you type will need to be formatted in a specific way.
Changing Formatting After You Type
If you want to change the format of text you have already written:
1. Select the text you want to change
I would love to!
2. Change the formatting setting
I would love to!
Font
Font describes the style of a text’s lettering. There are many fonts you can choose from, but most academic
work will be written in Arial, Calibri, Times New Roman or another simple font.
Utah Valley University Writing Center www.uvu.edu/writingcenter Fulton Library 208 801-863-8936
To change font:
1. Select the text you want to change
2. Find the text-formatting options:
a. In Microsoft Word, the font section is in the
“Home” tab on the left side of the top toolbar
b. In Google Docs, look in the middle of the top
toolbar
3. Find the box that shows the font name and click the
arrow next to it
4. Click on the font name you want from the drop-down menu
Tip for finding fonts in Microsoft Word
To search for a specific font, type its name in the font box. As you type, font names will autofill; when the
font name you want has auto-filled, press Enter to apply that font. If you have the menu open, the font name
will also be highlighted in the list.
Font Size
Font size describes the size of the text and how much space it will take up on a page.
Headings and subheadings are often in a larger font than the rest of the text.
To change font size:
1. Highlight the text you want to change
2. In the font section of the toolbar, find the box with a number inside it
a. In Microsoft Word, click the arrow next to the box
b. In Google Docs, click the box
3. Within the drop-down menu that appears, click the font size you want
a. Alternatively, you can type the size you want, and press Enter
Microsoft Word and Google Docs also provide buttons to quickly increase and decrease
font size. In Microsoft Word, click the bigger and smaller letter “A” buttons to the right of the font size box.
In Google Docs, click the + and - symbols to either side of the font size number.
Bold, Italics, and Underline
Bold, italics, and underline are common text-formatting features. The bold feature thickens the text’s
individual characters, like this. Bold is often used to make paper titles, keywords, subheadings, or other
pieces of text stand out and guide the readers eye. The italics feature tilts the characters of text slightly to
the right, like this. Italics are often used to indicate something is a title, or to add emphasis to a word or
phrase. The underline feature inserts a line under the text, like this, and can also be used to add emphasis.
To bold, italicize, or underline your text:
1. Select the text you want to change
2. Find the text-formatting options:
b. In Microsoft Word, the font section is in the “Home” tab on the left side of the top toolbar.
a. In Google Docs, look in the middle of the top toolbar
3. Bold, italicize, or underline the text:
a. To bold the text, click the capital letter “B”
Font Indicator in Toolbar (Microsoft Word)
Font Indicator in Toolbar (Google Docs)
Utah Valley University Writing Center www.uvu.edu/writingcenter Fulton Library 208 801-863-8936
b. To italicize the text, click the capital letter “I”
c. To underline the text, click the capital letter “U”
4. In most word processors, you can also bold, italicize, and underline text by using keyboard shortcuts:
a. To bold the text, type Ctrl + B on Windows or Cmd + B on Mac.
b. To italicize the text, type Ctrl + I on Windows or Cmd + I on Mac.
c. To underline the text, type Ctrl + U on Windows or Cmd + U on Mac.
Text Color
The text color feature changes the color of text, like this.
To change text color:
1. Select the text you want to change
2. In the font section of the toolbar, find the button with a capital “A”
and a rectangle beneath it
a. In Microsoft Word, click the arrow next to the button
b. In Google Docs, click the button
3. Click the color you want to use from the color palette drop-down menu
Highlight
The highlight feature inserts a colored filler behind text, like this.
To highlight text:
1. Select the text you want to highlight
2. In the font section of the toolbar, find the marker icon
a. In Microsoft Word, click the arrow next to the marker icon
b. In Google Docs, click the marker icon
3. Click the color you want to use
Clear Formatting
The clear formatting feature removes all special formatting from text.
To clear formatting:
1. Select the text you want to change
2. Find and click the clear formatting button
a. In Microsoft Word, go to the “Home” tab and look in the
“Font” section for an “A” with an eraser beside it
b. In Google Docs, look for a crossed-out “T” in the right of the
top toolbar
Alternatively, you can use a keyboard shortcut:
• Microsoft Word for Windows: Ctrl + Spacebar
• Microsoft Word for Mac: Ctrl + Spacebar
• Google Docs for Windows: Ctrl + \
• Google Docs for Mac: Cmd + \
Text Color Option (Microsoft Word)
Text Color Option (Google Docs)