Editing & Formatting Documents

Week 2 — Lesson 2 | CI2000: Computer Fundamentals

Learning Objectives

Given an unformatted healthcare document, apply character and paragraph formatting to produce a professional document that meets clinic communication standards (CO-4)
Insert and format a table to organize structured healthcare data such as medication schedules, appointment logs, or eligibility criteria (CO-4)
Use Find and Replace to efficiently update terminology across a multi-page healthcare document without introducing errors (CO-4)
Analyze a poorly formatted patient-facing document and identify three specific formatting improvements that would enhance readability and professionalism (CO-4)

Part 1: Character Formatting — Fonts, Sizes, and Text Effects

Formatting transforms plain text into polished, readable documents that convey competence and attention to detail — qualities that are essential in healthcare settings where documents may be reviewed by patients, supervisors, insurance companies, or regulatory agencies.

What Is Character Formatting?

Character formatting refers to any formatting applied to individual characters or selected text. This includes font family, font size, font color, and text effects like bold, italic, underline, strikethrough, subscript, and superscript. Character formatting is applied from the Font group on the Home tab of the Ribbon, or through the Font dialog box (press Ctrl+D).

Font Family

The most commonly used fonts in healthcare and business settings include:

Calibri — Word’s default font since 2007. Clean, modern, and highly readable. Excellent for everyday office documents.
Arial — A widely used sans-serif font that is clean and professional. Common in healthcare forms and signage.
Times New Roman — A traditional serif font often required for formal reports, academic papers, and legal documents.
Verdana — Designed for screen readability, making it a good choice for documents viewed primarily on computers or tablets.

Bold, Italic, Underline, and Other Effects

Bold (Ctrl+B)

Used for headings, key terms, warnings, and important instructions. In healthcare documents, bold text draws attention to critical information such as medication dosages or allergy alerts.

Italic (Ctrl+I)

Used for emphasis, titles of publications, medical terminology in Latin, and introductory or explanatory notes.

Underline (Ctrl+U)

Use sparingly in modern documents, as underlined text can be confused with hyperlinks. However, it is sometimes used in healthcare forms to indicate fill-in fields.

Font Color & Text Highlight

Font Color adds color to text for emphasis. In healthcare materials, red is often used for warnings, while blue may indicate links or references.

Text Highlight applies a colored background behind text, similar to a physical highlighter. Useful for marking text that needs review.

Accessibility Note: When using font colors, always ensure sufficient contrast between the text color and the background. The Web Content Accessibility Guidelines (WCAG) recommend a minimum contrast ratio of 4.5:1 for standard text.

Formatting Toolbar Quick Reference

Button/Tool	Location	Keyboard Shortcut	Purpose
Bold	Home > Font	`Ctrl+B`	Applies bold weight to selected text for emphasis on key terms and warnings
Italic	Home > Font	`Ctrl+I`	Applies italic style for emphasis, titles, and medical terminology
Underline	Home > Font	`Ctrl+U`	Underlines selected text; used for fill-in fields in healthcare forms
Font Color	Home > Font	(dropdown)	Changes text color for visual categorization and emphasis
Text Highlight	Home > Font	(dropdown)	Applies colored background behind text for review markup
Align Left	Home > Paragraph	`Ctrl+L`	Aligns text to the left margin (default for body text)
Center	Home > Paragraph	`Ctrl+E`	Centers text horizontally; used for titles and headings
Justify	Home > Paragraph	`Ctrl+J`	Aligns text flush with both margins for a formal appearance
Bullets	Home > Paragraph	(select button)	Creates an unordered bulleted list for symptoms, supplies, items
Numbering	Home > Paragraph	(select button)	Creates a numbered list for step-by-step procedures and protocols
Line Spacing	Home > Paragraph	(dropdown)	Adjusts the vertical distance between lines within a paragraph
Format Painter	Home > Clipboard	`Ctrl+Shift+C / V`	Copies formatting from one selection and applies it to another
Find and Replace	Home > Editing	`Ctrl+H`	Finds specific text and replaces it with different text throughout the document
Spelling & Grammar	Review > Proofing	`F7`	Checks the document for spelling and grammar errors

Part 2: Paragraph Formatting — Alignment, Spacing, and Lists

Paragraph formatting controls the overall layout and appearance of entire paragraphs. It includes alignment, line spacing, indentation, and the use of bulleted or numbered lists. These settings are found in the Paragraph group on the Home tab.

Text Alignment

Left Align (Ctrl+L) – Text is flush with the left margin and ragged on the right. This is the default and most common alignment for body text in healthcare documents because it is the easiest to read.

Center (Ctrl+E) – Text is centered between the left and right margins. Used for titles, headings, and invitations. In healthcare, centered text is common on patient handout titles and flyer headlines.

Right Align (Ctrl+R) – Text is flush with the right margin and ragged on the left. Less common, but used for dates, page numbers, and return addresses in letters.

Justify (Ctrl+J) – Text is flush with both the left and right margins. Creates a formal, polished look, often used in newsletters, brochures, and official reports.

Line Spacing and Paragraph Spacing

Line spacing controls the vertical distance between lines within a paragraph:

Single (1.0) — Lines are close together. Used in forms and compact documents.
1.15 — Word’s default. Slightly more open than single spacing for improved readability.
1.5 — A comfortable reading spacing, often used in patient handouts.
Double (2.0) — Required for many academic papers and draft documents.

Indentation

First Line Indent — Indents only the first line of a paragraph.
Hanging Indent — The first line is at the left margin while subsequent lines are indented. Used for reference lists.
Left/Right Indent — Moves the entire paragraph inward from the margin. Useful for block quotes or offset patient instructions.

Bullets and Numbered Lists

Use bulleted lists when the items have no required order (e.g., a list of symptoms). Use numbered lists when sequence matters (e.g., step-by-step instructions for taking a medication or preparing for a procedure).

▶ Word 2024 Complete Tutorial • Kevin Stratvert

Part 3: Inserting and Formatting Tables

Tables are indispensable in healthcare documentation. They organize structured data into rows and columns, making complex information easy to read and compare. In medical settings, tables are used for clinic schedules, staff contact lists, medication tracking charts, and lab result summaries.

Inserting a Table

To insert a table in Word, navigate to the Insert tab and select Table. Options include:

Grid Selection — Hover over the grid to select the number of rows and columns (up to 10x8).
Insert Table Dialog — Select “Insert Table...” for precise control over rows, columns, and column width behavior.
Draw Table — Draw custom table borders with your mouse.
Quick Tables — Pre-formatted table templates such as calendars and tabular lists.

Working with Tables

Once a table is inserted, Word adds two new contextual tabs: Table Design and Table Layout.

Table Design Tab

The Table Design tab provides visual formatting options:

Table Styles — Pre-built color and formatting schemes.
Header Row — Formats the first row differently to clearly label each column.
Banded Rows — Applies alternating row shading for easier reading.
Borders and Shading — Customize borders and add background colors to specific cells.

Table Layout Tab

The Table Layout tab provides structural options:

Insert Rows/Columns — Add new rows above or below, or new columns to the left or right.
Delete — Remove rows, columns, or the entire table.
Merge Cells — Combine two or more cells into one. Useful for creating section headers that span multiple columns.
Cell Size — Set exact row heights and column widths.
Sort — Sort table data alphabetically or numerically by any column.

Healthcare Scenario: You are the front desk coordinator at Valley View Medical Center. The office manager asks you to create a table showing the clinic’s weekly hours for each department. You insert a 4-column, 7-row table with columns for Department, Weekday Hours, Saturday Hours, and Phone Extension. You apply a professional table style with a navy header row and alternating row shading.

Part 4: Inserting Graphics, Images, and Other Visual Elements

Visual elements such as images, shapes, icons, and text boxes enhance the readability and professional appearance of healthcare documents.

Inserting Pictures

To insert an image, go to Insert > Pictures. Options include inserting from This Device (a file on your computer) or Online Pictures (stock photos via Bing Image Search).

After inserting an image, select it to display the Picture Format contextual tab. Key tools include resize (drag corner handles), crop, text wrapping, and picture styles.

Inserting Shapes and Text Boxes

The Shapes gallery (Insert > Shapes) provides lines, arrows, rectangles, circles, callouts, and flowchart elements. Text boxes (Insert > Text Box) are rectangular containers that hold text and can be positioned anywhere on the page.

Headers and Footers

Headers and footers appear at the top and bottom of every page. They are commonly used for:

Organization name and logo — Branding on every page
Document title — Especially in multi-page reports
Page numbers — Essential for documents longer than two pages
Date or version number — Helps recipients verify they have the current version
Confidentiality notices — Required on documents containing patient information

Healthcare Scenario: Your clinic director asks you to create a patient information handout about diabetes self-management. You insert the clinic logo in the header, add a relevant stock photo, and insert a text box with a callout: “Always consult your healthcare provider before making changes to your medication or diet.” The footer includes the clinic name, phone number, and page numbers.

Part 5: Page Setup and Document Layout

Page setup options control the overall physical layout of your document. These settings are found on the Layout tab of the Ribbon.

Margins

Word’s default margins are 1 inch on all sides. Common adjustments include:

Narrow margins (0.5 inch) — When you need to fit more content on a page, such as a dense reference chart
Wide margins (1.25 or 1.5 inch) — When documents will be hole-punched for binders
Custom margins — For documents with specific requirements, such as letterhead with a pre-printed logo area

Page Orientation

Portrait (vertical) — The default orientation. Best for letters, memos, reports, and most healthcare documents.
Landscape (horizontal) — Best for wide tables, charts, timelines, and certificates.

Page Breaks and Section Breaks

A page break forces the text following it to start on a new page. Insert by pressing Ctrl+Enter or going to Insert > Page Break. A section break divides your document into sections that can have different formatting — each section can have its own headers, footers, margins, and page numbering.

Pro Tip: Never use multiple blank lines (pressing Enter repeatedly) to push text to a new page. Always use Ctrl+Enter for page breaks — this is a professional habit that will save you hours of reformatting.

Part 6: Find and Replace, Spelling and Grammar, and the Format Painter

Word includes several powerful editing tools that help you work efficiently and maintain accuracy — both critical in healthcare settings where errors can have serious consequences.

Find and Replace

The Find and Replace feature (Ctrl+H) allows you to locate specific text in your document and optionally replace it with different text. The Find pane (Ctrl+F) opens the Navigation pane showing all instances of your search term. Replace All changes every instance simultaneously — use with caution and always review the results.

Healthcare Example: Your clinic recently merged and the official name changed from “Sunrise Family Practice” to “Sunrise-Valley Family Medicine.” You have a 20-page employee handbook that references the old name dozens of times. Press Ctrl+H, type the old name in the “Find what” field and the new name in the “Replace with” field, then select Replace All. Word updates every instance in seconds.

Spelling and Grammar Check

Word continuously checks your spelling and grammar as you type:

Red wavy underline — Indicates a possible spelling error. Right-click to see suggested corrections.
Blue double underline — Indicates a possible grammar or style issue. Right-click to see suggestions.

Run a comprehensive review by pressing F7 or going to Review > Spelling & Grammar. Be aware that Word may not recognize specialized medical terminology. You can add terms to your custom dictionary by right-clicking and selecting “Add to Dictionary.”

The Format Painter

The Format Painter copies all formatting from one selection and applies it to another. To use it:

Select the text that has the formatting you want to copy.
Select the Format Painter button (paintbrush icon) in the Clipboard group on the Home tab.
Your cursor changes to a paintbrush. Select or drag over the text you want to apply the formatting to.

Double-click the Format Painter button to lock it on, allowing you to apply the same formatting to multiple selections. Press Esc to turn it off.

Creating a Formatted Patient Information Sheet: Step-by-Step

Step 1: Set Up the Document

Open a blank document. Set the margins to 1 inch (the default). Set the font to Arial 12pt for the body text.

Step 2: Create the Title

Type “Preparing for Your Blood Draw” and format it as Arial 16pt, Bold, Center-aligned. Use a dark blue font color for a professional healthcare appearance.

Step 3: Add the Clinic Header

Insert the clinic name and contact information in the document header. Add the clinic logo image if available.

Step 4: Write the Introduction and Numbered List

Type a brief introductory paragraph in Arial 12pt, Left-aligned, 1.15 line spacing. Then add the preparation steps as a numbered list:

Drink plenty of water the day before
Wear a short-sleeved shirt
Eat a light meal 1-2 hours before your appointment
Bring your insurance card and photo ID
Arrive 10 minutes early to complete paperwork

Step 5: Add an Important Notice and Table

Insert a text box with a warning: “If you are taking blood-thinning medications, inform the phlebotomist before your draw.” Format the text box with a light yellow background and a bold red heading. Then add a table listing common lab tests, their purposes, and typical fasting requirements.

Step 6: Final Touches

Add page numbers in the footer. Run Spelling and Grammar check. Review in Print Preview. Save as both .docx and .pdf.

A clinic’s name has changed from “Metro Health Clinic” to “Metro Health Partners.” The office administrator needs to update a 30-page policy manual that references the old name over 50 times. What is the MOST efficient approach?

Read through each page and manually change every instance

Use Find and Replace (Ctrl+H) to replace all instances at once

Delete the entire document and retype it with the new name

Use the Format Painter to copy the new name to each location

Answer: Find and Replace (Ctrl+H) is the most efficient tool for this task. Type the old name in the “Find what” field and the new name in the “Replace with” field, then select Replace All. Word updates every instance throughout the document in seconds. After using Replace All, review the results to confirm all replacements were correct.

Lesson 2.2 Summary

Character formatting (font, size, bold, italic, color) transforms plain text into professional, readable documents.
Paragraph formatting (alignment, spacing, indentation, lists) controls the overall layout and visual structure of your content.
Tables organize structured healthcare data into rows and columns — use Table Design and Table Layout tabs for professional styling.
Images, shapes, text boxes, headers, and footers add visual elements and branding to healthcare documents.
Page setup (margins, orientation, breaks) controls the physical layout of printed and on-screen documents.
Find and Replace, Spelling and Grammar, and the Format Painter are essential tools for efficient, accurate editing in healthcare settings.