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This article is based on legacy software.
This document will help you to use paragraph formatting options to achieve the look that you want for your document.
Adjusting Paragraph Alignment
Word paragraphs can be aligned with the left or right margin, centered between the two margins, or justified. To adjust alignment, use the Paragraph dialog box, the Formatting Palette, or the keyboard. Instructions for all three methods follow.
Adjusting Paragraph Alignment: Paragraph Dialog Box Option
Select the paragraph(s) you want to adjust
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
From the Alignment pull-down list, select the desired option
Adjusting Paragraph Alignment: Formatting Palette Option
To display the Formatting Palette:
From the View menu, select Formatting Palette The Formatting Palette appears.
To adjust the alignment:
Select the paragraph(s) you want to adjust
Adjusting Paragraph Alignment: Keyboard Option
Select the paragraph(s) you want to adjust
Press the appropriate keyboard shortcut
Alignment Shortcut Left [command] + [L] Center [command] + [E] Right [command] + [R] Justify [command] + [J]
Adjusting Line Spacing
Instead of pressing extra returns at the end of each line of text, you can add space between lines by adjusting the line spacing. This is a more efficient and precise way of adding white space.
Place your insertion point in the paragraph
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
Under Spacing, from the Line spacing pull-down list, make the desired selection NOTES: Options include Single, 1.5 lines, Double, At least, Exactly, and Multiple. The At least, Exactly, and Multiple options require that you enter the amount of space between lines in the At text box.
Adjusting Paragraph Spacing
Instead of pressing extra returns, add additional space before and after paragraphs by adjusting the paragraph spacing. This can be especially useful when you do not want a blank line the same height as the text.
To display the Formatting Palette:
From the View menu, select Formatting Palette The Formatting Palette appears.
To adjust the spacing:
Select the paragraph(s) you want to adjust
From the Formatting Palette, under Alignment and Spacing, under Paragraph Spacing, in the Before and After text boxes, type or use the nudge buttons to select the desired spacing value
Working with Indents
Rather than tabbing in the first line or every line of a paragraph, you can create an indent, an amount of space between the text and the page margin. You can adjust the indent for an individual paragraph, the indent for a group of paragraphs, or the margins for the entire document. If you are setting margins for the entire document, refer to Adjusting Your Document’s Margins.
Word offers three types of indents: normal indents, first line indents, and hanging indents. A normal indent inserts a specified amount of space between the page margin and all the lines in a paragraph. A first line indent inserts space between the first line and the page margin so it looks like you used a tab. A hanging indent uses a normal indent for the first line and then moves subsequent lines farther to the right. Paragraph indents can be set using the Paragraph dialog box or the Ruler.
Working with Indents: Paragraph Dialog Box
Place your insertion point in the paragraph you want to adjust HINT: If you are adjusting more than one paragraph, select all the paragraphs you want to apply the change to.
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
Under Indentation, in the Left and Right text boxes, type the desired measurements (in inches)
If you want a different indent for the first line, from the Special pull-down list, select First line or Hanging
If you selected a first line or hanging indent, in the By text box, type the amount of space for the indent The amount of space is measured in inches.
Working with Indents: Ruler
Instead of using the Paragraph dialog box, you can make indent adjustments using the Ruler. Shown here is a graphic of the Ruler.
Tab Type
Appearance of the Ruler
Appearance of the Text
Normal Indent A Normal Indent looks like this Hanging Indent A Hanging Indent looks like this First Line Indent A First Line Indent looks like this
To set the indent:
If the Ruler is not displayed, from the View menu, select Ruler
Place your insertion point in the paragraph you want to adjust HINTS: If you are adjusting more than one paragraph, select all the paragraphs you want. For information on the different types of indents, refer to Working with Indents.
(Archives) Microsoft Word 2003: Paragraph Formatting Options
Last updated
This article is based on legacy software.
This document will help you to use paragraph formatting options to achieve the desired look for your document.
Changing Paragraph Alignment
Text alignment, margins, and line spacing will affect the entire paragraph even if you have only a single word selected or the insertion point placed in the paragraph. To format multiple paragraphs, you need to select at least one character from each paragraph. You can align text with the right or left margins, center the text, or align the text with both margins.
Changing Text Alignment: Toolbar Option
Select the text to be formatted
Changing Text Alignment: Menu Option
Select the text to be formatted
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
From the Alignment pull-down list, select Left, Centered, Right, or Justified
Changing Text Alignment: Keyboard Option
Select the text to be formatted
Press the appropriate keyboard key:
Alignment Option KeystrokeAdjusting Line Spacing
You can add space between lines within a paragraph by adjusting the line spacing. For example, you may want your text double-spaced. This is an efficient way of adding white space.
Place the insertion point in the desired paragraph
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
In the Spacing section, from the Line spacing pull-down list, select the desired spacing option Options include Single, 1.5 lines, Double, At least, Exactly, and Multiple.NOTE: The At least, Exactly, and Multiple options require that you enter the amount of space between lines in the At text box.
Adjusting Paragraph Spacing
Instead of putting extra returns at the end of paragraphs, add additional space before and after paragraphs by adjusting the paragraph spacing. This can be especially useful when you want the blank line to be a different height from the text.
Place the insertion point in the desired paragraph
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
In the Spacing section, in the Before text box, type the amount of space (in points) to appear before the paragraph
In the After text box, type the amount of space (in points) to appear after the paragraph
Working with Indents
Rather than tabbing in the first line or every line of a paragraph, you can create an indent, which is the amount of space between the text and the page margin. You can adjust the indent for an individual paragraph, the indent for a group of paragraphs, or the margins for the entire document. If you are setting margins for the entire document, refer to Adjusting Document Margins.
Word offers three types of indents: normal indents, first line indents, and hanging indents. A normal indent inserts a specified amount of space between the page margin and all the lines in a paragraph. A first line indent inserts space between the first line and the page margin so it looks like you used a tab. A hanging indent uses a normal indent for the first line and then moves subsequent lines farther to the right.
Paragraph indents can be set using the Paragraph dialog box or the Ruler.
Working with Indents: Dialog Box Option
Place the insertion point in the desired paragraph HINT: If you are adjusting more than one paragraph, select all desired paragraphs.
From the Format menu, select Paragraph… The Paragraph dialog box appears.
Select the Indents and Spacing tab
In the Indentation section, in the Left and Right text boxes, type the desired amount of indenting (in inches)
To select a different indent for the first line, from the Special pull-down list, select First line or Hanging
If you selected a first line or hanging indent, in the By text box, type the desired amount of indenting (in inches)
Working with Indents: Ruler Option
Instead of using the Paragraph dialog box, you can make indent adjustments using the Ruler. Shown here is a graphic of the Ruler.
Type of Indent Appearance of Ruler Appearance of Text Normal IndentA Normal Indent looks like this
Hanging IndentA Hanging Indent looks like this
First Line IndentA First Line Indent looks like this
To set the indent:
Place the insertion point in the desired paragraph HINT: If you are adjusting more than one paragraph, select all desired paragraphs.
Formatting Paragraphs In Microsoft Word 2007
Paragraph alignment refers to how you want your text to appear. You can choose to center the text, align it left, right, or justify (which means aligning it between both the right and left margins).
To align your paragraphs, go to the ‘Home’ tab on the Ribbon. In the ‘ Paragraph‘ group, you’ll see the four buttons you’ll use to align your paragraph. Look at the picture below.
The next button is to center your text, followed by right align, then justify. When you justify your text, all lines will be exactly the same length. MS Word 20007 will alter character spacing to make this happen and give your document a clean look.
Indenting Paragraphs
Indenting paragraphs simply allows you to set different margins for different lines of text.
You have several options for indenting paragraphs:
First line: This controls the left boundary for the first line of the paragraph.
Hanging: Controls the left boundary for every line in the paragraph except the first one.
Left: Controls the left boundary for every line in the paragraph.
Right: Controls the right boundary for every line.
To indent paragraphs, you have two different options:
Option 1: Go to the ‘Home’ tab on the Ribbon. Select the indent buttons in the ‘Paragraph’ group. They are pictured below.
Add Borders or Shading to a Paragraph
Just as you can add a border or a color to an entire page, you can also add a border or color to an entire paragraph or a group of paragraphs.
Select the ‘Home’ tab on the Ribbon.
A dropdown menu will open and allow you to select what type of border you want.
Below are some different styles applied to text.
Subtle reference: The girl ran to the store to get some bread for dinner.
No spacing: The girl ran to the store to get some bread for dinner. (This style leaves out any spaces between lines that may have been inserted in prior paragraphs.)
Paragraph list: The girl ran to the store to get some bread for dinner. (Note the indention in this line that would signify a list.)
Getting to know the different styles and what they do to your text is a matter of using MS Word 2007 frequently.
Note: You can also apply a style to an entire document or individual lines, as well as paragraphs.
Creating Links within a Document
Creating links with MS Word 2007 is very easy.
Go to the ‘Insert’ tab, then the ‘Links’ group.
Next, it will ask you for the address of the website. If it’s on your computer or in your recent files, you can select it. However, you can also type the address in.
Change Spacing Between Paragraphs and Lines
You can use MS Word’s features to change the spacing between paragraphs and lines. This paragraph, for example, is double spaced. That is called changing the spacing between lines and paragraphs.
Picture of Spacing Dialogue Box:
Adjusting Column Width
You can manually adjust the width of an entire column or row by positioning the mouse pointer over the border to be adjusted, holding the left mouse button, and dragging it left or right.
You can also adjust the width of columns and height of rows by locating the Cell Size group on the Layout tab. Use the boxes to set the width and height of cells.
To distribute the rows and columns evenly, use the buttons to the right of the width and height windows. Use the button on top to distribute columns evenly, and the button on bottom to distribute rows evenly. You can also set the Autofit rules from this group.
Position Text Within A Cell
Borders and Shading
The way information in a table is presented determines how easily it can be understood. Use the borders and shading features to control the look of a table.
The borders and shading tools can be found in the Table Styles group on the Design tab under Table Tools.
Microsoft Word 2007 provides some customizable templates. Roll your mouse over one of them, and you will see a preview in your selected table.
Use the Borders button to add or remove borders or adjust the stroke width. Use the Shading feature to control the color of a cells.
Tables help you organize and present information in way that stands out from other text on the page. MS Word 2007 has included many new features that make drawing and designing tables a snap. Literally.
Creating Tables
To create a table, move the cursor to the place on the page you’d like to insert a table then select the Insert tab. The Table group is right below the Insert tab.
·By highlighting the boxes at the top of the menu
·By selecting Insert Table
·By selecting Draw Table
·By Selecting Quick Tables
·By converting text into a table
Use your mouse to highlight the boxes at the top of the menu. The boxes represent the rows and columns in a table. For example, to create a table that has four rows and four columns, you’d drag your mouse four boxes down from the upper left hand corner, and four boxes over. Rows are the ones that go down, columns are the ones that go over. As you drag your mouse over the boxes, a preview will appear at the insertion point in your document:
Make sure the cursor is at the place where you want to draw a table, then select Insert Table from the Table menu. Another menu will open that looks like this:
As you can see, when you draw a table, it can be as uniform or as unconventional as you like.
Converting text into a table
You can also convert text into a table. To do this, place a comma where you want to separate each item into a column and place a paragraph where you want to begin a new row. Then select the text you want to convert. From the tables group menu select Convert Text to Table . A menu will appear that looks like this:
If the number of columns doesn’t match your expectations, make sure all of your separator characters (in our case, commas) are in place and be sure to select Separate text at Commas.
Entering Text
Table Tools
Whenever you create or select a table, the table tool commands will activate automatically. These appear as two new tabs at the right side of the ribbon: Design and Layout.
You can use these commands to customize your tables, everything from the color of each cell, to the borders, to text alignment.
Inserting rows and columns
You can insert rows and columns anywhere in a table. To do so:
1.select a row or column
3.find the Rows & Columns group. It looks like this:
4.use the buttons to insert a row or column. You can insert a row above or below the selected row, and insert a column to left or right of the selected column.
Deleting Cells, Rows or Columns
Merging Cells and Splitting Cells
Adjusting Column Width
You can manually adjust the width of an entire column or row by positioning the mouse pointer over the border to be adjusted, holding the left mouse button, and dragging it left or right.
You can also adjust the width of columns and height of rows by locating the Cell Size group on the Layout tab. Use the boxes to set the width and height of cells.
To distribute the rows and columns evenly, use the buttons to the right of the width and height windows. Use the button on top to distribute columns evenly, and the button on bottom to distribute rows evenly. You can also set the Autofit rules from this group.
Position Text Within A Cell
Borders and Shading
The way information in a table is presented determines how easily it can be understood. Use the borders and shading features to control the look of a table.
The borders and shading tools can be found in the Table Styles group on the Design tab under Table Tools.
Microsoft Word 2007 provides some customizable templates. Roll your mouse over one of them, and you will see a preview in your selected table.
Use the Borders button to add or remove borders or adjust the stroke width. Use the Shading feature to control the color of a cells.
Formatting Paragraphs In Word 2022
Microsoft Word 2016 Tutorial with 7 quick VIDEOS Free Online Microsoft Word Tutorial
Line Spacing in Word – Paragraph Spacing in Word
Alignment in Word – Paragraph Alignment – Horizontal Alignment
Vertical Alignment Word
Bullet Points in Word, Numbered List, Multilevel List Word
Indentation in Word 2016
Paragraph Shading and Borders in Word
Sorting Text in Word 2016
Show Paragraph Marks in Word / Hide Paragraph Marks in Word
Paragraph Dialogue Box in Word 2016
Paragraph Formatting – Keyboard Shortcut Word
Test your MS Word skills with the corresponding FREE Online Multiple Choice Formatting Paragraphs in Word 2016 Test
Formatting Paragraphs in Word
Another formatting tutorial? Surely we covered this in Formatting Text in MS Word? There’s more to this formatting thing than fancy fonts I’m afraid. Where previously we covered altering the appearance of the typeface, in this section, we’re going to cover the formatting of bodies of text, covering topics such as placement, spacing, and structure.
The Word Ribbon – the features covered in this section are located on the Paragraph section of the Home tab on the ribbon.
Line Spacing in Word – Paragraph Spacing in Word
Quick video introduction to Line Spacing and Paragraph spacing in Word
Want to know how to change line spacing in Word 2016? You’ve customized the text of your documents before, now prepare to customize the empty spaces. Aesthetic reasons aside, certain types of documents may require specific spacing configurations, for example legal contracts. It is also especially common for educational institutions to specify the line spacing on assignments, to better facilitate readability and marking.
When hovering over options in the ‘Line and Paragraph Spacing’ menu, Word’s “live preview” functionality will adjust the spacing on your document to the setting in question but will revert to its original spacing if no option is selected.
Alignment in Word – Paragraph Alignment – Horizontal Alignment
Left alignment is what most Western cultures would consider the default. When set to left aligned, each new line of text will start against the left margin of the page and continue towards the right. As such, the first word of each line will line up vertically. Because each line of text is usually a different length, this will result in “jagged” spacing near the right margin.
Center alignment aims to make the spaces between the left and right page margins, and the left and right edges of the text equal. As a result, your line of text will be at the relative center of the page. If you were to view consecutive lines of center aligned text, you would notice that the words do not line up on either the left or right ends of the page. Center alignment is not often used for large paragraphs of text but can add subtle visual clout to things like headings.
Right alignment mirrors the placement of left alignment. Word will line up the last character of the last word of each line against the right page margin.
Finally, justified alignment will attempt to line up both ends of the paragraph text, removing the jagged appearance altogether. It does this by subtly adjusting the space between each word until all lines within a paragraph are equal length. Note that this will not affect the last line of each paragraph, which remains left aligned.
Quick video introduction to Vertical Alignment in Word
So far, all the alignment we’ve covered has been in relation to horizontal alignment, but how do we set the vertical alignment?
Under the dialogue’s Layout tab, you’ll find the Page section, where you can set the vertical alignment to Top, Center, Justified, or Bottom.
Bullet Points in Word, Numbered List, Multilevel List Word
Quick video introduction to Bullet Points and Lists in Word
Sometimes we need to put things in point form or numbered lists.
Bulleted lists display uniform symbols at the start of each list item / paragraph. This form of list is suited to situations where the order of items is not particularly important and where no item needs to be referenced from another part of the document.
Numbered lists display numbers or letters incrementally for each list item. Each item is thus uniquely identified within the list, meaning lists of this nature are well suited to situations where the order of items is important (for example instructions) or where items my need to be referred to (for example a contract).
Quick video introduction to Indentation in Word
Pressing the ‘Increase Indent’ button paragraph will move the selected paragraph further from the left margin, whereas the ‘Decrease Indent’ button will move the paragraph closer.
Indenting helps to separate the paragraph from the text around it. Indenting is also frequently combined with lists, particularly multilevel lists, as indenting an item within a list will automatically make that item a sub-list of the item before it.
While these buttons only affect indentation relative to the left margin, the Paragraph dialogue allows you to specify indents from the right margin if needed.
Paragraph Shading and Borders in Word
Quick video introduction to Borders and Shading in Word
Paragraph shading sets the background color for the selected paragraph of text. Unlike the text highlight function from the Font section, which displays a color behind selected characters, shading colors a rectangular box which fully encompasses the selected paragraph(s).
Related to shading, the ‘Borders’ button allows you to display lines along the edges of the rectangular box occupied by the selected paragraph(s).
Sorting Text in Word 2016
Quick video introduction to Sorting Text in Word
The ‘Sort’ button will sort paragraphs alphabetically or numerically, in either ascending or descending order. If no paragraphs are highlighted, it will attempt to sort the entire document.
While this may seem like a somewhat esoteric function for paragraphs, remember that Word conceptualizes paragraphs as text separated by a “new paragraph” signal, typically as a result of the user pressing ENTER on the keyboard. As such, this same button is used to sort lists or tables.
Show Paragraph Marks in Word / Hide Paragraph Marks in Word
Paragraph Dialogue Box in Word 2016
Paragraph Formatting – Keyboard Shortcut Word
Woohoo! Now that you have done the tutorial:
TEST your MS Word skills with the corresponding FREE Online Multiple Choice Formatting Paragraphs in Word 2016 TEST
* TRY THE NEXT TUTORIAL: Styles in Word Tutorial 2016
* TRY THE NEXT TEST: Styles in Word 2016
* More from Tests Tests Tests.com
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