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Aligning Paragraphs
To align paragraphs, follow these steps:
1. Position the insertion point into the paragraph or select the paragraphs that you want to align.
2. Do one of the following:
Adjusting line spacing
To adjust spacing between lines, follow these steps:
1. Position the insertion point in the paragraph or select the paragraphs that you want to adjust.
2. Do one of the following:
Choose Paragraph… from the shortcut menu to open the Paragraph dialog box. On theIndentation and Spacing tab, in the Line Spacing list box, choose one of the options:
Single – Single-line spacing. (Line height automatically adjusts to accommodate the size of the font and any graphics or formulas in a line.)
1.5 Lines – Line-and-one-half spacing (an extra half-line of space between lines).
Double – Double-spacing (an extra full line of space between lines).
At Least – At least the spacing that you specify in the At box-the line won’t be smaller than you specify, but it may be higher because Word will add extra spacing for tall characters, big graphics, and superscript or subscript text.
Exactly – The exact spacing that you specify in the At box. All lines have the exact same height, regardless of the size of the characters in the line; Word doesn’t add extra spacing. Note that some text may be cut off if not enough space is available.
Multiple – Multiples of single-line spacing, such as triple (3) or quadruple (4), as specified in theAt box.
Press one of the shortcut key combinations:
Ctrl+l – Single-spacing
Ctrl+5 – 1.5-line spacing
Ctrl+2 – Double-spacing
Ctrl+0 (zero) – Add or remove 12 points of space before a paragraph.
Apply paragraph styles
To change paragraph styles, follow these steps:
1. Position the insertion point into the paragraph or select the paragraphs that you want to change.
2. Do one of the following:
Choose the style in the in the Styles group, on the Home tab:
Press one of the shortcut key combinations:
Alt+Ctrl+1 – Apply the Heading 1 style
Alt+Ctrl+2 – Apply the Heading 2 style
Alt+Ctrl+3 – Apply the Heading 3 style
Ctrl+Shift+N – Apply the Normal style
Ctrl+Shift+L – Apply the List style
Remove paragraph formatting by pressing Ctrl+Q to revert the text format to the current style’s default settings or Ctrl+Shift+N to apply the Normal style to the paragraph.
See also this tip in French: Comment changer le format de paragraphe avec les raccourcis claviers.
How Do I… Create And Format Tables In Word 2003?
This article was originally published on January 1, 2006.
If you’re a regular reader on TechRepublic, you may have seen my series covering various features in Microsoft Excel. While I am finished with that particular series (unless you send ideas for things you’d like to see, of course!), I will be tying this new series -all about Word-in with Excel fairly tightly.
That said, I won’t be doing much integrating with Excel in this particular article, which focuses on tables in Microsoft Word.
A little about this series
I mentioned above that tables are useful for a number of purposes. To that end, I will focus on two common uses of tables after providing an introduction:
How tables work
Using tables to create professional-looking forms
A lot about tables
The tables feature is so useful and popular in Word that Microsoft has devoted an entire menu ( Figure A) to this feature.
Over the course of this three-article series, we’ll cover every option on this menu.
Into this grid, you can put anything you like: text, numbers, pictures — whatever goes into Word will go into a table, too.
Creating a table
When you use the Insert Table button, you get a miniature grid. Using this grid, you tell Word how large you would like your table. In Figure C, a table that is three columns wide and two rows deep would be created. If you make a mistake with the number of rows and columns, don’t worry too much about it. You can always change it later.
In Figure D, notice that the dialog box tells you exactly how many rows and columns will be created for your new table — in this case, five columns and two rows. If you go this route, again, don’t worry if you make a mistake.
For example, rather than the usual row and column format, you could create a table that looks something like the one shown in Figure E.
Navigating your table
Adding and deleting rows and columns
It’s easy to add rows to the end of your table, but what if you need to sneak something in between two rows you already have, or you need to add a column? What about deleting a row or column? No problem.
Shortcuts for adding and deleting rows and columns
Formatting your table
Just like everything else in Word, your table can be formatted with different fonts, colors, line styles, and more. And even after your table is initially created, you can add and remove borders to create a custom table like the one you saw in Figure E.
Changing the line weight, color, and style
Most tables have some kind of grid. But in Word, you can keep the table and remove the grid, change the grid line style to some other type, and change the color of the lines altogether.
On the toolbar ( Figure I), the four options to the right of the Eraser button handle the line styles in your table.
Figure K below shows you an example of what different borders might look like in your table.
Changing the alignment in each cell
You can also change the position of the text in each individual cell in your table. In some cells, you might want the text centered both horizontally and vertically, while in another cell, you might want the text aligned at the bottom-right corner. This is where the cell alignment options come in ( Figure L).
Using this drop-down list, you can quickly change the position of text in your table. Take a look at Figure M to see an example of what you can do. Figure M shows you all of the available alignment options.
Distribute rows and columns
Are you a neat freak? Or do you just want to make sure that your table looks professional? One way you can do that is to make sure your rows and columns are sized appropriately. For example, if you’re showing monthly budget information, your column widths for each month should look the same rather than being all different sizes. Take a look at Figure N to see what I mean.
It’s actually easy to make your table look neat: Use the Distribute Rows Evenly and Distribute Columns Evenly buttons on the toolbar ( Figure O).
You can also manually change the width of a column or the height of a row ( Figure P). When you’re in your table, take a look at both your horizontal and your vertical ruler bars. Each one is broken up with a control that just happens to be at the break point for each row and column.
AutoFormat
From this window, you can peruse the multitude of styles provided by Word, make a modification to one of the templates, or even create your own style. The AutoFormat option allows you to specify which areas you will apply to your table. For example, if you don’t have a header row on your table, you might now want to have the special boldfaced heading text, so you can deselect the Heading Rows option. Figure R shows you the results of using AutoFormat on the mini-budget table. Note that every other line is shaded in this example. Doing that manually on a large table could take quite some time.
Formatting options
Creating, customizing, and formatting tables in Word is largely a function of the specialized Tables And Borders toolbar. With Word, you can create tables of practically any size and shape.
Formatting Paragraphs In Microsoft Word
Microsoft Word: Formatting Paragraphs
A paragraph in Word is any text that ends with a hard return. You insert a hard return anytime you press the Enter key. Paragraph formatting lets you control the appearance if individual paragraphs. For example, you can change the alignment of text from left to center or the spacing between lines form single to double. You can indent paragraphs, number them, or add borders and shading to them.
Paragraph formatting is applied to an entire paragraph. All formatting for a paragraph is stored in the paragraph mark and carried to the next paragraph when you press the Enter key. You can copy paragraph formats from paragraph to paragraph and view formats through task panes.
Paragraph Alignment
Paragraph alignment determines how the lines in a paragraph appear in relation to the left and right margins. The margin is the blank space between the edge of the paper and where the text.
The easiest way to change paragraph alignment is to use the alignment buttons on the Formatting toolbar.
You can also use keyboard shortcuts. Ctrl+L= Left Align; Ctrl+R= Right Align; Ctrl+E= Center; Ctrl+J= Justify.
Line and Paragraph Spacing
Line space is the amount of vertical space between lines of text in a paragraph. Line spacing is typically based on the height of the characters, but you can change it to a specific value. For example, some paragraphs may be single spaced and some double-spaced. Single-spacing is Word’s default setting.
Paragraph space is the amount of space above or below a paragraph. Instead of pressing Enter multiple times to increase space between paragraphs, you can set a specific amount of space before or after paragraphs.
With the dialog box still open, select
Single
from the line spacing drop down menu. Notice the change in the preview pane.
Choose
Multiple
from the
Line Spacing
drop-down list. In the
At
box, key 1.25 (highlight the text in the box and type over it). Press
Tab
to see the change in the preview pane.
Exercise:
Changing Paragraph Spacing
You use the Paragraph dialog box to set the space between paragraphs. Paragraph spacing is set in points. If a document has 12-point text, then one line space equals 12-points, one-half line space equals 6-points, double-spacing equals 24-points.
Paragraph Indents
An indent increases the distance between the side of a paragraph and the left or right margin. Indented paragraphs appear to have different margin settings. Word provides a variety of indents to emphasize paragraphs in a document.
Next page: Tabs
Word Tutorial: Formatting Paragraphs In Word 2022
Formatting Paragraphs in Word Tutorial 2016
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 we talk about line spacing in Microsoft Word, we are talking about the gap between consecutive lines of text in the same paragraph, i.e. when your text exceeds the length of the page and continues in a new line below. With your text cursor anywhere in the paragraph you wish to alter: * whereas choosing ‘Line Spacing Options…’ from the menu will open the paragraph dialogue for even greater levels of specificity
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
Quick video introduction to Alignment in Word
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.
Vertical Alignment Word
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).
Indentation in Word 2016
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
Effect
Key Combo
Effect
Key Combo
Align Left
Ctrl+L
Align Justified
Ctrl+J
Align Center
Ctrl+E
Show/Hide Marks
Ctrl+* (Ctrl+Shift+8)
Align Right
Ctrl+R
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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