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Microsoft Word Tips: Adjusting Paragraph Spacing
The space between paragraphs is important for professional formatting. Some style guides will even specify the paragraph spacing to use in a document. But how does this work in Microsoft Word?
Paragraph Spacing Basics
Paragraph spacing refers to the space between paragraphs in a document. And while you could add a manual blank line to divide paragraphs by hitting “Enter” on your keyboard, it is much easier and neater to let the formatting options in Microsoft Word do this for you!
The quickest way to do this is via the Paragraph section of the Home tab on the ribbon:
Select the text you want to format
Choose Add Space Before Paragraph or Add Space After Paragraph
This will add a default space in the place selected. If the text has already been formatted, you will instead have the option to Remove Space Before Paragraph or Remove Space After Paragraph.
Custom Paragraph Spacing
If you want more control over the spacing in your document, you have two main options. The first is to open the Paragraph menu. You can do this via the Paragraph section of the Home tab:
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Open the Line and Paragraph Spacing dropdown menu
In the window that opens, go to the Spacing section
Adjust the values in the Before and After fields as required
Your second option is to use the Layout tab on the main ribbon. To do this:
Go to Layout and find the Paragraph section
Adjust the values in the Before and After fields as required
Typically, for text with a font size of 10-12 pts, you will want a spacing value between 6-8 pts.
An Alternative Approach
Finally, there is another way to control spacing in Microsoft Word. This is accessed via the Design tab on the main ribbon. Here, in the Document Formatting section, you’ll find a Paragraph Spacing dropdown menu with pre-set options to adjust the spacing in your document.
However, this applies spacing throughout your entire document and also controls line spacing. It therefore offers much less customization than the methods described above.
Word 2003: Set Line And Paragraph Spacing
Lesson 8: Set Line and Paragraph Spacing
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Introduction
By the end of this lesson, you should be able to:
Set line spacing
Set paragraph spacing
Line spacing
Document text can be formatted to show a number of line spacing options. The most common spacing options are single spaced and double spaced.
Line spacing is measured in lines, or points.
When line spacing is measured in points, it is referred to as leading (rhymes with wedding). When you reduce the leading, you automatically bring lines of text closer together, sometimes making it difficult to read. Increasing the leading will space the lines out, allowing for improved readability. For example, a 10-point font usually uses 12-point leading. This is the default and, in general, should be used.
To format line spacing:
Select the text you want to format.
OR
Select Paragraph. The Paragraph dialog box appears.
In the line spacing drop-down menu, you can select single, 1.5, or double spacing. The default is single spacing.
OR
Select the text you want to format.
Select an option from the drop-down menu.
Paragraph dialog box
You can use the At Least, Exactly, and Multiple options in the Paragraph dialog box to customize your line spacing. If you select one of these options, you will need to use the At: box to further define your selection.
When you make a line spacing change, it affects only the text in a paragraph that contains the insertion point.
Paragraph spacing
Just as you can add spacing between lines in your document, you can choose spacing options between each paragraph. Typically, extra spaces are added between paragraphs, headings, or subheadings. Extra spacing between paragraphs adds emphasis and makes a document easier to read.
Choose extra space:
Before each paragraph
After each paragraph
Before and after each paragraph
To specify paragraph spacing:
Select the text you want to format.
OR
Select Paragraph. The Paragraph dialog box appears.
Alignment: Choose left, right, center, or justified.
Preview: This gives you an idea of how your text will look.
Challenge!
Download and save the Cover Letter Word document to complete the challenges below.
Open the document.
Select the text in the first paragraph, and change the line spacing from 1.5 lines to single space.
Use the line spacing and paragraph spacing features to practice how they can change your document.
Be sure to use the Undo feature (from Edit on the main menu or the Undo arrow on the toolbar) to undo any changes you may have made while exploring these features.
Save and close the document.
/en/word2003/margins/content/
Hướng Dẫn Sử Dụng Line And Paragraph Spacing Trong Word
Định dạng khoảng cách dòng
Bôi đen văn bản bạn muốn định dạng.
Trên tab Home, chọn Line and Paragraph Spacing. Sau đó lựa chọn khoảng cách dòng mà bạn muốn dãn .
Văn bản sẽ thay đổi theo đúng khoảng cách mà bạn đã chọn:
Tùy chỉnh độ dãn dòng
Bạn có thể tự điều chỉnh không giới hạn khoảng cách dòng trong menu Line and Paragraph Spacing. Để điều chỉnh khoảng cách chính xác chọn Line Spacing Options trên thanh công cụ. Lập tức, hộp Paragraph xuât hiện cùng với các tùy chỉnh bổ sung.
Exactly: Khoảng cách dòng được đo với đơn vị là point (pt). Ví dụ, nếu bạn đang sử dụng cỡ chữ là 12pt thì có thể sử dụng độ dãn dòng là 15 pt.
At least: Giống với tùy chỉnh Exaclty, bạn có thể chọn kích cỡ pt tùy ý. Lưu ý, nếu cỗ chữ của các chữ trên cùng một dòng không giống nhau, khoảng cách này sẽ được dãn với chữ lớn hơn.
Multiple: Trong tùy chỉnh này, bạn sẽ nhập độ dãn dòng mong muốn. Ví dụ, chọn Muptiple và sửa độ dãn là 1,2, văn bản sẽ dãn hơn một chút so với văn bản để khoảng cách đơn. Nếu bạn muốn các dòng co lại, chọn giá trị thấp hơn như 0.9 chẳng hạn.
Khoảng cách đoạn
Với những thao tác tương tự, bạn có thể định dạng khoảng cách trước và sau của các đoạn văn với nhau. Công cụ này thuận tiện cho việc phân đoạn, tiêu đề và tiêu đề phụ.
Định dạng khoảng cách đoạn
Ví dụ bạn muốn dãn khoảng cách giữa các đoạn văn bản với nhua để dễ nhìn, dễ đọc hơn. Các thao tác như sau:
Bôi đen một hoặc nhiều đoạn văn bản bạn muốn định dạng.
Chọn lệnh Line and Paragraph Spacing trong tab Home. Tiếp theo, kích Add Space Before Paragraph hoặc Remove Space After Paragraph từ menu xuất hiện. Nhưng ở ví dụ này, chúng ta sẽ chọn Add Space Before Paragraph.
Chú ý: Nếu sử dụng Office 2010 thì bạn có thể sử dụng tính năng tiện ích Set as Default của Word để lưu tất cả thay đổi định dạng bạn vừa điều chỉnh, sau đó Word sẽ tự động áp dụng chúng cho những văn bản tiếp theo.
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.
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