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Introduction
Indentation and line spacing are two important features you can use to change the way text appears on a slide. Indentation can be used to visually set paragraphs apart from one another or to create multilevel lists, while line spacing can be adjusted to improve readability or to fit more lines on the slide.
In this lesson, you will learn how to indent text and modify the line spacing.
Indentation and line spacing
Indentation is a useful tool for making your text more readable. When used in paragraphs, a first-line indent helps to set paragraphs apart from one another. When used in bulleted or numbered lists, indents can change the level of each line to form a multilevel list. Line spacing is another tool you can use to control how text looks on the slide. It can be used to improve readability or to fit more lines on the slide.
Optional: You can download this example for extra practice.
To indent using the Tab key:
A quick way to indent is to use the Tab key. In a normal paragraph, this will create a first-line indent, but if the paragraph is part of a bulleted or numbered list, the entire paragraph will be indented.
Place the insertion point at the very beginning of the paragraph you want to indent.
Press the Tab key. The paragraph will now be indented.
To use the Indent commands:
If you want to indent all of the lines in a paragraph, you can use the Indent commands on the Home tab. For lists, the Indent commands work the same way as the Tab key.
Select the text you want to indent.
The selected text will update to reflect the new indent.
When you indent some of the lines in a bulleted or numbered list, it is called a multilevel list. Multilevel lists are useful if you want to create an outline or hierarchy. You may want to choose a different bullet style for different levels of the list to make them stand out even more.
Fine-tuning indents
Sometimes you may want to fine tune the indents and tabs in your presentations. You can do this by adjusting the indent markers and tab stops on the ruler. By default, the ruler is hidden, so you’ll first need to show the ruler.
To show the ruler:
Select the View tab.
For full instructions on fine tuning indents and tabs, check out our lesson on Using Indents and Tabs.
Customizing bullet spacing
When working with lists, PowerPoint allows you to adjust the space between a bullet and the text by using the first-line indent marker or the hanging indent marker. The ability to increase and decrease the indentation allows you to customize lists to meet your needs.
To change bullet spacing:
Select the lines you want to change.
On the ruler, drag the first-line indent marker to the right or left. The bullet will move independently from the text. Alternatively, you can drag the hanging indent marker to move the text without moving the bullet.
Line spacing
PowerPoint allows you to adjust the amount of space between each line in a paragraph. You can reduce the line spacing to fit more lines on a slide, or you can increase it to improve readability. PowerPoint may automatically change the font size when you adjust the line spacing, so increasing the line spacing too much may cause the text to be too small.
To format line spacing:
Select the text you want to format.
Select the desired spacing option from the drop-down menu.
If you want to adjust the line spacing with even more precision, select Line Spacing Options from the drop-down menu. The Paragraph dialog box will open, allowing you to fine tune the line spacing and adjust the paragraph spacing, which is the amount of spacing that is added before and after each paragraph.
Challenge!
Open an existing PowerPoint presentation. If you want, you can use this example.
Add an indent to a paragraph. If you are using the example, indent the two paragraphs on slide 2.
Indent some of the lines in a list. If you are using the example, use the list on slide 3.
Show the ruler.
Move the bullet by dragging the first-line indent marker.
Change the line spacing.
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Word 2010: Line And Paragraph Spacing
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Introduction
An important part of creating effective documents lies in the document design. When designing your document and making formatting decisions, you will need to know how to modify the spacing. In this lesson, you will learn how to modify the line and paragraph spacing in various ways.
Line spacing
Adjusting the line spacing will affect how easily your document can be read. You can increase spacing to improve readability, or reduce it to fit more text on the page.
Optional: You can download this example for extra practice.
About line spacing
Line spacing can either be measured in lines or points. For example, when text is double spaced, the line spacing is two lines high. On the other hand, you might set 12-point text with something like 15-point spacing, which gives enough height for the text plus a little extra space. You can reduce the line spacing to fit more lines on the page, or you can increase it to improve readability.
Line spacing is also known as leading (pronounced to rhyme with wedding).
To format line spacing:
Select the text you want to format.
Select the desired spacing option from the drop-down menu.
From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog box. From here, you can adjust the line spacing with even more precision.
If you select At least or Exactly in the Paragraph dialog box, the line spacing will be measured in points. Otherwise, it will be measured in lines.
Paragraph spacing
Just as you can format 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 can make a document easier to read.
To format paragraph spacing:
Select Add Space Before Paragraph or Remove Space After Paragraph from the drop-down menu.
From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog box. From here, you can control exactly how much space there is before and after the paragraph.
You can use Word’s convenient Set as Default feature to save all of the formatting changes you’ve made and automatically apply them to new documents. To learn how to do this, read our article on Changing Your Default Settings in Word.
Challenge!
Open an existing Word document. If you want, you can use this example.
Change the line spacing of a paragraph of text.
Change the paragraph spacing between body text and a heading.
If you are using the example, change the line and paragraph spacing so the entire resume fits on one page.
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Word 2022: Line And Paragraph Spacing
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Introduction
As you design your document and make formatting decisions, you will need to consider line and paragraph spacing. You can increase spacing to improve readability and reduce it to fit more text on the page.
Optional: Download our practice document.
Watch the video below to learn how to fine tune line and paragraph spacing in your documents.
About line spacing
Line spacing is the space between each line in a paragraph. Word allows you to customize the line spacing to be single spaced (one line high), double spaced (two lines high), or any other amount you want. The default spacing in Word is 1.08 lines, which is slightly larger than single spaced.
In the images below, you can compare different types of line spacing. From left to right, these images show default line spacing, single spacing, and double spacing.
Line spacing is also known as leading (pronounced to rhyme with wedding).
To format line spacing
Select the text you want to format.
The line spacing will change in the document.
Fine tuning line spacing
Your line spacing options aren’t limited to the ones in the Line and Paragraph Spacing menu. To adjust spacing with more precision, select Line Spacing Options from the menu to access the Paragraph dialog box. You’ll then have a few additional options you can use to customize spacing.
Exactly:When you choose this option, the line spacing is measured in points, just like font size. For example, if you’re using 12-point text, you could use 15-point spacing.
At least: Like the the Exactly option, this lets you choose how many points of spacing you want. However, if you have different sizes of text on the same line, the spacing will expand to fit the larger text.
Multiple: This option lets you type the number of lines of spacing you want. For example, choosing Multiple and changing the spacing to 1.2 will make the text slightly more spread out than single-spaced text. If you want the lines to be closer together, you can choose a smaller value, like 0.9.
Paragraph spacing
Just as you can format spacing between lines in your document, you can adjust spacing before and after paragraphs. This is useful for separating paragraphs, headings, and subheadings.
To format paragraph spacing:
In our example, we’ll increase the space before each paragraph to separate them a bit more. This will make it a little easier to read.
Select the paragraph or paragraphs you want to format.
The paragraph spacing will change in the document.
From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog box. From here, you can control how much space there is before and after the paragraph.
You can use Word’s convenient Set as Default feature to save all of the formatting changes you’ve made and automatically apply them to new documents. To learn how to do this, read our article on Changing Your Default Settings in Word.
Challenge!
Open our practice document.
Select the the date and the address block. This starts with April 13, 2016, and ends with Trenton, NJ 08601.
Change the spacing before the paragraph to 12 pt and the spacing after the paragraph to 30 pt.
Select the body of the letter. This starts with I am exceedingly and ends with your consideration.
Change the line spacing to 1.15.
When you’re finished, your page should look like this:
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Word 2010: Using Indents And Tabs
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Introduction
There are several ways you can indent text in Word; however, it’s important to use these tools appropriately to indent correctly each time. This helps the editing process go smoothly, thus saving you time.
In this lesson, you will learn how to use the tab selector and the horizontal ruler to set tabs and indents, as well as how to use the Increase Indent and Decrease Indent commands.
Indents and tabs
Indents and tabs are useful tools for making your text more readable. Indenting text adds structure to your document by allowing you to separate information. Depending on your needs, you can use tabs and indents to move a single line or an entire paragraph.
Optional: You can download this example for extra practice.
Indenting text
In many types of documents, you may want to indent only the first line of each paragraph. This helps to visually separate paragraphs from one another. It’s also possible to indent every line except the first line, which is known as a hanging indent.
To indent using the Tab key:
A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch.
Place the insertion point at the very beginning of the paragraph you want to indent.
Press the Tab key. On the ruler, you should see the first-line indent marker move to the right by 1/2 inch.
To create or adjust a first-line indent or hanging indent:
Place the insertion point anywhere in the paragraph you want to indent, or select one or more paragraphs.
To adjust the first-line indent, drag the first-line indent marker on the ruler.
To adjust the hanging indent, drag the hanging indent marker.
To move both markers at the same time, drag the left indent marker. This will indent all lines in the paragraph.
To use the Indent commands:
If you want to indent all lines in a paragraph, you can use the Indent commands on the Home tab.
Select the text you want to indent.
Make sure you are on the Home tab.
If you would prefer to type your indent amounts, you can use the Indent fields on the Page Layout tab.
Tabs
Tabs are often the best way to control exactly where text is placed. By default, each time you press the Tab key, the insertion point will move 1/2 inch to the right. By adding tab stops to the ruler, you can change the size of the tabs, and you can even have more than one type of alignment in a single line. For example, you could left-align the beginning of the line and right-align the end of the line by adding a right tab.
Pressing the Tab key can either add a tab or create a first-line indent, depending on where the insertion point is. Generally, if the insertion point is at the beginning of an existing paragraph it will create a first-line indent; otherwise, it will create a tab.
The tab selector
The tab selector is above the vertical ruler on the left. Hover over the tab selector to see the name of the type of tab stop that is active.
Types of tab stops include:
Left Tab : Left-aligns the text at the tab stop
Center Tab : Centers the text around the tab stop
Right Tab : Right-aligns the text at the tab stop
Decimal Tab : Aligns decimal numbers using the decimal point
Bar Tab : Draws a vertical line on the document
First Line Indent : Inserts the indent marker on the ruler and indents the first line of text in a paragraph
Hanging Indent : Inserts the hanging indent marker and indents all lines other than the first line
Although Bar Tab, First Line Indent, and Hanging Indent appear on the tab selector, they’re not technically tabs.
To add tab stops:
Select the paragraph or paragraphs you want to add tab stops to. If you don’t select any paragraphs, the tab stops will apply to the current paragraph and any new paragraphs you type below it.
Place the insertion point where you want to add the tab, then press the Tab key. The text will jump to the next tab stop.
To remove a tab stop, drag it off of the Ruler.
Challenge!
Open an existing Word document. If you want, you can use this example.
Practice using the Tab key to indent the first line of a paragraph.
Select some text, and use the Increase Indent and Decrease Indent commands to see how they change the text.
Explore the tab selector and all of the tab stops. Practice using each one.
If you’re using the example, add tab stops and tabs in the Work History section so all of the jobs line up with the most recent one.
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