There are a number of paragraph formatting options in Numbers '09 for improving the appearance and readability of text boxes that contain paragraph text. Let's use our Milea Listings and Prospects spreadsheet. We do have a text box on our Sales datasheet containing some paragraph text. Now, to make this text more attractive and easier to read, we must first select the text box, so I'll click once to do that. Now, changes we make to paragraph formatting will affect the entire content. We would need to select specific text inside the text box to modify parts of the text box only.
But with our entire text box selected, we are going to access the Text Inspector, click the Inspector button and make sure that Text Inspector is selected. Here we can adjust things like the color of our text and alignment, but down below we have some Paragraph Formatting options. We have Character Spacing, which is fine the way it is, but Line Spacing, you can see its set to 1 or single. Now, if we want to spread this text out a little bit vertically, we can adjust the line spacing. We can use the up and down arrows to adjust it. You can take in a value or use the slider. Let's drag the slider to the right, until we hit 1.2. Now, in the background you will Notice the text is spread out and in fact it no longer fits inside the text box. We know this by the Plus sign that appears at the bottom. But we can click and drag that Plus sign down until it disappears, so we can see the entire contents.
We can also adjust the spacing before and after paragraphs. Notice that inside this text box we actually have two paragraphs. A Return was pressed after Denver-based agency, but there is no extra space. Sometimes people will press an extra Return to create that space. But better than that is to adjust the spacing before and after paragraphs. Let's drag the slider here to the right to increase the space after each paragraph. That means after a Return, we'll move it to 5 points.
And you can see that extra space there now, separates our two paragraphs nicely, again making it a little bit easier to read. The other thing that might be bothersome is how close our text is coming to the edges of our text box. That's called the Inset Margin. It too can be adjusted using the slider or the up and down arrows or by simply typing in a value. Let's use the slider, so we can see the changes on the fly. As we drag to the right, you can see extra space is being created between the text and the border of the text box and of course as we move to the right to about 4 points, we can no longer see the entire contents, so the Plus signs reappears and we can click and drag that down until it disappears to read the entire content. Let's close the Text Inspector. We can adjust our text box.
And once we've got in looking exactly the way we want, we can deselect by clicking the canvas anywhere to view the end results a little bit better. So, this is now much easier to look at and read. Remember these Paragraph Formatting options to improve appearance and readability when working with Paragraph Text in a text box.
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