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Changing spacing and indents

From: PowerPoint for Mac 2011 Essential Training

Video: Changing spacing and indents

Indenting text is not only reserved for bulleted or numbered lists; it also applies to paragraph text. And the other adjustment we can make to make text easier to read is to adjust the spacing. We're going to look at those two things now using our TwoTrees presentation. We left off looking at the Management Team, but we are going to go to slide number 5, where we see a paragraph of text under the title, Our Story. In this case, we're using the Title and Content layout, and in this case the layout is text.

Changing spacing and indents

Indenting text is not only reserved for bulleted or numbered lists; it also applies to paragraph text. And the other adjustment we can make to make text easier to read is to adjust the spacing. We're going to look at those two things now using our TwoTrees presentation. We left off looking at the Management Team, but we are going to go to slide number 5, where we see a paragraph of text under the title, Our Story. In this case, we're using the Title and Content layout, and in this case the layout is text.

Now, whoever typed this in typed it in and a bullet was created automatically. So that's something we can turn off. So let's go inside this paragraph and click and drag to select the entire paragraph. You'll notice you can't drag over the bullet. All you can do now is turn that off by going up to the Paragraph group, with the Home tab selected on your Ribbon, and click Bulleted List. That turns it off. So you can see what happened. There was a little bit of space before and after the bullet, and that's part of the indentation. But we can also adjust the indentation for an entire paragraph by going into the Paragraph group here on the Ribbon, and you'll notice that the Indent button is still available to us.

So we can increase or decrease indents, just like we did with bulleted and numbered Lists. If we click Increase Indent, you'll notice it's increased by the default value, which can be adjusted by the way, and it looks to be about a half inch. Click it again, and it's indented again. Notice the font size is shrinking to accommodate the extra indents and the lack of width that we're creating because of it. Now, we can also go to the opposite button to decrease the indent, and with each click, we remove those indents.

Sometimes you just want to indent the first line, and in that case you wouldn't use either of these buttons. You'd just click before the very first word, in this case, the Year, in our paragraph, and then press your Tab key, and that indents the first line only, known as a first-line indent. Well, let's hit the Backspace key or Delete key on your keyboard to take that out, and we're going to go up to our Line Spacing options now. This looks a little bit crowded, and we can increase the space between the lines without actually using our Return key. We want to keep it as a paragraph, and as soon as you hit Return at the end of a line, you're starting a new paragraph.

So, to be able to apply some of these Paragraph options, we need to keep it as a paragraph, but we'll adjust the spacing. If you have multiple paragraphs, you can click and drag over them. Let's just select the entire first paragraph here by clicking and dragging, and go to the Line Spacing button that appears right next to the Indent buttons. So, when we click this, you're going to see a list of preset options to choose from, including the one that's currently selected; that's the check mark 1.0, or what we would call single spacing. If you want to try out double spacing, that would be - you guessed it - 2.0. Let's try it.

Now with double-spaced, it's still a single paragraph. We got those extra spaces in between each line, but they were put there by our Line Spacing option. So that's a little bit too much; we can go back to the same button now and try maybe 1.5. And when we do that, you can see that's a little bit easier to read, and it's not overly spaced. There are some additional options to check out too, if you want. Click the Line Spacing button and then click Line Spacing Options down below. This is a shortcut to the Format Text window that we would access from the Format menu.

In this case, you can see Paragraph is selected and all of our paragraph formatting options, including alignment, are there. There's the indentation options, and you've also got those spacing options. So, the spacing that you see here for Before and After mean before or after a paragraph. If you've ever typed in a paragraph and then you press the Return key, you know it goes down to the next line and starts a new paragraph. If you want extra space between those paragraphs, you shouldn't be hitting the Return key another time; just adjust the Spacing here, so the extra space is inserted for you.

That way you're not creating a new blank paragraph and then pressing Return to start another paragraph. Here is our Line spacing; you could see it is set to 1.5 lines. When we click this, there are some other options here, but not as many as we saw from the Ribbon. We'll just click OK, and it takes us back to our slide. We'll click off the slide to deselect it, and that looks much easier to read.

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This video is part of

Image for PowerPoint for Mac 2011 Essential Training
PowerPoint for Mac 2011 Essential Training

63 video lessons · 22775 viewers

David Rivers
Author

 
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  1. 4m 11s
    1. Welcome
      1m 20s
    2. Understanding PowerPoint
      2m 4s
    3. Using the exercise files
      47s
  2. 15m 58s
    1. Exploring the Presentation gallery
      4m 17s
    2. Understanding the Ribbon interface
      6m 7s
    3. Navigating presentations
      2m 56s
    4. Customizing the UI layout
      2m 38s
  3. 32m 42s
    1. Creating new presentations
      2m 56s
    2. Adding, removing, and arranging slides
      7m 5s
    3. Saving time with Outline mode
      5m 15s
    4. Separating slides into sections
      8m 37s
    5. Checking compatibility
      3m 15s
    6. Saving your presentations
      5m 34s
  4. 35m 23s
    1. Using themes
      4m 58s
    2. Creating your own themes
      2m 42s
    3. Changing the background
      5m 33s
    4. Designing slides
      3m 12s
    5. Working with slide layouts
      3m 58s
    6. Working with slide masters
      5m 51s
    7. Using headers and footers
      4m 25s
    8. Using and creating templates
      4m 44s
  5. 30m 14s
    1. Adding text with text slides and boxes
      3m 37s
    2. Adding text to a shape
      2m 16s
    3. Formatting text on a slide
      5m 42s
    4. Changing character direction
      4m 11s
    5. Creating lists using bullets and numbering
      5m 25s
    6. Changing spacing and indents
      4m 17s
    7. Finding and replacing content
      4m 46s
  6. 25m 28s
    1. Adding a table to a slide
      4m 47s
    2. Editing and formatting tables
      4m 25s
    3. Pasting a table from Excel
      5m 11s
    4. Inserting a chart
      5m 42s
    5. Pasting a chart from Excel
      5m 23s
  7. 26m 40s
    1. Inserting pictures and clip art
      2m 18s
    2. Replacing and adjusting pictures
      6m 40s
    3. Drawings and SmartArt
      6m 29s
    4. Adding video to a slide
      5m 53s
    5. Adding sound to a presentation
      5m 20s
  8. 18m 7s
    1. Using a template with animation
      5m 35s
    2. Animating objects on a slide
      6m 1s
    3. Using slide transition effects
      6m 31s
  9. 15m 7s
    1. Checking spelling
      5m 25s
    2. Finding synonyms, definitions, and translations
      4m 23s
    3. Setting AutoCorrect options
      5m 19s
  10. 40m 53s
    1. Using speaker notes
      3m 50s
    2. Showing and navigating a presentation
      4m 56s
    3. Using pointer options
      3m 59s
    4. Using presenter tools with two screens
      3m 44s
    5. Creating a self-running slideshow
      6m 40s
    6. Playing a self-running slideshow
      3m 44s
    7. Adding hyperlinks to a presentation
      5m 7s
    8. Using action buttons
      8m 53s
  11. 28m 5s
    1. Using comments
      3m 58s
    2. Printing notes, handouts, and slides
      4m 17s
    3. Sending a slideshow to iPhoto
      2m 57s
    4. Creating PowerPoint pictures
      2m 43s
    5. Creating a PowerPoint movie
      3m 56s
    6. Creating a PDF presentation
      1m 49s
    7. Creating custom slideshows
      3m 57s
    8. Broadcasting a presentation over the web
      4m 28s
  12. 8m 52s
    1. Changing PowerPoint preferences
      3m 29s
    2. Customizing the Ribbon and toolbars
      5m 23s
  13. 22s
    1. Goodbye
      22s

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