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Setting paragraph formatting options

From: Word for Mac 2011 Essential Training

Video: Setting paragraph formatting options

So far we have used the Ribbon's paragraph options to apply various formatting to paragraphs of text. But Word's Paragraph dialog offers all these options and more all in one place. Let's take a look. To open the dialog pull down the Format menu, choose Paragraph or press Option+Command+M. The dialog looks like this. It's split into two panes. The first pane is called Indents and Spacing and it covers a bunch of options available on the Ribbon. Alignment, Indentation and Line Spacing.

Setting paragraph formatting options

So far we have used the Ribbon's paragraph options to apply various formatting to paragraphs of text. But Word's Paragraph dialog offers all these options and more all in one place. Let's take a look. To open the dialog pull down the Format menu, choose Paragraph or press Option+Command+M. The dialog looks like this. It's split into two panes. The first pane is called Indents and Spacing and it covers a bunch of options available on the Ribbon. Alignment, Indentation and Line Spacing.

Alignment is pretty straightforward. You just use a pop-up menu to choose the option that you want. Indentation lets you specify exact measurements from left and right indentation. You would put them in this box. You could also use a pop-up menu to determine whether you want first line or hanging line indentation. So this affects the first line of the paragraph. First line would indent the first line by the amount that you specify in here or Hanging would affect the other lines in the paragraph, leaving the first line out in the margin and that will affect it by that amount here.

These again are the amount of spacing for the remaining lines of the paragraph on the left and also on the right side. If you're not sure what you are doing in here, you can always set this, accept it by clicking OK, and then look at the way it looks on the ruler and make adjustments there. Line spacing also lets you enter exact measurements. You could choose an option from the pop-up menu and then for some options, for example Multiple, you can enter a value in here. If I left it set to this, it would be triple line space or you could set for Exact, At least, Double line space, one and a half lines, whatever you like.

Spacing before and after enables you to set the amount of space in points before and after each paragraph. While many people put space between paragraphs by simply including empty paragraphs, using this option instead enables you to specify an exact measurement for paragraph spacing. This check box down here enables you to turn off this option if the formatting is applied to multiple consecutive paragraphs with the same style applied. You may or may not find this useful. Now we will take a look at how this paragraph spacing option works in a moment.

The Line and Page Break tab enables you to specify how automatic pagination should occur. Widow/Orphan control prevents a single line or a single word from appearing at the top or bottom of the page and this option is turned on by default. Keep lines together forces all lines of the paragraph to stay together on the same page. This is a good option to apply the headings that are too long to fit on one page. Keep with next forces the paragraph to appear in the same page as the paragraph after it. In other words there can't be a page break between them.

This is also a good option to set for headings. You wouldn't want a heading to appear at the bottom of page by itself. Page break before forces the page break before the start of the paragraph and you can use this option if you want the paragraph to start at the top of the page. These other two options, Suppress line numbers and Don't hyphenate, work with line numbering and hyphenation, which are beyond the scope of this course. Now let's go back and make some changes to our document. Right now the document set up with an empty paragraph between each paragraph of text.

We want to change that so we could put exactly 8 points between each paragraph. We also want to change the line spacing to add more space between lines, while keeping all the text on one page. We will start off by deleting these extra blank paragraphs. So I am going to select each paragraph marker and press Delete and that will get rid of them. Scroll down and get all of these. Now we want to select all the paragraphs we want to format, which are basically the body paragraphs of this document. We pull down the Format menu, choose Paragraph, or press Option+Command+M to display the Paragraph dialog and we want the Indents and Spacing tabs, so make sure you click that one.

What we want to do first is put eight points of space after each paragraph. So I select this number here, I will type in 8. Just keep in mind you can also use these little arrows if you like. Now I want the number 8, so I need to type it in. Next from the Line Spacing menu we are going to choose 1.5 lines. Click OK. Now this looks pretty good, but what we're seeing here is that it spread on to two pages and we don't want that, so we will try another option. Choose Format, Paragraph and this time we will pick Multiple and we will type in 1.3.

When we click OK, close it up a little bit, and you'll see that it now all fit someone page. This is done and looks pretty good. The Paragraph dialog offers another way to format paragraphs and it gives you access to other more advanced paragraph formatting features. You're likely turn to it when you need more options than what's available on Word's Ribbon.

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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 20982 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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