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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
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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