Start learning with our library of video tutorials taught by experts. Get started

Word 2010 Power Shortcuts
Illustration by Neil Webb
Watching:

Adjusting paragraph spacing


From:

Word 2010 Power Shortcuts

with Alicia Katz Pollock

Video: Adjusting paragraph spacing

Word defines a paragraph as every time you press Enter. The paragraph can be a blank line, a heading or an entire block of text. By default, Word inserts a gap between your paragraphs. This is because most people have a bad habit of pressing Enter an extra time to create a blank line. Not only are those extra keystrokes, but if you have ever tried to squeeze content onto one page by manipulating those return characters, you have made yourself a lot of extra work. Let's start by exploring the two styles; Normal and No Spacing.
Expand all | Collapse all
  1. 1m 39s
    1. Welcome
      51s
    2. Using the exercise files
      48s
  2. 44m 45s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 53s
    3. Using the Reveal Formatting pane
      4m 47s
    4. Clearing formatting
      1m 38s
    5. Adjusting paragraph spacing
      4m 58s
    6. Setting tabs using the ruler
      5m 59s
    7. Inserting horizontal lines
      3m 39s
    8. Using AutoCorrect to create abbreviations
      2m 12s
    9. Working with the text wrap features
      4m 58s
    10. Setting defaults for new documents
      5m 41s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
      51s
  4. 6m 23s
    1. Using KeyTips to select Ribbon commands
      3m 18s
    2. Using keyboard shortcuts and function keys
      3m 5s
  5. 6m 48s
    1. Splitting the screen
      2m 12s
    2. Navigating with Browse by Object
      2m 35s
    3. Using the Go To tab in the Find and Replace dialog
      2m 1s
  6. 25m 50s
    1. Inserting random boilerplate text
      44s
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
      45s
    5. Using Overtype mode
      2m 4s
    6. Cutting to the Spike
      2m 48s
    7. Using advanced Find and Replace techniques
      8m 0s
    8. Editing the dictionary
      2m 53s
    9. Refining grammar options
      1m 53s
  7. 38m 22s
    1. Marking inconsistent formatting
      1m 22s
    2. Applying theme colors vs. standard colors
      3m 30s
    3. Hiding text
      1m 56s
    4. Inserting symbols and special characters
      6m 3s
    5. Working with AutoFormat
      4m 36s
    6. Typing symbols with AutoCorrect
      1m 30s
    7. Inserting nonbreaking spaces
      1m 16s
    8. Inserting diacritical marks
      2m 38s
    9. Creating drop caps
      1m 31s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 33s
    1. Adding first-line indents
      3m 23s
    2. Controlling line and page breaks
      5m 59s
    3. Mastering columns
      5m 21s
    4. Inserting line numbering
      3m 7s
    5. Vertically centering a cover page
      2m 43s
  9. 10m 15s
    1. Modifying a heading style to include a page break
      2m 21s
    2. Using multi-level numbering in heading styles
      3m 15s
    3. Saving style modifications for future use
      3m 5s
    4. Assigning a keyboard shortcut to a style
      1m 34s
  10. 9m 24s
    1. Adding captions to tables, figures, and charts
      3m 28s
    2. Using advanced table features
      5m 56s
  11. 20m 29s
    1. Using a drawing canvas
      2m 50s
    2. Creating transparent colors and removing backgrounds
      4m 1s
    3. Editing clip art
      3m 5s
    4. Cropping a picture with a shape
      2m 24s
    5. Aligning, distributing, and grouping graphics
      3m 24s
    6. Compressing images
      4m 45s
  12. 5m 16s
    1. Inserting text from a file
      1m 4s
    2. Linking Excel objects
      4m 12s
  13. 32m 13s
    1. Setting up odd and even pages
      2m 27s
    2. Formatting page numbering for different document sections
      4m 16s
    3. Inserting bookmarks
      3m 6s
    4. Inserting cross-references
      4m 14s
    5. Customizing a table of contents
      4m 21s
    6. Creating citations and a bibliography
      4m 18s
    7. Using a style reference in a header
      3m 41s
    8. Mastering Outline view
      5m 50s
  14. 12m 48s
    1. Saving ink and paper when printing
      3m 46s
    2. Printing a booklet
      2m 28s
    3. Printing document metadata
      1m 8s
    4. Updating fields before printing
      3m 27s
    5. Embedding fonts in the file
      1m 59s
  15. 33s
    1. Goodbye
      33s

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
please wait ...
Word 2010 Power Shortcuts
4h 0m Intermediate May 30, 2012

Viewers: in countries Watching now:

In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.

Topics include:
  • Opening recent files
  • Using keyboard shortcuts and F keys
  • Utilizing the Navigation Pane
  • Inserting boilerplate text
  • Editing the dictionary
  • Inserting symbols and special characters
  • Using styles creatively
  • Replicating font formatting
  • Mastering columns
  • Adding captions to tables, figures, and charts
  • Working with graphics
  • Linking Excel objects
  • Setting up page numbers and cross-references
  • Printing a booklet
  • Printing document metadata
Subjects:
Business Productivity
Software:
Office Word
Author:
Alicia Katz Pollock

Adjusting paragraph spacing

Word defines a paragraph as every time you press Enter. The paragraph can be a blank line, a heading or an entire block of text. By default, Word inserts a gap between your paragraphs. This is because most people have a bad habit of pressing Enter an extra time to create a blank line. Not only are those extra keystrokes, but if you have ever tried to squeeze content onto one page by manipulating those return characters, you have made yourself a lot of extra work. Let's start by exploring the two styles; Normal and No Spacing.

By default, Word inserts 10 points of space between paragraphs. That is slightly smaller than one blank line. It also puts 1.15 points of space between the rows. Now for paragraphs, that works great, but when you have an address that is not going to work at all. So I am going to highlight this address and then go up to the Styles Gallery and click on No Spacing and it fixes the problem. If you want to adjust how much space happens between your paragraphs, go ahead and select the text and then go up to the Page Layout tab and toward the right side of the ribbon in the Paragraph group, you will see Spacing Before and After.

The default is 10 points and I can move this down to 0 or I can move it back up again. Notice as I add the space before, it goes lower and lower. Interestingly, if I want to set this back to 10, it does jump from 12 to 6 and so I manually have to reset that to 10. The Space After works the same way with the space below the Paragraph. Click the Launcher button at the bottom of the Paragraph group and you can see these same settings in this dialog box right here.

So I will go ahead and click Cancel. There is one more place where you can change the spacing before and after. I will go ahead and click back on Sincerely. If you go back to the Home Ribbon, there is a button right here for Line Spacing and for Paragraph Spacing. The top part has the Line Spacing, but at the bottom, it says Remove Space Before Paragraph and Remove Space After Paragraph. So you can very quickly zap the Paragraph Spacing Before and After. Now let's take a look at something else. Go back up to the top. Let's talk about Soft Returns.

A regular return, when I hit Enter, will create a gap, but sometimes I want text to be on two lines, but I want them to stay together. So for example, I don't want TWO TREES OLIVE OIL to be cut off. So I am going to highlight the space between TREES and OLIVE and I am going to do the keyboard command, Shift+Enter. Instead of a regular Enter, this puts in a Soft or a manual page break and notice that I do not get the extra gap between their paragraphs. Just to show you the alternative, if I actually hit Enter, I get the big gap.

So again, Shift+Enter will give me a manual line break. This is frequently used on Flyers and Title pages where one idea needs two lines for both spacing and for emphasis. When most people start with Word 2010, they are pretty taken a back by the fact that the Paragraph Spacing is different than it used to be and that you have these automatic gaps between paragraphs, but I recommend trying it for a little while. I find that I create paragraphs that look like this far more often than I create paragraphs that look like this. But if you're really convinced that you don't want it anymore, you can turn it off.

Let's go up to the File tab and then go down to Options at the bottom. Click on Advanced in the left-hand column and let's look at our Editing options. Down at the bottom, it says Default paragraph style Normal. If I really needed to, I could change this to No Spacing, then everything will be single spaced with no gaps. But I'll have to keep typing an extra Enter character whenever I do want the gaps between my paragraphs. So I am going to go ahead and cancel this window. One of the best reasons for getting used to this Normal Spacing is when you need to resize text to make it fit on a page.

I am going to resize our document first so that we can actually see what we are doing. I am going to click down here on this 100 and change this to Whole Page. Now, you can see the whole page at once and let's go up to Page 1. Let's say I do want all this text to expand all the way out. I do not want to hit Enter, Enter, Enter, Enter or play with all of the paragraph spacing individually. So I will go ahead and highlight it, go to the Page Layout tab, and then adjust the Spacing. Right now, Before and After are blank because I have a lot of text highlighted and they all have different settings, but I will just go ahead and get started.

So I will make this before and I can see everything spread out, or alternatively, if your text is just a little bit too big for one page, moving your Paragraph Spacing down will make everything fit perfectly. While it may take a little while to get used to, properly spacing your paragraphs will not only save you keystrokes, but make it easier to adjust your layout.

There are currently no FAQs about Word 2010 Power Shortcuts.

 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

join now Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Word 2010 Power Shortcuts.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Notes cannot be added for locked videos.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.