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Adjust paragraph spacing Word Shortcuts

Adjusting paragraph spacing provides you with in-depth training on Business. Taught by Alicia Katz P… Show More

Word 2010 Power Shortcuts

with Alicia Katz Pollock

Video: Adjust paragraph spacing Word Shortcuts

Adjusting paragraph spacing provides you with in-depth training on Business. Taught by Alicia Katz Pollock as part of the Word 2010 Power Shortcuts
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  1. 1m 39s
    1. Welcome
    2. Using the exercise files
  2. 44m 47s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 54s
    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 42s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
  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
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
    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 23s
    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 32s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 34s
    1. Adding first-line indents
      3m 24s
    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. 34s
    1. Goodbye

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Adjusting paragraph spacing
Video Duration: 4m 58s 4h 0m Intermediate


Adjusting paragraph spacing provides you with in-depth training on Business. Taught by Alicia Katz Pollock as part of the Word 2010 Power Shortcuts

View Course Description

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
Office Word

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.

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