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Using indents and setting tabs

From: Word 2010 Essential Training

Video: Using indents and setting tabs

Indents refer to extra white space added at the left margin so that a block of text can be set off from the rest of the text in the document. There is also another kind of indent that's called a First Line Indent, also referred to as a tab where you simply tab once, and the line goes in, and the rest of the paragraph remains. Indents and Tabs are set in a number of different locations in Microsoft Word 2010. So let's begin by reviewing where you'll find Indents and Tabs.

Using indents and setting tabs

Indents refer to extra white space added at the left margin so that a block of text can be set off from the rest of the text in the document. There is also another kind of indent that's called a First Line Indent, also referred to as a tab where you simply tab once, and the line goes in, and the rest of the paragraph remains. Indents and Tabs are set in a number of different locations in Microsoft Word 2010. So let's begin by reviewing where you'll find Indents and Tabs.

Indents, which are applied to an entire paragraph or paragraphs, are set here in the Paragraph group of the Home tab of the ribbon. To increase the indent, you click the Increase button. To decrease the indent, you click the Decrease button. Tabs are simply entered by pressing Tab on your keyboard, and removed by pressing Backspace to get rid of it. The distance that I tab or indent is controlled by tab stops on the ruler.

If the ruler is not visible, you can click the View Ruler button to show it, or you can choose View > Ruler to turn the Ruler on. By default, every Word document has a tab stop every half-inch from the left margin. You'll note them here as small lines that appear underneath the ruler. So when I select one or more paragraphs and indent once, I'm indenting a half-inch. If I indent twice, I'm indenting an inch, and so on.

When I decrease, I am decreasing by the half-inch. Now, these are default tabs. Perhaps I want to indent these two paragraphs less than a half-an-inch. I can set my own tab stop right here. There are five basic kinds of tabs. The one I'm going to use most frequently is simply a left tab, continue to left justify my body text, but the tab this far. If I point to the Tab Indicator at the top of the vertical ruler on the left, I'll note that it's set to create a Left Tab.

So I am simply going to click at a quarter inch to create a new tab there. Now, when I indent, I'll indent only a quarter-inch to my first tab stop. Whenever I set my own tab, any preset tab to the left of that is automatically removed by Microsoft Word. So if, for example, I set a tab here at 2.5 inches, all the tab stops prior to that tab stop are automatically removed. I am going to undo that.

There is another way that I can set tabs in my document. I can click the Dialog Box Launcher in the Paragraph group on the Home tab. Then in the Paragraph dialog box, click the Tabs button in order to bring up a list of tabs. It shows me that there's a default tab stop every half-inch, and this portion of my document has no other tab set in it. I can type in a tab number, for example, I want a tab at 0.25. It's going to be a Left Tab, and I can click Set.

I can add other tabs if I wish. Notice I could also clear one or more tabs, and I can say OK. So now I have this tab at a quarter inch for this paragraph as well. I can simply tab once to get that first-line indent. When I take a look at my indented text, you might have noticed as we are indenting that we have an indicator here on the ruler that has been moving as we indent text. I am going to indent this text one more time. You'll notice it move even more. This is actually three different controls grouped together.

The first control is the First Line Indent control. So if I pull that control over, the first line of these two paragraphs will be indented. Let me undo that. The bottom triangle is what's called a Hanging Indent. If I point to the Hanging Indent indicator and pull it in and release, then the first line will not be indented but all lines that follow will be. Finally, the two controls together are an indent control.

So I can use these to indent my text, or, for example, if I wanted to put in a First Line Indent, I can now move both controls together, even if they're not one above the other, to change the formatting of my paragraph. There is another reason that I might set tabs in my document, and even that I might want to set them very precisely. I need to insert a small table at the bottom of this document, a FTE Employees by Location table.

It only has three or four lines, and I'd like to insert it right here. The first column in this FTE Employees by Location table is the City, the second column is the State, and the third is the Number of full-time equivalents that I have. So I'm going to type City, then press Tab, then State, and Tab again. Then I am going to type the word "Employees." Now, each time I press Tab, I went to the next tab stop here on my ruler. I'd like to actually space this table out a little more.

And more importantly, I will be typing numbers under the word Employees. So I'd like to make sure that when I create this right-hand column, the Employees column, that it's a right justified column. I am going to start by simply selecting the text that I have here, and I'm going to drop in a tab stop for the word State, a left tab right here. Now, I would like a right tab for Employees. I am going to move it over a ways. This is a left tab. I have some choices about how I attack this. I'm simply going to point to the tab and double-click, and there are two tab stops, one at 1 inch, and one at 2.13.

You might wonder, why did I set one at 1 inch for State? There was already one there, but it was a default. If I hadn't set it, when I set one at 2.13, that tab stop like the one at an inch-and-a-half and two inches, would be gone. I am going to choose my tab stop at 2.13, the one for Employees, and I'm going to say this is a right- aligned tab, set it and say OK. Notice now the word Employees is right-aligned at 2.3.

Now, I can enter my information for my table, type in city names, press Tab, and type in a number of employees. Notice that my City and State columns are left-aligned and my Employees column is right-aligned. As you'll discover in Chapter 7, we can also enter this kind of information using a standard table.

But if I simply want to add a small amount of information to a document quickly and use tab stops or indents, this is a fine way to do it. Whether you're using tabs to create tabular information, or you're creating tab stops in order to be able to use indents, you'll find that the tools are easy to access once you know where they all are in Word 2010.

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This video is part of

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Word 2010 Essential Training

89 video lessons · 56644 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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