Learn how and why to adjust the spacing between lines in a paragraph text, both for individual paragraphs as well as for an entire document, and how to adjust the spacing between paragraphs.
- [Instructor] Another paragraph formatting option that can really change the look and feel of your document as well as its readability is spacing. I'm talking about spacing between paragraphs and between lines within a paragraph. That's what we're going to explore with our Tech Connect document 0402 if you're catching up. You may have noticed there appears to be blank lines in between every one of our paragraphs, as if someone hit enter at the end of the paragraph and then hit enter again to go down to the next paragraph. That's not the case.
These blank lines are built-in to the paragraph spacing and we can make adjustments if we want. Adjustments can be made to the entire document, or to individual paragraphs. Let's say we did want to change the spacing for our entire document. Well in that case, we would actually go up here to the Design tab on the ribbon, and over here on the right hand side, for document formatting you'll see a Paragraph Spacing drop-down. Click that and you'll see some pre-sets that you can choose from.
Right at the top is Default, and when you hover over that you can see that there's zero points of space before a paragraph, eight points after, and the line spacing, that is the spacing between the lines in a paragraph, is set to 1.08. When you go down to the next one, No Paragraph Space, just hover over it, you'll see a preview down below, and you can see how there's no blank lines in between our paragraphs. The next one is called Compact, and it offers just a four point space between the paragraphs, single spacing within the paragraph.
Then we have Tight, which opens up to six points between, and a little more space between lines within the paragraph, 1.15. And you can see as you hover over these, we get a real-time preview, and we get to see what those settings are. Relaxed might be a little bit too much spacing. Same thing for Double. So we wouldn't want to choose maybe these for our entire document, but there might be one here that we do like. Like, Open, for example. Go ahead and click. It affects the entire document.
So as you can see, our document is actually a little bit easier to read with that extra space between the lines. Now if you did want to make changes to the spacing that appears between paragraphs or between lines in a paragraph individually, you go a different route. For example, the space we see after Tech Connect might be a little too much, so we can click in that paragraph, I'm clicking in the word Connect. Let's go back to the Home tab now, because in the paragraph group we also see a spacing button here.
Go ahead and give that a click, and you'll see our current selection, 1.15, but we also see down below options to add space before, and if there's already a space after, which there is, remove that space after a paragraph. Go ahead and click that. You can see now it's a little bit tighter and looks better. Let's go down to the first real paragraph full of text and multiple lines here beginning with Visitors, and we'll select it. You can click and drag, double click in the left margin, however you like to select a paragraph, and now let's experiment with some of these pre-sets.
Notice 1.5, just hover over it, you can see it spaces out just that paragraph, not the entire document. Same thing for double spacing, two and a half, three, et cetera. And again, we can add space before or remove space after if we wanted to for any of these selected paragraphs. What if you wanted it to be 1.2 spacing, or maybe 1.125? Well, in that case, you want to apply custom line spacing which we can access from the Line Spacing Options.
Go ahead and click. So down here is where we see, under the Indents and Spacing tab, we currently have 10 points after a paragraph, nothing before, and over here there's the 1.15. If you wanted it to be 1.2, well, you can use the up and down arrows, but if it skips over 1.2 you need to click in there and type in the exact value you want, like 1.2. Click OK, and you can see what that looks like. Click in the background to deselect, to really get a good feel for what we've done.
At any time we can go back just by clicking anywhere in the paragraph. Going back up to the spacing option, I'm gonna go to 1.5 and click there to go back. I think we have the spacing we want. It kind of spreads things out a little bit, makes it easier to read, and really does change the look of our document.
- Name the keyboard shortcut for the “Tell Me” assistant.
- Recall the keyboard shortcuts for copy and paste.
- Identify the tab containing the font menu.
- Recognize the tab that is used to change line spacing for an entire document.
- Apply the appropriate steps to create a bulleted list.
- Review bullet and numbering options to create a numbered list.
- Determine the proper way to adjust the positions of cell contents within a table.