Word 2016: Paragraph Formatting

Updated 2017.10.25

Objectives

·         Learn how to change paragraph formatting commands that apply to entire paragraphs in Word:

·         Alignment

·         Line spacing

·         Margins

Paragraph formatting

A paragraph is the text between two carriage returns (https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image001.jpg). Carriage returns can be made visible by clicking on the Show/Hide button (https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image002.jpg) on the Home ribbon. To apply a paragraph formatting command to a single paragraph, you only need to put the cursor in that paragraph before applying the command. If you want to apply a paragraph formatting command to multiple paragraphs, you need to select all or part of each paragraph (you need not select all of the first paragraph or all of the last paragraph – any part of them will do). All of the paragraph formatting commands apply to all of the text in the selected paragraph(s). If you are only formatting a single paragraph, you do not have to select any text – just place the cursor in the paragraph you want to format.

Alignment

Formatting Effect

Keyboard shortcut

“Home” Ribbon Button

Left align

<Ctrl>+L

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image003.jpg

Right align

<Ctrl>+R

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image004.jpg

Center align (Equal margins)

<Ctrl>+E

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image005.jpg

Justify fully

<Ctrl>+J

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image006.jpg

Line spacing

Formatting Effect

Keyboard shortcut

“Home” Ribbon Button

Single space

<Ctrl>+1

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image007.jpg

Double space

<Ctrl>+2

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1.5 space

<Ctrl>+5

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Space between paragraphs

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image008.jpg

Margins/Indentation

Formatting Effect

Keyboard shortcut

“Home” Ribbon Button

Increase left margin indent

<Ctrl>+M

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image009.jpg

Decrease left margin indent

<Ctrl>+<Shift>+M

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image010.jpg

Increase left margin hanging indent

<Ctrl>+T

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image011.jpg

Decrease left margin hanging indent

<Ctrl>+<Shift>+T

Increase/decrease left margin using the ruler

To change the first line's indentation, click and drag the "upside-down house" https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image012.jpgon the ruler. This is the First line indent marker. This controls where the first line of each paragraph will begin.

To change the indentation of all other lines, click and drag the "right-side-up house" https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image013.jpg on the ruler. This is the Left indent marker. This controls where all lines of a paragraph after the first line will begin.

To move both the first line marker and the left indent marker at the same time, click on the "basement" below the right-side up house https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image014.jpg on the ruler

Click and drag the left margin indicator to the right. Note that you must grab it by the rectangle at the bottom.

Before:

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image015.jpg

After:

https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image016.gifhttps://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image017.jpg

The Paragraph dialog box

Paragraph commands can also be applied by using the Paragraph dialog box. To open the Paragraph dialog box:

·         Click on the Home tab.

·         In the Paragraph group, click on the "dialog box expander" (the small arrow in the lower right corner). https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image018.jpg

The Paragraph dialog box will be displayed.

·         The left tab controls indentation and spacing between paragraphs.

·         The right tab controls line and page breaks.

whttps://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image019.jpg     https://p3plcpnl0895.prod.phx3.secureserver.net:2078/public_html/Word/2013/FormattingParagraphs_files/image020.jpg