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Chapter 3 Aligning and Indenting Paragraphs

3 Paragraphs in Word A paragraph in Word is any amount of text followed by the press of the Enter key. You can change the paragraph text alignment, indent text, change the line spacing, and insert numbers and bullets. Generally speaking, you can click anywhere in the paragraph and then apply the desired formatting.

4 Changing Paragraph Alignment The Paragraph group in the Home tab provides a number of buttons for applying paragraph formatting. The four buttons on the bottom row of the group change the alignment of text in a paragraph. The default alignment is left aligned: text aligns at the left margin and is ragged at the right margin.

5 Changing Paragraph Alignment You also can apply centered, right, and justified alignments. The keyboard shortcuts for applying alignments are: –LeftCtrl + L –CenteredCtrl + E –RightCtrl + R –JustifiedCtrl + J

6 Paragraph Alignment Buttons Center Align Left Align RightJustify

7 Displaying Formatting Marks Clicking the Show/Hide button it the Paragraph group of the Home tab toggles the display of nonprinting characters. Paragraph formatting changes are inserted into the paragraph mark, a nonprinting character.

8 Displaying Formatting Marks To select which nonprinting characters display, click Office button, click Word Options, and click Display in the left panel. Then check the desired options under Always show these formatting marks on the screen, and click OK.

9 Aligning with the Paragraph Dialog Box You also can use the Paragraph dialog box to change paragraph alignment. Click dialog box launcher in the Paragraph group on the Home tab to open the dialog box. Click the down-pointing arrow to the right of the Alignment option, click the desired option in the list, and click OK.

10 Aligning with the Paragraph Dialog Box

11 Indenting Text in Paragraphs You can indent the first line of the paragraph, indent all lines, or indent the second and subsequent lines (a hanging indent). You can indent from the left margin, right margin, or both. You can indent using buttons in the Paragraph group of the Home tab, using the Ruler, or using the Paragraph dialog box.

12 Indenting Text in Paragraphs Click the Decrease Indent button to decrease the indent. Click the Increase Indent button to increase the indent. To display the Ruler, click the View Ruler button at the top of the vertical scroll bar.

13 Indenting Text in Paragraphs To use the ruler to change alignment, drag the applicable markers to the desired positions. First Line Indent Marker Right Indent Marker Left Indent Marker Hanging Indent Marker

14 Indenting Text in Paragraphs You also can use the Paragraph dialog box to change paragraph indents. Click dialog box launcher in the Paragraph group on the Home tab to open the dialog box. Choose settings in the Indentation section as needed, and click OK.

15 Checkpoint Where do you find the Ribbon choices for applying paragraph formatting in Word 2007? Name the available paragraph alignments. Name one method for changing paragraph alignment. In what dialog box can you display specific nonprinting marks? What types of indents can you apply? Name one method for indenting text.

16 Spacing Before and After Paragraphs Word inserts 10 points of spacing after each paragraph by default. You can remove or add more spacing after a paragraph, or insert spacing above a paragraph. Spacing before or after the paragraph is part of the paragraph and will be moved, copied, or deleted with the paragraph. Paragraph spacing is specified in points.

17 Spacing Before and After Paragraphs You can use either choices in the Paragraph group of the Page Layout tab on the Ribbon or the Paragraph dialog box to change spacing before or after paragraphs. In the Paragraph group of the Page Layout tab, change the entry in the Spacing Before or Spacing After box.

18 Spacing Before and After Paragraphs In the Paragraph dialog box, make Before and After entries under Spacing, and click OK.

19 Repeating the Last Action Word offers a Repeat command that you can use to apply the same formatting to other text in the document. Click to position the insertion point at the next location where you want to apply the formatting, and press F4 or Ctrl + Y.

20 Formatting with Format Painter Copy character formatting to different locations in the document using the Format Painter button in the Clipboard group of the Home tab. Select the text holding the formatting to copy. Click the Format Painter button, and drag over the text to which you want to copy the format. Double-click the Format Painter button to lock it on and format multiple locations, then press Esc to turn it off.

21 Checkpoint What is the default amount of spacing after paragraphs? Name some reasons why you might want to change the spacing before or after a paragraph. Name one method you can use to change spacing before or after a paragraph. What are the keyboard shortcuts for repeating the last action? What is the Format Painter, and how do you use it?

22 Changing Line Spacing The default line spacing in Word is You can change line spacing to other values such as 1.5 or 2 (double spacing). Click in the paragraph, and then apply the desired spacing. You can make some line spacing changes by using keyboard shortcuts: –Single spacingCtrl + 1 –Double spacingCtrl + 2 –1.5 line spacingCtrl + 5

23 Changing Line Spacing You also can click the Line Spacing button in the Paragraph group of the Home tab, and then click the desired setting. Or, choose the desired spacing settings in the Spacing section in the Paragraph dialog box.

24 Applying Numbering and Bullets You can automatically number paragraphs or insert bullets before them using the Bullets and Numbering buttons in the Paragraph group of the Home tab. Select the paragraphs, and then click one of the buttons to apply or remove the formatting. Bullets Numbering

25 Numbering Paragraphs Word’s AutoFormat feature also enables you to type numbered paragraphs. Type 1., press spacebar, type the paragraph, and press Enter. Word inserts 2. at the beginning of the next paragraph and applies indents to the items. Press Enter twice after the final numbered item to turn off the numbering.

26 Bulleting Paragraphs Word’s AutoFormat feature also enables you to type bulleted paragraphs. Type *, > or -. Press spacebar, type the paragraph, and press Enter. Word inserts a bullet at the beginning of the next paragraph and applies indents to the items. The * character specifies a round bullet, and > specifies an arrow bullet. Press Enter twice after the final bulleted item to turn off the bullets.

27 Turning Off Automatic Formatting If you would prefer that Word not convert typed information to numbered or bulleted lists, you can turn that capability off. Click the Office button, and click Word options. Click Proofing in the left panel, and then click AutoCorrect Options. In the AutoCorrect dialog box, click the AutoFormat As You Type tab, and clear the Automatic bulleted lists and Automatic numbered lists check boxes under Apply as you type. Click OK.

28 Adjusting Character Spacing

29 Revealing Formatting You can use the Reveal Formatting task pane to identify the formatting applied to text. Press Shift + F1 to open the Reveal Formatting task pane. Click in the desired location to show the formatting for that text in the task pane.

30 Checkpoint What is the default line spacing setting in Word? Name some reasons why you might want to change line spacing. Name one method for changing line spacing. What is a numbered list, and when might you use one? What is a bulleted list, and when might you use one? Name one way to create a numbered or bulleted list. What is the keyboard shortcut for opening the Reveal Formatting task pane?

31 Wrap Up The Paragraph group on the Home tab offers a number of buttons for working with paragraph formatting. Generally speaking, you can click in a paragraph and then apply the desired formatting. You can change paragraph alignment to left, right, centered, or justified. You can specify that certain nonprinting characters always display using the Word Options dialog box. The Paragraph dialog box also provides choices for changing paragraph alignment, and more. You can apply left, right, first line, and hanging indents to paragraphs. Drag indent markers on the Ruler to set indents. You can add and remove spacing before and after paragraphs using the Spacing Before and Spacing After settings in the Paragraph Group of the Page Layout tab. Use the Format Painter to copy character formatting from one selection to another. Use the Numbering and Bullets buttons in the Paragraph group of the Home tab to create numbered and bulleted lists.