Understand Advanced Paragraph Formatting

0:00Of course, in Microsoft Word, we just expect the text that we type to flow from left to right and then wrap onto the next line when it hits that right-hand margin. And of course, if we were to make an edit, let me just get rid of this text here, then when I delete that text, it doesn't leave a gap. No, the text adjusts, doesn't it, to automatically again just flow naturally as the continuous text flows within that paragraph. And also when it comes to controlling how the text is flowing from the left-hand margin to the right-hand margin here. Well, I think generally in these sorts of documents, we would have left alignment for our paragraphs. But if we wanted to tidy up the appearance of the right-hand side here and not have these sort of raggedy edges, then we could if we wanted to choose to justify those paragraphs to make the right-hand side there look a bit more straight and even. But that's very much a style choice. And in fact, I'm just going to do a couple of undo's to put that back to left aligned and also put back that bit of text that I did delete. But similarly, we expect the text that we type to flow across the pages of our documents, not just the lines. And that is going to be the focus of this video. So we're going to be looking at some more detailed options in our paragraph settings that control paragraph pagination. That's how our paragraphs flow over onto the next page.

1:14So if you take yourself to the end of this first page here, you will see this lonely line at the bottom of the page, which is the first line of a paragraph, which is all by itself at the bottom of the page there while the rest of the paragraph has flowed over onto the next page. And we call this lonely line here that's been left behind. We call that an orphan, which I think is quite sweet. Obviously, it's not great from a reader point of view. It doesn't look that professional and it kind of breaks the continuity of the text here. So you might be tempted. Well, you know, let's put the heading and that paragraph just onto the next page. You might be tempted, therefore, to just put in a page break. So control enter. And yeah, that does look better. But of course, we have now interrupted the natural flow of text. So if I were to, for example, up here, let's just pop in a couple of extra paragraphs. So I had something on my clipboard there. I've just pasted in. And because of that page break that I put in, that means that I've now got this seven eighths blank page before that heading and the paragraph actually appears. So that's not really what I wanted. So again, let me just do a few undo's here and put it back to where we were.

2:19With that orphan. So that's what we call an orphan. And if you scroll down towards the end of the document, there we go. Just here, you'll see, again, a lonely line here, which is the last line of a paragraph whereby the rest of the paragraph is at the bottom of the previous page. So this is what we call a widow. Again, it distracts from the continuity of the document. It's not great for reading. So orphans and widows is how we refer to these lonely lines. The first or the last line of a paragraph that gets left behind when the rest of the paragraph is on a different page. And we control these widows and orphans through the paragraph settings.

2:51And because it is per paragraph, you do need to select the whole document first. So control a select the whole document. Take yourself into that paragraph formatting dialog box. And you are probably already familiar with the indents and spacing tab. But the focus for this video and the next one will be this next tab, the line and the page breaks. And you can see that for the paragraphs in this document, Widow and Orphan Control has been switched off. Now, I am pretty sure that by default, Widow and Orphan Control will be switched on. But obviously, I had switched it off in this demonstration document just for maximum dramatic effect so that we could see the example of the widow and the orphan. So now if I switch on Widow and Orphan Control, what it will do, it will change the way our paragraphs flows. Let me just click OK so that we don't have the lonely line there all by itself. You know, it's changed how that paragraph is broken across pages.

3:47And if we go back to the beginning there, again, it has changed the way this paragraph flows. The previous lonely line that was at the bottom of that page is now with its friends, you know, with the rest of the family, the rest of the paragraph at the top of the next page. But this does lead me on to another of our paragraph flow or paragraph pagination options. And that's this heading, because that's great that this paragraph is all now more sensibly flowing and not leaving behind any lonely lines across the page break. But it doesn't really help us that this heading here, well, that kind of belongs, doesn't it? That should also be on the next page. That should stick with the first paragraph when we have the natural flow across pages. So again, that is an option that we can set in the paragraph dialog box, and it's a per paragraph setting. I can say I would like that paragraph, please, to stay with the next paragraph.

4:38But hang on a minute. We've got lots of headings in this document. It might be worth setting that particular option for all of the headings in this document. So let me just select that heading and choose the option to select all of the text with similar formatting. So that's going to select all of my headings. Let's pop back into that dialog box. And this is where we choose the next option down. I want those headings to keep with the next paragraph. So let me just click OK to that. So that has, therefore, if we just scroll back up to that first page, where are we? Yeah, that has popped, therefore, that whole of the heading and the paragraph onto the next page. And that has a different impact on the flow of the text compared to just putting in a manual page break, because now if I just paste in those paragraphs that I had on my clipboard, we've just told Word if there's a natural page break, I don't want you to separate all of this lot. So we're controlling how that text flows. And again, let me just do a couple of undos to get rid of those extra paragraphs that I popped in there. So that was the keep with next option. And that is exactly the kind of option that you might wrap up into your heading styles. Now, we're going to talk in more detail about the heading styles and creating your own styles and whatnot later on in this course. But you already know a little bit about these heading styles. But some of these more interesting paragraph options,

5:58we should be considering capturing in our heading styles so that we can have a more professionally laid out document and to help us manage these pagination options. But there's another one I want to show you. So if you scroll down here, take a look at this paragraph. You can see that there's a bit of emphasis that's been applied to this particular paragraph. It's indented a bit with a line and, you know, a bit of formatting and whatnot. And I have to say quite often when I show people this example, they say, oh, how did you get that line at the left hand side? Now, that isn't the focus for this particular video. But I know that some of you will be wondering because I do get people asking me about this. So all I did there to create that sort of line down the side there to give us some emphasis, it was a border that I added to that paragraph. Let me just pop that down and show you the options I chose. So I chose a grey colour, wider border, just applied to the left hand side of that particular paragraph. And if you go into options, that's where I control the spacing between the line and the text. So again, I suppose that is an advanced paragraph option. But as I say, that's not really the focus for this particular video. But the point is, I've applied some formatting to emphasise that paragraph. That is going to look really odd if I just press enter a couple of times here. It's going to look really odd if that paragraph

7:13ends up being split across two pages because I've added some extra text higher up in the document. So let me just undo those extra carriage returns that I put in there. And I'm going to choose one of the other paragraph pagination options for that paragraph there, which is this one. Keep the lines together. That means all of the lines of that paragraph will always be kept together, no matter where the flow of text across pages actually falls. So if I choose that and then go back and add in a couple of carriage returns again, you'll see. Yeah, there we go. It hasn't split that paragraph. It either pops the whole thing onto the next page or if I delete those, the whole thing onto the previous page. So the whole paragraph there will stick together.

7:54And related to this idea, but not strictly a paragraph pagination option is, if you scroll down to the end here, how a table row behaves when you've got flowing text within the cell of a table. So you can see here, this is just some nonsense, but talking shoes may improve negotiations. They can argue on your behalf, blah, blah, blah. So that does look a bit strange from a readability point of view. If you're looking at that table and this flowing text here continues on the next page, it doesn't look great from a readability point of view. So rather than this being a paragraph pagination option, it's an option that's to do with the properties of the table. So selecting that table. Oh, and I should say that your document, it might not have broken in exactly the same place here, depending on how much other meddling you've done with those other examples with the other paragraphs and whatnot. But, you know, you can see how it should look just here. But if you go to the table layout ribbon tab and choose properties at the left hand side here on the row tab, the default is that it does allow the row to break across pages.

8:55But if you switch that off, it'll mean that the whole row is on one page or the next. Again, useful for improving readability. But there are one or two other options in that paragraph dialogue box that I would like us to talk about. So just to finish up this video, if you pop that out again. So I think we've talked about the first three. This next one page break before that could be useful if you did always want a certain heading style, you know, text formatted with the heading one heading style or something to start on a fresh new page. You could either apply it to the paragraph like we've done or wrap up into the style itself. The fact that you always want to page break before those headings appear. So same sort of idea as some of the things we've talked about. These options we'll look at in the next video. But just to finish up this video, something slightly odd for your text boxes. You'll see this is greyed out because I'm not clicked on a text box.

9:47So I will just show you what that option is in case you're curious. You can see I've got a text box here. Now, you will have explored graphics and text boxes and whatnot in the M0110 course. But if I just check this to ensure that, yes, the text of my document, you know, the flowing text of my document is going to be wrapping tightly around this text box. But if I were to now remove the border from this text box, so the shape outline, let's put it to none and also set the colour of this text box rather than being white, I'm going to properly set it to being transparent. So shape fill, I'm going to say no fill instead of white. So let's choose no fill. And when you look at that, you think, oh, well, I was actually hoping that this text would wrap because I'd chosen this tight option. Why isn't the text wrapping tightly around the text in that text box?

10:40It's still wrapping tightly around the rectangle shape of the text box, even though I set the fill to being transparent rather than, you know, solid white. Well, that's what that option is all about that I showed you. So if you go back to that paragraph dialog box and this time the option is available because I've got a text box selected. So tight wrap. Well, I want all of the text of my flowing paragraph there to wrap tightly around the shape of the text in the text box rather than the rectangle of the text box itself. Then you can see, yeah, it's done that. So a slightly odd option.

11:14I don't see a tremendous amount of usage for it, but that's the kind of thing we're uncovering in this course. Some of those odd options that you might not know about and are fantastically useful to know about from a troubleshooting point of view. But anyway, keep this document open ready for the next video just so we can wrap up the last couple of details from this dialog box here.

0:00At the end of the last video, I think I vaguely wafted my mouse at these options here. And indeed, in this video, we're going to be digging into the hyphenation and line numbering capabilities of Word. But it's going to be a little while before we get to these specific options here. So let me cancel out of that. And we'll start with hyphenation. But to build up to that, I'd like us to consider for a moment the idea of keeping words together when the flow of text hits the end of a line. So in the last video, we were primarily focused on how the lines of a paragraph flow over pages.

0:35But to start us off in this video, as I say, we'll consider the idea of keeping specific words together. So you'll see that I'm still in this same document we were working on in the last video. And if you look towards the end, just before this table here, you will see we've got an imaginary product name called TrueTypeView. In fact, I'm going to make it bold so that we can see that. So TrueTypeView. That's catchy, isn't it? Not. But let's imagine this is some sort of product name, and I don't like the way, therefore, that it's been split over at the end of the line. So I want to keep the words TrueType and View together.

1:07And if I just turn on that little Show Hide button there to show you the hidden symbols, you already know that when we just press a normal space on the spacebar, we get that little dot, don't we? So you see that little sort of dot there in between each word to indicate that the spacebar has been pressed. But there is an alternative we can use if we want to keep words together and not have them breaking at the end of the line there. And that's called a non-breaking space. So if I select just the regular space for between the word True and Type and go to the Insert ribbon tab and then over on the right-hand side where it says Symbol, choose More Symbols and then Special Characters, what we're looking at here is, there we go, a non-breaking space.

1:46And this is very tiny, isn't it? Let me just zoom in a second. So there we go. That's a special character, which is a non-breaking space. You can see there is a keyboard shortcut as well for it. And you can see this is what it'll look like when we've got the Show Hide button switched on. So rather than just a normal dot for a regular space, it's kind of like a circle that's not filled in. So let's try it. Let me just zoom out again. Click Insert to replace the selection I had made with the special non-breaking space. You can see what it looks like there. And sure enough, it hasn't therefore broken it at that point. And I may as well do the same for this other one.

2:18But did you spot the keyboard shortcut? I did sort of vaguely point it out. So Ctrl Shift Space is the keyboard shortcut. You can see it there, which will put in the non-breaking space. Of course, if we turn off the Show Hide button, we don't know or care that these are special non-breaking spaces instead of just regular spaces. It just looks the same, but has the advantage, of course, of ensuring that that text will not break over lines. It's sort of all on one line or all on the next line. Never chopped in half between lines. Good.

2:48But also, we've got the idea of a non-breaking hyphen. So look at this telephone number just here. It doesn't look that great, does it? That it's broken over the line at the hyphen. And normally, in written text like this, a hyphen does indicate a suitable point at which we can break the word at the end of a line. But in this case, that doesn't make sense. It doesn't look good. So much in the same way, we can replace a regular space with a non-breaking space. We can do the same sort of thing by replacing a hyphen with a non-breaking hyphen. So again, if we just go back to the same place, Insert Symbol, More Symbols, and then Special Characters.

3:24And we're looking for, again, let me zoom in, a non-breaking hyphen. Again, you can see the keyboard shortcut. It's Alt Shift and then the hyphen. So let's just try that out. So let's just click Insert, close the dialog box. And you can see that it has done the job. It hasn't therefore broken the text at the point of the hyphen. But it does still look a bit strange that it has broken the text here. Well, that's because it was a space, wasn't it? So much as we did before, I'm going to replace the regular spaces with the non-breaking spaces, which is Ctrl Shift Spacebar, and also that one with Ctrl Shift Spacebar.

4:00Good. And if we just turn on the Show Hide button again to reveal the hidden characters, that's where we can see, yes, the non-breaking spaces we already know about. But also, if I just zoom in a bit on that non-breaking hyphen, it doesn't look that different, does it, to a regular hyphen until if I just turn off those hidden characters again. So I'm going to be using the keyboard shortcut here to turn off the hidden characters, so Ctrl Shift 8. But if I just toggle between showing the hidden symbols and not, you can see that that hyphen does look a little bit different, doesn't it?

4:33So the actual hidden code is slightly longer and thinner, but in the usual text, it's a little bit shorter and a little bit chunkier. So it does look a little bit different. So quite subtle, but that's what the non-breaking hyphen looks like. And believe you me, when you have to troubleshoot complex word documents, you need to be alert to these kinds of subtleties. But I've got another example here. Look at this word. It's a very long chemical name. I looked it up somewhere. I've no idea if it's a real chemical. But of course, because it's all a single word, it couldn't fit on the rest of the line available on the previous line.

5:05So the whole word had to pop over onto the next line. But if I wanted to indicate where I wanted that to break in terms of adding a hyphen, I could, of course, type in a hyphen here. And yes, that would therefore break the word in the right place. But the trouble with actually kind of hard coding the hyphen in, if there was enough room for that word to appear on one line, it's going to look a bit odd having that hyphen there because I only want that to be there if it needs to break over onto the next line. So let me just control Z to undo that deletion there.

5:35So instead of kind of hard coding an actual hyphen into this word, there's another type of hyphen I can put in there, and that is an optional hyphen. And what an optional hyphen does, it's another of those special characters, but it'll only use it if it needs to. So I'm going to get rid of just that regular hyphen, but that's the position where I want the optional hyphen to go. So back we go, insert, symbol, more symbols, special characters. And there we go. There's the optional hyphen. And again, you can see what it looks like.

6:06It's sort of like a little hyphen with a bit hanging off. So I'm just going to insert that at the appropriate point and then close. So sure, it's broken the word at that point when it needed to, but if it didn't need to, then there's no hyphen in there at all. So the optional hyphen is very, very useful. But if that wasn't exciting enough for you, Word can actually automatically hyphenate your entire document because the couple of examples we've just done, we were deciding on an individual word-by-word basis whether we wanted to add, you know, a normal hyphen or a non-breaking hyphen or an optional hyphen.

6:40But Word can do all of the hyphenating for you across the whole document. And for us to try this, I'd like you to go to this other document that I've given you in the supplemental files that accompanies this skill. And if you take yourself to the layout ribbon tab, you can see here there is a hyphenation button. And the default is that there is no hyphenation that Word is in charge of. You know, it's just down to you to do what we just did for individual words. But what we shall do is switch on the automatic hyphenation and see how it looks. So let us choose that.

7:11And as soon as you do that, you may or may not have noticed much happening on the screen, but you can now see, for example, the word Portuguese is hyphenated just there and suggest is hyphenated and malfunctioning is hyphenated, etc. So, yeah, it has automatically hyphenated the entire document. So it's a document-wide setting. But we could, if we needed to, say, OK, well, I'm happy to have automatic hyphenation, but I would like, for example, this paragraph here to be an exception. And that is where that option that we saw in the paragraph dialog box.

7:45There we go. Don't hyphenate. So you can set these formatting exceptions on a paragraph by paragraph basis. So automatic hyphenation is for the entire document. And then you can say, oh, but please make an exception for whatever individual paragraphs you point to. So let me just choose that option and click OK. So now we can see that the word Portuguese is no longer hyphenated because that paragraph has had the exception option applied, whereas these other ones have still got those possibly rather strange hyphenations applied. Also note that you cannot delete these automatically applied hyphens.

8:19So if I think to myself, well, I think the word suggest being hyphenated like that is a bit stupid. So I'm clicked here. I'm going to try and get rid of that hyphen. I do a backspace and, you know, it doesn't seem to let me delete the hyphens. I'm just deleting characters until the word pops onto the line. So let me just do a couple of undos to get back to where we were. There we go. So if you want to turn off automatic hyphenation, then it's just a case of switching this back to none. And we're back to where we were with the word suggest not hyphenated. But there is another option which might be a reasonable compromise because I have to say, I think automatic hyphenation is a bit hit or miss.

8:56And if you are working for an academic institution or maybe in some kind of publishing or editorial role, you are going to have style guidelines around hyphenation. And the automatic hyphenation is unlikely to correctly follow those guidelines. And so manual hyphenation might be a better option for you. So I'm going to choose that in a second. And what it'll do, it'll work its way through the whole document and it'll allow you to control each individual hyphenation suggestion. But notice that it will still exclude that first paragraph that we marked the exception for in that paragraph dialog box.

9:32So that bit still stands. So when I choose manual now, it's going to not suggest Portuguese. It's going to take us straight onto a suggestion from that second paragraph. So let's do it. Let me choose manual. It's rather tiny. So let me just zoom in on that. But you can see it's suggesting that we hyphenate the word suggest. Well, I think that's absolutely ridiculous. So I'm going to say no. And it goes on to the next one. And it's saying, well, do you want to hyphenate the word malfunctioning? And the gaps you see here are the different places where I could have the hyphenation appearing. So it's suggesting after the word mal. And you will normally have the hyphen at the end of a syllable.

10:05So I think, yeah, that looks OK. The next one, proliferation. Well, I'm going to change it. I'm going to have the hyphen there, please. The next one, chronological. Yeah, that's OK. Oh, indeterminacy. Let's put the hyphen there. I don't want that hyphenated at all. Ignore. Well, that's a stupid word to hyphenate and evidence. I don't need that hyphenated. Gingerbread. Yes, I'll have the hyphen there, please. Approximately. Well, let's have the hyphen after the aprox rather than the aproxy. So yes. And then, of course, it's a ludicrous idea to hyphenate the word pianos.

10:38So I'm going to say no. But you get the idea. I was able to go through in a much more controlled fashion, determining if I want the word hyphenated. And if I do, whereabouts it gets hyphenated. So if we do have guidelines within our organization about exactly how many syllables in we hyphenate or whatever, then we're more able to follow those. But you can see, for example, now there we go. There's the malfunctioning and the chronological with the hyphen position that I specified. But notice with the hyphens that were inserted through that process, they are able to be deleted.

11:10So you can see malfunctioning here. I can delete that hyphen so I can backspace and get rid of it. But let me just undo to put it back again. But also of note is that the actual type of hyphen that the manual hyphenation process put in for us is an optional hyphen. So therefore, this malfunctioning hyphenation that we see here, the hyphen will only appear if it's needed. So if I were to delete some of these words such that malfunction will fit on the whole line, then the hyphen disappears.

11:43If we just go back to that hyphenation button, there are one or two options in here. Nothing too exciting really. So that first one is whether we want to automatically hyphenate the document. That's the same as the option we tried a second ago. We can choose whether to include to hyphenate words in caps or not. The hyphenation zone you'll see is greyed out because that's not supported by the latest version of Microsoft Word. But in older versions of Word, that would allow you to define the maximum amount of space between the final word on a line and the right-hand margin before the hyphen gets added.

12:17So don't be surprised if that is greyed out. And then this option here will allow you to control how many hyphens on consecutive rows we actually have because sometimes it can get a bit crazy. You might have three lines all next to each other in a paragraph that are hyphenated. It looks a bit ugly. So you could change that to a specific limit if you needed to. But let me just cancel out of that for now. But just to quickly finish up this particular video, you will also see next to the hyphenation option up here on the Layout ribbon tab, we've also got line numbers.

12:48So I just want to quickly finish up with this. So I'm going to go back to that other document and let's on the Layout ribbon tab, let's switch on line numbers and you'll see what it does. If I just say, yeah, I'd like continuous line numbers please. What it will do, and again, it's an entire document setting here so it didn't matter where I was clicked but you can see what it's done. It's given every line in this document a number and those numbers are tucked away in the left-hand margin there. They don't interrupt with the flow of the text and you will have seen that there are a few options here.

13:21So I could have continuous numbering like I've got here or I could choose to have the numbering starting afresh on each page or restarting for different sections in my document. You'll also see I've got this option to suppress for the current paragraph. So let's say I think, yeah, actually, that's a good point. I don't want line numbers for this title here. So it's got rid of that. But actually, that's the same as the option in here which is coming under the formatting exceptions on a paragraph-by-paragraph basis. So that is already checked because I chose the option suppress for this paragraph from the line numbers button.

13:55But if I think to myself, ah, well, actually, for all of these headings I would like not to have the line numbering. Well, let's do our little trick of selecting all of the headings with similar formatting and then going into that paragraph dialog box and saying please suppress the line numbers for all of the selection there and again, this could be yet another setting that you might choose to put into your heading styles. But anyway, let's just click OK for that. And sure enough, none of those headings have got a line number now but every other line does have. And finally, if you just pop back here you can see we've got some line numbering options.

14:28They're a little bit hidden in the page setup dialog box but down the bottom here we've got line numbers. So for example, we can control what number the numbering starts at and how far away they are at the text and whether we want to count in ones or in fives or, you know, two, four, six, eight or whatever and a repetition of whether we want the numbering to restart on each page or each section. So, yeah, fairly specialised functionality, I think, line numbering. We do tend to see it in, I don't know, I've seen it with scripts for radio plays or I suppose any plays for that matter but I happen to have seen it for a radio play where every line is numbered so that when we're sitting around doing the talk through people can say, ah, line number 14, blah, blah, blah.

15:09They might have a query. So it is useful if everybody's sitting around a table with a printout of a document that we're reviewing and we want to be able to refer to a very specific line in the document but it's not going to be something you see that often. So to turn them off, go back to line numbers and say none and we're back to where we were.

0:00Tabs is one option we have for laying out our text neatly in columns. And in fact, in the good old days of the typewriter, tabs were the only option we had. And I can remember in the early days of word processing, training secretaries and accountants how to use tabs to lay out a balance sheet, for example. You know, say something like this, perhaps. You can see we've got text lined up in a very particular way. And yes, we can do that using tabs. You'll see that I'm just in any old blank document here, and my cursor is sitting blinking right at the beginning, ready for me to start typing.

0:31And of course, you will know if you press the tab key on your keyboard, that cursor will hop a certain amount of space along the first line of the document there. And if you press it again, it'll hop. Let me press it again. And if you switch on that show hide button to see the hidden formatting marks, you can see that a tab looks like this arrow. So every time you press the tab on the keyboard, you'll get that little arrow. But the next question people ask me is, well, how does it decide how far to hop when you press the tab key? Well, there are two answers to that question. Firstly, if you have not set any tab stops like I haven't here, this is just a blank document.

1:02When you press the tab key, it'll hop the amount set as the default tab stop. And for me, while I'm using centimetres on the ruler, and it kind of looks like, well, it's hard to judge really, isn't it? Just over a centimetre, something like that. But if you go into the paragraph dialog box, and then down towards the bottom left hand corner, choose tabs, that is the default tab stop. So for me, because I'm working in centimetres, it's 1.27 centimetres, which does look a bit random. Of course, you can change that. But that's actually the metric equivalent of half an inch. Now, just to note, if you do decide to change that, then it will only change it for this one document.

1:36There isn't an option here that says set as default, like we've seen for other paragraph options and font and whatnot that will change it for future documents. It'll just change that default tab stop for this particular document. I don't think that's too much of a problem, though, because normally when you are working with tabs, you'll be setting your own tab stops on the ruler anyway, which is what we're going to do. But I do just want to also, let me get rid of those tabs there, but I also just want to quickly show you how you can change the measurements on this ruler. Because if you are in Europe or in the UK, like I am, it will default to centimetres. But let's imagine your house standard, because the standards date back many years, but let's imagine your house standards is given to you in inches.

2:13You might choose to change your ruler there to inches. And indeed, if you're in the US, that will default to inches anyway. But if you just go to file options, and then down to advanced, and then down, where is it? Keep going down here. There we go. In the display category, show measurements in units of, well, just for fun, I'm going to change it to inches. There we go. Click OK. And you can see the ruler has updated. And when you press your tab key now, you can see it hops along exactly half an inch. And that default setting in that same tabs dialog box is now set to half an inch. But anyway, let me cancel that and go to one of my supplemental files for this particular skill.

2:48And we're going to try and reproduce some of the examples in this file. So you can see here, here's a nice neat list with three columns there. And if I click somewhere in this list and then look up in the ruler, I can see that specific tab stops have been set because of these rather subtle markers on the ruler, one there and one there. And when we add these little markers on the ruler, that means we're overriding the underlying default half inch tab stops by setting our own. So what I've done, I've left a gap underneath each example because there are more examples further down this document for us to recreate the example together.

3:22And when I click in the gap underneath this list, you can see that there are no little funny markers on the ruler. That's because I have removed them so we can recreate them together. I mean, normally if you were just to press enter after typing a list, those tab stops would still be there for you to carry on the list, but I have purposefully removed them so we can recreate them. Now for this first column, we don't need a tab stop because this is just lined up with the left-hand margin of the document. But we do need to set the point at which we want to hop to when we type this department column. We want to just press tab once to hop all the way to there rather than having to go hop, hop, hop in half inch chunks.

3:57So what we need to do is look at the very, very, very far left-hand corner of your ruler. Sometimes people don't spot it, but right over here, you can see these are your different tab types. So because that department column is center aligned, well, we don't want a left aligned tab. We want a center aligned tab. So you're going to have to click that until you see this funny upside down T which indicates a centered tab. And then with your cursor in position where you want to start typing your little list, you click on the ruler at about the point where you want that center tab to appear.

4:29So I reckon it was at what? Almost three inches, something like that. And then you can see this funny upside down T on the ruler. And then this other little column here in our list is going to be a right aligned tab. Can you see these figures are right aligned? So back to that funny marker at the far left-hand side and keep clicking it because this will change if you click it, it'll toggle you through all sorts of different options. But if you click it until you get, oh, where is it? That funny back to front L, that's a right aligned tab. And then just click on the ruler again, make sure your cursor is still blinking where you want to start typing the first line of your list, but click on the ruler at about the point where you want that right aligned tab to go.

5:05Good. So I've got these funny little markers on the ruler. So now let's start typing our list. So I've typed that first heading and then when you press your tab key, it's going to hop you all the way to that first tab stop, that centered tab. So now you can type in that other heading and then tab again and type the next heading and you can see that's right aligned. And then of course, as I press enter again, look up at the ruler, it has maintained those little tab stops. So now we can just start typing in the names and I will just do this quickly. Thank heavens for autocorrect. And you can see that's all lining up beautifully.

5:36So let's just put in a number there to check the right alignment. Excellent. And again, you could press tab and keep on going and I will just quickly fast forward the recording of that. Now to create this little line that's separating out another figure there. In this case, it happens to be an average. Now notice this isn't doing any calculation. We're just typing it out. But if I press enter again, having typed that last figure and I think, hmm, I want that little line. Well, I'm going to press the tab twice to get to that right column and then just simply use the underscore key on the keyboard to create a little line. So that's what we would have done in that balance sheet example that I showed you the screen snip of in the introduction.

6:09But let's just press enter again and then tab, tab all the way to the end there to type in that last figure. What was it? 58.67. Perfect. When it comes to applying formatting, well, it's easy for the rows. So I can select that top row, for example, to make it bold. I can select this bottom row to make that figure bold as well. But what if I want to apply formatting to a column? Let's imagine this rate column or maybe this name column. I want to make a different color or make it italics. And of course, let's try the name column. If I were to click and drag to try and select the name column, well, it's selecting all of the other parts of the little list as well because of course this is flowing text, isn't it?

6:43But there is a little trick that you can try. Now, it won't work in every situations with your tabbed list, but for us today, it should work. So if I hold down my alt key and click and drag, there we go. So alt with a click and drag will allow you to select more precise parts of a list. So in this example, that has worked well. So let's make that particular column red and italics just because we can. But if we want to change the alignment of a particular column, well, that's a little bit different. This is where we're going to have to adjust the tab. So let's imagine this middle column. I'd like to make it left aligned.

7:14Well, I'm going to have to change the tab type, the tab stop type that we added to the ruler in the first place. And if you want to meddle with the tab stops that you added, you must, I repeat, must select the whole list first. Because if you're just clicked in one of the rows in the list, then whatever changes you make will only affect that one row. So you must select a whole list first. And then up on the ruler, first of all, if I want to change the position of that department column, well, I'm going to very carefully click and drag that upside down T, that center aligned tab stop. And you can see that sure enough, that column is moving along with where I am dragging it.

7:47Be careful, though, if you accidentally click and drag slightly off the ruler, then you will remove that tab stop. So thank goodness for undo. So be a little bit careful with your clicking and dragging. But if you did want to change the tab type, so maybe make that column left aligned rather than centered, then yes, you would drag that center tab off the ruler. Have faith. Don't worry about it looking peculiar. But then over on the very far left hand side, make sure you've got the appropriate replacement tab type selected. So yes, that's a left aligned tab stop. And then click on the ruler where you want the left aligned tab stop to go.

8:18And it'll all hop into position. But if you don't trust your clicking and dragging and your manipulation with the mouse on the ruler there, you can do that through the dialog box. So we already saw the tabs dialog box when I was showing you the default tab stops. We got to it through the paragraph pop out. But a quick way of getting into it is to just double click on any of your existing tab stops. And that'll show you the exact tab stops that you've already got set. So we've got one tab at almost 2.2 inches, which is that one there, and another one set at 4.5 inches, which is this one up here.

8:50So let's imagine that 2.19 inch tab stop. Well, I want that to be exactly 2.2 and I want it to be centered. So a slightly more controlled way of doing that would be through the tabs dialog box. So let's get rid of the 2.19 inch tab stop. So I'm clicked that and I'm going to click clear down the bottom here. So now let's type in 2.2 for a new tab stop and I choose the alignment as centered and we will come back to these leaders in the next example. But if I click set, we can see those are now the two tabs that we've got set in this selection. So click okay.

9:21Good. And that department column is now in exactly the right position and exactly the right tab stop type. Now, when you have finished typing your little list, your little tab list, when you click at the end of the list and if you were to press enter to start typing some ordinary text, then look up at the ruler. You will notice that those little markers are still there, but that won't affect normal text that you just type. You'll see that it just wraps normally. It doesn't matter that we have got those markers on the ruler. They're there in case we need to create another list with the same measurements later on in this document.

9:52But if for whatever reason you did want to remove those markers, then of course, you could drag them off the ruler or control Q and those markers have disappeared. So control Q will clear paragraph formatting. I'm just going to whizz down to page two of this document so we can try a different example. And you can see these dots here leading up to, if I just click in here, leading up to that right aligned tab. So we're going to have a go at that. And again, if you click directly underneath that list, you'll see that I have removed those tab stops so that we get a go at putting them in again ourselves.

10:22So we need a left aligned tab stop just here. So checking the correct tab type is shown just at the very far left hand corner there. Let's click about here and we want a right aligned tab stop over here. So let's just click through the different tab types and then click on the ruler. But also I need to tell words that I want dots leading up to that right tab stop. And if you double click to get back into that tabs dialog box and make sure you're clicked on the appropriate tab stop, which is this one, almost four, so 3.88. And this is where we say what type of thing we want leading up to that tab stop position and we want little dots.

10:57So let's set that and click OK. So now I can press my tab key to type in chapter six. Don't worry too much at this stage if it doesn't look like the line above, but if you press your tab key, perfect. That's giving us the little dot leaders. And this does lead me to another little troubleshooting tip because if you think to yourself, oh, for goodness sake, they don't look the same. That's really annoying. Then don't forget your format painter to make everything match. So click on part of this tab list that contains the appropriate settings and measurements that you like and then click the paintbrush to suck it up and then spit it out onto the offending line and you should see that is now perfectly aligned.

11:30So that's an example of our little dot leader. But if I scroll down to the very last example in this document and just click in this little list, look up at the ruler. You can see that this time this is a decimal tab. It's the upside down T, which looks like a centred tab, but with a little dot. That means that all of these entries are lined up by their decimal point. And so the last tab type I'd like us to add is a bar tab and a bar tab in the context of word anyway, gives us vertical lines in our tabbed list. So select your list and then on that little tab selector at the very far left hand side there, click through until actually look, that's the decimal tab type, but keep clicking until you get that.

12:08That's your bar tab and then click on the ruler. Whereabouts you want these little lines to appear. But if you do find yourself using too many of these lines, that might be your clue that you should have done your list in a table rather than a tabbed list, because of course the table is a grid and therefore lines are very much part of that table. But the good news is it's very easy to convert an existing tabbed list into a table. So if you select a tabbed list and you think I wish I'd done this in a table, go to the insert ribbon tab, choose table and you've got an option here to convert text to table.

12:39And if you choose that, you do have quite a few options you can set if the end result isn't what you were expecting, but it does work really well just converting a tabbed list to a table. So always start off with the default settings. We can just click OK. It's done the job. Perfect.

0:00Task number one says on line 42 so where's that? That must be down here somewhere. There we go. It says change the hyphen in non-developer to a non-breaking hyphen. So you don't need to worry if you didn't remember the keyboard shortcut because you can go to the Insert ribbon tab choose Symbol, More Symbols and then in that dialog box Special Characters and there you will see the non-breaking hyphen with a reminder of the keyboard shortcut which was Alt Shift hyphen. But anyway, let's insert that and close. So that's task number one done.

0:31Task number two says convert the tabbed list at line number 51. So it must be this slot here. Convert that to a table. So I can see it's a tabbed list because of the tab markers on the ruler. So yes, let's select it and then insert table and there we go. Convert text to table and if in doubt stick with the default options because for a simple tabbed list like this that should be yeah, absolutely perfect. Task number three says make the change required to the paragraph pagination so that each heading starts on a new page and does not include these line numbers.

1:07So there are quite a lot of headings. So let's use our trick to select all of the headings in one go. Yeah, there we go. Pop out the paragraph dialog box on that Line and Page Breaks tab just there. We're going to say Page Break Before. That was one of the options that we did not try out in the video but I just mentioned so we're going to try it out now and also being sure to suppress line numbers. So this checkbox here is kind of neither checked nor not checked. That must mean that in the selection there there's a mixture of suppression or not suppression of line numbers but I do want to make sure that it is suppressed so I click it to ensure a proper checkmark there.

1:42Click OK and we should see some dramatic changes when we do that. So yes, each heading there is appearing on a new page and they don't have the line numbers. So yes, I think we've completed task number three there. Task number four says identify what kind of hyphenation has been applied and turn it off. So taking a look at this. Well, I think you can see for example looking at this paragraph here that the hyphenation is a bit extreme. So for me that indicates that yeah, this surely has got to be the automatic hyphenation and also the fact that you can't delete those hyphens.

2:14You can't actually select them and get rid of those hyphens. So that must be automatic hyphenation. So to turn it off on the layout ribbon tab, we simply choose none. Good. And then task number five says looking at the text in blue italics at the very top of the document. So just here observe that tab has been pressed after each of these headings. So let's turn on the show hide hidden characters button. So yes, we can see the arrow there squashed up quite small here and here. But yes, the arrow shows us that tab has been pressed after the colon of the title there and it says for this block of text add a left aligned tab at approximately four centimetres or one and a half inches.

2:56So I've selected the block of lines there left hand end of the ruler. Remember choose the right style of tab and then click on the ruler at about four centimetres or one and a half inches and bingo. I hope this has been informative for you and I'd like to thank you for viewing.