Indentations in Word 2007

Contents
Introduction............................................................................................................................2
Types of Indentations............................................................................................................2
Methods of Setting Indentations............................................................................................4
Method A : Using the Paragraph Dialogue Box to Set Indents.........................................4
Method B : Using the Indent Command on the Page Layout Tab to Set Left and Right
Indents...............................................................................................................................5
Method C : Using the Indent Markers Located on the Ruler to Set Indents.....................5
Method D : Using the TAB key to Set Indents...................................................................7
Method E : Using the Increase/Decrease Indent buttons to Set Indents..........................8
Method F : Using the Tab Marker Button on the Ruler to Set First Line and Hanging
Indents...............................................................................................................................9
Notes on Editing Paragraph Indents.....................................................................................9

IT Services, Institute of Education, University of London, December 2008

Introduction
Paragraph indentations, along with margins, are important in helping you control the
layout of text in your documents.
Page Margin settings determine the overall width of the main text
area, i.e. the space between the text and the
edge of the page. They generally affect the
whole document. They are usually set through
the Page Setup dialogue box.
Indentation settings
Indent

Page Margin

determine the distance of the text from the

margins. It is possible to offset selected
paragraphs from other paragraphs or text in
your document. They generally affect selected
paragraphs)

Uses of indentations include the formatting of quotations, formatting bullets and

numbering, moving text to make space for a diagram or a text box, or generally tidying up
the appearance of the text.

Types of Indentations
i) First line indentation
This is an example of first line indentation. Notice
that only the first line of each paragraph is indented. All
the rest of the lines of each paragraph are aligned
together, usually at the left margin.
This is the second paragraph showing first line
indentation. Notice that the first line is indented to same
position as the first line of the first paragraph.
This is the third paragraph showing first line
indentation.

ii) Hanging indentations

This is an example of hanging indentation. Notice that the
second and subsequent lines of this paragraph
are indented more than the first line.
This is the second paragraph showing hanging
indentation. Notice that the second and
subsequent lines of this paragraph are indented
to the same position as those in the first
paragraph.
This is the third and final paragraph showing hanging
indentation.

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Hanging indents are commonly used with bulleted or numbered lists:

This is an example of hanging indentation when being

used with bulleted lists. Notice that all the lines of text
are indented to the same degree.

This is the second paragraph showing hanging

indentation used with bulleted lists.

1. This is an example of hanging indentation when being

used with numbered lists.
2. This is the second paragraph showing hanging
indentation used with bulleted lists.

iii) Left indentations

This paragraph has no indentation. Both sides of the
paragraph are positioned exactly at the left and right
margins respectively.
This is the first paragraph to have left indentation.
Notice that the first and all subsequent lines are
indented to the same degree.
This is the second paragraph to have left
indentation. Notice that all the lines are indented
to the same degree.

iv) Right indentations

This paragraph has no indentation. The left and right
sides of the paragraph are positioned exactly at the left
and right margins respectively.
This is the first paragraph to have right
indentation. Notice that the first and all
subsequent lines are indented to the same
degree from the right margin.
This is the second paragraph to have right
indentation. Notice that all the lines are
indented to the same degree.

v) Negative indentations
Negative indentation is when any of the indents listed above are taken into the
margin. They will have a negative number, i.e. the
distance an indent has been taken past a margin. Take
care not to get too close to the edge of the paper as you
may find your printer cannot cope with printing all the
text.

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Methods of Setting Indentations

Paragraph indentations are usually created by first selecting the typed paragraphs and
then applying indentation settings. Alternatively, you can click in your document, set the
indentations and then begin typing and the indentation settings will be applied to all the
paragraphs you type.
Indentations can be set using any of the following methods:

Using the Paragraph dialogue box

Using the Indent command on the Page Layout tab

Using the indent markers located on the ruler

Using the TAB key (for first line and left indents)

Using the Increase/Decrease Indent buttons

Using the Tab Marker buttons on the ruler (for first line and hanging indents)

Method A : Using the Paragraph Dialogue Box to Set Indents

1.

Select the paragraph(s) you wish to indent or just click inside a paragraph if it is
only one paragraph you wish to indent.
If you do not select any paragraphs at this stage or do not click in any
paragraph but have placed the insertion point on a blank line the
indentations will be applied to the text you type next, including additional
paragraphs

2.

Locate the Paragraph group in either the Home or Page Layout tab and click on
the groups Dialogue box launcher button. This will display the Paragraph
dialogue box

3.

Change the appropriate settings under the Indentation section.

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To set Left or Right indents

Enter the values you require.
To set First line or Hanging
indents
You first need to specify what type
of indents you require in the
Special: field, and then type in the
value you required.
4.

Click OK.

Method B : Using the Indent

Command on the Page Layout Tab to
Set Left and Right Indents
1.

Select the paragraph(s) you wish to

indent or just click inside a paragraph if it is only one paragraph you wish to indent.
If you do not select any paragraphs at this stage or do not click in any
paragraph but have placed the insertion point on a blank line the
indentations will be applied to the text you type next, including additional
paragraphs

2.

Go to the Page Layout tab and locate the Paragraph group.

3.

Using the Indent command boxes set the indents you require.
Only the left and right indents can be set from here.

Method C : Using the Indent Markers Located on the Ruler to Set

Indents
If you look on the ruler you should see a collection of indent markers. (if your ruler is not
displayed you can switch it on from the View menu). These markers can be used to
change the paragraph indentations.
There are four different indent markers in total:
First line indent marker
Hanging indent marker
Left indent marker

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Right Indent marker

TO USE THE INDENT MARKERS:

1.

Select the paragraph(s) you wish to indent or just click inside a paragraph if it is
only one paragraph you wish to indent.
Alternatively, click on a blank line if you wish your subsequent typing to take
on the indentations you are going to set up. See the important note below.

2.

Move your mouse over the appropriate marker and wait until the
box tip comes up confirming you are over the correct marker.

3.

When you are sure you are over the correct marker click and hold
down the mouse button. A dotted vertical line appears to shoot out of
the marker and straight down across the text underneath.

4.

Still holding down the mouse button drag the indent marker to the
required position and release the mouse button. This can be quite
fiddly but improves with practice.

IMPORTANT NOTE:
Take care when creating indents for blank lines or lines you are about to type in. One
common mistake people make is to click on a blank line, set indents and then absent
mindedly click somewhere else in the document before starting to type their text. They
then wonder where all their indentation setting have gone. Remember that potentially
each line could have different indentation settings. If you set indentations for one line you
must either stay there or return to that line if you want those indentation setting to take
effect to your subsequent typing.
See the examples below for information and tips on working with each type of indent
marker.
EXAMPLES OF INDENTS MARKER POSITIONS AND THEIR EFFECT ON PARAGRAPHS
i)

First Line Indent

Each topic has reference to the relevant page number in the relevant Word guides
which are also provided. Since Word2003 and Word2002 are so similar it is possible to use
the Word2003 guides for almost all the topics you may wish to look up.

ii)

Hanging Indent

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Each topic has reference to the relevant page number in the relevant Word guides which
are also provided. Since Word2002 and Word2003 are so similar it is possible to use
the Word2003 guides for almost all the topics you may wish to look up.
1.

Each topic has reference to the relevant page number in the relevant Word2003
guides which are also provided.

Each topic has reference to the relevant page number in the relevant Word2003
guides which are also provided.

NOTE:
When you move the hanging indent marker the left indent marker moves as well.
This will mean that the remaining lines of the paragraph will align at the position of
the hanging indent marker as well.

TIP:
If you have hanging indent setting for a
paragraph but wish the first line to be
indented at the same position too for that
paragraph all you need to do is position
the insertion point at the beginning of the
first line and press the TAB key. The first
line will align itself at the hanging indent
marker but leave the first line marker
unmoved. At the first line marker you
could type a number or text. See
examples opposite:
iii)

Menu:

A list of commands that is

displayed when you click on a
menu name

Toolbar: A bar with buttons and

options that you use to carry
out commands
Ruler:

A bar marked off in units of

measure that is displayed
across the top of the
document window.

Left and Right Indents

Each topic has reference to the

relevant page number in the relevant
Word guide which is also provided.

NOTE:
When you move the left indent marker the other two markers above move as well.
This means that all the lines of the paragraph will align at the same place.
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iv)

Negative Indent

Each topic has reference to the relevant page number in the relevant Word2003 guide
which is also provided. Since Word2003 and Word2002 are so similar it is
possible to use the.
Any marker may be moved into the margin area. Take care not to move the marker
too close to the edge of the page as it may not be printed (keep at least a distance
of 0.25 inches from the edge of the page.)

Method D : Using the TAB key to Set Indents

The TAB key can be used to set indents either as you type or to paragraphs after you
have typed.
SETTING A FIRST LINE INDENT AS YOU TYPE:
When you are on a blank line, press the TAB key and your I beam will indent. Now
type your paragraph of text. You will need to do this for each paragraph you type.
SETTING A FIRST LINE INDENT AFTER YOU HAVE TYPED TEXT:
Click just in front of a paragraph of text and press the TAB key. You will need to do this
to each paragraph.
SETTING A LEFT INDENT TO AN ENTIRE PARAGRAPH
Click in front of any line but the first line and then press the TAB key.
SETTING A LEFT INDENT TO A SERIES OF PARAGRAPHS
Select the paragraphs you wish to indent and then press the TAB key. All the
paragraphs will have been indented.
NOTE:
In all cases above the size of the indent achieved by using the TAB key will be determined
by the position of the first default tab marker, usually set at 0.5 inches (2.27 cm), or the
presence of the first left aligned tab.

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Method E : Using the Increase/Decrease Indent buttons to Set Indents

The Increase Indent and Decrease Indent buttons on the toolbar can be
used to increase or decrease the indent setting of all three left markers.
Every time you click on the increase indent button the indents will increase by the amount
dictated by the default tab settings. See the examples below:

Increase indent
button

Increase indent
button

Increase indent
button

Increase indent
button

Decrease indent
button

Decrease indent
button

Method F : Using the Tab Marker Button on the

Ruler to Set First Line and Hanging Indents
Setting indents using the ruler markers can be quite fiddly as it can be difficult selecting
the correct marker you need.
To make it easier Word now has first line and hanging indent options available from the
tab marker button.

TO USE THE TAB MARKER BUTTON TO SET INDENTS

1.

Keep clicking the tab marker button until the appropriate indent marker is displayed.
First line indent marker

2.

Hanging indent marker

Click on the ruler where you wish the indent marker to be placed.

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Notes on Editing Paragraph Indents

i)

Before you edit any indents you need to select all the paragraphs which you want
the changes to be applied to. If you do not select any paragraphs before you make
changes to the indent setting only the paragraph which contains the insertion point
will be changed.

ii)

Once you have separated the first line indent marker from the hanging and left
indent markers, if you click and drag the left indent marker all three markers will
move keeping their proportional distance from each other. See below:
1.25 cm

1.25 cm

Click and drag the left indent marker

All markers moved same distance

iii)

If you hold down ALT on the keyboard before you click and drag an indent marker
on the ruler you will see measurements on the ruler showing the position of the
marker in relation to the two page margin settings or other indent markers.

iv)

When you move the markers they jump in gradations of 1/16 inch. To set a marker
to a position between these gradations hold down ALT as you move and the
marker will move more smoothly.

v)

When you use the Bulleted and Numbered lists feature hanging indents are
automatically inserted. If you are not happy with the positions of the inserted
indents you can move the indent markers to the positions you require.
To create a numbered list manually:
1.
type the number and full stop
2.
press tab key
3.
type your text for one item
4.
press the Return key
5.
repeat 1. - 4. until you have completed your list. You should see a list
similar to the list you are reading, i.e. where the second line begins in
alignment with the number.
6.
Now all you need to do is select all the numbered paragraphs and
move the hanging indent marker to the position required to tidy up the
paragraph so the second and subsequent lines of long bullets align
with the beginning of the text on the first line. Like this paragraph.

TIP:
Once you have applied indentations to one paragraph you may apply exactly the same
indentation settings to other paragraphs using Format Painter (see the Format Painter
chapter later on in this guide).
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TIP:
If you frequently use indentations you may find it helpful to creating Styles which have
particular indentations set up for them. (See the Styles and Tables of Content in Word guide)

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