Understand Advanced Paragraph Formatting

0:00Of course, in Microsoft Word, we just expect the text that we type to flow from left to right

0:06and then wrap onto the next line when it hits that right-hand margin. And of course, if we

0:10were to make an edit, let me just get rid of this text here, then when I delete that text,

0:14it doesn't leave a gap. No, the text adjusts, doesn't it, to automatically again just flow

0:19naturally as the continuous text flows within that paragraph. And also when it comes to controlling

0:25how the text is flowing from the left-hand margin to the right-hand margin here.

0:30Well, I think generally in these sorts of documents, we would have left alignment for

0:34our paragraphs. But if we wanted to tidy up the appearance of the right-hand side here and not

0:38have these sort of raggedy edges, then we could if we wanted to choose to justify those paragraphs

0:44to make the right-hand side there look a bit more straight and even. But that's very much a style

0:49choice. And in fact, I'm just going to do a couple of undo's to put that back to left aligned and

0:52also put back that bit of text that I did delete. But similarly, we expect the text that we type to

0:58flow across the pages of our documents, not just the lines. And that is going to be the focus of

1:03this video. So we're going to be looking at some more detailed options in our paragraph settings

1:08that 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

1:19bottom of the page, which is the first line of a paragraph, which is all by itself at the bottom

1:24of the page there while the rest of the paragraph has flowed over onto the next page. And we call

1:29this lonely line here that's been left behind. We call that an orphan, which I think is quite sweet.

1:35Obviously, it's not great from a reader point of view. It doesn't look that professional and it

1:39kind of breaks the continuity of the text here. So you might be tempted. Well, you know, let's put

1:45the heading and that paragraph just onto the next page. You might be tempted, therefore,

1:49to just put in a page break. So control enter. And yeah, that does look better. But of course,

1:53we have now interrupted the natural flow of text. So if I were to, for example, up here,

1:58let's just pop in a couple of extra paragraphs. So I had something on my clipboard there. I've

2:01just pasted in. And because of that page break that I put in, that means that I've now got this

2:07seven eighths blank page before that heading and the paragraph actually appears. So that's not

2:13really 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

2:22of the document, there we go. Just here, you'll see, again, a lonely line here, which is the last

2:28line of a paragraph whereby the rest of the paragraph is at the bottom of the previous page.

2:32So this is what we call a widow. Again, it distracts from the continuity of the document.

2:37It's not great for reading. So orphans and widows is how we refer to these lonely lines.

2:42The first or the last line of a paragraph that gets left behind when the rest of the paragraph

2:46is 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

2:56select the whole document. Take yourself into that paragraph formatting dialog box. And you

3:01are probably already familiar with the indents and spacing tab. But the focus for this video

3:07and the next one will be this next tab, the line and the page breaks. And you can see that for the

3:13paragraphs in this document, Widow and Orphan Control has been switched off. Now, I am pretty

3:19sure that by default, Widow and Orphan Control will be switched on. But obviously, I had switched

3:24it off in this demonstration document just for maximum dramatic effect so that we could see the

3:28example of the widow and the orphan. So now if I switch on Widow and Orphan Control, what it will

3:34do, it will change the way our paragraphs flows. Let me just click OK so that we don't have the

3:41lonely 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.

3:52The previous lonely line that was at the bottom of that page is now with its friends,

3:56you know, with the rest of the family, the rest of the paragraph at the top of the next page.

4:01But this does lead me on to another of our paragraph flow or paragraph pagination options.

4:07And that's this heading, because that's great that this paragraph is all now more sensibly

4:12flowing and not leaving behind any lonely lines across the page break. But it doesn't really help

4:17us that this heading here, well, that kind of belongs, doesn't it? That should also be on the

4:21next page. That should stick with the first paragraph when we have the natural flow across

4:25pages. So again, that is an option that we can set in the paragraph dialog box, and it's a per

4:32paragraph 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

4:43particular option for all of the headings in this document. So let me just select that heading and

4:48choose the option to select all of the text with similar formatting. So that's going to select all

4:52of my headings. Let's pop back into that dialog box. And this is where we choose the next option

4:58down. I want those headings to keep with the next paragraph. So let me just click OK to that.

5:04So that has, therefore, if we just scroll back up to that first page, where are we? Yeah, that has

5:09popped, therefore, that whole of the heading and the paragraph onto the next page. And that has a

5:16different impact on the flow of the text compared to just putting in a manual page break, because now

5:21if I just paste in those paragraphs that I had on my clipboard, we've just told Word if there's a

5:27natural page break, I don't want you to separate all of this lot. So we're controlling how that

5:32text flows. And again, let me just do a couple of undos to get rid of those extra paragraphs that I

5:37popped in there. So that was the keep with next option. And that is exactly the kind of option

5:43that you might wrap up into your heading styles. Now, we're going to talk in more detail about the

5:49heading styles and creating your own styles and whatnot later on in this course. But you already

5:53know 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

6:03laid out document and to help us manage these pagination options. But there's another one I

6:09want to show you. So if you scroll down here, take a look at this paragraph. You can see that there's

6:13a bit of emphasis that's been applied to this particular paragraph. It's indented a bit with

6:17a line and, you know, a bit of formatting and whatnot. And I have to say quite often when I

6:21show people this example, they say, oh, how did you get that line at the left hand side?

6:25Now, that isn't the focus for this particular video. But I know that some of you will be wondering

6:30because I do get people asking me about this. So all I did there to create that sort of line down

6:35the side there to give us some emphasis, it was a border that I added to that paragraph. Let me just

6:40pop that down and show you the options I chose. So I chose a grey colour, wider border, just applied

6:48to the left hand side of that particular paragraph. And if you go into options, that's

6:53where I control the spacing between the line and the text. So again, I suppose that is an advanced

6:59paragraph option. But as I say, that's not really the focus for this particular video. But the point

7:03is, I've applied some formatting to emphasise that paragraph. That is going to look really odd

7:08if 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.

7:18So let me just undo those extra carriage returns that I put in there. And I'm going to choose one

7:23of the other paragraph pagination options for that paragraph there, which is this one. Keep

7:30the lines together. That means all of the lines of that paragraph will always be kept together,

7:35no matter where the flow of text across pages actually falls. So if I choose that and then go

7:41back and add in a couple of carriage returns again, you'll see. Yeah, there we go. It hasn't

7:45split that paragraph. It either pops the whole thing onto the next page or if I delete those,

7:50the 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

8:00down to the end here, how a table row behaves when you've got flowing text within the cell of

8:06a table. So you can see here, this is just some nonsense, but talking shoes may improve negotiations.

8:10They can argue on your behalf, blah, blah, blah. So that does look a bit strange from a

8:15readability point of view. If you're looking at that table and this flowing text here continues

8:20on the next page, it doesn't look great from a readability point of view. So rather than this

8:25being a paragraph pagination option, it's an option that's to do with the properties of the

8:30table. So selecting that table. Oh, and I should say that your document, it might not have broken

8:35in exactly the same place here, depending on how much other meddling you've done with those other

8:39examples with the other paragraphs and whatnot. But, you know, you can see how it should look

8:42just here. But if you go to the table layout ribbon tab and choose properties at the left

8:47hand 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,

9:00useful for improving readability. But there are one or two other options in that paragraph dialogue

9:07box that I would like us to talk about. So just to finish up this video, if you pop that out again.

9:13So I think we've talked about the first three. This next one page break before that could be

9:18useful if you did always want a certain heading style, you know, text formatted with the heading

9:23one heading style or something to start on a fresh new page. You could either apply it to

9:27the paragraph like we've done or wrap up into the style itself. The fact that you always want to

9:32page break before those headings appear. So same sort of idea as some of the things we've talked

9:36about. These options we'll look at in the next video. But just to finish up this video, something

9:41slightly 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

9:51box here. Now, you will have explored graphics and text boxes and whatnot in the M0110 course.

9:58But if I just check this to ensure that, yes, the text of my document, you know, the flowing text of

10:03my document is going to be wrapping tightly around this text box. But if I were to now remove

10:10the border from this text box, so the shape outline, let's put it to none and also set the colour of

10:18this text box rather than being white, I'm going to properly set it to being transparent. So shape

10:24fill, I'm going to say no fill instead of white. So let's choose no fill. And when you look at that,

10:30you think, oh, well, I was actually hoping that this text would wrap because I'd chosen this

10:35tight 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

10:45to being transparent rather than, you know, solid white. Well, that's what that option is all about

10:50that I showed you. So if you go back to that paragraph dialog box and this time the option

10:57is available because I've got a text box selected. So tight wrap. Well, I want all of the text of my

11:03flowing paragraph there to wrap tightly around the shape of the text in the text box rather than the

11:08rectangle 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

11:18this course. Some of those odd options that you might not know about and are fantastically useful

11:23to know about from a troubleshooting point of view. But anyway, keep this document open ready

11:27for 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.

0:05And indeed, in this video, we're going to be digging into the hyphenation

0:09and line numbering capabilities of Word.

0:11But it's going to be a little while before we get to these specific options here.

0:15So let me cancel out of that.

0:17And we'll start with hyphenation.

0:19But to build up to that, I'd like us to consider for a moment

0:23the idea of keeping words together when the flow of text hits the end of a line.

0:29So 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,

0:37we'll consider the idea of keeping specific words together.

0:41So you'll see that I'm still in this same document we were working on in the last video.

0:44And if you look towards the end, just before this table here,

0:47you will see we've got an imaginary product name called TrueTypeView.

0:53In fact, I'm going to make it bold so that we can see that.

0:55So TrueTypeView.

0:56That's catchy, isn't it?

0:57Not.

0:57But let's imagine this is some sort of product name,

0:59and I don't like the way, therefore, that it's been split over at the end of the line.

1:03So 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,

1:12you already know that when we just press a normal space on the spacebar,

1:15we get that little dot, don't we?

1:17So you see that little sort of dot there in between each word

1:19to indicate that the spacebar has been pressed.

1:21But there is an alternative we can use if we want to keep words together

1:25and not have them breaking at the end of the line there.

1:27And that's called a non-breaking space.

1:30So if I select just the regular space for between the word True and Type

1:34and go to the Insert ribbon tab and then over on the right-hand side where it says Symbol,

1:38choose More Symbols and then Special Characters,

1:42what we're looking at here is, there we go, a non-breaking space.

1:46And this is very tiny, isn't it?

1:48Let me just zoom in a second.

1:49So there we go.

1:50That's a special character, which is a non-breaking space.

1:53You can see there is a keyboard shortcut as well for it.

1:56And you can see this is what it'll look like when we've got the Show Hide button switched on.

2:00So rather than just a normal dot for a regular space,

2:02it's kind of like a circle that's not filled in.

2:05So let's try it.

2:05Let me just zoom out again.

2:07Click Insert to replace the selection I had made with the special non-breaking space.

2:12You can see what it looks like there.

2:13And sure enough, it hasn't therefore broken it at that point.

2:16And I may as well do the same for this other one.

2:18But did you spot the keyboard shortcut?

2:20I did sort of vaguely point it out.

2:21So Ctrl Shift Space is the keyboard shortcut.

2:24You can see it there, which will put in the non-breaking space.

2:28Of course, if we turn off the Show Hide button,

2:31we don't know or care that these are special non-breaking spaces

2:34instead of just regular spaces.

2:36It just looks the same, but has the advantage, of course,

2:39of ensuring that that text will not break over lines.

2:42It's sort of all on one line or all on the next line.

2:45Never chopped in half between lines.

2:47Good.

2:48But also, we've got the idea of a non-breaking hyphen.

2:52So look at this telephone number just here.

2:54It doesn't look that great, does it?

2:55That it's broken over the line at the hyphen.

2:58And normally, in written text like this,

3:01a hyphen does indicate a suitable point

3:04at which we can break the word at the end of a line.

3:07But in this case, that doesn't make sense.

3:08It doesn't look good.

3:10So much in the same way, we can replace a regular space with a non-breaking space.

3:14We can do the same sort of thing by replacing a hyphen with a non-breaking hyphen.

3:18So again, if we just go back to the same place,

3:20Insert Symbol, More Symbols, and then Special Characters.

3:24And we're looking for, again, let me zoom in, a non-breaking hyphen.

3:29Again, you can see the keyboard shortcut.

3:31It's Alt Shift and then the hyphen.

3:34So let's just try that out.

3:35So let's just click Insert, close the dialog box.

3:39And you can see that it has done the job.

3:41It hasn't therefore broken the text at the point of the hyphen.

3:45But it does still look a bit strange that it has broken the text here.

3:48Well, that's because it was a space, wasn't it?

3:49So much as we did before, I'm going to replace the regular spaces

3:53with the non-breaking spaces, which is Ctrl Shift Spacebar,

3:56and also that one with Ctrl Shift Spacebar.

4:00Good.

4:00And if we just turn on the Show Hide button again to reveal the hidden characters,

4:05that's where we can see, yes, the non-breaking spaces we already know about.

4:08But also, if I just zoom in a bit on that non-breaking hyphen,

4:13it doesn't look that different, does it, to a regular hyphen

4:17until if I just turn off those hidden characters again.

4:21So I'm going to be using the keyboard shortcut here

4:22to turn off the hidden characters, so Ctrl Shift 8.

4:26But if I just toggle between showing the hidden symbols and not,

4:30you 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,

4:36but in the usual text, it's a little bit shorter and a little bit chunkier.

4:40So it does look a little bit different.

4:41So quite subtle, but that's what the non-breaking hyphen looks like.

4:45And believe you me, when you have to troubleshoot complex word documents,

4:48you need to be alert to these kinds of subtleties.

4:51But I've got another example here.

4:53Look at this word. It's a very long chemical name.

4:56I looked it up somewhere. I've no idea if it's a real chemical.

4:58But of course, because it's all a single word,

5:01it 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.

5:07But if I wanted to indicate where I wanted that to break in terms of adding a hyphen,

5:12I could, of course, type in a hyphen here.

5:15And yes, that would therefore break the word in the right place.

5:19But the trouble with actually kind of hard coding the hyphen in,

5:22if there was enough room for that word to appear on one line,

5:25it's going to look a bit odd having that hyphen there

5:28because I only want that to be there if it needs to break over onto the next line.

5:31So let me just control Z to undo that deletion there.

5:35So instead of kind of hard coding an actual hyphen into this word,

5:40there's another type of hyphen I can put in there, and that is an optional hyphen.

5:45And what an optional hyphen does, it's another of those special characters,

5:49but it'll only use it if it needs to.

5:51So I'm going to get rid of just that regular hyphen,

5:54but that's the position where I want the optional hyphen to go.

5:56So back we go, insert, symbol, more symbols, special characters.

6:01And there we go. There's the optional hyphen.

6:04And again, you can see what it looks like.

6:06It's sort of like a little hyphen with a bit hanging off.

6:10So I'm just going to insert that at the appropriate point and then close.

6:14So sure, it's broken the word at that point when it needed to,

6:17but if it didn't need to, then there's no hyphen in there at all.

6:20So the optional hyphen is very, very useful.

6:23But if that wasn't exciting enough for you,

6:26Word can actually automatically hyphenate your entire document

6:30because the couple of examples we've just done,

6:32we were deciding on an individual word-by-word basis

6:35whether we wanted to add, you know, a normal hyphen

6:37or a non-breaking hyphen or an optional hyphen.

6:40But Word can do all of the hyphenating for you across the whole document.

6:44And for us to try this, I'd like you to go to this other document

6:47that I've given you in the supplemental files that accompanies this skill.

6:51And if you take yourself to the layout ribbon tab,

6:54you can see here there is a hyphenation button.

6:57And the default is that there is no hyphenation that Word is in charge of.

7:01You know, it's just down to you to do what we just did for individual words.

7:05But what we shall do is switch on the automatic hyphenation and see how it looks.

7:09So let us choose that.

7:11And as soon as you do that,

7:13you may or may not have noticed much happening on the screen,

7:15but you can now see, for example, the word Portuguese is hyphenated just there

7:19and suggest is hyphenated and malfunctioning is hyphenated, etc.

7:24So, yeah, it has automatically hyphenated the entire document.

7:28So it's a document-wide setting.

7:30But we could, if we needed to, say,

7:33OK, well, I'm happy to have automatic hyphenation,

7:35but I would like, for example, this paragraph here to be an exception.

7:40And that is where that option that we saw in the paragraph dialog box.

7:45There we go.

7:46Don't hyphenate.

7:47So you can set these formatting exceptions on a paragraph by paragraph basis.

7:52So automatic hyphenation is for the entire document.

7:55And then you can say, oh, but please make an exception

7:58for whatever individual paragraphs you point to.

8:00So let me just choose that option and click OK.

8:02So now we can see that the word Portuguese is no longer hyphenated

8:05because that paragraph has had the exception option applied,

8:08whereas these other ones have still got those

8:11possibly rather strange hyphenations applied.

8:14Also note that you cannot delete these automatically applied hyphens.

8:19So if I think to myself, well, I think the word suggest

8:22being hyphenated like that is a bit stupid.

8:23So I'm clicked here.

8:25I'm going to try and get rid of that hyphen.

8:27I do a backspace and, you know, it doesn't seem to let me delete the hyphens.

8:31I'm just deleting characters until the word pops onto the line.

8:34So let me just do a couple of undos to get back to where we were.

8:37There we go.

8:38So if you want to turn off automatic hyphenation,

8:41then it's just a case of switching this back to none.

8:44And we're back to where we were with the word suggest not hyphenated.

8:48But there is another option which might be a reasonable compromise

8:52because I have to say, I think automatic hyphenation is a bit hit or miss.

8:56And if you are working for an academic institution

8:59or maybe in some kind of publishing or editorial role,

9:03you are going to have style guidelines around hyphenation.

9:07And the automatic hyphenation is unlikely to correctly follow those guidelines.

9:11And so manual hyphenation might be a better option for you.

9:16So I'm going to choose that in a second.

9:18And what it'll do, it'll work its way through the whole document

9:21and it'll allow you to control each individual hyphenation suggestion.

9:26But notice that it will still exclude that first paragraph

9:29that we marked the exception for in that paragraph dialog box.

9:32So that bit still stands.

9:34So when I choose manual now, it's going to not suggest Portuguese.

9:37It's going to take us straight onto a suggestion from that second paragraph.

9:39So let's do it.

9:40Let me choose manual.

9:42It's rather tiny.

9:42So let me just zoom in on that.

9:44But you can see it's suggesting that we hyphenate the word suggest.

9:47Well, I think that's absolutely ridiculous.

9:48So I'm going to say no.

9:50And it goes on to the next one.

9:52And it's saying, well, do you want to hyphenate the word malfunctioning?

9:55And the gaps you see here are the different places

9:57where I could have the hyphenation appearing.

10:00So it's suggesting after the word mal.

10:02And you will normally have the hyphen at the end of a syllable.

10:05So I think, yeah, that looks OK.

10:07The next one, proliferation.

10:09Well, I'm going to change it.

10:10I'm going to have the hyphen there, please.

10:12The next one, chronological.

10:14Yeah, that's OK.

10:15Oh, indeterminacy.

10:17Let's put the hyphen there.

10:19I don't want that hyphenated at all.

10:21Ignore.

10:22Well, that's a stupid word to hyphenate and evidence.

10:24I don't need that hyphenated.

10:25Gingerbread.

10:26Yes, I'll have the hyphen there, please.

10:28Approximately.

10:29Well, let's have the hyphen after the aprox rather than the aproxy.

10:33So yes.

10:34And then, of course, it's a ludicrous idea to hyphenate the word pianos.

10:38So I'm going to say no.

10:39But you get the idea.

10:40I was able to go through in a much more controlled fashion,

10:43determining if I want the word hyphenated.

10:46And if I do, whereabouts it gets hyphenated.

10:48So if we do have guidelines within our organization

10:51about exactly how many syllables in we hyphenate or whatever,

10:54then we're more able to follow those.

10:56But you can see, for example, now there we go.

10:58There's the malfunctioning and the chronological

11:01with the hyphen position that I specified.

11:04But notice with the hyphens that were inserted through that process,

11:08they are able to be deleted.

11:10So you can see malfunctioning here.

11:12I can delete that hyphen so I can backspace and get rid of it.

11:16But let me just undo to put it back again.

11:18But also of note is that the actual type of hyphen

11:22that the manual hyphenation process put in for us is an optional hyphen.

11:28So therefore, this malfunctioning hyphenation that we see here,

11:32the hyphen will only appear if it's needed.

11:35So if I were to delete some of these words

11:38such that malfunction will fit on the whole line,

11:41then the hyphen disappears.

11:43If we just go back to that hyphenation button,

11:45there are one or two options in here.

11:47Nothing too exciting really.

11:49So that first one is whether we want to automatically hyphenate the document.

11:53That's the same as the option we tried a second ago.

11:56We can choose whether to include to hyphenate words in caps or not.

12:00The hyphenation zone you'll see is greyed out

12:03because that's not supported by the latest version of Microsoft Word.

12:07But in older versions of Word,

12:09that would allow you to define the maximum amount of space

12:13between the final word on a line and the right-hand margin

12:16before the hyphen gets added.

12:17So don't be surprised if that is greyed out.

12:20And then this option here will allow you to control

12:22how many hyphens on consecutive rows we actually have

12:26because sometimes it can get a bit crazy.

12:27You might have three lines all next to each other

12:30in a paragraph that are hyphenated.

12:31It looks a bit ugly.

12:32So you could change that to a specific limit if you needed to.

12:35But let me just cancel out of that for now.

12:39But just to quickly finish up this particular video,

12:42you will also see next to the hyphenation option

12:45up here on the Layout ribbon tab,

12:46we've also got line numbers.

12:48So I just want to quickly finish up with this.

12:50So I'm going to go back to that other document

12:54and let's on the Layout ribbon tab,

12:56let's switch on line numbers and you'll see what it does.

13:00If I just say, yeah, I'd like continuous line numbers please.

13:03What it will do, and again, it's an entire document setting here

13:06so it didn't matter where I was clicked

13:08but you can see what it's done.

13:09It's given every line in this document a number

13:13and those numbers are tucked away in the left-hand margin there.

13:16They don't interrupt with the flow of the text

13:19and you will have seen that there are a few options here.

13:21So I could have continuous numbering like I've got here

13:24or I could choose to have the numbering starting afresh on each page

13:28or restarting for different sections in my document.

13:31You'll also see I've got this option to suppress for the current paragraph.

13:35So let's say I think, yeah, actually, that's a good point.

13:37I don't want line numbers for this title here.

13:40So it's got rid of that.

13:42But actually, that's the same as the option in here

13:45which is coming under the formatting exceptions on a paragraph-by-paragraph basis.

13:50So that is already checked because I chose the option

13:52suppress for this paragraph from the line numbers button.

13:55But if I think to myself, ah, well, actually, for all of these headings

13:58I would like not to have the line numbering.

14:01Well, let's do our little trick of selecting all of the headings

14:05with similar formatting and then going into that paragraph dialog box

14:08and saying please suppress the line numbers for all of the selection there

14:11and again, this could be yet another setting

14:13that you might choose to put into your heading styles.

14:16But anyway, let's just click OK for that.

14:18And sure enough, none of those headings have got a line number now

14:21but every other line does have.

14:23And finally, if you just pop back here

14:26you can see we've got some line numbering options.

14:28They're a little bit hidden in the page setup dialog box

14:31but down the bottom here we've got line numbers.

14:34So for example, we can control what number the numbering starts at

14:38and how far away they are at the text

14:40and whether we want to count in ones or in fives or, you know,

14:43two, four, six, eight or whatever

14:45and a repetition of whether we want the numbering to restart

14:48on each page or each section.

14:50So, yeah, fairly specialised functionality, I think, line numbering.

14:54We do tend to see it in, I don't know, I've seen it with scripts for radio plays

14:59or I suppose any plays for that matter

15:01but I happen to have seen it for a radio play

15:02where every line is numbered

15:04so that when we're sitting around doing the talk through

15:05people can say, ah, line number 14, blah, blah, blah.

15:09They might have a query.

15:10So it is useful if everybody's sitting around a table

15:12with a printout of a document that we're reviewing

15:15and we want to be able to refer to a very specific line in the document

15:19but it's not going to be something you see that often.

15:21So to turn them off, go back to line numbers and say none

15:25and we're back to where we were.

0:00Tabs is one option we have for laying out our text neatly in columns.

0:04And in fact, in the good old days of the typewriter, tabs were the only option we had.

0:08And I can remember in the early days of word processing,

0:12training secretaries and accountants how to use tabs to lay out a balance sheet, for example.

0:16You know, say something like this, perhaps.

0:18You can see we've got text lined up in a very particular way.

0:21And yes, we can do that using tabs.

0:24You'll see that I'm just in any old blank document here,

0:27and 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,

0:33that cursor will hop a certain amount of space along the first line of the document there.

0:38And if you press it again, it'll hop.

0:39Let me press it again.

0:40And if you switch on that show hide button to see the hidden formatting marks,

0:44you can see that a tab looks like this arrow.

0:46So every time you press the tab on the keyboard, you'll get that little arrow.

0:49But the next question people ask me is, well,

0:51how does it decide how far to hop when you press the tab key?

0:54Well, there are two answers to that question.

0:56Firstly, if you have not set any tab stops like I haven't here,

1:00this is just a blank document.

1:02When you press the tab key, it'll hop the amount set as the default tab stop.

1:07And for me, while I'm using centimetres on the ruler,

1:09and it kind of looks like, well, it's hard to judge really, isn't it?

1:12Just over a centimetre, something like that.

1:14But if you go into the paragraph dialog box,

1:16and then down towards the bottom left hand corner, choose tabs,

1:19that is the default tab stop.

1:21So for me, because I'm working in centimetres, it's 1.27 centimetres,

1:25which does look a bit random.

1:26Of course, you can change that.

1:28But that's actually the metric equivalent of half an inch.

1:31Now, just to note, if you do decide to change that,

1:34then it will only change it for this one document.

1:36There isn't an option here that says set as default,

1:39like we've seen for other paragraph options and font and whatnot

1:42that will change it for future documents.

1:43It'll just change that default tab stop for this particular document.

1:47I don't think that's too much of a problem, though,

1:48because normally when you are working with tabs,

1:50you'll be setting your own tab stops on the ruler anyway,

1:53which is what we're going to do.

1:54But I do just want to also, let me get rid of those tabs there,

1:57but I also just want to quickly show you

1:59how you can change the measurements on this ruler.

2:01Because if you are in Europe or in the UK, like I am,

2:04it will default to centimetres.

2:05But let's imagine your house standard,

2:07because the standards date back many years,

2:10but let's imagine your house standards is given to you in inches.

2:13You might choose to change your ruler there to inches.

2:16And indeed, if you're in the US, that will default to inches anyway.

2:18But if you just go to file options,

2:20and then down to advanced, and then down, where is it?

2:24Keep going down here.

2:25There we go.

2:26In the display category, show measurements in units of,

2:28well, just for fun, I'm going to change it to inches.

2:31There we go.

2:31Click OK.

2:32And you can see the ruler has updated.

2:33And when you press your tab key now,

2:35you can see it hops along exactly half an inch.

2:38And that default setting in that same tabs dialog box

2:41is now set to half an inch.

2:43But anyway, let me cancel that

2:44and go to one of my supplemental files for this particular skill.

2:48And we're going to try and reproduce

2:49some of the examples in this file.

2:51So you can see here, here's a nice neat list

2:54with three columns there.

2:55And if I click somewhere in this list

2:57and then look up in the ruler,

2:59I can see that specific tab stops have been set

3:02because of these rather subtle markers on the ruler,

3:05one there and one there.

3:06And when we add these little markers on the ruler,

3:08that means we're overriding

3:10the underlying default half inch tab stops

3:13by setting our own.

3:14So what I've done,

3:15I've left a gap underneath each example

3:18because there are more examples further down this document

3:20for us to recreate the example together.

3:22And when I click in the gap underneath this list,

3:24you can see that there are no little funny markers

3:27on the ruler.

3:27That's because I have removed them

3:28so we can recreate them together.

3:30I mean, normally if you were just to press enter

3:32after typing a list,

3:32those tab stops would still be there

3:34for you to carry on the list,

3:35but I have purposefully removed them

3:36so we can recreate them.

3:38Now for this first column,

3:39we don't need a tab stop

3:41because this is just lined up

3:42with the left-hand margin of the document.

3:44But we do need to set the point at which

3:46we want to hop to when we type this department column.

3:50We want to just press tab once

3:52to hop all the way to there

3:54rather than having to go hop, hop, hop

3:55in half inch chunks.

3:57So what we need to do

3:58is look at the very, very, very far

4:00left-hand corner of your ruler.

4:02Sometimes people don't spot it,

4:04but right over here,

4:05you can see these are your different tab types.

4:08So because that department column is center aligned,

4:11well, we don't want a left aligned tab.

4:14We want a center aligned tab.

4:16So you're going to have to click that

4:17until you see this funny upside down T

4:20which indicates a centered tab.

4:22And then with your cursor in position

4:24where you want to start typing your little list,

4:25you click on the ruler at about the point

4:27where you want that center tab to appear.

4:29So I reckon it was at what?

4:30Almost three inches, something like that.

4:32And then you can see this funny

4:33upside down T on the ruler.

4:35And then this other little column here

4:37in our list is going to be a right aligned tab.

4:40Can you see these figures are right aligned?

4:42So back to that funny marker

4:43at the far left-hand side

4:44and keep clicking it

4:45because this will change if you click it,

4:47it'll toggle you through

4:48all sorts of different options.

4:49But if you click it until you get,

4:51oh, where is it?

4:52That funny back to front L,

4:54that's a right aligned tab.

4:56And then just click on the ruler again,

4:57make sure your cursor is still blinking

4:58where you want to start typing

5:00the first line of your list,

5:00but click on the ruler at about the point

5:02where you want that right aligned tab to go.

5:05Good.

5:05So I've got these funny little markers on the ruler.

5:08So now let's start typing our list.

5:10So I've typed that first heading

5:11and then when you press your tab key,

5:13it's going to hop you all the way

5:14to that first tab stop, that centered tab.

5:17So now you can type in that other heading

5:20and then tab again and type the next heading

5:22and you can see that's right aligned.

5:24And then of course, as I press enter again,

5:26look up at the ruler,

5:27it has maintained those little tab stops.

5:29So now we can just start typing in the names

5:31and I will just do this quickly.

5:32Thank heavens for autocorrect.

5:34And you can see that's all lining up beautifully.

5:36So let's just put in a number there

5:38to check the right alignment.

5:39Excellent.

5:39And again, you could press tab and keep on going

5:41and I will just quickly fast forward

5:42the recording of that.

5:44Now to create this little line

5:46that's separating out another figure there.

5:48In this case, it happens to be an average.

5:49Now notice this isn't doing any calculation.

5:51We're just typing it out.

5:52But if I press enter again,

5:54having typed that last figure

5:55and I think, hmm, I want that little line.

5:57Well, I'm going to press the tab twice

5:59to get to that right column

6:00and then just simply use the underscore key

6:02on the keyboard to create a little line.

6:04So that's what we would have done

6:05in that balance sheet example

6:06that I showed you the screen snip of

6:08in the introduction.

6:09But let's just press enter again

6:10and then tab, tab all the way to the end there

6:12to type in that last figure.

6:14What was it?

6:1458.67.

6:16Perfect.

6:17When it comes to applying formatting,

6:18well, it's easy for the rows.

6:19So I can select that top row,

6:21for example, to make it bold.

6:22I can select this bottom row

6:23to make that figure bold as well.

6:25But what if I want to apply formatting to a column?

6:28Let's imagine this rate column

6:30or maybe this name column.

6:31I want to make a different color

6:32or make it italics.

6:33And of course, let's try the name column.

6:35If I were to click and drag

6:36to try and select the name column,

6:37well, it's selecting all of the other parts

6:39of the little list as well

6:40because of course this is flowing text, isn't it?

6:43But there is a little trick

6:44that you can try.

6:45Now, it won't work in every situations

6:47with your tabbed list,

6:47but for us today, it should work.

6:49So if I hold down my alt key

6:50and click and drag, there we go.

6:52So alt with a click and drag

6:54will allow you to select

6:55more precise parts of a list.

6:57So in this example, that has worked well.

6:59So let's make that particular column

7:00red and italics just because we can.

7:03But if we want to change the alignment

7:05of a particular column,

7:06well, that's a little bit different.

7:08This is where we're going to have to adjust the tab.

7:10So let's imagine this middle column.

7:12I'd like to make it left aligned.

7:14Well, I'm going to have to change the tab type,

7:16the tab stop type that we added

7:18to the ruler in the first place.

7:19And if you want to meddle

7:20with the tab stops that you added,

7:22you must, I repeat, must select

7:24the whole list first.

7:26Because if you're just clicked

7:27in one of the rows in the list,

7:28then whatever changes you make

7:29will only affect that one row.

7:31So you must select a whole list first.

7:33And then up on the ruler,

7:34first of all, if I want to change

7:35the position of that department column,

7:37well, I'm going to very carefully

7:39click and drag that upside down T,

7:41that center aligned tab stop.

7:43And you can see that sure enough,

7:44that column is moving along

7:45with where I am dragging it.

7:47Be careful, though, if you accidentally

7:49click and drag slightly off the ruler,

7:50then you will remove that tab stop.

7:52So thank goodness for undo.

7:54So be a little bit careful

7:55with your clicking and dragging.

7:56But if you did want to change the tab type,

7:59so maybe make that column left aligned

8:01rather than centered,

8:02then yes, you would drag

8:04that center tab off the ruler.

8:06Have faith.

8:07Don't worry about it looking peculiar.

8:08But then over on the very far left hand side,

8:11make sure you've got

8:11the appropriate replacement tab type selected.

8:14So yes, that's a left aligned tab stop.

8:16And then click on the ruler

8:16where you want the left aligned tab stop to go.

8:18And it'll all hop into position.

8:20But if you don't trust

8:22your clicking and dragging

8:23and your manipulation

8:24with the mouse on the ruler there,

8:26you can do that through the dialog box.

8:28So we already saw the tabs dialog box

8:30when I was showing you the default tab stops.

8:32We got to it through the paragraph pop out.

8:34But a quick way of getting into it

8:35is to just double click

8:37on any of your existing tab stops.

8:39And that'll show you the exact tab stops

8:41that you've already got set.

8:43So we've got one tab at almost 2.2 inches,

8:46which is that one there,

8:47and another one set at 4.5 inches,

8:49which is this one up here.

8:50So let's imagine that 2.19 inch tab stop.

8:54Well, I want that to be exactly 2.2

8:57and I want it to be centered.

8:58So a slightly more controlled way of doing that

9:00would be through the tabs dialog box.

9:02So let's get rid of the 2.19 inch tab stop.

9:04So I'm clicked that

9:05and I'm going to click clear down the bottom here.

9:07So now let's type in 2.2 for a new tab stop

9:11and I choose the alignment as centered

9:13and we will come back to these leaders

9:14in the next example.

9:15But if I click set,

9:16we can see those are now the two tabs

9:18that we've got set in this selection.

9:20So click okay.

9:21Good.

9:22And that department column

9:23is now in exactly the right position

9:25and exactly the right tab stop type.

9:27Now, when you have finished typing your little list,

9:29your little tab list,

9:31when you click at the end of the list

9:32and if you were to press enter

9:33to start typing some ordinary text,

9:36then look up at the ruler.

9:37You will notice that those little markers

9:39are still there,

9:40but that won't affect normal text

9:42that you just type.

9:43You'll see that it just wraps normally.

9:45It doesn't matter that we have got

9:46those markers on the ruler.

9:48They're there in case we need to create another list

9:50with the same measurements

9:51later on in this document.

9:52But if for whatever reason

9:53you did want to remove those markers,

9:55then of course,

9:56you could drag them off the ruler

9:57or control Q

9:59and those markers have disappeared.

10:00So control Q will clear paragraph formatting.

10:04I'm just going to whizz down

10:05to page two of this document

10:07so we can try a different example.

10:08And you can see these dots here

10:10leading up to,

10:11if I just click in here,

10:12leading up to that right aligned tab.

10:14So we're going to have a go at that.

10:15And again,

10:16if you click directly underneath that list,

10:18you'll see that I have removed those tab stops

10:20so that we get a go

10:21at putting them in again ourselves.

10:22So we need a left aligned tab stop just here.

10:24So checking the correct tab type

10:26is shown just at the very far left hand corner there.

10:29Let's click about here

10:30and we want a right aligned tab stop over here.

10:33So let's just click through the different tab types

10:35and then click on the ruler.

10:36But also I need to tell words

10:38that I want dots leading up to that right tab stop.

10:42And if you double click

10:42to get back into that tabs dialog box

10:45and make sure you're clicked on

10:46the appropriate tab stop,

10:48which is this one,

10:48almost four,

10:49so 3.88.

10:50And this is where we say

10:51what type of thing we want

10:53leading up to that tab stop position

10:55and we want little dots.

10:57So let's set that and click OK.

10:59So now I can press my tab key

11:01to type in chapter six.

11:02Don't worry too much at this stage

11:03if it doesn't look like the line above,

11:05but if you press your tab key,

11:06perfect.

11:07That's giving us the little dot leaders.

11:09And this does lead me

11:10to another little troubleshooting tip

11:12because if you think to yourself,

11:13oh, for goodness sake,

11:13they don't look the same.

11:14That's really annoying.

11:15Then don't forget your format painter

11:17to make everything match.

11:18So click on part of this tab list

11:20that contains the appropriate settings

11:22and measurements that you like

11:23and then click the paintbrush to suck it up

11:25and then spit it out onto the offending line

11:27and you should see that is now perfectly aligned.

11:30So that's an example of our little dot leader.

11:32But if I scroll down

11:33to the very last example in this document

11:34and just click in this little list,

11:36look up at the ruler.

11:37You can see that this time

11:39this is a decimal tab.

11:41It's the upside down T,

11:42which looks like a centred tab,

11:43but with a little dot.

11:45That means that all of these entries

11:46are lined up by their decimal point.

11:49And so the last tab type

11:50I'd like us to add is a bar tab

11:53and a bar tab in the context of word anyway,

11:56gives us vertical lines in our tabbed list.

11:58So select your list

11:59and then on that little tab selector

12:01at the very far left hand side there,

12:03click through until actually look,

12:05that's the decimal tab type,

12:06but keep clicking until you get that.

12:08That's your bar tab

12:09and then click on the ruler.

12:10Whereabouts you want these little lines to appear.

12:13But if you do find yourself

12:15using too many of these lines,

12:16that might be your clue

12:17that you should have done your list

12:19in a table rather than a tabbed list,

12:21because of course the table is a grid

12:23and therefore lines are very much part of that table.

12:25But the good news is

12:26it's very easy to convert

12:28an existing tabbed list into a table.

12:30So if you select a tabbed list

12:32and you think I wish I'd done this in a table,

12:34go to the insert ribbon tab,

12:35choose table

12:36and you've got an option here

12:37to convert text to table.

12:39And if you choose that,

12:40you do have quite a few options

12:42you can set if the end result

12:43isn't what you were expecting,

12:45but it does work really well

12:46just converting a tabbed list to a table.

12:48So always start off with the default settings.

12:50We can just click OK.

12:51It's done the job.

12:52Perfect.

0:00Task number one says on line 42

0:03so where's that? That must be down here somewhere.

0:05There we go. It says change the hyphen

0:07in non-developer to a non-breaking hyphen.

0:11So you don't need to worry if you didn't remember the keyboard shortcut

0:13because you can go to the Insert ribbon tab

0:16choose Symbol, More Symbols

0:18and then in that dialog box Special Characters

0:21and there you will see the non-breaking hyphen

0:23with a reminder of the keyboard shortcut

0:25which was Alt Shift hyphen.

0:26But anyway, let's insert that and close.

0:29So that's task number one done.

0:31Task number two says convert the tabbed list

0:34at line number 51.

0:36So it must be this slot here. Convert that to a table.

0:39So I can see it's a tabbed list

0:40because of the tab markers on the ruler.

0:42So yes, let's select it and then insert table

0:46and there we go. Convert text to table

0:48and if in doubt stick with the default options

0:51because for a simple tabbed list like this

0:52that should be yeah, absolutely perfect.

0:55Task number three says make the change required

0:59to the paragraph pagination

1:01so that each heading starts on a new page

1:04and does not include these line numbers.

1:07So there are quite a lot of headings.

1:08So let's use our trick to select all of the headings in one go.

1:12Yeah, there we go. Pop out the paragraph dialog box

1:16on that Line and Page Breaks tab just there.

1:19We're going to say Page Break Before.

1:22That was one of the options that we did not try out in the video

1:24but I just mentioned so we're going to try it out now

1:26and also being sure to suppress line numbers.

1:29So this checkbox here is kind of neither checked nor not checked.

1:32That must mean that in the selection there

1:34there's a mixture of suppression or not suppression of line numbers

1:37but I do want to make sure that it is suppressed

1:39so I click it to ensure a proper checkmark there.

1:42Click OK and we should see some dramatic changes when we do that.

1:45So yes, each heading there is appearing on a new page

1:48and they don't have the line numbers.

1:49So yes, I think we've completed task number three there.

1:53Task number four says identify what kind of hyphenation has been applied

1:57and turn it off.

1:59So taking a look at this.

2:00Well, I think you can see for example looking at this paragraph here

2:04that the hyphenation is a bit extreme.

2:06So for me that indicates that yeah,

2:08this surely has got to be the automatic hyphenation

2:12and also the fact that you can't delete those hyphens.

2:14You can't actually select them and get rid of those hyphens.

2:17So that must be automatic hyphenation.

2:19So to turn it off on the layout ribbon tab, we simply choose none.

2:24Good. And then task number five says looking at the text in blue italics

2:29at the very top of the document.

2:31So just here observe that tab has been pressed after each of these headings.

2:36So let's turn on the show hide hidden characters button.

2:39So yes, we can see the arrow there squashed up quite small here and here.

2:43But yes, the arrow shows us that tab has been pressed after the colon of the title there

2:49and it says for this block of text add a left aligned tab

2:53at 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.

3:00Remember choose the right style of tab

3:03and then click on the ruler at about four centimetres or one and a half inches

3:06and bingo. I hope this has been informative for you

3:10and I'd like to thank you for viewing.