2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

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Objective 5: Change
Document and Paragraph
Layout
Document layout includes margins—the space between the text and the top,
bottom, left, and right edges of the paper. Paragraph layout includes line spacing,
indents, and tabs. In Word, the information about paragraph formats is stored in
the paragraph mark at the end of a paragraph. When you press , the new
paragraph mark contains the formatting of the previous paragraph, unless you
take steps to change it.
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Word 1: GO! Learn How Video, Objective 5

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Activity 1.17: Setting Margins

MOS 1.2.1

You can set the margins of a document using one of the preset margin options, or
you can apply a custom margin to indicate an exact margin size.

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

1. Navigate to your Word Chapter 1 folder, and then double-click the Word

file you downloaded from MyLab IT that displays your name—

Student_Word_1B_Internship. If necessary, at the top click Enable Editing.
On the Home tab, in the Paragraph group, be sure Show/Hide is active
so that you can view the formatting marks.

2. Verify that the rulers display in your document. If they do not, click the

View tab. In the Show group, click the Ruler check box so that a check
mark displays in the box.

3. Click the Layout tab. In the Page Setup group, click Margins, and then take

a moment to study the settings in the Margins gallery.

If you have recently used custom margins settings, they will display at

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the top of this gallery. Other commonly used settings also display.
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At the bottom of the Margins gallery, click the command followed by an

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ellipsis—Custom Margins…—to display the Page Setup dialog box.

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5. In the Page Setup dialog box, under Margins, press as necessary to
select the value in the Left box, and then, with 1.25" selected, type 1

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This action will change the left margin to 1 inch on all pages of the
document. You do not need to type the inch (") mark. E
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6. Press to select the margin in the Right box. Type 1 and then at the
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bottom of the dialog box, notice that the new margins will apply to the
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Whole document. Compare your screen with Figure 1.26.
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Figure 1.26

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

7. Click OK to apply the new margins and close the dialog box.

8. Scroll to position the bottom of Page 1 and the top of Page 2 on your

screen. Notice that the page edges display, and the page number and total
number of pages display on the left side of the status bar.

9. Near the bottom edge of Page 1, point anywhere in the bottom margin

area, right-click, and then click Edit Footer to display the footer area. On
the Header & Footer tab, in the Insert group, click Document Info, and
then click File Name.

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In the bottom margin area, hold down and then click to display the shortcut

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menu. Click Edit Footer. On the Header & Footer tab, click Field, and then
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under Categories, click Document Information. Under Field Names, click
FileName, and then click OK.

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10. Double-click anywhere in the document to close the footer area, and then
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Save your document.
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Activity 1.18: Aligning Paragraphs
Alignment refers to the placement of paragraph text relative to the left and right
margins. Most paragraph text uses left alignment—aligned at the left margin,
leaving the right margin uneven. Three other types of paragraph alignment are:
center alignment —centered between the left and right margins; right alignment
—aligned at the right margin with an uneven left margin; and justified alignment
—text aligned evenly at both the left and right margins. The table in Figure 1.27
shows examples of these alignment types.

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Figure 1.27

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

1. Scroll to position the middle of Page 2 on your screen, look at the left and

right margins, and notice that the text is justified—both the right and left
margins of multiple-line paragraphs are aligned evenly at the margins. On
the Home tab, in the Paragraph group, notice that Justify is active.

To achieve a justified right margin, Word adjusts the size of spaces

between words, which can result in unattractive spacing in a document

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that spans the width of a page. Many individuals find such spacing
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difficult to read.
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2. Press to select all the text in the document, and then on the Home

tab, in the Paragraph group, click Align Left .

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to select all the text in a document.
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Another Way
On the Home tab, in the Editing group, click Select, and then click Select All.

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

3. Press to move to the beginning of the document so that the

insertion point is positioned to the left of the first word in the document—
Biz. In the left margin area, point to the left of the first paragraph—Biz
Intel Media—until the pointer displays, and then click one time to
select the paragraph.

Use this technique to select entire lines of text.

4. On the mini toolbar, in the Font Size box, select the existing number, type

40 and then press .

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Use this technique to change the font size to a size that is not available
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on the Font Size list.

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5. Select the second paragraph—Summer Internship Information—and then

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using the mini toolbar or the ribbon, change the Font Size to 26 pt.

6. Point to the left of the first paragraph—Biz Intel Media—to display the

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pointer again, and then drag down to select the first two paragraphs, which
form the title and subtitle of the document. On the Home tab, in the
Paragraph group, click Center
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to center the title and subtitle between
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the left and right margins, and then compare your screen with Figure 1.28.
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Figure 1.28 PR I
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7. Near the top of Page 1, locate the first bold subheading—Exciting

Opportunities for Students!. Point to the left of the paragraph to display

the pointer, and then click one time to select the text.

8. With Exciting Opportunities for Students! selected, use your mouse wheel

or the vertical scroll bar to bring the last paragraph of Page 1 into view—

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

Requirements. Move the pointer to the left of the paragraph to display the
pointer, hold down , and then click one time. Release , and then
scroll to the middle of Page 2. Use the same technique to select the third
subheading—Upcoming Internship Livestreams.

Mac Tip

Hold down when selecting multiple items.

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Three subheadings are selected. In Windows-based programs, you can

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hold down to select multiple items.

9. Click Center to center all three subheadings, and then click Save .

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Activity 1.19: Setting Line Spacing

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Line spacing is the distance between lines of text in a paragraph. Three of the
most commonly used line spacing options are shown in the table in Figure 1.29.

Figure 1.29

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

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1. Move to the beginning of the document, and then press to select all

of the text in the document.

2. With all of the text in the document selected, on the Home tab, in the

Paragraph group, click Line and Paragraph Spacing , and notice that the

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text in the document is double spaced—2.0 is checked. Compare your

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screen with Figure 1.30.

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Figure 1.30

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3. On the Line Spacing menu, click 1.5, and then click anywhere in the

document to deselect the text. Compare your screen with Figure 1.31, and
then Save your document.

Figure 1.31

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

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Activity 1.20: Indenting
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MOS 2.2.3

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Indenting the first line of each paragraph is a common technique used to identify
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the start of a new paragraph.

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1. Below the title, subtitle, and subheading of the document, click anywhere
P R W I
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in the paragraph that begins specializes in the production.

2. On the Home tab, in the Paragraph group, click the Dialog Box Launcher

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Click the Line and Paragraph Spacing button, and then click Line Spacing
Options.

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

3. In the Paragraph dialog box, on the Indents and Spacing tab, under

Indentation, click the Special arrow, and then click First line to indent the
first line by 0.5", which is the default indent setting. Compare your screen
with Figure 1.32.

Figure 1.32

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4. Click OK, and then click anywhere in the next paragraph, which begins

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Social media integration. On the ruler under the ribbon, drag the First Line
Indent marker to 0.5 inches on the horizontal ruler, and then compare
your screen with Figure 1.33. E
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Figure 1.33
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5. By using either of the techniques you just practiced, apply a first line indent

of 0.5" to the paragraph that begins Media production interns.

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

6. Save your document.

Activity 1.21: Setting Space Before

and After Paragraphs

MOS 2.2.3
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Adding space after each paragraph is another technique to differentiate

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paragraphs.

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1. Press to select all the text in the document. Click the Layout tab,

and then in the Paragraph group, under Spacing, click the After spin box
up arrow one time to change the value to 6 pt. E
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To change the value in the box, you can also select the existing number,
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type a new number, and then press . This document will use 6 pt
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spacing after paragraphs to add space. I

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Another Way
On either the Home tab or the Layout tab, from the Paragraph group, display the
Paragraph dialog box, and then under Spacing, click the spin box arrows as
necessary.

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2/25/25, 11:19 PM Objective 5: Change Document and Paragraph Layout

2. Press to move the insertion point to the beginning of the

document to the left of the word Biz, and then compare your screen with
Figure 1.34.

Figure 1.34

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3. Near the top of Page 1, select the subheading Exciting Opportunities for

Students!, including the paragraph mark following it. Scroll down using the

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vertical scroll bar, hold down , and then select the Requirements and
Upcoming Internship Livestreams subheadings.

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Use to select multiple items.

Alert

Did your screen zoom when you were selecting?

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Holding down and using the mouse wheel at the same time will zoom your
screen.

4. With all three subheadings selected, in the Paragraph group, under Spacing,

click the Before up spin box arrow as necessary to set the Spacing Before to
12 pt. Compare your screen with Figure 1.35, and then Save your
document.

This action increases the amount of space above each of the

subheadings, which will make them easy to distinguish in the
document. The formatting is applied only to the selected paragraphs.
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Figure 1.35 D

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