Lessons

Lesson Info

Segment 14 - Word - Line & Paragraph Spacing

So the next thing that I want to talk about is line spacing and there's actually two different concepts in line spacing there's the space between the lines inside a paragraph and the space between the actual paragraphs themselves so I want to start with the lines inside the paragraph and so I want to change the line spacing single space is a little bit tight and kind of the new the new normal is to do one point one five spacing which just gives it a little bit more white space which helps our brains um uh understand the information so I want to select the whole document how do I do that triple click in the selection bar great thanks henry and up here in this paragraph section I have this button here for line spacing and when I drop that down I can see single space here is that one point one five I mentioned you also have one and a half spaces two space is two and a half triple click all different ones we're going to do the one point one five just to give it a little bit of breathing ro...

om next I want to talk about the space between the paragraphs and there's a transition going on and this does to some extent depend on the version of word that you have where when you hit return instead of just being a single space it puts a gap between your paragraphs and the way that this document was set up it was actually set up improperly it's actually bad form to use return characters as your paragraph spacing and the reason why I say that is have you ever tried to fit a document on toe one page and it's like just a little too long and then you spend all your time highlighting all those little paragraphs and shrinking them up and shrinking them up until everything fits you want to avoid that and so what we're going to do in the next steps is we're going to set it up so that first we're going to put the gap between the paragraphs then I'm going to show you how to use find and replace to get rid of all of those extra paragraphs bases so the first thing that we need to do is set the paragraph spacing and one way of getting there is from that line spacing and then it gives me an option at the bottom for line spacing options that's going to be the easiest way of getting there I can also get to this same window by going up to the menus and going up to format and then paragraph format paragraph gives me this same dialog box right here and I can see the line spacing that I already set the one point one five is right there so this is a second place to change this year line spacing but when I'm particularly interested in is this spacing before and after your paragraphs, so I'm going to concern myself with the space after the paragraph so that when I hit return it puts a space after the paragraph so I'm going to use my up arrow and when I hit it one time it jumps six points I want to jump it to click twice it jumps into twelve points keep in mind that those points are like the font size and right now my document is font size twelve so this twelve here is one line the six is a half line, so I've set this now to twelve points after a paragraph and I click ok, but it only changed in one place. What did I forget to dio have to select the whole document otherwise that only applies to the one place that I'm clicked, so I'm going to go into that left margin and triple click again and let's do the same thing a second time lines facing button line spacing options and I'm going to change the spacing after two twelve and then click ok, I should point out here noticed that the rest of this box is blank and that's because throughout the document there's, multiple different styles or formats happening there's some things that airlines different line space in different in dense so it's wiped everything out and just allowing me to focus on the one thing that I want to change and I'll click ok and now my whole document has extra spaces between all of the paragraphs in a lot of these places there's too many so now we're going to get rid of the extra paragraph marks between did everybody get the paragraph spacing in there? So to get us set up for this, I want to introduce you to a new part of the interface and go up to the view menu up in the top menu bar and then come down to the side bar and then click on the document map pain and it brings up a sidebar on the left hand side that has several different tools on there's four different buttons at the top click on the thumbnails pain the first of the buttons and this is a really interesting and useful way of looking at your document page by page by page so you can see how the whole document is laid out. It also allows you to just jump where you want to go so I can jump to the top page or jump to page six or jump to the last page just by clicking on these thumbnails were going to use the fourth button at the top there's four different tools here and we'll talk about all of these in terms we're going to go to the last one which is find and replace now, if you were just trying to find something in the document, just doing a random find, you could use this search and document up the top in the upper right hand corner. And so if I type in jewelry, for example, what a simple find will dio in this, um, sidebar is show me every single instance of the word jury anywhere in the document, and I can click on any one of them, and it will jump me to that use of the word in the document so you can even navigate a document by picking a word. Now, in our case, we want to use the find and replace tools up at the top, and we're going to find I'm going to do several different kinds of find and replace for you, so the first one is we need to get rid of those extra paragraph marks, so I'm going to erase jewelry that I have in there now, and you can see that he could type in any word there, but you don't have to just search for words in your document if I click on the drop down menu, the drop down arrow next to that search pain, I can see that aiken search for puncture with different kinds of punctuation marks, and I want a paragraph mark, but not just one I want to paragraph marks and so this is going to look through the whole document to everywhere where there's a paragraph mark and then another paragraph mark and in the replace I'm going to ask it to replace that with just one paragraph mark so in the top box drop down paragraph marked drop down paragraph mark in the second box just dropped down paragraph mark and I'm going to do a replace all and it's gonna wish through the document and it found ah whole lot of changes and now when I look through I have proper gaps between my paragraphs see those and so I no longer have the extra paragraph marks now here's one I'm on page let's go see where I am in the thumbnails right here and it's okay I think there's a couple of them so there's one on page four and there's one a little further down what happened here the reason why this finding replaced didn't work is because there's an extra space in there see that little dot this is why I love the paragraph marks if I didn't have the paragraph marks on I would have no idea why that happened and so with my paragraph marks on aiken see that there's an extra space in there and then at this point I'll just be just azizi just to delete that paragraph mark and if I see any others as a burning through the document there's one on page five also I couldn't just highlight it and to lead it now while we're talking about finding replace let me show you a few others because I'm adopting another business plan and using it as a template for mine I have some things that I need to change I'm looking at page for and I see here the state of maryland westfield montgomery mall but says the maryland but I'm in portland, oregon so I'm going to go back to the search and replace and I'm going to erase my paragraphs paragraph and I'm gonna type in westfield montgomery and in portland we have the lloyd center so I'm going to replace westfield montgomery with lloyd center and I'm going to replace all so now it says the lloyd center mall and I need to change bethesda, maryland with portland, oregon and all typed those in and I will replace all of those and I also know that there's one place in here where it says, um the md actually says maryland so I'm going to change maryland to oregon and replace all of those and I have one last bethesda that had no state after it and I'll change that to portland so you want to be careful that making sure your matches actually do match and cover all of your basis so now it says portland throughout my document that was one more change that I want to make there's been a change in proper quote unquote spacing that when I was in school I was always taught in my typing and keyboarding classes that you always put two spaces between a sentence but in printing magazines, newspapers the convention is just one space between your sentences so I want to go ahead and adopt that sometimes it's safe space on the document so I can see here that I do have to space is because I have my paragraph marks on it's the only way that I would know without use it if I didn't have my paragraph marks showing so I can also use fine and replace for spaces so when a race bethesda and I'm going to put in space bar space bar and look at that I've got fifty matches through the document and I'm going to replace two spaces with just one space and it's not going tio find just single space because it has to be space space and so you can't see anything here but I'm going to do a replace all and now all of my sentences should have one space between them but check this out I've got one left right here that still has two spaces so that one had three spaces originally so I'm actually solving a problem in the document by doing this so I'm going to run it one more time just to take care of that last one that originally had three spaces now it's down to one so those are all kinds of different ways to use your finding replace any comments, questions? I think we're good everybody done okay, so now I want to turn our attention tio bullets and numbering, and this document actually has several areas where it was designed to be, um, bullets and numbering, and so I'm going to start up the top and we're going to make some of these bullets, some of them numbered, and then I'll show you some other ways to work with it. So on page two, it says business objectives and the first sense is the primary objectives of the business plan are below, so I don't want to include that line because that's my introduction to the bullets so I'm gonna hire highlights or select the lines below two, two, two, two but not mission statement and let's make that a numbered list, so I'm going to come up to paragraph up to this number of list right here and simply click on it and it adds numbers. It gives it a little space between the numbers and the text and it in dense the numbers as well so that they read nicely. I'm also going to click in front of mission statement and hit return to give that political ist a little bit of extra breathing room so it doesn't run straight into the mission statement now the bulleted lists were exactly the same way come down to the guiding principles and these air actually little paragraphs but I will in my selection bar click and drag tow highlight passion, happiness and fairness and I'm going to come up now to the bullets and click on bulleted list and now it turned it into a bulleted list and again, I'll add a little bit of space before the keys to success and then the keys to success also has an introductory paragraph and then the bulleted list starts on page just three from showcase down to create a visible and we'll put bullets theirs now when I'm working with my bulleted lists and numbered list, one of the things that's nice about these is that they are dynamic, so if I want to add a new bullet inside the list, I don't have to manually re number everything all I have to dio is create a new click where I want the bullet to go I'm sorry the new number two go and hit return and it re numbers for me, so I'm going to put in a new bullet number two I clicked before one of these items and I'm going to add to design jewelry that improves people's lives and so you can always add a new number there now if you were adding to the end of the list when you're typing a bulleted list every time you just get to the end of the bullet and you hit return, it makes a new bulleted item, and so when add a last one, tio earn a living wage for the owners. Now, when I'm done with my list and I hit return again, it does the numbering again, but if I hit it a second time erases that last number and gives me that extra space at the end of the paragraph that wasn't there before. So just to demonstrate that again, when I hit return and I'm done, I just hit return again, and then I'm really done and the same thing that works for the bullets, I am going to get rid of that extra space right there same thing works with the bullets if I'm at the end of a bullet and I hit return, it adds a new bullet, I'm going to do command z to undo that, and if I'm at the end of the paragraphs and I hit return, but I'm really done a hit return again and it wipes the bullet out so bulleted and numbered lists are really easy to work with in a later session, I'm actually going to show you how to change those bullets and use some fancy bullets in it for making a document a little more dynamic, we'll go up to the top page of the document and there are times when you're going to want some of your information tio start on the following page so this is my title page from jewelry store down here through date and then the executive summary goes on the next page, but the very last thing that I want to do is hit return return return return until the information gets to the next page cat you've done this, and the reason why you don't want to do that is if I've spent all that time going return return return return to get it down to the next page, but then I changed my font size or my spacing or I add something to it all of a sudden the whole rest of the document is off and I have to then compensate for all the changes that I just made so instead he there's a way of forcing your content to go to the next stage and to do that, you start by clicking your mouse clicking, putting your insertion point is that word yet, but that blinking line is called the insertion point and get the very first space of what's going to be the next page and I can do this from a couple different places I can go to the layout ribbon, which concerns itself with where things are on the page and I can come down to break and then choose a page break and you'll see when you have your paragraph marks on, you can see that there's actually a little line here that is, that paint break and executive summary is now on the following page, another place where you can find that command is up on your menus under the insert menu. You can insert break and then page break, and so that will do the same thing. I'm not going to do it twice, but now you can see it here and I am going to go get rid of all those extra spaces that I made. So that is how you forced yourself onto a new page, and so no matter what I do, this title page executive summary will start right here at the top. Now, we've put in a lot of work into this document, and we don't want to lose it, so the first next time that we need to do is save our document, so I want to show you some ins and outs of saving it and also doing talk about compatibility a little bit, so to say, the document, you can either use the floppy disk that's on this this ribbon. And so for those of you who are young enough, that's actually a floppy disk that's how we used to save documents a long time ago or I could go up to the file menu and she was saved from there, or my very favorite keyboard command, even more than undue is command s for safe and so one of those ways, go ahead and tell it to save now that save overrode the document that I had open before if I want to save the document, but leave my original in place instead of doing a save, I would dio a safe ads, and that save, as allows me to change the location or the name or both. Now, when you pull this window up for the very first time in the program, it looks something like this it's kind of short and collapsed. This save, as will usually be the first words that it sees in the document. So it might say, dear ralph, it could have it could have a date. It could have any random information up there, so you want to give it a name that makes sense to you so that if you were just reading it off of a list a couple years from now, you would know exactly what this document is. Jewelry store kiosk business plan might be a good name for it, then, in the where this usually will default just to your documents folder on your computer and that's a great start, but that's not necessarily very helpful, because that means that judges blindly dumping all your documents into your documents folder and over time you're going to hundreds and thousands of documents there so here's how to take control all of that there's this little arrow right here and if I click on it it expands my save window out so that I have full access to my entire finder so now I'm in my documents but maybe I want to actually put this file in a folder maybe I have some other documents that go along with this business plan like my financial reports if I want to make a folder on the fly I don't have to go all the way out to the finder make the folder and come back here again down at the bottom of the finder window is a new folder button and I'll click on new folder and it wants to know what I want what I'm naming it so I'll call it kiosk plans which would incorporate my business plan my financing bank documents anything that pictures anything that I want to include so kiosk plans and I'll could create and now you can see that it says kiosk plans right here and I'm putting the business plan in the chaos plans folder I want to take a moment before I finish saving it and look at the different formats on this format drop them when I click on it I can see here a number of different format types if you are well, let me say this microsoft office twenty eleven is fully compatible with office twenty thirteen on the pc and twenty ten on the pc completely fully compatible. It is mostly compatible with office two thousand seven on the pc and office two thousand eight on the mac the difference with those is that they rolled out a lot of new features particular with the graphics and so you may have some things in this document that aren't compatible on the older versions. Nothing you've done so far but if you do come across somebody who has a really old version of microsoft office the running, the two thousand two two thousand three two thousand three, two thousand four or even older and those people are still out there you're going to want to save this into a format that they can read and so that would be changing it to this dot doc extension, which then makes it more universally compatible with just about anybody using word no matter whether they're mac or pc or on older platforms I have seen some people just automatically use that for everything from now on, but that wipes out your ability use all the new features that are in the current versions of the program so there was a time in a place for that in the transition period back in like two thousand or twenty, twenty ten but not anymore so but if you have a specific reason you can change it to that if you're creating a document that in the future we would like to base new documents off of maybe it's her letterhead you can save it as a word template that would save your letterhead or all your business formatting you could make a document that has all your favorite fonts margins paragraph spacing, theme colors everything that you like and save a blank document that has all of those settings preset that way when you use that template it has everything all ready for you so that's what saved template is about is making documents that you want to reuse you do also have a couple other options for rich text format and plain text if you needed him you would know but there they are but I really want to point out is that you can save things as a pdf right here so if you do need to if you're doing a contract don't send people contracts inward because they can go change the terms and you might not catch it so they you know they could change the dollar figures they could turn change your payment terms they could change just about anything, so if you are sending somebody a formal document that you want scient save it as a pdf that way they can't change it without really putting in some elbow grease on it so we're just going toe stick to the default, so I'm going to keep it as a we're document, and I'm going to save it now. I also want to mention because we're on mac, that apple has its own word processor pages and there's numbers instead of excel and there's keynote instead of power point, all of the apple programs will open up all of the microsoft office formats so I can open up this microsoft word document in pages. Most of it will behave just fine. There may be a few incompatibility things here and there, but if you have pages and you don't have word, you will be able to open up where documents and if you are using pages and you need to share a document with somebody else who does have word you, khun save it as a word format and again pages has a lot of things that word doesn't have, so it might flatten the graphics or change some of the alignments. But you can take anything in pages and then do a say that and say that as word and open it up in work. Question from zoe alicia who some having some challenges, the document themes they're using two thousand eight would that be? Possibly the reason because they've got a dot doc rather than dot dot x well dot doc ex was in the two thousand eight version so it's not the file format part of it but two thousand eight does not have all the same features and it doesn't have something's implemented in exactly the same ways, so there are places if you're using two thousand eight for this class, you will see a couple things that are a little different than what I'm demonstrating here isolation do we have any more questions from the chat rooms or anybody in our room? What we got a few but I'm not sure but I'll ask it anyway because I keep you guessing is asking alicia why specifically you use the paragraph market but that's it's a word thing it's not a question of use it's just right it's like that's the way the paragraph mark is what word uses any time I hit return on my keyboard that's what it puts into place if the question is why am I showing them? Yeah that's because here's a perfect example here I have a couple extra spaces and then I see this paragraph break right here so that's how I know that I have myself forced executive summary down to the next line but now it's our next page if I turn that off hey no harm is done I don't need to work here but I have no idea how executive summary came to be on the next page, and if I have to manipulate that in any way, I don't know if I have spaces or tabs or return characters or what actually got me to that place. And so, like I said, it's a distraction when you're not used to it, but as soon as you turn it on and you give it, give yourself a week, you won't be able to work with it off because it won't know where anything else it is. It is very useful, but you, as you say, it's, just a question of getting used to seeing you there really is, yeah, at first it looks like clutter until the very first time you go. Oh, wait, I've got an extra space between use two words, because I can see the little dots, then you're in heaven. How about the html? Do you ever save it? Doesn't it's the amount what its email allows you to dio is convert something to a web page, and so it's a good, quick and dirty way of taking something that you have all laid out, and being able to paste that code into, uh, it a dream weaver or wordpress, or whatever you're using to build your web sites, however, it puts in a lot of cruddy code. It will, for in between every single one of these lines, it will go through a full style sheet. So instead of in proper html, you had sent your style here and end it over here. But what word does is, every single paragraph gets every single bit of code, so it creates html code that's, like literally three or four times more than you actually need to render the page so it's doable. That's. Not ideal. We've got make it slower. Two node. It'll make it slower to look for sure, and it could make some browsers. It might not work in all browsers, because word isn't designed as an html editor. But if you're in a pinch or you don't know how to design web pages, it's. Not a bad way of getting something up.