Formatting Paragraphs Using the Ruler

The key is to know how to adjust the margin and indent markers on the ruler.

The Margin Markers

Left Margin/Indent Markers

The markers are:

the FIRST LINE INDENT MARKER
- is the top marker, looks like a pentagon pointing down
- click-and-drag on it to control the left indent position of the first line of the paragraph relative to the left margin
the LEFT INDENT/HANGING INDENT MARKERS
- are two separate markers that are used to control the left indent position of all lines of the paragraph relative to the left margin
- the top marker (looks like a pentagon point up) is the HANGING INDENT marker
  - click-and-drag on it to move these two markers as a unit; the result is to set the position of all lines of the paragraph except for the first line relative to the left margin
- the bottom marker (looks like a rectangle) is the LEFT INDENT marker
  - click-and-drag on it to move all three markers as a unit; the result is to set the position of all lines of the paragraph relative to the left margin

Right Margin Marker

the RIGHT INDENT MARKER (looks like a pentagon pointing up) controls the right indent position of all lines of the paragraph relative to the right margin

Types of Paragraphs … An Overview

In writing, there are three basic types of paragraphs and all can be set using these markers. They are:

standard, block style paragraph
standard, first line indent paragraph
hanging paragraph (aka paragraph with hanging indentation)

In all cases, paragraphs can also be “block indented/unindented”. You may also format paragraphs using the Paragraph Dialog Box.

The Standard, Block Style Paragraph

In this paragraph style, the first line of the paragraph is not indented, it is aligned at the same position on the left as all of the other lines of the paragraph. Consequently, the first line indent marker and the left indent marker are at the same position on the ruler.

The is the default paragraph type in all word processors
The ruler for a standard, block style paragraph will look like

The Standard, First Line Indent Paragraph

In this paragraph style, the first line of the paragraph is indented relative to all other lines of the paragraph. Consequently, the first line indent marker is positioned “inside” of the left indent marker. To do this (if you typed the sample document as directed in a previous section, change the second paragraph of your sample document):

position your cursor anywhere inside the paragraph
“drag” the first line indent marker “inside” the left indent marker one-half inch (or a different amount if you prefer)
be careful when dragging that you only drag the appropriate marker; if you do not get the correct one, “Undo” and try again!
your paragraph is now automatically indented

Once set this way, all new paragraphs typed immediately after this one will be indented in the same manner.
The ruler for a standard, first line indent paragraph will look like

The Hanging Paragraph

In this paragraph style, the first line of the paragraph is NOT indented while all other lines of the paragraph are indented. Consequently, the first line indent marker is positioned “outside” of the left indent marker. To do this (if you typed the sample document as directed in a previous section, change the third paragraph of your sample document):

position your cursor anywhere inside the paragraph
“drag” this left indent marker “inside” the first line indent marker one-half inch (or a different amount if you prefer)
be careful when dragging that you only drag the appropriate marker; if you do not get the correct one, “Undo” and try again!
your paragraph is now automatically indented


Once set this way, all new paragraphs typed immediately after this one will be indented in the same manner.
The ruler for a hanging paragraph will look like

Variations of the Hanging Paragraph

Numbered Paragraphs; each line is numbered like this

first paragraph

second paragraph

third paragraph

these are created in the same manner as described above
- create the handing indent
- type a number, press <TAB>, then type the text, press <RETURN> / <ENTER> at the end of the paragraph
- or you may wish to explore the “numbered paragraph button”on the Formatting Toolbar
- or you may wish to explore the Bullets and Numbering Dialog Box

Bulleted Paragraphs; each line begins with a bullet, a solid raised dot, or other similar character

much of the text on this page represents bulleted paragraphs
these are created in the same manner as described above
- create the hanging indent
- insert the bullet or other similar character , press <TAB>, then type the text, press <RETURN> / <ENTER> at the end of the paragraph
- or you may wish to explore the “bulleted paragraph button”on the Formatting Toolbar
- or you may wish to explore the Bullets and Numbering Dialog Box

A Word about AutoFormat in Microsoft Word

In Word 98, Word 2000 and Word 2001, if you start to manually type a numbered paragraph, Word will implement its AutoFormatting feature and “turn on” the numbering button on the toolbar as soon as you press <Return>/<Enter>. The same will be true if you start to type a bulleted paragraph manually, that is the bulleted button on the toolbar will “turn on” as soon as you press <Return>/<Enter>. This is not a problem. However Microsoft's assumption may not be your preference. If you wish to “turn off” this feature do the following:

choose Format AutoFormat
click [Options] in the AutoFormat dialog box
click on the [AutoFormat As You Type] tab
in the [Apply as you type] “uncheck” [Automatic bulleted lists] and [Automatic numbered lists]

Block Increase/Decrease Paragraph Indents

When you click the “Increase Indent” button on the Formatting Toolbar, the paragraph is indented one tab stop (remember there are default tab stops every half inch). The paragraph style (block, first line indent, hanging) does not change, everything is simply indented one position. Click again and indentation moves in to the next tab stop.

When you click the “Decrease Indent” button on the Formatting Toolbar, the paragraph is “undented” one tab stop (remember there are default tab stops every half inch). The paragraph style (block, first line indent, hanging) does not change, everything is simply “undented” one position. Click again and indentation moves in to the next tab stop.