Word Processing: Formatting Text/Paragraphs

before you start

Think about the last document you read. Did it have clear sections with titles? Was the text easy to scan quickly? Good paragraph formatting makes documents look work ready and helps readers find information fast.

1. Line Spacing

One way to improve how a paragraph looks is by adjusting the vertical space between its lines—this is called line spacing.

Line spacing controls how tightly or loosely text appears within a paragraph (Microsoft, n.d.). Common options include single (1.0), one-and-a-half (1.5), and double (2.0). Single spacing is most common for letters, memos, and other communications, while double spacing is most common for longer documents that will be reviewed by an editor or graded.

Single spacing fits the most text on a page. Double spacing helps reviewers and screen readers and makes text easier to follow and scan.

EXAMPLE

A company prepares a report draft using double spacing so reviewers can add comments easily. Once approved, the final version is formatted with single or 1.5 spacing to save space and improve readability.

The screenshot below shows how the same paragraph looks when formatted with different line spacing options. Notice how the text takes up more space and becomes easier to scan as the spacing increases from single to double.

try it

Open a blank document and type a paragraph with at least three sentences. Highlight all the text and then go to the Home tab and change the line spacing to double (2.0). Observe how the spacing affects readability and layout.

Now switch the spacing to 1.5. Compare the result and consider which option is better suited for a draft versus a final document. Think about how line spacing changes the way your content is viewed and understood.

big idea

Line spacing affects both readability and document length—choose spacing that serves your document’s purpose and audience needs.

term to know

Line Spacing

The amount of vertical space between lines of text within a paragraph.

2. Alignment

After setting line spacing, another important formatting choice is how your text aligns on the page. It affects both the appearance and readability of each paragraph.

Text alignment controls how paragraphs line up between margins (Google, n.d.). Different alignment options serve different purposes in a document. The table below explains these options.

EXAMPLE

Jorge formats newsletters with centered titles, left-aligned body text for readability, and right-aligned contact info for visual balance and quick reference.

The screenshot below shows how each alignment type appears in a real document. Notice how the alignment changes the position of the text and affects readability.

try it

Create a short document that includes:

• A center-aligned title
• Two left-aligned paragraphs
• One justified paragraph
• A right-aligned closing line with your name or contact info

Use the alignment tools on the Home tab to apply each style. Then, review how each alignment changes the appearance and readability of the document. Consider which alignments are the most effective for clarity, structure, and professionalism based on the purpose of the text.

big idea

Alignment guides readers’ eyes through your document—use it strategically.

terms to know

Text Alignment

Lines up text evenly along the left margin, leaving the right edge uneven.

Left Alignment

Lines up text evenly along the left margin; most common for business documents.

Center Alignment

Places text in the middle between the left and the right margins.

Right Alignment

Aligns text evenly along the right margin, leaving the left edge uneven.

Justified Alignment

Aligns text evenly along both the left and the right margins by adjusting the spacing between words.

3. Spacing Between Paragraphs

In addition to alignment, how much space appears between paragraphs also affects how professional and readable your document looks. This is achieved through paragraph spacing settings.

Paragraph spacing controls the space before and the space after each paragraph (Microsoft, n.d.). The table below explains these.

Proper spacing helps readers distinguish between ideas and makes documents easier to scan. Most word processors add space after paragraphs automatically.

Standard business documents use 6 to 12 points of space after paragraphs. Use paragraph spacing controls instead of pressing Enter multiple times for consistent results.

EXAMPLE

Akito formats training manuals with 10 points of space after paragraphs and 18 points before headings. This makes content easier to scan and helps trainees find information faster.

The screenshots below show two versions of the same message:

• Top screenshot: No paragraph spacing, making the text look dense and harder to read
• Bottom screenshot: Proper paragraph spacing, making the text clearer, more organized, and easier to follow

try it

Create a short document with three or more paragraphs. Use the Paragraph settings on the Home tab to apply 12 points of space after each paragraph.

Then, try creating the same layout by pressing Enter twice between paragraphs.

Compare the two versions and note which method looks more consistent and professional. Consider how using paragraph spacing tools makes editing and formatting easier over time.

big idea

Consistent paragraph spacing creates a visual rhythm that helps readers process information more effectively.

terms to know

Paragraph Spacing

The amount of space added before or after paragraphs to create visual separation.

Space Before

Additional space added above a paragraph, often used for headings or special sections.

Space After

Additional space added below a paragraph before the next paragraph begins.

4. Bullets and Numbering

Just as spacing improves readability between paragraphs, lists help break up text and highlight key points.

Bullets and numbering organize information into easy-to-read lists (Google, n.d.). Multilevel lists take this a step further by showing subpoints beneath main ideas, making complex information more digestible.

Always use your word processor’s bullet or numbering tools—typing dashes or numbers manually does not create proper lists and can lead to formatting issues.

The table below explains each list type and when to use it effectively.

EXAMPLE

In an employee handbook, Fahmida uses bullets for benefits and numbers for safety steps that must be followed in order.

Multilevel lists use indents to show the hierarchy between main points and subpoints. An indent is extra space between the margin and the start of a line, helping organize information visually.

The table below shows how to adjust list levels using keyboard shortcuts or toolbar buttons in most word processors.

The screenshot below shows how bulleted, numbered, and multilevel lists appear in a document. Each format helps organize information in a clear and structured way.

try it

Create a short document that includes three types of lists:

• A bulleted list for unordered items (e.g., features or supplies)
• A numbered list for ordered steps (e.g., instructions or procedures)
• A multilevel list to show the main steps with subpoints

Use the Home tab to apply bullet or number formatting. Then use the Tab key or Increase Indent to create subpoints and Shift + Tab or Decrease Indent to move them back.

Notice how each list type helps organize information for different purposes.

terms to know

Bullets

Symbols used to mark items in lists where order does not matter.

Numbering

Sequential numbers or letters used to mark items in ordered lists.

Multilevel Lists

Lists with main points and subpoints, showing relationships between ideas.

Indents

Extra spaces added between the margin and the start of a line of text, used to visually separate or organize content.

5. Heading Levels

Just like lists help organize related points, headings are essential for organizing entire sections of a document.

This organization is achieved through a heading hierarchy, which uses different heading levels (such as Heading 1, Heading 2, and so on) to show the relationship between sections and subsections.

Heading levels create structure and help readers navigate long documents (Microsoft, n.d.). The table below mentions the purpose of common heading levels.

EXAMPLE

In a school report:

• Heading 1: Science Project
• Heading 2: Materials
• Heading 3: Safety Tips

Most word processors include built-in heading styles that automatically apply appropriate fonts, sizes, and spacing. Using these styles ensures a consistent document structure and simplifies the creation of tables of contents.

Avoid simply bolding or resizing text—proper heading styles enhance both organization and accessibility.

The screenshot below shows how different headings appear in a document.

try it

Create a simple document outline using built-in heading styles:

• Apply Heading 1 to main sections like “Project Overview.”
• Apply Heading 2 to related subsections like “Goals.”

Use the Styles group on the Home tab to apply these headings. Then, preview how the headings appear and observe how the structure improves readability.

Consider how this format helps organize information and supports accessibility.

big idea

A clear heading hierarchy acts like a roadmap, helping readers navigate your content efficiently and find what they need quickly.

terms to know

Heading Levels

Hierarchical text styles that organize the document structure from main topics to supporting details.

Heading Hierarchy

The structured use of different heading levels to organize content from main topics to detailed subpoints.

6. Inserting Other Content

The full range of features in Microsoft Word and similar software is more than we can cover in this class. However, two more features that you will need to know are under the Insert menu.

6a. Tables

Tables are often used for displaying numeric data, such as a list of items and expenses, but are also used for any situation where presenting information in rows and columns will make it easier for readers to scan the content.

To add a table, go to the Insert menu and click the table icon. You will then decide the size of your table, that is, the number of rows and columns. Once the table is created it is easy to add and subtract columns or rows, so you can make your best guess if you are not sure what size the final table will be.

In the example below, a teacher is building a syllabus and uses the table to help students find each week and understand their tasks.

try it

Open Microsoft Word and insert a new table. Right click on a cell to see what options appear in the pop-up menu.

What do you notice?

You will see options for inserting and deleting rows and columns, among other options. This is how you resize a table.

6b. Images

Images might be used to include important graphics (like a map included with directions in an invitation), or which always appear in your external communications (like a masthead or logo). They can also be used as decorations, to liven up a page.

To insert an image go to the Insert menu and select Picture. You will then be able to choose whether the picture will be uploaded from your device, a shared drive, or the Web. You can also choose a stock image from the Microsoft Library.

try it

In Microsoft Word, select Insert > Picture > Stock Images, then search for a stock image of someone engaging in your own favorite hobby. Did you find one you liked?

While we will not go in depth on the options for resizing and formatting images, one image property is especially important: adding alt text. Alt text tells people who cannot see the image what it depicts, and a few words will usually suffice. To assign alt text, select the image, then look to the menu above—the Picture menu should appear automatically. Select the Alt Text button, and then enter descriptive text in the Alt Text window.

7. Accessible Design

Beyond organization and appearance, formatting also impacts how easily different users can access and understand a document.

Accessible design makes documents easy to read for everyone, including people with visual impairments (WebAIM, 2020). Here are some guidelines for accessible paragraph formatting:

• Use clear headings, readable fonts, and strong contrast.
• Keep paragraphs short—aim for 3–4 sentences each.
• Apply consistent spacing to make content easier to scan.
• Use a proper heading hierarchy so screen readers—tools that read text aloud for visually impaired users—can help users navigate.
• Break up long blocks of text to improve readability for all users.

EXAMPLE

Abel formats policy documents with consistent headings, short paragraphs, and clear spacing to support screen readers and improve readability for all workers.

The screenshots below compare inaccessible and accessible formatting.

• Top screenshot: Shows a dense block of text with no headings or spacing, making it hard to read
• Bottom screenshot: Uses clear headings, shorter sections, and proper spacing to make the content easier to read and understand

try it

Open a document with long paragraphs and no formatting. Revise it by:

• Breaking long paragraphs into shorter ones (3–4 sentences each)
• Adding clear, consistent headings using built-in styles
• Applying uniform spacing between paragraphs

Then, compare the original and revised versions.

Consider how your changes improve readability, structure, and accessibility—especially for screen reader users or those with visual or reading challenges.

big idea

Accessible design principles create documents that work better for everyone, making your content more effective and inclusive.

terms to know

Accessible Design

Document formatting practices that make content readable for people with diverse abilities.

Screen Readers

Assistive technology that reads digital text aloud for people with visual impairments.

REFERENCES

Google. (n.d.). Change how paragraphs & fonts look. Google Docs Editors Help. support.google.com/docs/answer/1663349

Microsoft. (n.d.). Change the line spacing in Word. support.microsoft.com/en-us/office/change-the-line-spacing-in-word-04ada056-b8ef-4b84-87dd-5d7c28a85712

WebAIM. (2020, April 14). Introduction to web accessibility. webaim.org/intro/