Estimated reading time: 4 minutes
It’s easy enough to align text horizontally in Word. That is, by applying the relevant paragraph alignment: left, centre, right or justified. But what happens when you need to space text at intervals across the page? For example, for a list of services and related charges. Following are two methods that’ll show you how to perfectly align text in Word.
The methods outlined below include using tab stops or a table structure. The method you choose will depend on the text you’re formatting. But for the most part, you’ll find both particularly useful when formatting lists.
So let’s take a look at when and how to use each method.
Method 1: use tab stops
Tab stops are great to align data or information in simple lists. For example, a list of services and related charges.
Having said that, Word’s default tab stop settings generally aren’t useful when formatting a list. That’s because they don’t specifically cater to the information you’re trying to align.
Given this, it’s necessary to set your own tab stops. Once set, these tab stops override Word’s default tab stops. And this makes it easier to align text horizontally at the correct point.
There are several tab stop options to choose from. They include aligning text to the right of a tab stop. Or to a decimal point, used for example to align the costs of services / products at their decimal points.
Suffice to say, the type of tab stop you set will depend on the text you’re working with.
There are two ways to set tab stops. The first is by setting a specific measurement via the Paragraph dialogue box. And the second, by using the horizontal ruler.
Both have their benefits. But I find using the horizontal ruler to be more effective. That’s because, by using the ruler, you’re able to see changes as you make them.
Note: before beginning, ensure the horizontal ruler is showing (if it’s not already).
To set a tab stop:
- Select the relevant paragraph(s);
- Ensure the required tab alignment setting (on the left-hand side of the horizontal ruler) is selected (e.g. left);
- Click the ruler at the point where you’d like to set the first tab stop – use the selected text as a visual guide to determine what this is. A tab stop with a vertical gridline will appear;
- Slide the tab stop along the ruler to readjust the position if necessary;
- Release the mouse button when you’re happy with the tab stop setting;
- Repeat the process for each required tab stop. Again, be sure to select the appropriate tab alignment before setting tab stops.
Method 2: use a table layout
An alternative to using tab stops to align text horizontally in Word, is to use a table. Like tab stops, a table structure allows you to perfectly align text that’s read across the page. Using a table layout is especially useful where the information to be aligned contains a lot of text. In this case, tab stops don’t offer a good solution.
There are several benefits to using a table layout to align text, as follows:
- Text wraps in table columns so that the text in one column won’t affect text in the next column;
- You can adjust table column widths to accommodate the text;
- A table structure provides different formatting options. For example, banded rows.
In the video below, you’ll see that the detail following each item would be difficult to read (and compare) in its original form. That is, because the text flows down the page.
Given the amount of text, the better option is for the information to be presented in table format. That way, it’ll be clearer to see the details relating to each item. The detail for each item can then also be categorised under headings.
It’s easy enough to convert text into a table layout – here’s how:
- Select the relevant paragraphs;
- Click the Table button (Insert > Tables);
- Select Convert Text to Table;
- In the Convert Text to Table dialogue box, choose the appropriate settings – most of these will be correctly set based on the selected text;
- Click OK.
The text now sits in a table. This allows you to align the text horizontally. That is, by adjusting column widths as required.
Finally, you’ll notice that Word’s default table style has been applied to the table. And that it looks fairly average. You can fix this by applying a table style that has a bit more design to it.
