Module – Word Processing

Lesson 3 – Paragraphs, Layout and Styles

This lesson focuses on paragraph formatting and page layout features that control how a document
looks on the page, including spacing, indents, margins, columns, headers and footers,
page numbers and styles. These skills are essential for producing clear, professional documents.

Learning outcomes

By the end of this lesson, you should be able to:

• Adjust line spacing and spacing before/after paragraphs.
• Use indents and tabs to position text accurately.
• Change page layout settings such as margins, orientation and page breaks.
• Use columns for newsletter-style layouts.
• Add and edit headers, footers and page numbers.
• Apply and modify styles (Normal, Heading 1, Heading 2, etc.).

1. Paragraph formatting basics

Paragraph formatting affects whole blocks of text rather than individual characters.

Key paragraph features:

• Alignment – left, centre, right, justify.
• Line spacing – space between lines of text.
• Spacing before/after – space above and below paragraphs.
• Indents – move text in from the left or right margin.
• Paragraph borders and shading – add lines or background shading around a paragraph.

2. Line spacing

Line spacing options include:

• Single – standard spacing.
• 1.15 / 1.5 lines – more space, easier to read.
• Double – often used for drafts or academic work.
• Custom spacing – specific values (for example, 1.2).

Why line spacing matters:

• Improves readability.
• Helps fit more or less text on a page.
• Can meet formal layout or submission requirements.

3. Spacing before and after paragraphs

Instead of pressing Enter twice to create a blank line, use paragraph spacing:

• Spacing before – adds space above a paragraph.
• Spacing after – adds space below a paragraph.

Benefits:

• Consistent spacing between headings and body text.
• A cleaner, more professional layout.
• Easier to adjust spacing for the whole document.

4. Indents

Indents move text in from the left or right margin.

Types of indents:

• Left indent – moves the whole paragraph in from the left.
• Right indent – moves the whole paragraph in from the right.
• First line indent – indents only the first line.
• Hanging indent – first line stays at the margin, following lines are indented (often used in references or lists).

5. Tabs and tab stops

Tabs help line up text in neat columns without using multiple spaces.

• Tab key – moves the cursor to the next tab stop.
• Tab stops – positions set along the ruler (left, right, centre or decimal).
• Useful for simple lists such as names and numbers.

6. Page layout settings

Page layout controls how the whole page is set up.

Common options:

• Margins – space between the text and the edges of the page.
• Orientation – Portrait (tall) or Landscape (wide).
• Paper size – for example, A4, Letter.
• Page breaks – force text to start on a new page.

Best practice:

• Use consistent margins throughout the document.
• Use page breaks instead of pressing Enter multiple times.

7. Columns

Columns split text vertically across the page. They are often used in:

• Newsletters.
• Brochures.
• Leaflets.

Column options:

• One column (standard document layout).
• Two or three columns.
• Custom column widths and spacing.
• Lines between columns (optional).

8. Headers and footers

Headers and footers appear at the top and bottom of each page. They can include:

• Document title.
• Author name.
• Page numbers.
• Date.
• Company or school name.

9. Styles

Styles are predefined sets of formatting applied to text. They control font, size, colour, spacing and more.

Benefits of using styles:

• Consistency across the whole document.
• Quick changes to headings and body text.
• Easier to update formatting in one place.
• Automatic table of contents generation (in more advanced use).

Common styles:

• Normal – for standard body text.
• Heading 1 – main headings.
• Heading 2 – subheadings.
• Heading 3 – smaller sections.

Using styles:

• Select the text you want to format.
• Click the desired style (for example, Heading 1) in the Styles gallery on the Home tab.

10. Page numbering

Page numbers help readers navigate documents, especially longer reports.

Placement options:

• Top of the page (header).
• Bottom of the page (footer).
• Left, centre or right aligned.

Most word processors can automatically number pages throughout the document.

11. Practical Activity

Using your word processor, complete these steps:

1. Open a multi-paragraph document or create one with 3–4 paragraphs.
2. Change line spacing to 1.5 lines for all paragraphs.
3. Add spacing before and after each heading instead of pressing Enter twice.
4. Apply a first line indent to one paragraph and a hanging indent to another.
5. Add a left or right indent to a quotation paragraph.
6. Change page margins and orientation, then insert a page break between sections.
7. Convert a section of text into two columns.
8. Add a header with the document title and a footer with automatic page numbers.
9. Apply Heading 1 and Heading 2 styles to create a clear structure.

Quick self-check quiz

Click each question to reveal the answer.

1. Which feature should you use to add space between paragraphs rather than pressing Enter twice?

2. Which indent type is commonly used for reference lists?

3. What is the safest way to force text onto a new page?

4. Why are styles better than manually formatting each heading?

5. Where would you typically put page numbers?