Three Ways to Indent Paragraphs in Microsoft Word

Block paragraphs are the default in Microsoft Word. Block paragraphs are aligned with the left margin with no indentation and are visually separated by line spaces. Although block paragraphs are popular online, traditionally indented paragraphs are more common in print publishing, business writing, and academic research. Today’s tutorial shows three ways to indent paragraphs in Microsoft Word:

1. Indent single paragraphs with the tab key

2. Indent all paragraphs with the ruler

3. Indent all paragraphs with the Paragraph dialog box

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than 100 other writing-related software tutorials on my YouTube channel.

The images below are from Word for Microsoft 365. These steps also apply to Word 2021, Word 2019, Word 2016, Word 2013, and Word 2010.

Indent Individual Paragraphs in Word

If you want to indent single, existing paragraphs, the quickest method is the Tab key.

The Tab Key Method

1. Insert your cursor at the start of the paragraph.

2. Press the Tab key on your keyboard.

See “How to Create, Change, and Delete Tabs in Microsoft Word” for more information about using tab stops.

Indent All Paragraphs in Word

If you want to indent all existing paragraphs, the quickest method is the ruler.

However, you can also use the Paragraph dialog box if you would like to make additional adjustments to alignments and line spacing simultaneously.

The Ruler Method

If your document is blank, skip to step 5.

1. Select the Home tab in the ribbon.

Home tab in Word 2019 / Word 365 — Figure 1. Home tab

2. Insert your cursor into a paragraph.

3. Select Select in the Editing group.

Select option in the Editing Group of Word 2019 / Word 365 — Figure 2. Select option

4. Select Select Text with Similar Formatting in the drop-down menu. Note that older versions of Word will say “Select All Text With Similar Formatting,” instead.

This option will select all the paragraphs in the document.

Caution: Other text with paragraph formatting (such as a title formatted with a large font size rather than with one of Word’s preset heading styles) will also be selected.

Select Text with Similar Formatting option in Word 2019 / Word 365 — Figure 3. Select Text with Similar Formatting option

If your ruler is already visible, skip to step 7.

5. Select the View tab in the ribbon.

View tab in Word 2019 / Word 365 — Figure 4. View tab

6. Select Ruler in the Show group.

Ruler option in Word 2019 / Word 365 — Figure 5. Ruler option

7. Move the top ruler marker to the right to the desired indent length.

Top ruler marker in Word 2019 / Word 365 — Figure 6. Top ruler marker

Your paragraphs should be indented as you move the ruler marker.

The Paragraph Dialog Box Method

1. Select the Home tab in the ribbon (see figure 1).

If your document is blank, skip to step 5.

2. Insert your cursor into a paragraph.

3. Select Select in the Editing group (see figure 2).

4. Select Select Text with Similar Formatting in the drop-down menu (see figure 3). Note that older versions of Word will say “Select All Text With Similar Formatting,” instead.

This option will select all the paragraphs in the document.

Caution: Other text with paragraph formatting (such as a title formatted with a large font size rather than with one of Word’s preset heading styles) will also be selected.

5. Select the Paragraph group’s dialog box launcher.