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 fifty other videos about Microsoft Word and Adobe Acrobat on my YouTube channel.
The images below are from Word for Office 365, which is currently the same as Word 2019. The steps are the same for 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.
2. Insert your cursor into a paragraph.
3. Select Select in the Editing group.
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.
If your ruler is already visible, skip to step 7.
5. Select the View tab in the ribbon.
6. Select Ruler in the Show group.
7. Move the top ruler marker to the right to the desired indent length.
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.
6. Select the Special menu arrow in the Paragraph dialog box.
7. Select First line in the Special drop-down menu.
8. Use the increment arrows to adjust the length of the indent.
9. Make any additional adjustments to alignment or line spacing.
10. Select the OK button to save your selection(s) and close the Paragraph dialog box.
Related Resources
How to Create and Customize Headings in Microsoft Word
How to Insert Copyright, Trademark, and Registered Symbols in Microsoft Word
How to View the Word Count in Microsoft Word
HELP!
I’m working on a book proposal to send to a publisher. I am trying to indent a lengthy quotation (block indention) per the requirements of the publisher’s guidelines. However, when I adjust to the required/proper indention, the lines always get double-spaced. (I need them to be single spaced like the rest of the text)
Do you have any suggestions?.
Hello, Tom. Thank you for visiting my blog. Have you tried selecting only the block quotation after it is indented and then adjusting the line spacing manually from the Paragraph group in the Home tab?
Hi Erin,
Your article is very helpful; however, I do have a question. I have written a novel—well, honestly, twelve novels and all were paragraphed using tabs. Now it appears that I should have used the third paragraph method you mentioned in this article. The first novel is about 127000 words long.. Must each paragraph be changed or is there a way to easily alter entire the novel’s paragraphing?
Sandra Scott
Hello, Sandra.
Thank you for visiting my blog! In a document of that length, I’m afraid you may not have a lot of efficient options. However, on a copy of your manuscript (not the original!), I would try doing a Select All and then using the ruler method to remove the tabs and then move on to the Paragraph dialog box method. Also, if you are sending your manuscript to a book designer to be formatted in InDesign, you may want to reach out to him or her for help because indenting issues can sometimes be solved in InDesign. Best of luck!