In Microsoft Word, you can set tab stops in one of two ways: by dropping them directly on the ruler or by futzing around with the Format --> Tabs command. Dropping tabs directly on the ruler is far and away the easier method of the two. The Format --> Tabs command is a last resort that you should use only when you want to use leaders (little rows of dots that run across the page).
Here's the procedure for setting tabs with the ruler:
1. If the ruler isn't visible, use View --> Ruler to make it visible.
2. Type some text that you want to line up with tab stops.
Type several paragraphs if you want. Hit the Tab key once and only once between each column of information that you want lined up. Don't worry if everything doesn't line up at first. You can fix it later.
3. Select the paragraph or paragraphs whose tabs you want to set.
If you're setting tabs for just one paragraph, click the mouse anywhere in the paragraph. If you're setting tabs for more than one paragraph, drag the mouse to select at least some text in each paragraph.
4. Click the mouse on the ruler at each spot where you want a new tab stop.
Watch as the text you selected in Step 3 lines up under the tabs you create. Add one tab stop to the ruler for each column of information you want to align.
5. Adjust.
Nothing works quite right the first time. If you dropped a tab at 1 1/2 inches and want to move it to 1 3/4 inches, just click and drag the tab marker with the mouse and slide it to the new location. When you release the mouse button, text in the currently selected paragraphs adjusts in the new tab position.
Here's more fascinating information about tabs:
- Default tab stops are placed every half an inch. However, each time you create a new tab stop, any default tab stops to the left of the new tab stops are deleted. In other words, default tab stops exist only to the right of tab stops you create.
- Word enables you to create seven types of tab stops: left, center, right, decimal, bar, first line indent, and hanging indent. To change the type of tab that's created when you click the ruler, click the Tab Alignment button at the far left edge of the ruler. Each time you click the button, the picture on the button changes to indicate the tab type. Table 1 explains what each tab type does.
Table 1: Tab Types
|
Tab Type |
Explanation |
|
Left |
Text left aligns at the tab stop. This is the default tab style. |
|
Center |
Text centers over the tab stop. |
|
Right |
Text right aligns at the tab stop. |
|
Decimal |
Numbers align at the decimal point over the tab stop. |
|
Bar |
A vertical bar appears at the tab location. |
|
First Line Indent |
Sets the indentation for the first line of the paragraph. |
|
Hanging Indent |
Creates a hanging indent. |
Here are some miscellaneous thoughts to ponder concerning tab stops:
- Left tabs are still the most popular type of tab.
- You can quickly summon the Tabs dialog box by double-clicking the lower half of the ruler. Watch where you double-click, though, because the first click adds a tab stop.
- If you want to add a tab leader (a row of dots, dashes, or a solid line that precedes the tab, as is often found in a restaurant menu), first create the tab stop by dropping it on the ruler. Then conjure up Format --> Tabs, select the tab stop you want the leader added to, and select a leader type (dots, dashes, or solid line). Then click OK and check the results.
- To remove a tab stop from the ruler, click the tab stop you want to remove and drag it straight down, off the ruler. When you release the mouse, the tab stop is deleted.
- To quickly remove all tab stops, issue Format --> Tabs or double-click the bottom half of the ruler to summon the Tabs dialog box. Click the Clear All button to remove the tabs and then click OK to return to the document.
