Suite Minute - An Award-Winning Technology Blog by Peggy Duncan

March 17th, 2009

Justify Paragraphs for a Clean Finish but Avoid Wide Gaps in Text

Publishing, Word-Excel-PowerPoint, by Peggy Duncan.

Have you ever tried to block justify your paragraphs (make your right margin even) in a Word document and ended up with an amateurish look of too much space between words? Try this instead (Word versions 2003, 2007, 2010 listed).

  1. Select the text you want to block justify.
  2. Right-click on the text, and click Paragraph.
  3. On the Indents and Spacing tab, click the drop-down next to Alignment, and click Justified, OK.
  4. Right-click on the text again, and click Format, Font.
  5. Tick the Kerning for fonts box (on the Character Spacing tab, and set font size to match the size of the font in your paragraph* (kerning is the spacing between characters and each font set has its own kerning). Spacing should be set at Normal.*

    *But play around with this until you’re satisfied by changing everything in this step. Also try using “condensed” and alter the spacing until you’re satisfied.

  6. Click OK.

To fine-tune the spacing (Word 2003)

  1. Click the Tools menu, Options. Then click the Compatibility tab.
  2. Tick “Do full justification like WordPerfect...”
  3. Click OK.

To fine-tune the spacing (Word 2007)

  1. Click the Office button, Word Options, Advanced.
  2. Go to absolute bottom of Advanced options, and click to expand Layout Options.
  3. Tick “Do full justification like WordPerfect...” (this Options list is in alphabetical order)
  4. Click OK.

To fine-tune the spacing (Word 2010). (You don’t have to do this step in Word 2013.)

  1. Click the File tab, Options, Advanced.
  2. Go to absolute bottom of the Advanced options, and click to expand Layout Options.
  3. Tick “Do full justification like WordPerfect...” (this Options list is in alphabetical order).

Fixing a Short Sentence
If you ever have a very short sentence at the end of a paragraph that spreads out in spite of your adjustments, just press Tab at the end of the paragraph to close it up. Occasionally, you’ll have to reword to fill up space.

This tip does not work if you use the Courier font. This is a monospaced (or non-proportional) font which is a typewriter-like, fixed-width font, and each letter occupies the same amount of space. Other computer fonts are variable-width (or proportional) and the software adjusts the spacing automatically. (This is why since the advent of computers, only one space follows a period, not two.)

BTW, you can receive regular computer tips from me by joining my private email list (and get lots of free stuff too). And if you want to dig deeper and register for one of my workshops or Webinars, it’s all on my Website.

PEACE.

Related Posts with Thumbnails

Back Top

  • Anonymous

    You’re welcome, Gareth. That’s what I’m here for. Thanks for taking the time to comment.

  • Anonymous

    Approve.

  • Gareth Lewis

    Thank you for your help: in ’avoiding wide gaps in text’.

    All the Best,

    Gareth. 

  • peggyduncan

    Hi Deanetta, If you were receiving my updates (I sent several), then yes, it's the same info. I resized it and printed. Thanks for asking.

  • Deanetta

    Ms. Duncan
    I ordered your Shameless Self Promotion Book I would say almost a year ago. I downloaded it. Is this the same book you have listed above or a new addition? Waiting for response.
    Deanetta