Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Quickly Adjusting Paragraph Spacing.
by Allen Wyatt
(last updated March 11, 2016)
One of the finishing touches that many people need to apply to their documents is to precisely adjust the spacing between their paragraphs to achieve a desired look. Word provides quite a bit of control over the spacing between paragraphs. You do this by adjusting the Before and After values in the Paragraph dialog box.
If you do quite a bit of adjusting space before or after a paragraph, it can become tedious to continually display the Paragraph dialog box and make the adjustments. Unfortunately, Word does not include any keyboard shortcuts that allow you to adjust this type of spacing quickly. You can, however, achieve an equivalent ease-of-use by developing your own macros.
For instance, the following macros will adjust the space after a paragraph by a single point.
Sub SAPlus() Dim SA As Integer SA = Selection.ParagraphFormat.SpaceAfter + 1 If SA > 1584 Then SA = 1584 Selection.ParagraphFormat.SpaceAfter = SA End Sub
Notice that the macro only allows you to increase the space after a paragraph to 1584 points. This is because this is the maximum value allowed by Word; a higher value would generate an error. A slight variation on the macro results in one for decreasing space after a paragraph:
Sub SAMinus() Dim SA As Integer SA = Selection.ParagraphFormat.SpaceAfter – 1 If SA < 0 Then SA = 0 Selection.ParagraphFormat.SpaceAfter = SA End Sub
Note that these macros could easily be modified to use some other value or formula for calculating the increment or decrement for spacing. For instance, you could add or subtract 6 points at a time, if desired. You could also change the macros so they apply to the space before a paragraph by simply changing every occurrence of "after" to "before."
The final trick to make these macros really useful is to assign them to a keyboard combination or buttons on the toolbar. You can do this using information provided in other issues of WordTips.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8960) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Quickly Adjusting Paragraph Spacing.
Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!
When formatting paragraphs in Word, you have several options to adjust the spacing before, within, and at the end of each ...Discover More
Normally your text extends from the left margin all the way to the right. If you need to indent a paragraph of your text, ...Discover More
Need to format a bunch of paragraphs within your document? Word provides some very easy ways to apply the same formatting ...Discover More
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.