With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company.
Learn more about Allen...
Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Double Indenting.
In many businesses (such as the legal profession) it is important to be able to indent paragraphs from both the left and right margins. This helps to offset information from the foregoing and following text so it stands out better. This type of paragraph formatting is often applied to quotations and other "verbatim" information included in a document.
Unfortunately, Word does not include a quick shortcut to create a double indent. You can press Ctrl+M, but that indents only the left side of a paragraph. You are still stuck using the Paragraph dialog box or the Ruler to indent the right side.
One way around this is to create a style in Word that has the necessary indents on both the left and right side. The style can then be assigned to a keyboard shortcut so you can apply it easily. This approach can be very powerful, especially if you think you may need to change the margins on double-indented paragraphs at a later time.
Another approach is to create a macro that does the indenting for you. You can then assign the macro to a keyboard shortcut (such as Alt+D) so it can be invoked easily. The following macro will increase both the left and right indent of a paragraph by a quarter-inch.
Sub DoubleIndent() Dim Lindt as Single Dim Rindt as Single Lindt = Selection.ParagraphFormat.LeftIndent Rindt = Selection.ParagraphFormat.RightIndent Lindt = Lindt + 18 If Lindt > 180 Then Lindt = 0 Rindt = Rindt + 18 If Rindt > 180 Then Rindt = 0 Selection.ParagraphFormat.LeftIndent = Lindt Selection.ParagraphFormat.RightIndent = Rindt End Sub
The nifty thing about this macro is that you can repeatedly apply it, and continue to step the margins inward. When you try to increase the margins beyond 2.5 inches on each side, the indents are automatically set back to zero and the process can start again.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1315) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Double Indenting.
Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!