IGCSE ICT 0417 – Document Production: Tabulation and Paragraph Formatting
Document Production – Tabulation and Paragraph Formatting
Learning Objective
Be able to set tabulation including left, right, centred and decimal tabs, and format indented and hanging paragraphs.
1. Understanding Tab Stops
A tab stop is a predefined position on the ruler where the cursor jumps when the Tab key is pressed. The alignment of the text at a tab stop determines how the text is displayed.
1.1 Types of Tab Stops
Tab Type
Alignment
Typical Use
Left Tab
Text starts at the tab stop and extends to the right.
Lists, headings, simple columns.
Right Tab
Text ends at the tab stop and extends to the left.
Numbers, dates, right‑aligned columns.
Centred Tab
Text is centred on the tab stop.
Headings, titles, centred data.
Decimal Tab
Numbers line up on the decimal point; digits to the left of the point extend left, digits to the right extend right.
Financial tables, measurements.
1.2 Setting Tab Stops in a Word Processor
Display the ruler (usually via View → Ruler).
Click on the ruler at the position where you want a tab stop.
Right‑click the tab stop icon and choose the required alignment (Left, Right, Centre, Decimal).
Press Tab in your document to move the cursor to the next tab stop.
Suggested diagram: Ruler with four tab stops – left (0 cm), centre (5 cm), right (10 cm), decimal (15 cm).
2. Using Tab Stops in Practice
2.1 Example – Mixed Tabulation
Suppose you need a line that shows a product name, quantity, unit price, and total price aligned as follows:
Product name – left‑aligned at 0 cm.
Quantity – centred at 6 cm.
Unit price – right‑aligned at 12 cm.
Total price – decimal‑aligned at 18 cm (decimal point at the tab stop).
Steps:
Set a left tab at 0 cm.
Set a centre tab at 6 cm.
Set a right tab at 12 cm.
Set a decimal tab at 18 cm.
Type the line, pressing Tab after each entry.
3. Paragraph Formatting
3.1 Indented Paragraphs
An indented paragraph has its first line moved inward from the left margin. This is often used for the start of a new section.
In most word processors, place the cursor in the paragraph.
Open the paragraph dialog (e.g., Format → Paragraph).
In the Indentation section, set First line to the desired value (commonly 0.5 cm or 0.25 in).
Click OK to apply.
3.2 Hanging Paragraphs
A hanging paragraph has all lines aligned with the left margin except the first line, which is indented to the right. This format is common in bibliographies and reference lists.
Select the paragraph(s) to format.
Open the paragraph dialog.
In the Indentation section, set Left to the desired indent (e.g., 1 cm).
Set First line to a negative value equal to the left indent (e.g., –1 cm) or use the “Hanging” option if available.
Confirm the changes.
3.3 Quick Keyboard Shortcuts (common in many editors)
Ctrl+M – Open the Indents and Spacing dialog.
Ctrl+T – Increase left indent.
Ctrl+Shift+T – Decrease left indent.
Ctrl+Shift+N – Reset paragraph formatting to normal.
4. Summary Checklist
Identify the type of tab needed (left, right, centre, decimal).
Set tab stops on the ruler at the required positions.
Use Tab to move between columns of data.
Apply first‑line indent for standard indented paragraphs.
Apply left indent with a negative first‑line indent for hanging paragraphs.
Verify alignment by previewing the document or printing a test page.