Microsoft Word is packed with useful features that make working on documents easier.

One such useful feature is the Ruler tool. You can use the ruler to create properly formatted documents by setting tabs and margins and creating indents.

How to Use the Ruler in Microsoft Word

Open Microsoft Word. If the ruler is not visible, click View on the toolbar, then tick the box next to Ruler, and the ruler will appear. To change the units of measurement, click on File > Options > Advanced. Under the Display section, select the units and click OK.

1. How to Change and Set Document Margins in Word

You can customize paper margins under Page Setup in Word. Or set margins using the gray areas at the ends of the rulers—these are the paper margins.

1. Hover the cursor at the edge of the horizontal or vertical ruler margins where they meet the white content area.
2. A double-headed arrow with the labels "Left Margin," "Right Margin," "Top Margin," or "Bottom Margin" will appear. Drag the arrow to one side or the other to increase or decrease the margin.

3. To ensure precise margins, hold the Alt key while dragging the double-headed arrow.
   The specific measurements will be displayed on the ruler.

2. How to Set Tab Stops Using the Ruler in Word

You'll notice a small L-shaped icon at the left end of the horizontal ruler. This is the Left Tab. Clicking on it will let you choose the type of tabs—left, center, right, decimal, or bar tab.

To set any type of tab stop, click at the bottom of the horizontal ruler.

1. With the Left Tab at the end of the horizontal ruler, set a left tab stop where you want on the horizontal ruler.
   To use it, click the Tab key and the cursor will jump to the left tab stop position. Now, the text you type will begin from this left tab stop.
2. Select the Center Tab and click on the ruler to set the center tab stop. Hit the Tab key to type from this center tab stop.
   This tab stop is the center point, and text will be aligned to the left and right of it.
3. Select the Right Tab and set the right tab stop.
   When you type, this tab stop will be at the right end of the text line. Text will appear on the left as you type.
4. Select the Decimal Tab and set a decimal tab stop. Click in the document to input numbers and then hit the Tab key.
   The decimal point in the numbers will get aligned to this decimal tab stop. In the next line too, the numbers will align to the left and right of the decimal point.
5. You can also set a Bar tab stop. This tab stop inserts a vertical bar or line on the document that gets added as soon as you click the ruler.
   The bar will keep getting longer as you move down to the next lines. You can choose to print a document with the line or clear it before printing.

To remove a tab stop, just drag it down from the ruler with your cursor.

3. How to Set Indents Using the Ruler in Word

You can set indents with the ruler to format paragraphs. Here's how:

1. First Line Indent. Select a paragraph and click on the triangular marker on the top left side of the ruler. Now drag the marker to where you want the indent.
   The first line of the paragraph will now begin from the indent.
2. Left Indent. Select a paragraph. Drag the rectangular marker on the bottom left side of the ruler to where you want the indent.
   The selected text will move to this left indent position. When you hit enter, the next line or paragraph will also begin from this indent. Select multiple paragraphs together to set a common left indent for them.
3. Right Indent. You can set this by dragging the triangular marker on the bottom right side of the ruler.
   Once you set it, the selected text will end at this indent on the right. Hit Enter and the next paragraph will also be aligned to the right indent.
4. Hanging Indent. Set this indent if you want the second line and the following lines of a paragraph to begin differently from the first line—it can be more toward the left or the right.
   To set a hanging indent, select a paragraph and click and drag the triangle that is below the rectangular marker of the left indent.

Remember, if you hover over any of the indents with the cursor, the name of the indent will appear on the screen.

Using the Ruler in Microsoft Word Effectively

You can use the ruler effectively for several things, such as:

• Setting customized margins on documents for school projects or stationery for clients.
• Positioning images by using tab stops and margins.
• Aligning numbers in documents using the Decimal Tab—when you're making expense lists using currency amounts or numbers with decimals.
• Creating and printing comparative lists using the Bar Tab that separates text into sections with vertical bars.
• Designing tables accurately using the double-headed arrow on row and column borders by holding the Alt key.
• You can also check out some simple tips to create the perfect tables, and also explore how to turn a table into a picture.

Maximize Your Efficiency With the Microsoft Word Ruler

Once you start using the ruler, you'll realize how useful it is for Word files. You'll be able to ensure the right measurements and formatting, and it'll save you time as well.

If you're writing documents or articles with defined word limits, you could check out how to do an exact word count for your Word documents.

SOURCE: MakeUseOf