should essay paragraphs be indented

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A Guide to Indenting Paragraphs

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• 9th July 2022

Indentation refers to the gap between the left-hand margin and the beginning of text on the page or screen. Like font choice and line spacing , indentation might seem like a trivial formatting decision, but using indentation effectively makes your writing more professional-looking and easier to read.

In this guide, we’ll summarize the rules for indentation given by three of the most common style guides. Then we’ll explain the simplest way to apply paragraph indentation in Microsoft Word. First though, what are the different types of indentation?

Indentation Options

Microsoft Word offers three choices of indentation style:

●  Standard: Each line of text is indented by a specified amount. This type of indentation is useful for block quotes and other sections of text that you want to set apart.

●  First line: Indentation is applied to the first line of each paragraph. This provides a visual clue to readers that you’re shifting focus or introducing a new idea.

●  Hanging: An indent is applied to the second and subsequent lines of each paragraph. Hanging indentation is most often used in works cited lists and bibliographies, as it enables readers to easily scan the list of authors.

Indentation in APA Style

In APA , you should indent the first line of each paragraph by 0.5” (1.27 cm). This rule also applies to the abstract, except for the first line, which should be left aligned.

Standard indentation of 0.5” is applied to block quotations, and if the quote runs to more than one paragraph, you must indent the first line of the second and subsequent paragraphs by a further 0.5”.

The entries in an APA reference list should have a hanging indent of 0.5”.

Indentation in MLA Style

The guidelines for MLA are very similar to those of APA with a slight difference in the formatting of block quotes. In MLA, the first line of the second and subsequent paragraphs of block quotes should be indented by only 0.25”. Moreover, if the beginning of the first paragraph of the block quote begins a paragraph in the source text, it too should be indented by 0.25”.

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Indentation in Associated Press Style

The Associated Press Stylebook says that you should not use indentation to indicate the start of a new paragraph. Instead, you should hit the Enter key twice at the end of a paragraph (like we do in our blog posts). Block quotes should have standard indentation of 0.5”.

How to Apply Indentation in MS Word

One quick way to indent text is to hit the Tab key when the cursor is at the beginning of a line. This will indent the line by 0.5”. Pressing Tab again will increase the indent by a further 0.5” and so on. However, if you want to apply a consistent indentation style throughout a section or an entire document, it’s more efficient to use the options in the Paragraph section of the Home tab.

To automatically apply indentation to the first line of every paragraph, select Paragraph Options on the Home tab, then choose First line from the list of special indentations. Finally, enter the size of indentation you require in centimeters (e.g., 1.27).

Hanging indentations work in much the same way. You simply choose Hanging instead of First line .

For block quotes, you can use the Increase Indent button, which appears on the Home and Layout tabs. Each time you press it, the indent increases by 0.5”. You can then reduce or remove the indent with the Decrease Indent button.

Alternatively, you could create a custom style for block quotes using the Styles feature. To do this, follow these steps:

• Select the relevant text and apply indentation either with the Increase Indent button or by entering the required size in Paragraph Options .
• With the text still selected, click on the Styles Pane and select New Style.
• A Create New Style from Formatting box should appear. Enter a name for your newly created style (e.g., Block quote ).

You will then be able to choose the same style and easily apply it to all of the block quotes in your document.

Flawless Formatting

We hope you now feel confident about when and how to apply indentation in your writing. When you upload a document to us for proofreading , you can add full formatting as an extra option. Or, if your writing has already been checked for errors, we offer a formatting-only service— contact us today for a quote.

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How and When to Use Indentation in Academic and Professional Writing

Writing an essay, research paper, and assignments involves coordinating many things simultaneously. You can only achieve good academic writing when you adhere to the correct formatting style of a paper. Often, indenting the paragraphs is an ingredient to paper formatting that most students either ignore or are unaware of. Apart from setting up the right 1-inch margins around the paper, setting the paper in double or single-spacing, having page numbers, and titling your work, you need to ensure that you indent it appropriately.

In academic writing, which is usually done on Microsoft Word, indentation means formatting the paragraphs so that the first sentence is slightly pushed forward, leaving a space between the margin and the first word. Indenting your paragraph helps in organization and distinguishing a paragraph from the next. You should always indent your topic sentences, conclusion paragraphs, and the first sentence of the introduction paragraph.

Should you indent every paragraph in your essay or research paper?

You should indent every paragraph when writing an essay, research paper, term paper, thesis, or dissertation. This applies to the APA, MLA, Chicago, and Harvard writing formats. Ensure that each of the first lines for every new paragraph you are writing is indented 0.5 inches from the left margin.

To indent in a word document, use the tab key or press the space bar five times. Using the tab key is far much accurate because it sets the cursor at the exact place where you need to type your first sentence in the paragraph.

When writing a long research paper or essay that needs an abstract, ensure that you indent the paragraphs of the paper but not the abstract. An abstract is never indented. Instead, when writing an abstract, left-align the entire paragraph so there is no indent. Again, this special formatting technique for the abstract helps to distinguish it from the rest of the paper.

Having answered the most pertinent question, let us have an overview of what this means for the formatting styles such as MLA, APA, Chicago, or Harvard formatting.

Related reading:

• How to write good paragraphs in an essay.

Main formatting Styles and Indentation

In high school, college, or university, essays and other academic assignments and homework are written following academic writing conventions. It is a requirement to stick to a specific formatting and citation style when writing a specific paper. The formatting styles depend on the subject.

For instance, most English papers are written in MLA, APA, Harvard, and Chicago. If you are a nursing student, you will write most papers in APA, ASA, Harvard, or AMA formatting style. Humanities such as religious studies, history, arts, and literature will use the Chicago style. Most social sciences, such as criminology, will use Harvard and APA formatting styles. The list is endless.

Whenever you doubt the style requirements, check out the style guides available online to proceed with writing when you are sure about what to include and what not to include.

MLA Formatting Requirements

When writing a paper in MLA format, you should indent each paragraph in the essay or research paper. Besides, you should also indent the block quotes 0.5 inches and not include quotation marks.

You can indent the paragraphs by pressing the tab key or setting the indentation from the word processor you are using.

The works cited page is left-aligned but set in a hanging indent of 0.5 inches. Everything in the paper is left-aligned and not justified.

APA Formatting Requirements

When writing an essay in APA format, ensure that you indent the lines of all the paragraphs in your essay or paper except for the abstract that is not indented.

You should indent the first lines of the introduction and conclusion paragraphs. Ensure that you press one-tab space in the next line where you are about to begin a new paragraph so that you make a 0.5” indentation.

You can set automatic indentation in a word document and ensure that there are no spaces between paragraphs and that the entire paragraph is left-aligned.

However, for your references in the list of references, ensure they are left-aligned and formatted with a hanging indent. The same applies when writing an annotated bibliography; the reference and the annotation should be in a hanging indent.

When writing a direct quotation, you should also indent it if you are lifting a block quote from a text. This applies if the quote is longer than three lines. Indent the entire quote0.5 inches from the margin and do not include the quotation marks.

Harvard Formatting Style - Indentation

When writing a paper that follows the Harvard Style guideline, ensure that you indent your essay as you type and not after the writing process. It might take a long time to write the paper, but you will complete it with the deserved organization that is easy to follow.

If you are writing a dissertation, thesis, scientific paper, or proposal in Harvard format, waiting until the end to indent the paragraphs will disturb your flow. You will also have a challenge distinguishing the paragraphs.

Note that indentation in Harvard formatting style follows the same conventions as that of APA, which we explained in the previous section. In Harvard formatting, indent all the paragraphs and block quotes but the reference list. Like APA, MLA, Chicago, and Oxford, the reference list has a hanging indent where the first line flashes to the left and the rest of the lines 0.5 inches to the right.

Chicago Formatting Style

In Chicago style formatting, you should double-space your text, including the notes and the bibliography sections. While doing so, ensure that the first line in each new paragraph in your essay or paper is indented. You can achieve this by hitting the tab key.

The footnotes or endnotes in Chicago formatting:

• The paper has a uniform 1-inch margin around the paper
• Use a hanging indent of 0.5 inches on the bibliography entry, and it should be single-spaced but double-space between entries
• Ensure that the block quotations are indented 0.5 inches and double-spaced
• Indent all the paragraphs in the body of the paper
• Indent all the footnotes and the endnotes 0.5 inches from the left margin. The notes are single-spaced
• The introduction and the conclusion must be indented 0.5 inches

Setting Indent in Microsoft Word

If you are using a Microsoft Word processor, select the paragraphs you want to indent , then on the home button, click on the dialog box launcher. Choose the right indent and set the line spacing, and click OK.

Related reading: the standard number of paragraphs in an essay .

Even though indentation is a critical formatting technique in academic writing, most people wonder when to do it. Luckily, we have demystified everything in this article, including how to do it in Microsoft Word.

When writing your next essay or research paper, ensure that you do it right. And as you proofread for errors and style, check if you have indented your paper correctly. Whether you are writing the paper in APA, Harvard, Chicago, or MLA, you are now aware of what to do with indentation.

Indenting your paragraphs in an essay helps break and determine the small paragraphs, and your readers can follow the paragraphs and connect the ideas in them. Now that you know how to indent ensure that you break paragraphs using indentation and write as you indent.

Gradecrest is a professional writing service that provides original model papers. We offer personalized services along with research materials for assistance purposes only. All the materials from our website should be used with proper references. See our Terms of Use Page for proper details.

Do You Indent Every Paragraph in an Essay?: How to Indent in Microsoft Word

Indenting paragraphs may appear to be a minor formatting choice, much like the font and line spacing choices. However, properly employing indentation gives your paper a more polished appearance and facilitates its readability. It illustrates a flow of thoughts and coherence in your essay.

Nevertheless, many learners and professional writers forgo or do not fully grasp the idea behind the indentation of paragraphs. This article tackles this concept by answering some of the most pertinent questions about this issue. For example, do you indent every paragraph in an essay? When do you indent a paragraph?

Read on to answer these and more fundamental questions, and get a clearer understanding of indentation in writing.

Do You Indent Every Paragraph in an Essay?

When writing an essay, you should indent the first line of every paragraph. Indentation also applies to dissertations, research papers, theses, and term papers. Note that all formatting styles, including APA, MLA, Harvard, and Chicago, demand indentation when writing paragraphs. Every new paragraph you write should have its initial line indented by ½ inch from the left margin.

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Make sure to indent the paragraphs of an essay and exclude the abstract when composing a paper that requires an abstract. Never indent an abstract. When writing it, position the whole paragraph to the left to avoid an indent. Remember, the unique layout of the abstract makes it stand out from the remainder of the work.

Also see: When do you start writing a new paragraph

Nevertheless, indenting every paragraph in your essay is also subject to your institution’s policies and instructor’s guidelines. Some do not require students to indent paragraphs, especially when the essays should be typed. They prefer students to leave empty lines between paragraphs. Line spacing is also effective in making paragraphs coherent and easily distinguishable.

Do You Indent Paragraphs in APA 7th Edition?

Ensure to indent the lines of each paragraph in your essay or paper when writing it in APA 7th Edition style. You only exclude the abstract, which should not be indented.

In this writing style, the introduction and conclusion paragraphs’ initial lines need to be indented. Therefore, ensure to hit the one-tab space key to indent the line by 1/2 inch when starting a new paragraph. In a word document, you can allow automatic indentation to eliminate blanks between paragraphs and position each paragraph to the left.

Additionally, when using a block quote from a text in a direct quotation, you must indent it. This is true if the quotation spans more than three lines. Indent the full quote 1/2 inch from the left margin, and remember to exclude the quotation marks.

However, make sure to arrange your citations with a hanging indent and left-align them in the referencing list. Furthermore, note that the citation and the commentary should both be in a hanging indent when producing an annotated bibliography.

Do You Indent Every Paragraph in MLA?

In your MLA-formatted essay, you must indent each paragraph. Please ensure to read the MLA formatting special writing requirements. You will notice that the formatting style necessitates every essay writer to include a half-inch indent at the first line of every paragraph.

In MLA, you should indent block quotes too. Any quoted text, four lines or more, is considered a block quote. These lengthy quotations are formatted uniquely. The entire block has an indentation that is 1 inch long rather than the typical ½-inch. Remember, the block’s left margin should be constant; avoid indenting the first line further.

When Do You Indent a Paragraph?

Several instances would demand you as a writer to indent paragraphs when writing your essay. Please keep scrolling to learn and understand these instances.

When Shifting from a Concept or a Subtopic to Another

It’s time to create a new paragraph through indentation when the content, facts, details, or thoughts change to address a different aspect of the subject. Therefore, you can indent a paragraph when you want to explore a new concept, slightly independent from the previous paragraph.

The much-despised formatting method of indentation gives readers a sense of order. Readers are informed by indentations when they are about to explore a new subject or begin a new portion of a text. Indenting supports the logical material presentation.

When Shifting from One Setting to another

Using indentation in paragraphs to illustrate a change of setting is most common in narrative essays. When there is a change in time, place, emotion, occasion, date, direction, or dimension, you, as the writer, should indent to let your readers know. Doing so enhances the flow of information and events for your instructor and readers.

When Changing Speakers During a Dialogue

It is vital to indent paragraphs every time characters in your essay have a dialogue. It helps your readers to identify the shifts in speakers and, therefore, appreciate the flow of the dialogue.

How to Indent in Microsoft Word

There are several ways to indent paragraphs in Microsoft Word. Below are two of the most applicable ones and their explanations.

Using the Tab Key to Indent Individual Paragraphs

When using this technique, you press the Tab key after moving the cursor at the start of the topic sentence. Doing so will leave a 1/2-inch indent in the row. Remember, you can raise the indentation by another ½-inch by pressing the Tab button again, and so on.

Using the Ruler Technique

This technique is the fastest if you wish to indent all the paragraphs in your essay as a group. Below is a guideline on how to maneuver through this method

• Go to the ribbon and select the Home tab.
• Put the cursor at the start of a paragraph.
• Move to the Editing group at the top right corner of the page and click “Select.”
• Press the “Select Text with Similar Formatting” from the drop-down menu.
• Then, click the “View tab” in the ribbon.
• In the Show group, choose Ruler.
• Moving the top ruler marker toward the right will find the required indent length.

So, do you indent every paragraph in an essay? Most students are unsure whether to use indentation, despite it being a vital formatting strategy in writing academic papers. Fortunately, this article has clarified most aspects of indentation by answering some of the most fundamental questions on the concept.

Please ensure you write your next essay correctly by utilizing the above information. Additionally, ensure you have appropriately indented your document while you review for inconsistencies and style.

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Top Rules to Indent Paragraphs in an Essay

Should you indent every paragraph in your essay? By the end of this text, you will be familiar with rules for indentation in various citation styles. We will also explore indentation in MLA and APA styles.

What is indentation anyway?  Indentation is a style of formatting a paragraph that leaves a blank space between the first word and the beginning of your line of text. An indent in word does more than making your paragraphs appealing. It signals flow of ideas and continuity in an essay.

Do You Indent Every Paragraph in an Essay?

Every first line of a succeeding paragraph should be indented 0.5 inches from the left margin. To indent a paragraph, press Tab key once or 5 spaces using the space key.

Why do you indent a paragraph?

• Reader guidance: First, it organizes the essay into sections that are readable. A reader will easily track whenever the writer is introducing a new concept.
• Aesthetic appeal of the essay: Second, indentation enhances the overall appearance of the essay, giving it a polished and professional look. No one wants to read an entire block of text like a robot.
• Consistency in academic work: In many academic and professional writing contexts , indentation is a standard formatting convention. It makes students’ work recognizable. Adhering to this convention helps to maintain consistency and professionalism in written work.

Indentation Rules for MLA

MLA formatting follows all specific writing guidelines that include a half-inch indentation too.

• Paragraphs:  Indent the first line of each paragraph one-half inch from the left margin (five spaces or a tab).
• Block Quotes:  For quotes longer than four lines, create a block quotation. Indent the entire block quotation one inch from the left margin (ten spaces or two tabs). Don’t use quotation marks for block quotes.

Indentation Rules for APA 7th Edition

• APA format for indentation requires that all lines of your first paragraph except the the abstract.
• The very first line of paragraphs should be indented. This includes the introduction and the conclusion. 
• For reference lists, the APA formatting requires hanging indentation too, but this is done on the second and subsequent lines of the citation.
• The 0.5’’ indentation for the first line begins to the right of the page where the next line starts.

Except for your first line of each paragraph, start all lines of text from the left margin. Indent every line of a new paragraph by pressing Tab button once space. This should be already set to a standard of 1.27 cm or 0.5.

The University of Arizona , Global Campus provides an example of Abstract and best formatting practices.

If you want to up an automatic indentation of the first line of a paragraph, navigate to the Paragraph formatting settings in Microsoft Word, and then under “Indentation,” select “First line.” Proceed under “Special” and set the preferred indentation under “By” to 0.5 in or 1.27 cm.

Unless otherwise instructed by an instructor or the program handbook, double-space “the whole work, including the title page, the abstract, your entire text headings, block quotes, reference list, table notes and figure comments, as well as appendices” (American Psychological Association, 2020, p. 45).

Indenting the Abstract

Unlike the regular essay paragraphs, there is no indentation for the first line of an abstract. Abstracts appear on their own page after the title page and are typically limited to a single paragraph of less than 250 words without indentation.

If you’re writing a long essay or even a research paper that requires an abstract, the rules of indentation remain the same except for the abstract.

The lines in the Abstract should be left aligned but without an indent.

Types of APA indentation

APA style distinguishes two forms of indentation. These are: first line and hanging. The first line of indentation begins to the right of where the next line begins.

APA specifies that most paragraphs use first line indentation. Hanging indentation should place your first line of a paragraph leftward where your next line begins. 

When completing your reference list, APA requires you to use hanging indentation. Writers need to manually adjust the reference point for indents to 0.5 inches from your page’s left margin.

Make sure to double space information that includes tables, headings, direct quotations, and references.

There are variations in the number of indentation spaces depending on the writing style. Formal presentations only need to have a few spaces of indentation, but when writing casual content, you can have more indentation spaces.

Harvard Style   Indentation

The Harvard style guideline encourages indentation as you type rather than indenting after your work is finished. Although this method takes longer, it has a reasoning behind it. 

Writers who use indents while they write structure their text by creating paragraphs. Writers who wait until they have completed a rough draft of their manuscripts frequently struggle to identify the ideal places to divide the content into paragraphs.

How to Indent a Paragraph in Microsoft Word

Technology today makes it easy to format paragraphs and has removed the laborious typing of indentation gaps from the hands of writers. When setting indentations, we now use word processing programs such as Microsoft Word. To set good paragraph indentation in Word, move your cursor in the paragraph you wish to indent or highlight that specific paragraph. Navigate to the Format menu then select the Paragraph option.

While still in the Paragraph dialog box, proceed to enter the appropriate indent width. Select the type of indent you want. Click OK to close the formatting dialog box.

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Hi there! I'm in the process of writing my college essays, and I'm not sure whether I should indent the beginning of each paragraph. Is there a proper format for the application essays, or is it up to personal preference? I appreciate any advice!

Hello! Great question—and one that many students wonder about as they're putting the final touches on their application essays. It's good that you're attentive to the details of your essay's presentation, as it can reflect your commitment to submitting polished work. For most college essays, especially those submitted through the Common Application or similar platforms, there is no strict rule requiring indentation. Many application systems have a text box editor that will remove formatting. However, having a clear visual separation between paragraphs can aid readability. One common approach is to include a space between paragraphs instead of indenting. Therefore, to keep the appearance of your essay consistent across different platforms, I recommend separating paragraphs with a single blank line and ensuring that you're adhering to any specific guidelines provided by the college or application system you're using. Good luck with your college essays!

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Daniel Paul O'Donnell

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Essay style: Some basics

Posted: Jan 03, 2015 17:01; Last Modified: Jan 03, 2015 17:01 Keywords:

The following are some core standards for formatting University-level essays and similar types of work in my classes. Not all apply to all types of work (for example, blogs, unessays , or in-class writing assignments). Feel free to ask if you think your work requires something different.

Most of these requirements will be shared by other instructors, especially in English; if you are not told otherwise by an instructor, you probably won’t get in trouble following these guidelines. Whenever I am aware that there are differences of opinion among instructors (or that different types of assignments might require very different formatting, I have indicated this).

Page format.

Line spacing, paragraph style., inline quotations, block quotations, documentation.

Your essay should be American Letter (8.5” x 11”) format , printed “portrait” orientation (i.e. the normal way of printing paper so that the page is longer than it is wide).

Staple your pages together in the top left corner using a single staple. _Do not use a binder, “duo tang,” or any other kind of cover.

Letter-Sized paper is a North American standard. If you are required to submit your work on paper, you may find that your instructor wants you to print double-sided in order to save paper—though most will still require single-sided printing as this is much easier to grade. A few instructors may ask you to join your pages together with a staple: but staples are far more normal.

Set your margins (all sides) to 5 cm (2”).

Most instructors will probably specify 3cm or 1.5”. I prefer a wider margin as it gives me more space for comments.

Use a 12 point serif-style (i.e. Roman-style) font : examples include, Times, Roman, Times New Roman, Garamond, Bitstream Charter. Don’t use a sans-serif-style font (e.g. Arial).

This is standard for most instructors. If your instructor specified something else, however, make sure you do what they ask: they may require a different type-face or font size due to difficulties with their eyesight. Never use a font smaller or larger than 12pt unless you are told to.

Double-space all text including quotations and bibliography.

This is standard for most instructors.

Unless I tell you otherwise, do not put your name anywhere on the body of your essay . If you are submitting your essay electronically, your name is automatically recorded with the submission so you do not need to record it anywhere in your paper. If I ask you to hand in your paper in hard copy, you should put your name on a separate title page.

I ask for this because I like to mark essays “blind” (i.e. without knowing the author’s name until I am finished).

Instructors differ greatly on what they prefer in this area. Some prefer last name on every page; some prefer your name name, class, date, etc. at the top of the first page of your main body. You should ask your instructor what they prefer if you are in doubt.

Essays should use indented paragraph style :

In this style, the first line of each new paragraph is indented about 5 spaces or one tab from the left hand margin. Not that paragraphs are not separated by a blank line (blank lines should be used only in longer essays to separate longer sections).

Most instructors will want you to use indented style. The most common mistake students make with this style is putting blank lines between paragraphs. Unless your instructor explicitly tells you otherwise, you should never use “block style” paragraphs: i.e. paragraphs that are separated by a blank-line only (as is the case on most websites).

In essays, we common distinguish between inline and block quotations. The distinction has to do with the length. Long quotations should be in Block Quotation Format short ones should be in Inline Quotation Format

Quotations of two lines or less should be distinguished from the surrounding text by quotation marks. Do not use italics for quotations unless the quotation is in italics in the work you are quoting.

If you are providing a parenthetical citation, final punctuation goes after the citation.

If there is no parenthetical citation, then North American style places commas (,), periods (.), question marks (?), and exclamation marks (!) inside the quotation marks, even if they are not found in the source . Colons (:), semi-colons (;), and dashes (—), on the other hand, go outside, even if they are from the original .

Common mistakes students make with inline quotations include:

• Using quotation marks and italics (you should only use italics if they are found in the source).
• Putting commas and periods outside the quotation marks when no parenthetical citation is used (everybody is aware that the North American convention doesn’t make sense).
• Putting punctuation before parenthetical citations.
• Not putting a space between the closing quotation mark and the parenthetical citation (if present).

Most instructors will require you to format inline quotations this way.

If your quotation is more than two lines long, you should format it as a “block quotation.” A block quotation looks like a paragraph in which every line is intended from the normal left margin by approximately five spaces. The first line in a block quotation is usually not indented additionally. Otherwise, they are formatted exactly the same as regular paragraphs (i.e. double-spaced and, if your quotation has more than one paragraph in it, with the first line of subsequent paragraphs indented an additional five spaces or 1 tab). The following shows a two paragraph block quotation:

Block quotations of poetry reproduce the line division of the original poem. Block quotations from prose sources do reproduce the original line division.

Common mistakes to avoid with block quotations:

• Centering rather than indenting block quotations.
• Using quotation marks at the begining and end (Block Quotations do not use quotation marks unless the quotation marks are found in the original).
• Putting the quotation in italics (italics should only be used if they are found in the original).

Most instructors will require you to format your block quotations like this. The main difference is how long a quotation should be before they require you to put it in block format. Most people will say 3 or more lines of poetry or 30 or 40 words of prose.

In my classes, please use either Chicago Author-Date or MLA “in-text” (Chicago Author-Date is the more common in my research sub-disciplines; but MLA is common elsewhere in literary studies and is the department standard). Do not use footnotes for bibliography in my classes.

Documentation styles vary widely by discipline . Ask your instructor what to use if you are unsure. But above all, get yourself a citation manager . Citation managers take all the guesswork out of citation: they automatically format citations according to different styles and you can change them from one paper to the next.

Posted: Saturday January 3, 2015. 17:19.

Last modified: Saturday January 3, 2015. 17:30.

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Erin Wright Writing

Writing-Related Software Tutorials

How to Indent Paragraphs in Microsoft Word

By Erin Wright

This tutorial shows how to indent paragraphs in Microsoft Word. Specifically, we will look at how to indent paragraphs with the Tab key, the ruler , and the Paragraph dialog box.

Table of Contents:

How to Use the Tab Key to Indent Paragraphs

How to use the ruler to indent paragraphs, how to use the paragraph dialog box to indent paragraphs.

Watch all the steps shown here in real time!

Explore more than 250 writing-related software tutorials on my YouTube channel .

The images below are from Word for Microsoft 365. These steps also apply to Word 2021, Word 2019, Word 2016, and Word 2013.

Are you on a Mac? Please see “ How to Indent Paragraphs in Word for Mac .”

The quickest way to indent individual paragraphs is to use the Tab key on your keyboard.

• Insert your cursor at the start of the paragraph.
• Press the Tab key on your keyboard.

By default, the Tab key will indent paragraphs one half inch (.5”).

Pro Tip: How to Change the Default Tab Indent Length

• Select the Home tab.
• Select the dialog box launcher in the Paragraph group.

• Select the Tabs button in the Paragraph dialog box.

• Enter a new length into the Default tab stop text box.
• Select the OK button.

See “ How to Create, Change, and Delete Tabs in Microsoft Word ” for more information about using tab stops.

The ruler can be used to indent single paragraphs, multiple paragraphs, or the entire document.

Use the Ruler to Indent Single or Multiple Paragraphs

Skip to step 3 if your ruler is already visible.

• Select the View tab.
• Select Ruler in the Show group.

• Select the paragraph or paragraphs.
• Slide the First Line Indent marker (top ruler marker) to the right to the desired indent length.

Your paragraphs should be indented as you move the ruler marker.

Use the Ruler to Indent the Entire Document

• Select Ruler in the Show group (see figure 5).
• Insert your cursor into a paragraph.
• Select the Home tab (see figure 2).
• Select the Select button.
• Select Select All Text With Similar Formatting from the drop-down menu.

This option selects all the paragraphs in the document without selecting other items that are not normally indented, such as headings.

• Slide the First Line Indent marker (top ruler marker) to the right to the desired indent length (see figure 6).

The Paragraph dialog box lets you indent all the paragraphs in your document while also making additional adjustments to alignment and line spacing .

• Select the Select button .
• Select Select All Text with Similar Formatting from the drop-down menu (see figure 7).

All your paragraphs should now be selected.

• Select the dialog box launcher in the Paragraph group (see figure 2).
• Select First line in the Special menu in the Paragraph dialog box.
• Use the increment arrows to adjust the length of the indent in the By text box.
• Make any additional adjustments to alignment or line spacing.

The Paragraph dialog box should close, and your paragraphs should be indented.

Related Resources

How to Change the Unit of Measurement for the Ruler, Margins, and Indents in Microsoft Word

How to Adjust Paragraph Spacing in Microsoft Word

How to Create Hanging Indents in Microsoft Word (Step-by-Step)

Updated September 23, 2023

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When to Indent Paragraphs

Questions about when to indent paragraphs may constitute typographic minutia, but getting it right is important nonetheless, especially if you intend to produce writing that will be professionally published.

Many people believe that every single paragraph in a piece of text should be indented. This is actually unnecessary. You should use indentation to indicate a new paragraph. Given the fact that it is pretty obvious that the first paragraph is a new paragraph, there is absolutely no need to indent it at all.

Robert Bringhurst, author of The Elements of Typographic Style, describes it as follows:

The function of a paragraph indent is to mark a pause, setting the paragraph apart from what precedes it. If a paragraph is preceded by a title or subhead, the indent is superfluous and can therefore be omitted.

His wise words are backed up by the “fount of all knowledge,” Wikipedia : “Professionally printed material typically does not indent the first paragraph, but indents those that follow.”

Of course, as usual with these things, not everyone is in agreement. There are some style guides that say you should always indent the first paragraph in a written document. Take the Associated Press style guide, for instance. They dictate that all paragraphs should be indented. However, do bear in mind that these style guides are intended for newspapers and what is useful for a newspaper may not be appropriate for your written document.

As with many issues of style, it is all about consistency. If you really do insist on indenting the first paragraph, make sure you do so every time.

And one more thing…

Want to make sure your written English is absolutely perfect? Then you have to try Vappingo’s editing services.

6 thoughts on “When to Indent Paragraphs”

And yet…even the Associated Press doesn’t indent paragraphs on their web articles. I can’t believe anyone is still doing this…I just thought indents were passe.

They are pretty much passe. We’ve passed the age where space on paper was a monetary setback. If the indent is to alert the reader to a new paragraph, then it is not needed at all. Especially in this day and age, everyone is kind of tuned to instant messaging and bulleted statements. Information is passed pretty quickly.

But my professor’s don’t believe it, so que sera sera…

Really confused here. Not one indentation in this article.

Paragraphs are not traditionally indented in blog posts. Instead, line breaks are used to separate paragraphs.

• Pingback: When to use indented paragraphs? Explained by FAQGuide
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ENG 1002 Writing Resources | R. Rambo Home Page

English Composition 2

The proper format for essays.

Below are guidelines for the formatting of essays based on recommendations from the MLA (the Modern Language Association).

• Fonts : Your essay should be word processed in 12-point Times New Roman fonts.
• Double space : Your entire essay should be double spaced, with no single spacing anywhere and no extra spacing anywhere. There should not be extra spaces between paragraphs.
• Heading : In the upper left corner of the first page of your essay, you should type your name, the instructor's name, your class, and the date, as follows: Your Name Mr. Rambo ENG 1002-100 24 February 2017
• Margins : According to the MLA, your essay should have a one-inch margin on the top, bottom, left, and right. However, for this course, just keep the default margins in Word.
• Page Numbers : Your last name and the page number should appear in the upper right corner of each page of your essay, including the first page, as in Jones 3 . Insert your name and the page number as a "header." Do not type this information where the text of your essay should be.
• Title : Your essay should include a title. The title should be centered and should appear under the heading information on the first page and above the first line of your essay. The title should be in the same fonts as the rest of your essay, with no quotation marks, no underlining, no italics, and no bold.
• Indentation : The first line of each paragraph should be indented. According to the MLA, this indentation should be 1/2 inch or five spaces, but pressing [Tab] once should give you the correct indentation.

Putting all of the above together, you should have a first page that looks like the following:

Copyright Randy Rambo , 2019.

On an APA style paper, do I indent the first line of each paragraph?

Yes, indent the first line of every paragraph, except for the Abstract (see instructions below).

• Paragraphs are indented 0.5” or Tab key once.
• Check the  APA Help  guide  to see a Sample Paper.
• The only paragraph NOT  indented is the Abstract. 
• If the Instructor requires an Abstract, it should be left aligned, with no indent.

Thank you for using ASK US. Please contact us  for more questions.

• Last Updated Mar 02, 2020
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Pasco-Hernando State College

• MLA Page Format
• Finding and Evaluating Sources (Critical Analysis)
• Synthesizing Information from Sources
• MLA In-Text Citations
• MLA Works Cited
• APA Documentation
• Writing a Research Paper
• Sample Essay - Modern Technology

Important Note: Unless your instructor gives you a template, don't use an MLA template or tool since there are commonly errors.   

• Times New Roman 12 black font
• Header in upper right with name and page number: Jones 1
• Line Spacing – double throughout
• Tab in the first line of a paragraph ½” or .5
• Heading in upper left
• Title centered after heading
• Works Cited, if any, on a new page
• 1” margins – top, bottom, left, right.  Some defaults are 1.25″ left and right.
• Margins are  not  set in the Paragraph box. In Word or Works, margins are set in Page Layout or in File/Page Setup/Margins.
• Times New Roman 12 black font.
• Do not use bold or underlining.
• Do not use all caps except for an abbreviations such as NATO, AIDS.
• Do not use italics unless there is a rule that says to use italics.
• Check default and reset default if necessary.  Your instructor may accept a different font style: however, Times New Roman 12 Black is a standard setting in school and business.
• Left align – this is the usual default setting.
• Do not block or justify where the right margin is even.
• Alignment can be set in the Paragraph box if the icon is not visible.

See Related Documents on right sidebar for an image of alignment settings.

Line Spacing

• Double space – and only double space throughout, even after the heading and around the title, if any.
• Check default settings in the Paragraph box and reset per instructions under Paragraph Settings below.

Paragraph Settings

Some programs such have defaults in the Paragraph box which interfere with proper double spacing.

The settings in the Paragraph dialogue box should be as follows to have proper double spacing.

• Indentation (on top) should be set at 0 left and 0 right.
• Spacing (on the lower left) should be set to 0 Before  and  0 After.
• Line Spacing (on the lower right) should be set to double.
• Check the box that says “Don’t add space between paragraphs of the same  style .”
• Click Default (at the bottom) and select  Yes  to change defaults.

     In Google docs , you can change Paragraph settings under Spacing to 0 next to Before and 0 next to After by going into the double spacing tool and clicking Custom Settings.  You will have to select (highlight) the entire paper including the heading in the upper left before making the change once the paper is typed.

     In Pages , you can change the Paragraph settings by clicking on Format on the top navigation bar and then Paragraph. Remember that you have to highlight (select) the entire paper including the heading in the upper left before making change in Paragraph once the paper is typed.

First Line of a Paragraph

• Tab in the first line of a paragraph 1/2″ or .5 from the left margin.
• The Tab default is usually at this setting.  If not, reset defaults.

Spacing after a period or other end punctuation

Unless your instructor advises otherwise, you may use one or two spaces after a period as long as the use is consistent.

• If the instructor asks for a title page, prepare the title page as per the assignment instructions.
• Do not use a head ing  on the first page if a title page is required.

Create a header in the upper right corner using the Header tool with your last name and page number.

• In Word 2007 or higher, click Insert/Header/Blank. Do not choose any option with lines, boxes, or other font or color.
• Delete Type text
• Click Home and align right. Your cursor should be on the right side.
• Type in your last name only. Then hit the space bar once. This will put a space between your last name and page number.
• After you hit the space bar, hit Insert/Page # to insert pages. Do not manually type in the page number.
• Do not use the word page or any abbreviation of the word such a pg. or p. between your last name and the actual page number: Jones 2.
• While MLA format calls for the header to appear on the first page, some instructors may ask that there be no header on the first page since your name is already there. To remove the header from the first page, check Different first page in the Header tool.
• These instructions may work for higher versions of Works.
• For lower versions of Word or Works, click View/Header and Footer to get into the Header tool.
• If you are unable to follow on your computer, your program should have a Help button to give directions on how to insert a header.

Instructions for Creating Header in Office 365:

• Click Insert/Header.
• Tab over to the third box on the right.
• Under Home, click the align right button so that your cursor is all the way on the right side.
• Hit the space bar and then click Insert Page # and click the box with the number in the upper right.
• Click on the body of the paper to get out of the Header box.
• You will not see your header in the default view which is the edit view.
• You can click View and then Reading View on the left.
• Type a heading in the upper left corner of the first page unless your instructor asks for a title page.  Do not use the Header tool to create a heading.
• Type the heading as follows: your name, your instructor’s name, the course, and the date (in military style – day month year – no commas) double spaced on separate lines.
• Do not use commas in the date.  Months should be abbreviated if longer than four letters: Sept., Oct., and so on. Here is an example: 14 Oct. 2009
• Do not indent the heading.
• Your instructor may request different information to be typed into the heading.

After the heading, center the title of the paper or name of assignment.

• Do not use bold, underlining, or a different font style or size for the title.
• Do not use quotation marks or italics unless the title of the paper includes the title of a published work since short, published works must be in quotation marks, and long, published works must be in italics.
• Remember that in MLA format, the requirement is to double space and only double space throughout.
• There should not be any more than a double space before or after the title or name of assignment.

Works Cited

If a Works Cited page is required for your assignment, at the end of the body of the paper, click Insert/Page Break or Insert/Break/Page Break – however your computer gives options – to get to the top of a new page to do the Works Cited.

• Do not use the Enter key to get to the next page.
• Use the same settings including double spacing throughout except that the first line of each source must start at the left margin and the second and any subsequent lines must be indented ½”.
• This is called a hanging indent.
• To create a hanging indent, make sure to type your sources one under the other hitting Enter at the end of each source.
• Then, highlight the Works Cited list and go into the Paragraph dialogue box.
• Under Special, select Hanging from the drop-down menu. Once selected, the default under By should be .5″.
• Remember that your list has to be alphabetized and the page must have the words Works Cited centered on top.

Troubleshooting Common Page Setup Problems

• The whole page is tabbed in.   There is an error in settings in the Indentation Box in Paragraph. Highlight paper and change to 0 in both Left and Right under Indentation in the Paragraph dialogue box.
• There is no top margin even though you set top margin for 1”.  You’ve accidentally hidden your white space.  Position your cursor at the top of the page until you see a double line.  Then, double click.
• The same page number is appearing on every page in the header in the upper right. You have typed in a page number instead of using Insert Page #.
• I can’t get my header over to the right without using the tab key.  Click to Home, position your cursor at the beginning of your last name, then click the align right button.
• The spacing between lines seems larger than double space.  You have not reset the setting in Paragraph under Spacing on lower left to 0 before Before and 0 before After.  You have to highlight the whole page before changing settings for them to take place on the page.
• There’s an extra line between paragraphs or every time I hit the Enter key.  You have not checked the box which says “Don’t add space between paragraphs of the same style. You have to highlight the whole page before changing settings for them to take place on the page.

Other Resources for Your Setup Problems

• Help tool in your program.  Generally, there’s a tool or a link to a tool.  Just Search your problem.
• Online at website of your program.  Word and other programs have help pages on their site.
• The PHSC Technical Support link: See Resource Links on the right side page for Technical Support or call 727 816-3732.
• Just Google?  Maybe.  However, just searching around on the Internet open files and here and there is one way to pick up a virus, and you don’t know how reliable the source is.  You are better of getting help with the first listed methods.  Never download a help program.
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APA Alignment and Indentation: General Guidelines With Explanations

• Icon Calendar 11 December 2023
• Icon Page 1331 words
• Icon Clock 7 min read

Indentation and alignment in APA play a significant role in improving the readability of academic papers. Basically, a writer must use the correct indentation when presenting different heading levels or marking each passage’s beginning. As a rule, each paragraph’s first line should have a 0.5-inch indentation from the left margin. Moreover, the following lines must begin at the left margin. Then, details on the cover page should have an axial alignment. Also, first-level headings should have a center-alignment format, while second-level ones should begin at the left margin. Further on, subsequent titles, third- to fifth-levels, must start at 0.5 inches from the left margin. Besides, students must indent a block quote at 0.5 inches from the left margin. However, the first line of second and subsequent paragraphs in a block quote should begin at 1 inch from the left margin. In turn, this strategy helps to marks the beginning of new passages in the indented quote. Besides, titles “references” and “appendices” should appear centered on a new page by considering the rules of APA alignment and indentation.

General Guidelines for APA Alignment and Indentation

Formatting rules of APA alignment and indentation help to improve the essay’s appearance and readability. Basically, well-formatted papers appeal to readers and motivate them to interact with the content. In this case, alignment refers to how a paragraph aligns with page margins. Also, some types of adjustments include left, right, center, and justified. In practice, one should align the text to the left when formatting in APA. For example, this method leaves the right margin ragged or uneven. On the other hand, indentation refers to the distance from the left margin to headings or line paragraphs. In turn, indentations help writers to present different heading levels and mark the beginning of each passage. Therefore, an APA paper has a distinct rule for formatting and indenting, enhancing the essay’s superiority and readability.

Alignment and Indentation Rules in APA

1. paragraphs.

Each paragraph should begin at 0.5 inches from the left margin. Basically, each passage should have the first line as unique. As a rule in APA, the writer must indent the first line 0.5 inches. In turn, subsequent lines should begin at the first margin. 

Each paragraph should have a left alignment in APA. For instance, the text should align with the left margin. Besides, the sentences should appear as lagged to the right margin. Then, one should note that papers formatted in APA should have a 1-inch margin all around. Also, the uniform margin plays a crucial role in ensuring that one aligns the paragraphs correctly. Hence, one must align each section to the left margin.   

2. Title Page

The title page of an APA style paper should have centered details. For instance, the paper’s title should begin approximately six spaces from the article’s top margin. Then, other details, like the author’s name, institution, and data, should follow the heading. In turn, one should align these details to the center of the page. Hence, APA formatted papers should have a title page with centrally-aligned details.

The title page of an APA paper should have a running head on the margin. As a rule, one must include a header containing a summary of the paper’s title. In this case, the phrase “Running head” should precede the shortened title. Moreover, students must align the running head to the left margin. Hence, APA formatted papers should have a running head aligned to the left.

3. APA Alignment and Indentation Format for Headings

APA papers should have five heading levels. Basically, each title must have a unique alignment. In this case, one must follow the following rules of APA indentation and alignment for different heading levels. 

First-level heading – Students should use center alignment when writing the first-level entry. For example, the main words in this heading should begin with capital letters. Besides, one should use boldfaced letters. Hence, first-level entries should appear as central-aligned.

Second-level heading – Writers should use left-alignment for the second-level headings. In turn, this heading should begin at the left margin of the page.

Third- to fifth-level headings – These three entries should begin at 0.5 inches from the left margin. For instance, one should indent the third, fourth, and fifth headings at 0.5 inches. In this case, the main differences that distinguish these headings are boldface and italics. As a rule, one should boldface the third-level entry. Also, the fourth-level header should appear as bold and italicized. AS a result, students should italicize only the fifth-level headline.  

4. Abstract

The title “Abstract” should appear at the center of the page. Basically, writers should use central alignment for the title of this section. However, one should align the content in this section to the left margin. Also, students should justify the left end of the text while leaving the right margin as uneven. In turn, one should not indent the abstract’s first line.  

5. References

The reference section should begin on a separate page. Basically, one should align the title “Reference” to the center of the page, converting the principles of APA indentation and alignment guidelines. However, each bibliographic entry should have 0.5 inches hanging alignment. In turn, the first line should begin at the left margin. Moreover, subsequent lines should start at 0.5 inches from the left margin.  

6. APA Alignment and Indentation for Block Quotes

Scholars should indent the entire block quote. For instance, all the block quotes’ lines must begin at 0.5 inches from the left margin. In this case, the text should appear as lagged in the right margin. Then, one should indent the second and subsequent paragraphs’ first lines in the block quotes. Moreover, the first line of other sections in a block quote should begin at 1 inch from the left margin. In turn, this strategy helps to mark the beginning of a new paragraph within the quote. Hence, one should indent the entire block quote at 0.5 inches from the left margin.  

7. Tables and Figures

APA formatting style requires writers to provide accurate and precise identification of the charts and graphs. As a rule, one should not indent the description provided. In this case, the identification information should begin at the left margin below the relevant table or figure. Hence, one should include a left-aligned description for each table or chart included in the text. 

8. Appendices

Appendices should begin on a new page and follow specific indentation rules. For instance, the title “Appendices” should appear at the center of the page. In this case, one should use a central alignment format for this heading in APA. Then, subsequent appendixes should have separate entries. As a rule, subheadings should begin at the left margin. In turn, students should not indent them. Therefore, appendices should follow first- and second-level heading indentation rules.

Summing Up on APA Alignment and Indentation

APA indentation and alignment rules play a significant role in improving the readability of academic papers. Basically, correct alignments and indentations help scholars to present different heading levels and mark the beginning of each passage. In turn, an APA formatting style has a distinct rule for formatting and indenting, which enhances the essay’s superiority and readability. As a result, students should observe the following rules:

• The first line of every passage should have a 0.5-inch indentation from the left margin.
• One should align the body of the paper to the left margin.
• Details on the cover page should have an axial alignment.
• First-level headings should have a center-alignment format.
• Second-level headings should have a left-alignment format.
• Third- to fifth-level headings should begin at 0.5 inches from the left margin.
• Writers must indent a block quote at 0.5 inches from the left margin.
• The first line of the second and other sections in a block quote should begin at 1 inch from the left margin.

To Learn More, Read Relevant Articles

How to Write an Appendix Section in APA With Explanations

• 19 August 2020

College Application Essay Format: Basic Guidelines With Examples

• 17 August 2020

• Presentation and Formatting

To Indent or Not to Indent Paragraphs

Chelsea, a reader of my monthly e-newsletter, Better Writing at Work,  asked me to write about indenting paragraphs in business letters . She wrote, “When writing letters, what is the ‘proper’ protocol on indenting?”

There are several proper ways to format a traditional business letter. Only one of them indents paragraphs, and it is not popular these days. I have described three ways below.

Modern and sleek: the full-block style.

These days most business letters follow the full-block style, with nothing indented. In this style, everything (the date, inside address, salutation, body, close, and signature block) begins at the left margin. The only content that might be indented in the full-block style is bullet points or long quotes. Both of those would be indented as a block, though, not just the first line, like this:

This is an example of a paragraph that is block indented. The whole paragraph is indented, not just the first line.

Most businesses use the full-block style because it is easy to type–no indenting! Also, it looks modern and sleek on the page.

Less modern and sleek: the modified-block style.

Paragraphs are not indented in the modified-block style. However, the date, closing, and signature block are indented–to begin at the center of the line. It requires the business writer or typist to create a template with the correct indention of the date, closing, and signature block. Some organizations use this style, which looks neat but not sleek.

Fussy and dated looking: the modified-block style with indented paragraphs.

The only style with indented paragraphs is known as “the modified-block style with indented paragraphs.” In it, the date, closing, and signature block begin at the center, as in the modified-block style. However, each paragraph is indented a half-inch (1.27 cm). This is the fussiest looking letter, with no sleek lines. It is not popular these days but was common decades ago.

If your organization wants to come across as up to date and elegant, choose the full-block style. If you want to appear up to date yet a bit traditional, consider the modified-block style. If you want to appear traditional and old-fashioned, the modified-block style with indented paragraphs might work, but remember that it doesn’t look elegant.

Some letterhead is already very left-heavy. If your company’s letter is designed with a very strong left line, you might want to use the modified-block style for a more balanced look. Check with your communications department.

Before anyone asks, the answer is no–paragraphs are NOT indented in email . On the screen, people focus on the left margin, so it makes no sense to indent paragraphs in email.

Chelsea, I hope this post answers your question. To indent or not to indent paragraphs? It’s up to you.

Thank you very much for replying to my question. I am always learning so much from you and I really appreciate it!

You’re welcome! Thanks for letting me know you read the post.

There are many styles of writing and one completely differ from the other and different organizations follow different styles. Before starting to write, one should learn the style of that particular firm.

Comments are closed.

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