Aligning text with pleading line numbers in Word (substantially rewritten)One of the most common questions I hear from training clients and others in the legal profession has to do with text that is out of alignment with the line numbers in pleading paper. The problem usually occurs in documents that are based on a pleading template originally generated by Word’s “Pleading Wizard” (a deprecated / retired feature that was available in versions of the program prior to Word 2007). Because of the way the Wizard stretched the line numbers to make them equidistant and to fit them within the space allocated for text — assuming a 1″ top margin, a 1″ bottom margin, and a 12-point font — the line spacing of the line numbers ended up being a fraction of true double-spacing.Why Applying True Double-Spacing Doesn’t WorkPeople often attempt to fix the problem by applying true double and single spacing to the document text. Doing so usually makes things worse. That is because of an aspect of typography called “leading” (rhymes with “sledding”), which refers to the vertical distance between lines of type – often adjusted to improve readability.As a result of leading, true double spacing varies between 220% and 270% of the size (height) of your chosen font, and true single spacing varies between 110% and 135% of the size (height) of that font. 1 Thus, if your body text font is Times New Roman set at 12 points, double-spaced lines actually are spaced about 27.6 to 28.8 points apart. (A “point” is a unit of measurement that refers to the height of characters.

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There are 72 points in a vertical inch. 2) By contrast, the Pleading Wizard compresses the area where the line numbers appear, resulting in line spacing (i.e., line height) for the line numbers that is significantly smaller / more compressed vertically — typically 22.75 points. (I often call this figure “pleading double spacing” to differentiate it from true double spacing.) Thus, applying true double spacing usually results in text that is “taller” than the pleading line numbers.Changing the Line Spacing in the Document to Match That of the Line NumbersTo fix the problem, you must start by determining the existing line spacing for the pleading line numbers in your document.

To do so, open the header editing screen by double-clicking within the white space at the top of any page (or, alternatively, right-click at the top of any page, then choose “Edit Header”). Next, right-click somewhere within the line numbers and choose “Paragraph.” When the Paragraph dialog opens, note the figure shown under Spacing, Line spacing. Usually it is set at “Exactly” a certain number of points – for example, 22.75 pt, or 23.15 pt, or 24 pt, or some such figure.

Note: This figure can vary from document to document, because template designers often tweak the line spacing of the pleading line numbers, whether the original template was created with the Pleading Wizard, downloaded from the Internet, or created from scratch by some ambitious techie.Make note of this figure. To get the text to align with the pleading line numbers, you’ll need to adjust the line spacing of the “pleading double spaced” paragraphs in the document to match it. Just select each of those paragraphs, open the Paragraph dialog, and change the line spacing to “Exactly” and the number of points you noted for the line numbers.You’ll also need to select any “pleading single-spaced” paragraphs in your document and use the same technique to apply “Exactly” spacing that is half the number of points set for the line numbers. In other words, if the line numbers are spaced Exactly 22.75 points apart, you’ll need to set the “pleading double-spaced” paragraphs at 22.75 points and “pleading single-spaced” paragraphs at 11.375 points. (Word usually changes the 11.375 pt to 11.4 pt.

Step 8: Pressing these arrow keys will move the flashing cursor up a line of text, down a line or left one character or right one character. Using a combination of keystrokes can also move the cursor further – e.g. Holding down the Ctrl (control) key and pressing the left arrow key will move the cursor left one word. Draw your line. Click and drag across the place in which you want to insert the line in your Word document to do so. You can move your line by clicking and dragging it. You can also adjust the line's length and orientation by clicking and dragging one of the circles on the ends (or in the middle) of the line. In normal mode or in insert mode, press Alt-j to move the current line down, or press Alt-k to move the current line up. After visually selecting a block of lines (for example, by pressing V then moving the cursor down), press Alt-j to move the whole block down, or press Alt-k to move the block up. Explanation Edit.

That’s fine.)Why Not Simply Adjust the Spacing of the Line Numbers?People sometimes ask – logically enough – why it’s necessary to change the line spacing of all of the text in the document to match (or, in the case of “pleading single spacing,” be exactly half of) the spacing of the line numbers. Wouldn’t it be simpler to change the line spacing of the line numbers?Although the idea seems sensible in theory, it doesn’t work well in practice.

More often than not, changing the line spacing of the line numbers causes one or more additional problems. Sometimes, for example, it hides some of the line numbers. If you then drag the bottom margin of the “frame” that contains the line numbers in order to show all of the numbers, the body text might not appear on the last numbered line of the page, in which case you have to change the bottom page margin. Also, if there are section breaks in your document, you need to tweak the spacing of the line numbers – and maybe also the “frame” that contains them – in each section.

Now this apparently simple solution is looking more and more complicated.Using a Line Break When Necessary After “Pleading Single-Spaced” TextEven after applying “Exactly” line spacing to all of the text in the document, you might find the transition between “pleading single spacing” and “pleading double spacing” tricky. In particular, “pleading single-spaced” headings and block quotes that span an even number of lines (2, 4, 6, etc.) can be problematic; when you press the Enter key after typing the text, the cursor usually ends up between line numbers.Rather than fiddling with the line spacing, which often causes more headaches, try this simple solution: Place the cursor at the very end of a “pleading single-spaced” paragraph (a heading or a block quote) and press Shift Enter before pressing the Enter key. Shift Enter creates a Line Break (sometimes called a Soft Return), which extends the “pleading single-spaced” paragraph by one line rather than creating a new paragraph.

Usually, that is sufficient to bump the following paragraph down so that it is aligned with a pleading line – assuming that all of the “pleading single” and “pleading double” paragraphs in the document are formatted correctly. 3Other Possible Causes of MisalignmentThe inconsistency in line spacing between the line numbers and the text is the most frequent cause of the alignment problem, but there are other factors that can contribute to it. For now, I’ll go over only two other “usual suspects.”Page Setup — Page Margins and Header/Footer Distance From EdgeSometimes you can fix text alignment problems in pleadings by fiddling with the top and/or bottom page margin.When you launch the Page Setup dialog (by clicking the dialog launcher in the lower right-hand corner of the Page Setup group on the Page Layout / Layout tab 4), you might notice that the margins for the pleading are negative numbers. This seemingly odd phenomenon is actually by design in Word. I’ve never quite understood the reasoning behind it, but if you’re interested you can read more about it in.Be careful to note the original margins in case your changes don’t work and you have to restore them.If changing the page margins doesn’t work, try changing the distance of the header and/or footer from the edge of the virtual paper.

To buy my book, Formatting Legal Documents With Microsoft Word 2016, on Amazon.com, click.There is no preview of the Word 2016 book on Amazon, but you can see / download the Table of Contents by clicking.To buy my book, Formatting Legal Documents With Microsoft Word 2010, on Amazon.com, click.There is no preview of the Word 2010 book on Amazon. However, you can see a preview - or buy a slightly older version of the book - on Lulu.com by clicking the gray 'Buy Now - Lulu' button.To buy my first book, Formatting Legal Documents With Microsoft Office Word 2007 on Amazon.com, click.

There is no preview of the Word 2007 book on Amazon. However, you can see a preview - or buy a slightly older version of the book - on Lulu.com by clicking the blue 'Buy Now - Lulu' button.

I have made a new form for my office. In different areas I have used a square box symbol to be checked off for yes or no as an answer. After each question I have a box with yes next to it and then a box with no after it.I just can't get the boxes to be exactly even under each other from row to row. They are off by a small amount. When they are in the far left column before the question, they line up.

But not when they are anywhere else on the page.Any help would be appreciated.Thank you. RE: MS Word 2003/ How to line up check boxes vertically? (TechnicalUser) 12 Oct 06 20:13. In different areas I have used a square box symbol to be checked off for yes or no as an answer.

After each question I have a box with yes next to it and then a box with no after it.What are these boxes? Are they formfield checkboxes? Are they drawn boxes? I get that you used a 'square box symbol' - although i don't know why you would do that - for something. But it seems there are other 'boxes'.Are these in a table? It sounds like they are. Please confirm.Are you using Styles?GerryRE: MS Word 2003/ How to line up check boxes vertically?

I have made an example below. The boxes here align evenly above each other but do not on the form that I made. I tried to attach part of my form here and/or copy paste a jpg of it but it doesn't work. These are boxes to be checked off. I did it this way as I really didn't know another method. My form (page 1) is finished but the boxes would have been better if I could get them aligned.I got the box from: 'Insert-Symbol-Box shape'.?

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RashSRRE: MS Word 2003/ How to line up check boxes vertically? Sorry fumei, I thought that I answered your question in my last post. I always appreciate any help.I am a novice in making forms.I did use a text box.

I used the symbol selection and a box shape under normal text box.The boxes in the far left of the box line up but the ones to the right of them do not for me. You have them perfectly lined in your sample. That is where I'm having difficulty.SteveRE: MS Word 2003/ How to line up check boxes vertically? (TechnicalUser) 15 Oct 06 11:40. And a box shape under normal text boxHuh? A box shape under normal text box.

I am totally confused. I do not know what you are explicitly meaning by 'text box'.In any case, as you can see I DO have mine lined up.

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They are formfield checkboxes (unshaded) in a table. And, again, this is IMHO, better as:1.

They DO line up2. If it is printed the user can check they with a pen - which is what I think you are doing - but they can also now check them electronically (IF you protect the document for forms thus making the formfields active).

If theyare done electronically, now you can extract information electronically.Gerry.