[techtalk] WORD/Google Docs – Controlling Widow and Orphan Paragraph Breaks

Thu Jun 20 08:00:00 PDT 2024

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NOTE: All webinars begin at 3 pm ET / 2 pm CT / 1 pm MT / 12 Noon PT and are one hour long.

•    June 26: [PPT & G-Slides] Cool Features You Can Use to Shine when Presenting with Slides

•    July 10: [VIDEO] Snagit Videos: From Screen Recording to Polished Productions

•    July 24: [EXCEL] Mastering Spreadsheet Magic: Typical Formula Techniques

•    August 7: [GRAPHICS] CANVA: A Beginner's Guide to Designing Graphics Like a Pro

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WORD / G-Docs - Control Widow and Orphan Paragraph Breaks

Intermediate

Have you ever been working on a large document and noticed a wide gap at the bottom of the page? It's empty space that is odd looking, like a mistake. It should be filled with text.

Or perhaps you have a bulleted list and even though the first line would fit at the bottom of a page, the whole list of items is pushed to the next page, leaving a gap of space.

[An image of a two-page document with text explaining AI and writing. The left page has a section on "What is the Difference Between Artificial Intelligence and Generative AI?" The right page includes a "Caution" section regarding Generative AI text, and a section on how to use Generative AI effectively.]

What makes this happen? Microsoft Word (and Google Docs) both have built in formatting that keeps paragraphs (or bulleted and numbered lists) together on a page. It prevents what is referred to as "Widows" or "Orphans."

•    The term "Widow" is used to describe a line or paragraph that is isolated from the rest of the text and placed at the beginning of a new page.

[Screenshot of a document with a highlighted section. The highlighted text reads: "Widow - Single line left on its own at the top of a new page.]

•    An Orphan is when the first line of a paragraph (or title) appears at the bottom of the page. It's all alone with the rest of the paragraph on the next page.

[A document screenshot with a heading "Get Started with ChatGPT" and body text below. A red arrow points at "Orphan - First line of title or paragraph is alone with the rest of the section on the next page." The rest of the document continues on the next page.]

This feature is set up to keep paragraphs and lists together making it easier for the reader to complete the section before moving on.

But what if you don't like the look of the empty space? Maybe it doesn't make sense for your document. Can you force Word (or Google Docs) and turn off the Widow/Orphan option?

There is an override to this feature in desktop Word, Microsoft 365 Web, and Google Docs. It's easy to do if you know where to find this setting. And it can be applied on a case-by-case basis.

MS Word 365 DESKTOP Version

To make changes to the Widow and Orphan controls in desktop Word:

[Screenshot of the Paragraph dialog box in a word processor, showing the "Line and Page Breaks" tab. An arrow points to an unchecked box labeled "Widow/Orphan control" under the "Pagination" section. Other options such as "Keep with next" are also visible.]

•    Highlight the paragraph you want to control.

•    In the Home tab, in the Paragraph section, click the down arrow in the lower right of the box to open the Paragraph control window.

•    In the Line and Page Breaks tab, uncheck the Widow/Orphan control box.

•    Click OK to save the change.

MS Word 365 WEB Version

You'll find this setting option in the online version of Word as well. The directions are the same, but the Paragraph window looks a bit different.

•    Highlight the paragraph you want to control.

•    In the Home tab, in the Paragraph section, click the down arrow in the lower right of the box to open the Paragraph control window.

•    In the Pagination section, uncheck the Widow/Orphan control box.

•    Click OK to save the change.

[A screenshot of the Paragraph settings window in a word processing program. Options include alignment, indentation, spacing, and pagination. An arrow points to the unchecked "Widow/Orphan control" checkbox under the Pagination section. The window has OK and Cancel buttons.]

Google Docs

The Widow and Orphan feature is found in Google Docs as well, but it is referred to as "Keep Lines together." You can choose to override this function when needed.

•    First, highlight the affected text.

•    Go to Format in the navigation and select Line & paragraph spacing.

•    From that menu select either Keep Lines together -- to keep all lines of text in the same paragraph on the same page.

•    Or to allow the Widow or Orphan feature, leave it set to Prevent single lines.

[A screenshot of a word processor's "Format" menu open, showing options under "Line & paragraph spacing." The options highlighted include "Keep lines together" and "Prevent single lines." A dropdown arrow points from "Format" to "Line & paragraph spacing.]

TIP: Prevent single lines is not available in docs that are in Pageless format (one long continuous document). To use these features, make sure your document is in Pages format. Find this setting in File, Page setup.

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Communication: Leadership

Recognize the little things

Recognizing the little things is essential in both personal and professional relationships. Here are three ways to show recognition of the small, yet significant, contributions of others.

1. Personalized Messages. Who doesn't love to receive a thoughtful communication?

•    Handwritten Notes and Personalized Emails. Write a brief note acknowledging the specific actions or behaviors you appreciate. It makes a difference if you give details because it shows that you noticed their effort.

•    Example: Hi Jantur, I wanted to thank you for always making sure the meeting rooms are set up perfectly. Your attention to detail makes a huge difference, and it's noticed and appreciated.

2. Verbal Praise in Public Settings. Recognition during meetings or gatherings sets a positive example and boosts morale.

•    Team Meetings: Take a moment when everyone is together to highlight someone’s contributions. Be specific about what they did and how it affected the team or project.

•    Casual Conversations: Mention someone's efforts in casual conversations with their peers or supervisor. This gives everyone a big boost.

•    Example: I want to give a shout out to John for his meticulous work on the monthly reports. His accuracy and dedication help us achieve our goals.

3. Small Tokens of Appreciation. There's no need to be expensive, just a tangible item to serve as a physical reminder of your recognition. It's the thought that counts.

•    Gift cards, treats, desk decorations ... a small plant, a motivational card ... anything that shows you recognize a person's efforts and achievements.

•    Example: I noticed how much effort you put into organizing the team event, so I got you a gift card to your favorite coffee shop as a thank you. Enjoy a treat on me!

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Cheers,

Darci Hanning, MLIS (she/her/hers)

Public Library Consultant / CE Coordinator
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State Library of Oregon | Library Support and Development Services

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