- Splitting a whole Word document into columns
- Putting only part of a Word document into columns
- Using the More Columns dialog in Word
- Adding a dividing line between Word columns
- Forcing text into the next column with a column break
- Columns in Word for newsletters, leaflets and brochures
- When Word columns won't line up
- Turning Word columns back into one
- Frequently asked questions
To make columns in Word, open the Layout tab, select Columns and pick a preset, or choose More Columns for custom widths and a dividing line. To put only part of the page in columns, select those paragraphs first, otherwise Word applies the layout to the whole document or section.
Columns turn a wall of text into something that reads like a newsletter, a leaflet or a magazine page. They're great for client newsletters, event programmes, menus and printed handouts, where shorter lines are easier on the eye and you can fit more on a page without it looking crammed.
Word can put the whole document into columns, or just one part of it, and the second option is where most people get muddled. I'll cover both, plus column breaks, dividing lines and what to do when the layout won't sit still.
Splitting a whole Word document into columns
- Open the Layout tab on the ribbon.
- Select Columns.
- Pick one of the preset options, such as two or three columns.
That's it. Word flows your text down the first column and into the next. If none of the presets suits you, choose More Columns at the bottom of the menu to set your own format, including the number of columns and their widths.
Putting only part of a Word document into columns
This is the layout most newsletters need: a full-width heading at the top, then the body in columns underneath. Microsoft's method is to select first.
- Highlight the paragraphs you want in columns. Leave out the heading or intro you want to stay full width.
- Go to Layout, then Columns.
- Choose the number of columns, or More Columns for custom settings.
Word quietly adds section breaks around your selection so the rest of the page isn't affected. You won't see them unless you turn on formatting marks, but they're why the columns stop and start exactly where you chose.
Using the More Columns dialog in Word
The More Columns option opens the Columns dialog box, where you get finer control than the presets give you.
| Setting in the Columns box | What it changes |
|---|---|
| Number of columns | How many columns the text splits into |
| Width and spacing | How wide each column is and the gap between them |
| Line between | Adds a thin vertical line between the columns |
| Apply to | Whether the layout covers the whole document or a chosen part |
Microsoft says that if your document has more than one section, a new column layout applies only to the current section. That's handy when you're building a page with mixed layouts, and confusing when you expected the whole document to change. If only part switched over, click into the next section and set it there too.
Adding a dividing line between Word columns
A thin rule between columns makes a page look more like printed media and stops the eye jumping across. In the Columns dialog, tick the Line between check box and select OK. I like it for newsletters with three narrow columns, where the gap alone can look a bit loose.
Forcing text into the next column with a column break
Sometimes a heading lands at the bottom of a column with its text in the next one, or you want a new topic to start at the top. That's what a column break is for. Microsoft describes it as ending a paragraph in one column and starting the next at the top of the following column.
- Click where you want the next column to begin.
- Go to Layout, then Breaks.
- Choose Column.
Microsoft also lists Ctrl+Shift+Enter as a keyboard shortcut for a column break on Windows. To see where your breaks are, go to Home and select Show/Hide, which reveals the hidden formatting marks.
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Don't press Enter repeatedly to push text down. It looks fine until you edit a line further up, and then everything shifts out of place.
Columns in Word for newsletters, leaflets and brochures
If you run a small business, columns are an easy way to make printed material look designed rather than typed. Two columns suit most A4 handouts; three work for leaflets folded into panels. If you're making a folded piece, my guide to making a brochure in Word goes through the layout and folding side.
Narrow columns also make margins matter more, because a wide margin plus three columns leaves very little room for text. It's worth checking your page setup with my walkthrough on adjusting margins in Word before you fine-tune column widths.
When Word columns won't line up
- The whole document went into columns. You didn't select the text first. Undo, highlight just the paragraphs you want, and try again.
- Only one part changed when you wanted it all. The document has several sections, and the layout only applied to the current one.
- Columns are uneven at the end. Word fills the first column before moving on. A column break where you want the split evens it up.
- The heading got squeezed into a column. Leave the heading out of the selection so it stays full width.
- Text jumps around after edits. Replace any blank lines you used for spacing with a column break.
Turning Word columns back into one
To undo columns, click inside the section that has them, go to Layout, Columns and choose One. If you used a selection, click inside that part first so you don't reset the rest of the page.
Frequently asked questions
How do I make columns in Word?
Go to Layout, select Columns and choose a preset. For custom widths or a dividing line, choose More Columns instead.
Can I put just one part of a Word document in columns?
Yes. Select the paragraphs first, then go to Layout, Columns and choose your option. The rest of the document stays as it was.
How do I add a line between columns in Word?
Open More Columns from the Columns menu and tick Line between, then select OK.
Why did my column layout only change part of the document?
Microsoft says that if a document has more than one section, a new column layout applies only to the current section.
How do I move text to the next column?
Click where the new column should start, go to Layout, Breaks and choose Column. That ends the paragraph in one column and starts the next at the top.
