How To Make Paragraphs in Excel in 6 Steps (Plus Tips)

Use the Alt key to enter your information

Before you reach the end of your cell, at the next end of your sentence, press the Left Alt+ key and the Enter key simultaneously. After doing so, Excel creates a paragraph break for your work within the cell.

If there is no other data in the adjacent cells, Excel 2013 automatically displays lengthy text entries over these cells. However, this behavior might cause the text to extend outside of the worksheet’s visible area, and any additional data added nearby might cause the paragraph to end. By using one or more options, you can make the paragraph fit the row without worrying that the next set of information will hide some of your text. Allowing text to wrap and merging adjacent cells may be the two choices that are most advantageous.

C. Taylor began a career as a professional writer in 2009. She frequently writes about business, finance, martial arts, and the outdoors. He contributes to both print and online publications, such as those from Samsung, Radio Shack, the Motley Fool, the Chron, Synonym, and many others. He earned a Bachelor of Arts in biological sciences at College of Charleston and a Master of Science in wildlife biology from Clemson University. He also holds minors in statistics, physics and visual arts.

How to Create Text Paragraph & Columns in MS Excel (Excel 2007-2019)

How are paragraphs and line breaks used in Excel?

In Excel, paragraphs and line breaks make all words appear without requiring user input, keeping the information readable. For charts and presentations, clearly displaying your text can be useful even though collapsing text within individual cells may encourage more information organization. For instance, it might not be necessary to create paragraphs and line breaks for each description if you’re using Excel to organize company profiles.

It might be preferable to communicate the contents of a cell’s information by displaying it fully in a paragraph format if you’re using the Excel document to create a graph for a presentation. For graphs or charts that explain information, paragraph formatting with line breaks makes it possible for any amount of data to appear without being constrained by cell limits.

What is the purpose of a paragraph break?

The goal of a paragraph break is to conclude one and begin a new one. While you could succinctly write each paragraph’s information inside a single cell, making paragraphs that move and break outside of cells can help display your information in a readable, organized manner. By default, the text you type in a cell moves straight ahead to the right of the cell if there is nothing in the cell to the right of your content. Using paragraph breaks ensures that the information is presented fully to a document viewer and keeps the content contained within a cell.

How to make a paragraph in Excel

To create paragraphs in Excel, think about doing the following:

1. Select your entry cell

Select your entry cell first before putting your paragraph in display format in your Excel document. Even if your paragraph contains multiple sentences, it will remain in this cell. Normally, typing in this cell would result in an endless text line to the right if the cell to its right was occupied. Consider stretching the space available in your cell before you start typing by using the top cell indicators, which are represented by alphabetical letters. Stretching this area allows you to fit more text on each line and can make your incoming paragraph look well-formatted and readable.

2. Type your information

Begin typing your information in the selected cell. Contrary to pasting data into Excel, typing information with paragraph breaks has different results. The final step needed to create a paragraph for data entered directly into a spreadsheet is when you reach the end of your cell. The next step starts after the first sentence if you use bullet points or any other format other than strictly paragraph typing.

3. Use the Alt key to enter your information

Press the Left Alt+ key and the Enter key simultaneously at the end of your sentence, just before you reach the end of your cell. Excel then inserts a paragraph break for your work inside the cell. Your work cannot be extended to another cell, nor can any information be passed between any two cells. For each additional paragraph break, such as one for a list of bullet points, keep pressing Left Alt+ and Enter.

How to copy and paste paragraphs into Excel

Consider taking the following actions to maintain paragraph breaks when pasting a paragraph into an Excel document:

1. Prepare your text

Gather your text before pasting information into Excel from another document. Paste your text into Word first to help with formatting for Excel. Instead of using the settings from the original website, Word can format the text according to the current font and type size settings on the document if the text is first pasted into Word. Pasting text into Word before pasting it into Excel can help you organize your information and spacing because Word and Excel both use similar font and size formatting.

2. Double-click your cell

Open Excel after you’ve organized your paragraph and copied it to the clipboard. Contrary to typing in Excel, quickly double-click the text cell instead of just one click. Before entering the text, you can format the cell for paragraphs using this. Unlike when you type your text, Excel doesn’t require you to increase the cell length to account for paragraph length. The cell automatically adjusts to fit the entire paragraph text once you paste your text inside.

3. Paste information

Pressing enter after double-slicking your cell causes Word to paste your information into a single cell that extends downward as far as the paragraph indents demand when you copy it from another source. Excel indents the text at each end as many times as the text requires rather than extending it to the right beyond the edge of the cell.

Tips for pasting paragraphs from outside programs into Excel

To make your Excel sheet easier to read when pasting paragraphs from other programs, take into account some of the following advice:

Use spaces to prevent cell overflow

If you can, try to add spaces to each white cell next to your information to prevent typing information over right adjacent cells. Moving any charts or spreadsheet data over by one row may help improve your readability by adding a line of white space between your cells if you have any information in adjacent cells.

Identify toolbar tools to help you align text

The top toolbar can be very useful for changing your layout and spacing when formatting your text after pasting. You can arrange highlighted cells into formatting patterns in Excel by using the Justify or Left and Right alignment buttons on the upper toolbar. This can help with titles that may look better centered than from the left or right, or with longer paragraphs that might look more appealing to start on the left rather than in the middle.

Arrange your paragraph into multiple cells

Consider using toolbar tools to divide up your paragraphs into multiple cells if they are too long to fit into one. You can format data across multiple cells by selecting the Fill option under the Home tab while you are highlighting a cell. Click the Justify button to arrange your information across multiple cells. When you do, Excel sets the data for each indented text space in a downward order.

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How do you make Excel cells fit paragraphs?

Adjust text to fit within an Excel cell
  1. Select. Press [Ctrl]1 to select the cell with text that is too long to display in full.
  2. In the. Format Cells dialog box, select the Shrink To Fit. check box on the Alignment tab, and click OK.

Can you type paragraphs in Excel?

It is necessary to select the cell with the sentence and a few cells below it, click the HOME tab, FILL, and then JUSTIFY in order to have Excel divide a long paragraph into as many cells as necessary to fit it within the column (as opposed to everything in one cell).

How do you make multiple paragraphs in Excel?

When you press ENTER while holding down ALT, Excel will let you type another line of text.

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