Tutorial: how to simplify alignment in your files using InDesign tabs?

Managing the alignment of items in a list can quickly become complicated, especially when several columns are needed. The list can then take on the appearance of a table without borders. The best way to manage this type of text block in InDesign is to work with the tab options. Here is how to use this simple yet powerful tool (all actions described apply only to selected text, or to the line on which your text cursor is placed).

(This article is aimed at graphics professionals)

Step 1 – Type your list…

… separating columns with tabs (the arrow above the Caps Lock key) and rows with paragraph breaks. To separate the last column from the second-to-last, use a right-indent tab (Shift+Tab).

Once your text block is complete, open the tab options window (Ctrl+Shift+T). For simplicity, consider showing hidden characters (Ctrl+Alt+I) as in the example below.

Step 2 – Managing tab width

To manage this option, you have a ruler the width of the text block. If you have moved the window away from your block, you can use the magnet (8) to snap the window back onto the block.

By clicking in this ruler, you will place arrows (7) that define the width of the tabs. The leftmost arrow defines the width of the first tab, and so on. For greater precision, you can select an arrow by clicking on it, then define its exact position by typing a distance in the "X" field (5).

Step 3 – Managing text alignment

By default, text will be left-aligned (arrow 1). To change this, select the corresponding arrow on the ruler, then click on the appropriate arrow type on the left side of the options window: 1 = left-aligned / 2 = centred / 3 = right-aligned / 4 = aligned on the decimal tab.

This last arrow allows you to align the tab at a position of your choice, using the "Align on" field on the right. For example, in the image above, if the last arrow were a type 4 arrow, the tab would be aligned on the comma of the numbers in column 3.

Since the last column is defined by a right-indent tab (10), the text is right-aligned, flush with the right edge of the text block. If you do not want right-aligned text at the end of the line, you should use a regular tab (11) with the appropriate arrow. The disadvantage is that you will need to define the correct distance from your block, which is automatic with a right-indent tab.

Step 4 – Managing leader characters – Optional

Select the appropriate arrow, and define a leader character using the dedicated field (6) so that it repeats across the full length of the corresponding tab.

In our example, a full-stop leader character is defined on the second arrow; you can see it at the start of line 2 and after items 2 to 6 (13). Since no leader character is defined on the other arrows, nothing appears. A leader character is always one or more characters. Most commonly it is a full stop "." or a dash "_", but it could equally well be the word "yoghurt", if that is what is typed in the "Leader character" field.

Step 5 – Managing indents and line breaks – Optional

As with any text block, you can manage the spacing between paragraphs and use forced line breaks (Shift+Enter) (9) and return to this point (Ctrl+*) (12) as required.

Conclusion

While this tool can seem daunting at first, it becomes an invaluable ally as soon as you have long price lists or simple borderless tables to integrate into text. It is typically an indispensable tool for laying out a restaurant menu or a bar's drinks list. It is useful when you find yourself somewhere between a list and a table. It offers fewer options than a table, but is quicker and more flexible to set up and modify.

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