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If you format a document with columns (as in some newsletter layouts), the text will automatically flow from one column to the other. You can insert your own column breaks for more control over the document format.

Place your cursor where you want the column to break.
Click Layout > Breaks.

In Word 2013 or Word 2010, click Page Layout > Breaks.
A menu with options will appear. Click Column.
A column break is inserted. Click Home > Show/Hide to see it.

Tip: The keyboard shortcut Ctrl+Shift+Enter also inserts a column break where you’ve placed your cursor.

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Yes, it’s possible to get column text to line up the way you want

Updated on October 31, 2019

What to Know

A column break is a hard break. Place the cursor where you want the column to break, then go to Layout > Breaks > Column.
For columns with an even amount of text, use a continuous break: Go to Layout > Breaks > Continuous.
Delete a break: Go to Home > Show Formatting Symbols. Place the cursor at the break you want to remove and press Delete.

This article explains how to use column breaks in Microsoft Word so you can line up text in a certain way, place something specific in a column, or evenly distribute columns. Instructions cover Word for Microsoft 365, Word 2019, Word 2016, and Word 2013.

How to Insert a Column Break

A column break places a hard break, much like a page break or section break, in the inserted location and forces the rest of the text to appear in the next column.

In a document that includes columns, place the cursor where you want the column to break.

The best place for a column break is typically between paragraphs or other major sections of text.
On the ribbon, go to the Layout tab and, in the Page Setup group, select Breaks > Column.
The selected location now appears at the top of the next column.

Insert a Continuous Break

If you want columns to contain an even amount of text, use a continuous break, which evenly balances the text in the columns.

Place the cursor at the end of the column you want balanced.
Go to the Layout tab and, in the Page Setup group, select Breaks > Continuous.
The columns are now even.

With a continuous break inserted, when text is added to a column, Word moves the text between columns to ensure columns are evenly distributed.

Delete a Break

If there’s a break in a column that you no longer need, or if the document has a column break that you can’t find, delete the column break or continuous break.

Go to the Home tab and, in the Paragraph group, select Show Formatting Symbols. Formatting marks, including column breaks, appear.
Place the cursor in the break you want to remove.
Press Delete on the keyboard. The column break or continuous break is removed.

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I’ll admit it — I’m not a big fan of adding columns in Microsoft Word. Not that there’s anything wrong with columns, per se. Columns work fine (until they don’t). But in a legal office environment, I usually format blocks of information with tables because they’re a bit easier to control.

That said, I have seen lots of legal professionals insert multiple columns in Microsoft Word to format things like service lists in Certificates of Service. Hey, to each her [his] own.

So if you want to format text with columns in Microsoft Word documents, here’s what you need to know:

Inserting columns: the basic primer

Everything starts from the Layout tab (known as Page Layout in versions 2007-2010) on the Ribbon:

Click on More Columns, and you’re taken to a dialog box that allows you to set up your columns exactly the way you want them.

The default is one column — just a regular document. You can use one of the presets (the two-column layout is useful for the service list application I mentioned above). Or you can customize it within an inch of its life. Width? Space between columns 1 and 2, or 2 and 3, or …? How about a line between them (like a newsletter would have)? You decide!

(If you don’t want your columns to all be the same width, be sure to uncheck the “Equal column width” checkbox at the bottom of the dialog box. Then, you’ll be able to customize the width of each column separately.)

Navigating between columns

Once you’ve set up your columns, you come to the tricky part. This is part of the reason I usually opt for tables rather than columns. If you use tables, moving between the cells is easy — just use the Tab key. To insert a column, however, you need to know a few tricks.

Say you’re typing in the first column of your document and you want to end that column there and start typing in the second column. To do that, you have to insert a column break. You can insert a column break in one of two ways:

Press CTRL-SHIFT-ENTER simultaneously; or
Go to the Layout tab, click Breaks, and choose Column

Personally, I’d go with Option 1 (assuming I remember the key combination in the heat of the moment).

Once you’ve inserted a column break, your cursor is in the next column, ready for you to type. When you insert a column break in your last column (the one farthest to the right), the cursor will go to the first column on the next page.

Viewing column boundaries

To me, it’s tough to work with columns (or tables, for that matter) if I can’t really see them. To turn on the column boundaries so you can see your columns laid out on the page, go to the File tab (or click the Office button in version 2007) and click Options, then go to Advanced and check the box next to Show text boundaries:

When columns are only part of your document

But what if only part of your document consists of multiple columns?

If you go back to the Columns dialog box (via Layout > Columns > More Columns), you’ll notice a drop-down at the bottom of the box:

If you choose This Point Forward, that will allow you to insert columns at the point your cursor is sitting in. Once you’ve inserted your columnar data, then go back to the Format Columns dialog box and choose the One Column format (being careful to once again choose This Point Forward in that bottom drop-down), and your document will return to the single-column format without disturbing the multi-column insertion you’ve just worked so hard on.

But what if you want to insert a two- or three- (or more-) column block of text into the middle of a one-column, normal document?

You may want to use a slightly different procedure, depending on whether you’re creating a brand-new document or you’re inserting a multi-column layout into the middle of an existing single-column document. You’re using the same dialog box, but if you’re editing an existing document and placing a multi-column layout in the middle, you’ll need to take a couple of extra precautions to ensure you don’t inadvertently create a formatting nightmare.

Inserting multi-columns into a new document

Let’s say you’re typing along in a brand-new document and decide that the next bit of text needs to be in two (or more) columns. There’s no text after the point where your cursor is right now, so you can switch back to single-column format once you get done inserting the multi-column section.

If you go back to the Columns dialog box (via Layout > Columns > More Columns), you’ll notice a drop-down at the bottom of the box:

Inserting columns into the middle of an existing document

If you’re editing an existing document and you want to insert a multi-column layout somewhere in the middle of text you’ve already got typed, the “this point forward” method may result in a temporary and fixable but still infuriating mess.

Here’s how to avoid it: Insert section breaks before and after the point at which you want to insert your columns:

Word-2019-columns-this-section-insert-section-break

… then in Apply to:, choose This section instead:

Here’s a video demonstration:

Video: Inserting a column into the middle of an existing document (without creating a mess)

How do you see yourself using columns in your documents?

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Columns are a great way to neatly fit more text into your newsletters, flyers, and other documents.

If you want to create fancy documents with text layouts similar to a newspaper or newsletter, you can use the column feature in Word 2016. Columns are a great way to maximize the use of text in a document so you can incorporate additional information, such as a table or images. Breaking the column is usually the tricky part for some users. Also, remembering at what part in the document you want to start the column is important. In this article, we show you how to define a column and break it properly.

Format Text as a Column in Microsoft Word 2016

Before you create your columns, you might need to enter information such as a title and an introduction. It’s easier to format a column if there is some existing text on the page, so it’s better if you have some text, even it’s just a placeholder. Once you have some text on the page, begin a new line in your document. This is where you will create your column.

Select the Layout tab, then click Columns. You can choose from the list the number of columns you want or if you need more than three, click More Columns. Microsoft Word 2016 lets you create up to 12 columns in a document.

For this article, we will go with two columns. Next, click the Apply to drop-down and choose This point forward, then click OK. This will tell Word to start the column at your cursor position in the document. If you don’t do this, your title and introduction will end up being a part of the column. Click OK to confirm the changes.

You can begin typing the additional information for your columns. Different formatting can be applied just like normal, such as bullets, font styles, or line spacing.

Creating a Column Break

An important part of creating columns is breaking them. This helps to define the structure of the document. Instead of pressing the enter key until the cursor is in the next column, breaking gracefully tells Microsoft Word to place the cursor on the next side. To do that, place the cursor on a new line, turn off bullets if you were using any, go to the Layout tab, click Breaks, then click Columns. You will notice the cursor jumps to the next column. You can continue typing the rest of the column.

Return to a Single Column

So, we have completed the second column; your next step is to return to a single column in the document. To do that, place the cursor on a new line, turn off bullets if you were using any, go to the Layout tab, click Columns, and then More Columns. Select One, click the Apply to drop-down and choose This point forward, then click OK.

You can then type the remainder of the document.

If you would like to squeeze more space for text in your columns, you can resize each using ruler. Another feature you can incorporate columns with is page breaks. This is great for creating complex documents with different page sizes and content.

Do you use columns in Word 2016? Let us know what you think of this handy feature.

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