© 2004 The McGraw-Hill Companies, Inc. All rights reserved. The Advantage Series Microsoft Office Word 2003 CHAPTER 4 Printing and Web Publishing

The Advantage Series 2 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. Learning Objectives Adjust page and margin settings, and control pagination Insert page numbers and create headers and footers Insert section breaks Prepare a document for posting on a Web server

The Advantage Series 3 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Previewing a Document Before sending a document to the printer, you can preview it using a full-page display that closely resembles the printed version. In this Preview display mode, you can move through the document pages, and zoom in and out on desired areas. To preview a document: –CLICK: Print Preview button ( ), or –CHOOSE: File, Print Preview

The Advantage Series 4 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Previewing a Document Figure 4.1 Previewing a document

The Advantage Series 5 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Previewing a Document Figure 4.2 Previewing three pages at once

The Advantage Series 6 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Printing a Document When you’re satisfied with a document's appearance, it’s time to send it to the printer. CLICK: Print button ( ), or CHOOSE: File, Print

The Advantage Series 7 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Printing a Document Figure 4.3 Print dialog box

The Advantage Series 8 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 4.2 Customizing Print Options Your document’s page layout is affected by many factors, including the margins or white space desired around the edges of the page, the size of paper you are using, and the page orientation. Word provides a single dialog box, called the Page Setup dialog box, for controlling all of these factors. This module includes lessons on setting margins, changing page orientation, and controlling pagination.

The Advantage Series 9 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Adjusting Margins Word allows you to set the top, bottom, left, and right margins for a page. You can also set a gutter margin to reserve space for binding a document. The gutter is where pages are joined in the center of the binding or hole-punched for a ring binder. Word provides default settings of 1.25 inches for the left and right margins and 1 inch for the top and bottom margins. The gutter margin is initially set at 0 inches, as most documents are not bound.

The Advantage Series 10 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Adjusting Margins To change a document’s margins: 1.CHOOSE: File, Page Setup 2.CLICK: Margins tab to display the settings page for margins 3.Specify a gutter margin if binding the document, as well as the top, bottom, left, and right margins.

The Advantage Series 11 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Adjusting Margins Figure 4.4 Page Setup dialog box: Margins tab

The Advantage Series 12 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Changing Page Orientation Typically, documents have a portrait orientation (8.5 inches wide and 11 inches tall). When text flows across the 11-inch side of the page, the document is said to have a landscape orientation (11 inches wide and 8.5 inches tall). In Word, it’s easy to switch between portrait and landscape orientation.

The Advantage Series 13 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Changing Page Orientation To change a document’s orientation: 1.CHOOSE: File, Page Setup 2.CLICK: Paper Size tab 3.CLICK: Portrait or Landscape option button in the Orientation area

The Advantage Series 14 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Changing Page Orientation Figure 4.5 Print Layout view with a landscape orientation

The Advantage Series 15 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Controlling Pagination Word automatically repaginates a document as you insert and delete text. In Word’s Normal view, a dotted line appears wherever Word begins a new page, sometimes splitting an important paragraph or a list of items. Rather than leaving the text on separate pages, you can either insert a hard page break before the text or instruct Word to keep certain lines together.

The Advantage Series 16 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Controlling Pagination To prevent sentences from being separated from their paragraphs by page breaks, you will want to protect against widows and orphans. –A widow is created when the last sentence in a paragraph flows to the top of the next page. –An orphan is created when the first sentence of a paragraph begins on the last line of a page.

The Advantage Series 17 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Controlling Pagination Figure 4.6 Inserting a page break Inserted page break

The Advantage Series 18 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Controlling Pagination Figure 4.7 Selecting paragraphs that you want to display together

The Advantage Series 19 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Controlling Pagination Figure 4.8 Paragraph dialog box: Line and Page Breaks tab

The Advantage Series 20 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 4.3 Inserting Headers and Footers A document header and footer appear at the top and bottom of each page. The header often contains the title or section headings for a document while the footer might show the page numbers or copyright information. Adding a header or footer produces a more professional-looking document and makes longer documents easier to read.

The Advantage Series 21 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting Page Numbers In Word, you position page numbers in a document’s header or footer. You can align the page number with the left, center, or right margins. To view inserted page numbers, you must preview or print the document or switch to Print Layout view.

The Advantage Series 22 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting Page Numbers To insert page numbers: 1.CHOOSE: Insert, Page Numbers 2.SELECT: an option from the Position drop-down list box 3.SELECT: an option from the Alignment drop-down list box 4.PRESS: or CLICK: OK

The Advantage Series 23 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting Page Numbers Figure 4.9 Page Numbers dialog box

The Advantage Series 24 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting Page Numbers Figure 4.10 Viewing the inserted page number

The Advantage Series 25 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Headers and Footers By default, the information that you include in a header or footer prints on every page in your document. To insert a header and footer: 1.CHOOSE: View, Header and Footer 2.Edit and format the header and footer using the regular formatting commands and the buttons on the Header and Footer toolbar. 3.CLICK: Close button on the Header and Footer toolbar

The Advantage Series 26 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Headers and Footers Figure 4.11 Viewing a document’s header and footer

The Advantage Series 27 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Headers and Footers Figure 4.12 Header and Footer toolbar

The Advantage Series 28 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Headers and Footers Figure 4.13 Header and Footer toolbar

The Advantage Series 29 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Creating Headers and Footers Figure 4.14 Completing the footer

The Advantage Series 30 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 4.4 Using Sections to Apply Varied Formatting Word enables you to divide a document into sections, which can then be formatted as individual documents within a larger document. This ability is especially useful in documents that include major topics or chapters because you can format each topic with its own header and footer. Sections are also useful in desktop- published documents to incorporate varied column formatting.

The Advantage Series 31 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting Section Breaks By default, a document contains one section as referenced by the “Sec 1” indicator on the Status bar. A section break marks the beginning of a new section. To vary document formatting, such as headers and footers within a document, you must divide it into sections.

The Advantage Series 32 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting Section Breaks To insert a section break: 1.Position the insertion point where you want the break to occur. 2.CHOOSE: Insert, Break 3.SELECT: an option in the Section breaks area 4.CLICK: OK command button

The Advantage Series 33 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting Section Breaks Figure 4.15 Inserting a section break

The Advantage Series 34 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Inserting Section Breaks Figure 4.16 Inserting a section break

The Advantage Series 35 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Headers and Footers by Section Once you’ve divided a document into sections, you can embellish the document with varied headers and footers. By default, the headers and footers in a multi- section document are linked. This means that if you type your name into the header for section 1, all remaining sections will also include your name. To create a unique header or footer, you must break the link to the previous section.

The Advantage Series 36 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Headers and Footers by Section To create a unique header or footer in the current section: 1.Position the insertion point in the header or footer for the current section. 2.CLICK: Same as Previous button ( ) to deselect it 3.Proceed by typing text into the header or footer.

The Advantage Series 37 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Headers and Footers by Section Figure 4.17 Viewing the inserted header and footer

The Advantage Series 38 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Headers and Footers by Section Figure 4.18 Viewing the Section 2 header

The Advantage Series 39 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Headers and Footers by Section Figure 4.19 Viewing the Section 2 header

The Advantage Series 40 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Headers and Footers by Section Figure 4.20 Viewing the Section 1 footer

The Advantage Series 41 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Headers and Footers by Section Figure 4.21 Completed Section 1 footer

The Advantage Series 42 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Headers and Footers by Section Figure 4.22 Viewing the inserted header

The Advantage Series 43 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Page Setup Options by Sections In Word, you can format document sections uniquely using the Page Setup dialog box. For example, you may want to change an individual section’s margins or orientation, or further customize the section’s header and footer.

The Advantage Series 44 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Page Setup Options by Sections To customize an individual section’s display: 1.Position the insertion point in the section you want to change. 2.CHOOSE: File, Page Setup CLICK: desired tab and then make your changes 3.Ensure that “This section” is selected in the Apply to drop-down list. 4.CLICK: OK command button

The Advantage Series 45 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Page Setup Options by Sections Figure 4.23 Page Setup dialog box: Layout tab

The Advantage Series 46 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Varying Page Setup Options by Sections Figure 4.24 First page header

The Advantage Series 47 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 4.5 Publishing to the Web The Web provides a visual interface for the Internet and lets you search for information by simply clicking on highlighted words and images, known as hyperlinks. When you click a link, you are telling your computer’s Web browser to retrieve a page from a Web site and display it on your screen. Not only can you publish your documents on the Web, you can incorporate hyperlinks directly within a document to facilitate navigating between documents.

The Advantage Series 48 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Apply a Web Theme Office includes more than 30 themes for optimizing the look of your documents in Word and on the Web. A theme determines what colors and text fonts are used in a document, as well as the appearance of other graphical elements such as bullets and horizontal lines.

The Advantage Series 49 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Apply a Web Theme To apply a Web theme: 1.CHOOSE: Format, Theme from Word’s Menu bar 2.SELECT: a theme in the Choose a Theme list box 3.CLICK: OK command button

The Advantage Series 50 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Apply a Web Theme Figure 4.25 Page Setup dialog box: Layout tab

The Advantage Series 51 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Apply a Web Theme Figure 4.26 Theme dialog box

The Advantage Series 52 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Apply a Web Theme Figure 4.27 Applying the “Blends” theme

The Advantage Series 53 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Saving and Opening Web Pages Word makes it easy to convert a document for display on the World Wide Web. The process involves saving the document to HTML (Hypertext Markup Language) format for publishing to a Web server. Once saved using the proper format, you may upload the files to your company’s Intranet or to a Web server.

The Advantage Series 54 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Saving and Opening Web Pages To save a document into HTML format for Web publishing: CHOOSE: File, Save as Web Page To open a Web page in Word: CHOOSE: File, Open

The Advantage Series 55 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Saving and Opening Web Pages Figure 4.28 Save as Web Page dialog box

The Advantage Series 56 © 2004 The McGraw-Hill Companies, Inc. All rights reserved Saving and Opening Web Pages Figure 4.29 Displaying Web pages in the file list