2. Lesson 4 Objectives work with document formatting
change the paper size, orientation, or margins
insert page or section breaks
work with columns of text
insert page numbers
insert headers or footers
apply backgrounds or themes
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3. Modifying the Page Setup
On Layout tab, in Page Setup group, click Page Setup dialog box launcher
Margins – settings for margins and page orientation
Paper – settings for paper size and paper source.
Layout – settings for document sections, headers and footers, and vertical alignment
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4. Modifying the Page Setup
Changing the Paper Size
Default paper size determined by computer settings
To change paper size on document:
click Layout tab, in Page Setup group, click Size, or
double-click anywhere in darker area of ruler to open Page Setup dialog box, then click the Paper tab
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5. Modifying the Page Setup
Changing the Orientation
To change document orientation:
click Layout tab, in Page Setup group, click Orientation; or
double-click darker area of active ruler to open Page Setup dialog box, click Margins tab and then specify orientation
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6. Modifying the Page Setup
Changing the Margins
Amount of space between edge of paper and printed text area. Documents have four margins – top, bottom, left and right.
Using the Ruler
To set margins here, must be in Print Layout view as this view shows both horizontal and vertical rulers
Draft and Web layout view do not include vertical ruler
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7. Modifying the Page Setup
Top Margin Marker
Left Margin Marker Right Margin Marker
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8. Modifying the Page Setup
Using the Margins Command
On Layout tab, in Page Setup group, click Margins to choose different setting for margins
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9. Modifying the Page Setup
Using the Page Setup Dialog Box
To change margins from Page Setup dialog box:
on the Layout tab, in Page Setup group, click Page Setup dialog box launcher; or
double-click darker area of horizontal or vertical ruler
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10. Modifying the Page Setup
Inserting Page Breaks
When Word calculates enough text for page, soft page break inserted
To break page at required location, insert manual page break
Avoid pressing ENTER continuously as this makes editing awkward and time consuming
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11. Modifying the Page Setup
To insert manual (or hard) page break:
on Insert tab, in Pages group, click Page Break, or
press CTRL+ENTER, or
on Layout tab, in Page Setup group, click Breaks and click Page
To delete page break codes:
If cursor at beginning of next page, press BACKSPACE
if at end of paragraph where page break code inserted, press DELETE
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12. Modifying the Page Setup
Working with Section Breaks
To insert section break, on Layout tab, in Page Setup group, click Breaks, then choose type of section break to insert
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13. Modifying the Page Setup
Turn on Show/Hide ¶ to see section codes
Can modify page settings for any page between section breaks
Can remove section break in same way as page break
Be careful when deleting section breaks as they may cause unexpected formatting adjustments
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14. Modifying the Page Setup
Working with Columns
Draft view displays all text in one column and ruler shows number of columns
Print Layout view show columns side by side
To break column manually and force text to continue in next column:
click Layout tab, in Page Setup group, click Breaks and click Column; or
press CTRL+SHIFT+ENTER where column break to be placed
To insert page break, move to where page break to be, and then:
click Insert tab, in Pages group, click Page Break, or
press CTRL+ENTER
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15. Modifying the Page Setup
To create columns, on Layout tab, in Page Setup group, click Columns
To configure more options, click More Columns
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16. Using Headers and Footers
Headers - text or graphics that appear at top of page
Footers – text or graphics that appear at bottom of a page
Can be same on every page, or can alternate different headers and footers on even and odd numbered pages
Use sections for different headers and footers in each section
Can also have different header or footer on first page or first page of section
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17. Using Headers and Footers
Inserting Page Numbers
To insert page numbers, click Insert tab, in Header & Footer group, click Page Number
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18. Using Headers and Footers
Creating Headers and Footers
To insert header or footer, click Insert tab, in Header & Footer group, click option required
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19. Using Headers and Footers
To edit existing header or footer:
double-click header or footer area to make modifications; or
on Insert tab, in Header & Footer group, click Header or Footer, then click Edit Header or Edit Footer
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20. Working with Document Backgrounds
Adding Watermarks
To add watermark, click Design tab to select type of watermark to apply
Click Custom Watermark to create your own
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21. Working with Document Backgrounds
Adding Background Colors
To add or apply background color, click Design tab and in Page Background group, click Page Color
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22. Working with Document Backgrounds
Adding Page Borders
To add page border, click Design tab and in Page Background group, click Page Borders
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23. Working with Document Backgrounds
Applying Themes
To apply theme to document, on Design tab, in Document Formatting group, click Themes
Can customize theme to suit message
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24. Working with Document Backgrounds
Using Document Style Sets
To apply document styles set, select choice from Document Formatting gallery on Design tab
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25. Lesson 4 Summary work with document formatting
change the paper size, orientation, or margins
insert page or section breaks
work with columns of text
insert page numbers
insert headers or footers
apply backgrounds or themes
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