1. Lesson 4: Formatting Documents to Print

2. Lesson Objectives work with document formatting
change the paper size, orientation, or margins
insert page or section breaks
control the text flow
work with columns of text
insert page numbers
insert headers or footers
apply backgrounds or themes
proofread your document
navigate around the document using special tools
prepare to print documents
Pg 91
Briefly introduce which topics will be covered in this lesson so students are aware of the new skills they will learn. Remind students also that all the information is available in the book as a reference so they don’t need to commit anything to memory or take notes.
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3. Setting Up the Document
Each new blank document uses default options that include settings
View all setup options using Page Setup dialog box launcher on Page Layout tab
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
Pg 91
Objective 1.3.1
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4. Setting Up the Document
Changing the Paper Size
Default paper size determined by computer settings
To change paper size on document:
Click Page Layout tab, in Page Setup group, click Size, or
Pg 92
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5. Setting Up the Document
double-click anywhere in darker area of ruler to open Page Setup dialog box, then click Paper tab
Pg 92
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6. Setting Up the Document
Paper size
Choose standard paper size, or specify variety of envelope sizes.
Paper source
Select tray containing paper to use for this document; number of trays available depends on printer.
Preview
Displays how document will look when changes applied. Use Apply to specify whether new settings will be applied to entire document, specific section of document, selected text, or all pages from this point forward.
Print Options
Displays Word Options dialog box to specify whether to print drawings, print background colors, print hidden text, etc. Properties set here apply to all documents.
Pg 92-93
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7. Setting Up the Document
Changing the Orientation
Portrait is vertical; Landscape is horizontal
To change document orientation:
Click Page Layout tab, in Page Setup group, click Orientation; or
double-click darker area of ruler to open Page Setup dialog box, click Margins tab to specify orientation
Pg 93
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8. Setting Up the Document
Changing the Margins
Amount of space between edge of paper and printed text area
Four margins – top, bottom, left and right
To set margins using ruler, use Print Layout view to show both horizontal and vertical rulers
Margin boundaries appear as divider line between lighter and darker shades on ruler
Position cursor at divider line to display ScreenTip
Pg 93
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9. Setting Up the Document
Margin boundaries for left and right margins appear on top ruler
Access left margin marker by pointing precisely between left and first line indent markers
Access right margin marker by pointing above right indent marker
Top Margin Marker
Left Margin Marker Right Margin Marker
Pg 94
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10. Setting Up the Document
To adjust margins:
On Page Layout tab, in Page Setup group, click Margins, or
point mouse in ruler at margin to adjust, when arrow appears, drag to new measurement for margin, or
double-click darker area of ruler to open Page Setup dialog box to change margins
Pg 94-95
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11. Setting Up the Document
Top
Amount of space from top edge of paper to where text begins vertically.
Bottom
Amount of space from bottom edge of paper to where text ends for each page.
Left
Amount of space from left edge of paper to where text starts on left side.
Gutter
Amount of white space added to top or side margin if document is to be bound.
Gutter position
Sets gutter or binding position for document.
Pg 95
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12. Setting Up the Document
Click Custom Margins to set different measurements
When adjusting left or right margin, will see before dragging to new measurement; top or bottom margin marker appears as
To set precise measurement, hold ALT while dragging to display margin measurement
Pg 95
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13. Setting Up the Document
Controlling the Text Flow
Consider how text will flow from one page to next
Text flow options called pagination controls to determine how text flows from page to page
To view pagination controls, click Home tab and in Paragraph group, click Paragraph dialog box launcher, click Line and Page Breaks tab
Pg 96
Objective 2.3.1
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14. Setting Up the Document
Pagination
Settings affect how particular lines and paragraphs will flow between pages. Select text to control, then apply options. Can also specify page break will be associated with line of text so that Word forces paragraph to begin on new page.
Formatting exceptions
Turn automatic hyphenation to affect how Word will wrap text from one line to next; can also suppress space that line numbers will fill if line numbers are active.
Textbox options
Controls how paragraph text flows around text box.
Pg 96
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15. Setting Up the Document
Inserting Page Breaks
When Word calculates enough text fills page, soft page break inserted
In Draft view, with non-printing characters displayed, soft page break appears as:
When you break page at specific location, you insert manual page break
Manual page break appears as:
To insert hard page break:
On Insert tab, in Pages group, click Page Break, or
press CTRL+ENTER, or
on Page Layout tab, in Page Setup group, click Breaks and click Page
Page break codes can be deleted using Delete or Backspace
Pg 97
Objective 2.3.5
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16. Setting Up the Document
Working with Section Breaks
Separates document into sections where specific formatting applied
To insert section break, on Page Layout tab, in Page Setup group, click Breaks. Then choose type of section break to insert
Pg 97-98
Objective 2.3.2
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17. Setting Up the Document
Next Page
Starts new section on next page.
Continuous
Starts new section on same page.
Even Page
Starts new section on next even page.
Odd Page
Starts new section on next odd page.
Section break code appears at indicated location with appropriate type shown in brackets:
Can remove section break in same way as page break
Pg 98
Objective 2.3.2
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18. Setting Up the Document
Working with Columns
Draft view displays appropriate column widths but not side by side
To view columns side by side, use Print Layout view
Apply columns to text before or after entering text
To break column manually and force text to continue in next column, click Page Layout tab, in Page Setup group, click Breaks and click Column, or press CTRL+SHIFT+ENTER
To insert page break, move to where page break to be, then click Insert tab, in Pages group, click Page Break, or press CTRL+ENTER
To set up columns on page where columns already set up, insert Continuous section break between column layouts
Entire document affected unless you specify otherwise; separate by inserting section breaks in appropriate places
Pg 100
Objective 2.3.3, 2.3.4
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19. Setting Up the Document
To create columns, on Page Layout tab, in Page Setup group, click Columns
To configure more options for columns, click More Columns Pg
Objective 2.3.3, 2.3.4
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20. Setting Up the Document
Presets
Provide columns of equal width initially and generally used for newspaper style columns, or other column layouts for web pages.
Number of columns
Enter number or use incremental buttons to set number of columns to be applied in document.
Width and spacing
Alter width and spacing between one column and next in these fields. Use Equal column width for equal spacing between columns; if set, only options for column 1 display as any changes made there will affect others.
Apply to
Select text where column structure is to be applied.
Line between
Word automatically inserts vertical line between each column.
Start new column
Only available when you apply columns from this point forward.
Pg 101
Objective 1.3
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21. Setting Up the Document
Once columns have been applied to text, you can make changes to the columns. Consider the following when making changes to text in columns:
To change the number of columns, select the text and use the Columns command to specify a new number of columns.
To adjust the width of each column or the spacing between each column, use the Columns dialog box or drag the appropriate markers in the ruler for each side of a column to be adjusted (for example, drag for the left or right margins for the document, or the marker for the left margin of each inside column).
Each column has its own indent markers that can be adjusted.
To insert or turn off vertical lines between each column, in the Columns dialog box, deselect Line between.
Pg 101
Objective 1.3
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22. Using Headers and Footers
Text or graphics that appear at top of page or at bottom of page
Can be same on every page, or alternate different headers and footers on even and odd numbered pages
Can use different headers and footers for each section
Can have different headers and footers on first page of document or on first page of section
Prints within top or bottom margin areas
Can adjust how close header and footer are to document text
Process to insert header or footer same
Pg 104
Objective 1.3.4
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23. Using Headers and Footers
Inserting Page Numbers
Usually inserted into header or footer
Can also insert page number without adding other text for header or footer
To insert page numbers into document, click Insert tab, in Header & Footer group, click Page Number
Each displays more options for layout and design of page number
Pg 104
Objective 1.3.6
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24. Using Headers and Footers
Top of Page
Choose style to use for adding page numbers at top of page in header area.
Bottom of Page
Choose style to use when adding page numbers at bottom of page in footer area.
Page Margins
Choose margin position for page number.
Current Position
Choose style for page number using current position.
Format Page Numbers
Choose different numbering style, include chapter number, or set page numbering to begin at number other than 1.
Remove Page Numbers
Remove page numbers from document.
Pg 105
Objective 1.3.6
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25. Using Headers and Footers
Creating Headers and Footers
Use options in Header & Footer group on Insert tab
Pg 105
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26. Using Headers and Footers
Header & Footer Tools ribbon
Dashed line with identifier appears at top or bottom of page marking header or footer area Pg
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27. Using Headers and Footers
If document has section breaks, different sections in header or footer noted
Link to Previous option allows you to use header or footer defined for previous section in current section
Turn feature off to use different header or footer in current section
Usually no more than two or three lines of text or pictures
To edit existing header or footer, double-click header or footer area
Pg 104
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28. Working with Document Backgrounds
Adding Watermarks
Appear behind text on every page of document
Appears paler than regular graphics
Used for printed documents; other backgrounds used for online documents
Anchor to header or footer
Choose from gallery list, customize or remove it
Can also save design to gallery
Pg 108
Objective 1.3.5
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29. Working with Document Backgrounds
Applying Themes
Set of unified design elements that provides consistent look for all pages
Match theme to message
Live preview available to determine if theme appropriate
To apply theme to document, on Design tab, in Themes group, click Themes
Pg 108
Objective 1.3.2
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30. Working with Document Backgrounds
Change color scheme by using theme, or create own colors, fonts or effects Pg
Objective 1.3.2
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31. Working with Document Backgrounds
Using Document Style Sets
Collection or group of style sets built into Word
Selected from Document Formatting gallery
Revert to default, modify or save changes as new Pg
Objective 1.3.3
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32. Proofing Your Document
Before printing, proofread for spelling or grammatical mistakes, contextual errors, or repetitive text
Visual hints display:
Spelling checks for incorrect spelling, duplicate words, and incorrect capitalization
Grammar uses natural language grammar to detect grammatical errors or weak writing style
Automatic Spelling and Grammar feature checks for mistakes as you type
click Review tab, in Proofing group, click Spelling & Grammar, or
press F7
Red wavy lines indicate word not recognized in dictionary.
Green wavy lines indicate grammatical or structural error.
Blue wavy lines indicate possible contextual text error.
Pg 112
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33. Proofing Your Document
Unknown word
Displays misspelled word, grammatical or contextual error.
Ignore Once
Ignore this occurrence, but continue to find other occurrences with same spelling.
Ignore All
Ignore all occurrences with this spelling. Select this to ignore spelling of person’s name or specialized industry terminology.
Add
Add this to custom dictionary with miscellaneous words to check spelling in addition to default dictionary.
List of Suggestions
Displays list of suggestions for misspelled word. If correct word in list, click it and then click Change; can double-click word in list to change it immediately.
Pg 113
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34. Proofing Your Document
Change
Change this occurrence with selected word from list of suggestions.
Change All
Change all words with this spelling to selected word from list of suggestions.
Definition
Displays audio icon to listen to pronunciation of word, or definition of word. Word may also display list of synonyms or antonyms.
Get a Dictionary
Download dictionary from Microsoft store if dictionary not installed on system, based on what is available for your location and language.
Language
Displays default language enabled for checking spelling of all documents.
Pg 113
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35. Proofing Your Document
Proofing tool on status bar changes in appearance if potential error found
icon means Word beginning check or no errors
indicates at least one item to check in document
Can also right-click noted error to view options on how to change word
Pg 114
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36. Proofing Your Document
Grammar error
Displays why text marked with green wavy line; rule changes with grammatical error.
List of Suggestions
Provides list of suggestions on how to correct this error.
Ignore
Ignore all occurrences of this grammatical error in document.
Change
Change noted error in top box with highlighted option in list of suggestions.
Explanation
Explanation of error and how you might correct it.
Language
Displays default language enabled for checking grammar of all documents.
Pg 112
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37. Proofing Your Document
Contextual errors
Words with same sound, but different spellings and meanings
Examples include:
there (refers to a place), their (possessive form), or they’re (contraction for they are)
its (possessive form) and it’s (contraction for it is)
where (refers to a location) and wear (attire or clothing)
bear (the animal, or to endure or support) and bare (plain or empty)
to (going somewhere) and two (number) and too (include this) Pg
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38. Navigating with References
Using the Navigation Pane
Quickly navigates to headings in document
To view Navigation Pane, click View tab and in Show group, click Navigation Pane, click Headings tab
Headings display in hierarchical structure
Use arrows at left to expand or collapse
To navigate to header in list, click heading name
Pg 116
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39. Navigating with References
Using the Go To Command
Move quickly to another location without having to search manually
To activate Go To command:
On Home tab in Editing group, click arrow for Find and click Go To, or
if Find and Replace dialog box active, click Go To tab, or
press CTRL+G or F5
Pg 116
Objective 1.2.4
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40. Navigating with References
Go to what
Click item from list to what to navigate to.
Enter [Go To item]
Enter what you want to find or navigate to in this field.
Previous/Next
Move to previous or next item for specified Go To item.
Pg 116
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41. Navigating with References
Working with Hyperlinks
Direct you to another part of same document, different document, web page or site on Internet
Can also use hyperlink to open new blank
When you type text similar to or web site address, Word automatically converts address to hyperlink
To change text to a hyperlink:
On Insert tab, in Links group, click Hyperlink, or
right-click text and click Hyperlink, or
press CTRL+K
Pg 117
Objective 1.2.2
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42. Navigating with References
Link to
Click type of hyperlink to set.
Text to Display
Enter text to display in document instead of link address.
ScreenTip
Enter brief help message for text that displays for link.
Look in
Go to appropriate location if linking to file saved on local or network drive.
Bookmark
Click to display list of bookmarks that can be linked to this item.
Target Frame
Select frame in web page layout that will show link destination.
Address
Type or paste web address.
Pg 116
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43. Navigating with References
To modify a hyperlink:
Right-click hyperlink and click Edit Hyperlink; or
click in link and, on Insert tab, in Links group, click Hyperlink to display Edit Hyperlink dialog box, then make necessary changes and close dialog box.
To delete hyperlink in document:
Right-click link and click Remove Hyperlink; or
click in link and, on Insert tab, in Links group, click Hyperlink to display Edit Hyperlink dialog box, click Remove Link
Pg 116
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44. Navigating with References
Creating Bookmarks
To create bookmark, click Insert tab, in Links group, click Bookmark
Can contain up to 40 characters using letters, numbers and underlines
Spaces, punctuation marks or other characters cannot be used
Can sort or display bookmarks by name or location in document
If enter bookmark with wrong name or want to delete, select in list and click Delete
To move to bookmark, display Go To tab of Find and Replace dialog box, click Bookmark from Go To what field, and then enter bookmark name
Pg 118
Objective 1.2.3
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45. Preparing to Print Preview document for overall page layout
Different printers support different tolerances for margins
Activate Print command to have instant preview of document in Backstage
Can select options to change for printer, specify what to print with document, or add properties to file
In Backstage view, document appears as it will when printed
To preview or print document:
Click File tab and click Print, or
press CTRL+P
Pg 120
Objective , 1.5.6
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46. Preparing to Print
Pg 120
Objective , 1.5.6
Use zoom slider at lower right to zoom in or out, or Zoom to page to switch to preview full page
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47. Preparing to Print Print
Click to send the document to the printer using options set.
Copies
Specify the number of copies to be printed.
Printer
Indicates which printer is active. To change settings for the printer (e.g. print in color), click Printer Properties.
Print All Pages
Set print options for the document:
Pg 121
Objective , 1.5.6
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48. Preparing to Print Pages Specify page range to print:
#-# Only these pages.
#,#,# Only the pages specified
-# From page 1 to the specified page
#- From this page to the last page
s#-s# From this section to this section
Print One Sided
Specify to print on both sides, and specify whether to flip pages on long or short edge.
Pg 121
Objective , 1.5.6
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49. Preparing to Print Collated
Specify how multiple copies of document to be printed.
No Staples
If printer has this capability, choose whether to have printer staple each printed copy at selected position on page.
Pg 122
Objective , 1.5.6
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50. Preparing to Print Portrait Orientation Select orientation. Letter
Select paper size.
Pg 122
Objective , 1.5.6
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51. Preparing to Print Normal Margins Select margins. Scaling
Select how many pages of document will print on sheet of paper; scaling document only to fit onto x number of sheets but does not affect document – only how it prints.
Page Setup
Open Page Setup dialog box for other page layout changes.
Pg 123
Objective , 1.5.6
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52. Lesson Summary work with document formatting insert headers or footers
apply backgrounds or themes
change the paper size, orientation, or margins
proofread your document
insert page or section breaks
navigate around the document using special tools
control the text flow
work with columns of text
prepare to print documents
insert page numbers
Pg 125
Briefly review what topics were covered in this lesson so students are aware of the new skills they learned. Remind students also that all the information is available in the book as a reference.
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53. Review Questions
1. Explain the purpose of setting margins for a document. 2. How do pagination settings control the text flow in a document? 3. Explain the difference between a soft and manual page break. 4. Explain what the different section breaks are and how you might use each one. 5. What is the difference between a column break and a page break? 6. Explain what a header or footer is.
Pg 125
As time permits, go through the questions with students, or choose to assign these for groups or homework review.
For further reinforcement of skills through practice exercises and additional review options, please go to the microsite at 2013.ccilearning.com.
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54. Review Questions
7. What can a watermark consist of? 8. How can you use themes? 9. Why might you choose to apply a document style set to a document instead of applying individual styles? 10. Explain the difference between spelling errors, grammatical errors, and contextual text errors as they appear in the Spelling & Grammar checker. 11. Discuss why you might want to preview a document before printing. 12. Give examples of why you might want to change the print options for a document.
Pg 125
As time permits, go through the questions with students, or choose to assign these for groups or homework review.
For further reinforcement of skills through practice exercises and additional review options, please go to the microsite at 2013.ccilearning.com.
© CCI Learning Solutions Inc.