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Chapter 10 Managing and Printing Documents

3 Working with Files and Printing You can open multiple documents in Word. When multiple documents are open, arrange the windows. Maximize, minimize, and restore document windows. Customize printing by choosing what part of the document and how many copies to print. Print envelopes and labels to complete business mailings.

4 Working with Windows Open multiple documents and move the insertion point among them. Move and copy information between documents or compare content. A new window opens on top of any previously opened windows(s). A button representing each open document appears on the Taskbar. The button displays the document’s name.

5 Working with Windows Click the View tab and click the Switch Windows button in the Window group to see the open windows. The document with the check mark beside it in the list is the active document. The insertion point is in the Active document. To make another document the active document, click its Taskbar button or click its name in the Switch Windows list.

6 Arranging Windows When multiple documents are open, arrange them to make a portion of each document visible on screen. Click the Arrange All button in the Window group of the View tab to make a portion of each document visible on screen.

7 Arranging Windows

8 Maximizing, Restoring, and Minimizing The Minimize, Maximize/Restore, and Close buttons appear from left to right in the upper- right corner of each window. Clicking the Minimize button reduces the document to its Taskbar button. Click the Maximize button to expand the active document to fill the screen. It becomes the Restore button. Click the Restore button to return the window to its previous size.

9 Maximizing, Restoring, and Minimizing Minimize buttonMaximize buttonRestore button

10 Splitting a Window Split a window to divide a document into two panes that enable you to view different parts of the document at the same time. The panes extend horizontally across the screen and scroll independently. To apply the split, click the Split button in the Window group of the View tab. Or drag the split bar—the gray horizontal bar above the View Ruler button at the top of the vertical scroll bar—to create the split.

11 Splitting a Window Drag the divider bar between the panes to resize them. Click in the desired pane of the split window to make it active. To remove the split, click the Remove Split button in the Window group of the View tab.

12 Checkpoint Why might you open multiple windows? Name one way to switch between open windows. What button sizes and positions open document windows so that a portion of each is visible on screen? What is the difference between maximizing and restoring a window? Why might you want to split a window?

13 Viewing Documents Side by Side View two different documents side by side to compare their contents. Click the View Side by Side button in the Window group of the View tab to display the documents side by side. Drag a window border to resize the window for any document. Click the Reset Window Position button in the Window group of the View tab to reset the document windows to equal size.

14 Viewing Documents Side by Side

15 Scrolling Side by Side Documents By default, synchronous scrolling is active when you display documents side by side. Synchronous scrolling means that scrolling one of the side by side documents scrolls the other, as well. To toggle synchronous scrolling off and back on, click the Synchronous Scrolling button in the Window group of the View tab.

16 Changing Document Zoom The Zoom group on the View tab offers five different buttons for changing the document zoom. For example, click the One Page or Two Pages buttons zoom to one or two pages in the window, respectively. Click the Page Width button to zoom the document so its width fills the horizontal width of the screen.

17 Changing Document Zoom Clicking the Zoom button in the Zoom group of the Zoom tab opens the Zoom dialog box, where you can select a zoom percentage or size and then click OK to apply it. Click the 100% button to change from any other zoom setting back to 100% zoom.

18 Hiding/Showing White Space By default, Print Layout view shows white space around all the edges of the document text to represent the actual page margins. Hide the white space at the top and bottom of pages to reduce the distance needed to scroll vertically to display different parts of the document. To hide white space, move the mouse pointer over the top or bottom edge of the page until the Hide White Space icon appears, and double- click. Point to the thin line between pages and double- click to redisplay white space.

19 Hiding/Showing White Space

20 Previewing a Document Before printing a document, view it as it will look when printed. Click the Office button, point to Print, and click Print Preview. The Print Preview tab in the preview window includes options for printing, changing page setup, and zooming. Click Close Print Preview to return to the previous view.

21 Previewing a Document

22 Checkpoint Why might you view documents side by side? What is synchronous scrolling? How do you change the zoom to a specific zoom percentage that you specify? What does the feature for hiding and showing white space do, and why would you use it? What is an advantage of previewing a document before printing it?

23 Printing Documents Click the Office button and click Print or press Ctrl + P to open the Print dialog box, which displays a variety of settings for controlling a printout. Choose settings from the various sections of the dialog box, and then click OK to send the printout to the printer.

24 Printing Documents Specify how much of the document to print Choose the printerChoose printer settings Specify the number of copies to print

25 Printing Specific Text or Pages The Print range section of the Print dialog box offers settings for specifying the text to print. To print selected pages, click the Pages option button and enter the page numbers of the pages to print.

26 Printing Specific Text or Pages To print text that you selected before opening the Print dialog box, click the Selection option button.

27 Printing Multiple Copies To change the number of copies of a document to print, change the value in the Number of copies text box in the Copies section of the Print dialog box. By default, Word collates each printed copy of the document, printing each full copy with pages in order. For faster printing, clear the Collate check box.

28 Creating and Printing Envelopes Use the Envelopes tab in the Envelopes and Labels dialog box to create and print an envelope. Click the Envelopes button in the Create group of the Mailings tab to start creating an envelope.

29 Creating and Printing Envelopes Specify the envelope information in the Delivery address and Return address text boxes. Click Print to print the envelope or Add to Document to insert it into the document.

30 Creating and Printing Envelopes To follow USPS addressing guidelines, omit punctuation and use all capital letters. If a document includes the address followed by the press of the Enter key, the delivery address should appear automatically in the Delivery address text box. If the address does not appear, select it before opening the Envelopes and Labels dialog box.

31 Creating and Printing Labels Word can print labels in a variety of formats— mailing labels, file labels, or disk labels. The Word label formats match the sizes of preprinted labels available from office supply stores. Use the Labels tab in the Envelopes and Labels dialog box to create and print one or more labels. Click the Labels button in the Create group of the Mailings tab to start creating an envelope.

32 Creating and Printing Labels Specify the address to put on the label(s) in the Address text box. Click the Options button to open the Label Options dialog box, where you can choose the label vendor and product, and then click OK.

33 Creating and Printing Labels To create a full page of the same labels, leave Full page of the same label selected. To create a single label, click Single label and specify the label Row and column position. Then click Print to print directly or New Document to create a new document with the label(s).

34 Checkpoint Name a situation when you might want to print only selected pages of a document. How do you print selected text in a document? What does it mean when a document is collated? How do you start the process for printing an envelope? What are USPS regulations for typing mailing addresses? How do you select the label vendor and size when creating labels?

35 Wrap Up Open multiple documents in multiple windows in Word. The window holding the insertion point is the active window. Use the Arrange All feature to size and position windows so that a part of each is visible on screen. Minimizing a window reduces it to a taskbar button. Maximizing a window makes it fill the screen, and restoring it returns it to its previous size. Split a window into two panes to view different parts of the document at the same time, or view two documents side by side. Use the choices in the Zoom group of the View tab to zoom the document in or out. Preview a document before printing it to ensure it looks as you want it to. Print all or part of a document and the number of copies you need. Use the Envelopes and Labels dialog box to prepare and print an envelope or one or more labels.