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Chapter 6 Formatting Pages

3 Formatting Changes in Word You can use views other than the default Print Layout view when working with page design. Change margins to adjust the white space around text. Use section breaks to apply formatting to a portion of the document. Hyphenate text for a less ragged right margin. Apply other page formatting elements, including a watermark, page background, and page borders.

4 Word’s Views Print Layout. The default view, displays the document as it will appear when printed. Full Screen Reading. Displays the document in a two-page layout for easier reading. Web Layout. Displays the document as it will appear when saved as a Web page. Outline. Displays the document as an outline for ease of organizing topics. Draft. Displays the document in a format for efficient formatting and editing.

5 Changing Views Use the buttons in the Document Views group of the Views tab of the Ribbon to change views.

6 Changing Views Also use the buttons on the view area of the Status bar to change views. Print LayoutDraft Full Screen ReadingOutline Full Screen Reading

7 Zooming Use the buttons in the Zoom group of the Views tab of the Ribbon to zoom. Also zoom with the Zoom Slider Bar in the view area of the Status bar.

8 Changing Page Setup The Page Setup group in the Page Layout tab of the Ribbon offers a number of buttons you can use to change the page setup in the document. Click the Page Setup group dialog box launcher to open the Page Setup dialog box.

9 Changing Margins Use the Margins drop-down list to change page margins, the white space around the edge of the page. Click the Margins button in the Page Setup group of the Page Layout tab, and then click one of the preset options. Clicking Custom Margins opens the Page Setup dialog box with the Margins tab selected.

10 Changing Page Orientation You can apply the Portrait (11 inches tall x 8.5 inches wide) or Landscape (8.5 inches tall by 11 inches wide). Page margins adjust automatically. Click the Orientation button in the Page Setup group of the Page Layout tab, and then click the desired orientation.

11 Changing Page Size The page size for documents using Word’s default template is 11 inches tall x 8.5 inches wide. You can change the document to one of a variety of other standard page (paper) sizes or a custom size. Click the Size button in the Page Setup group of the Page Layout tab, and then click the desired page size. Clicking More Paper Sizes opens the Page Setup dialog box with the Paper tab selected.

12 Changing Margins via Page Setup If you display the Page Setup dialog box using the Page Setup group dialog box launcher or Custom Margins choice, it opens with the Margins tab selected. Enter the desired margin sizes in the Margins section, and click OK.

13 Changing Paper Size via Page Setup If you display the Page Setup dialog box using the More Paper Sizes choice, it opens with the Paper tab selected. You can click the tab to display it if needed. Choose a size from the Paper size drop down list or enter custom Width and Height measurements, and click OK.

14 Checkpoint What are the five views available in Word? How do change views? What Ribbon tab holds the Page Setup group? What is a margin, and why might you want to change it? Describe each of the page orientations and when you might use it. What is the default page (paper) size?

15 Inserting a Section Break Change the layout and formatting of specific portions of a document by inserting section breaks. Section breaks are visible in Draft view. You can select and delete section breaks there. Word offers four different types of section breaks: –Next Page. New section starts on a new page. –Continuous. New section starts on current page. –Even Page. New section starts on new even-numbered page. –Odd Page. New section starts on new odd-numbered page.

16 Inserting a Section Break To insert a new section, click the Breaks button in the Page Setup group of the Page Layout tab, and then click the desired break type in the drop-down list.

17 Creating Columns Columns create shorter lines, which can make text more readable, especially when text is small. With newspaper columns, text fills down the first column and then flows down through subsequent columns. To create columns, you can either select the text to format as columns or click below a section break to format the section in columns. Selecting the text and creating columns automatically creates a section break.

18 Creating Equal Columns Equal columns are of equal width. The fastest way to create equal columns is to use the Columns button. After selecting the text or positioning the insertion point, click the Columns button in the Page Setup group of the Page Layout tab, and then click the number of columns to create in the drop-down list.

19 Using the Columns Dialog Box You can use the Columns dialog box to create columns with equal or unequal width. Click the Columns button in the Page Setup group of the Page Layout tab, and then click More Columns in the drop-down list. Specify the number of columns and the width and spacing for each column, clearing the Equal column width check box if desired. Specify other options, such as whether to include a line between columns, and click OK.

20 Using the Columns Dialog Box Specify number of columns Adds a line between columns Specify column width

21 Removing Column Formatting If you’ve formatted text in multiple columns, you can remove that formatting. Click in the paragraph that has multiple columns, click the Columns button, and click One.

22 Inserting a Column Break If an automatic column break appears at an undesirable location, you can insert a manual column break to adjust the columns. Click in the location for the column break. Click the Breaks button in the Page Setup group of the Page Layout tab, and then click Column. Or press Ctrl + Shift + Enter. Insert a section break at the end of columns of text to balance the columns.

23 Checkpoint What does inserting a section break enable you to do? What button In the Page Setup group do you use to insert a section break? Name and describe one type of section break. Why might you want to divide text into columns? Where do you create columns of unequal width? How do you remove column formatting?

Hyphenating long words at the right margin can make the text appear less ragged. To turn on automatic hyphenation, click the Hyphenation button in the Page Setup group of the Page Layout tab, and then click Automatic. To insert a hyphen manually, click the word to hyphenate. Click the Hyphenation button and click Manual. Use the arrow keys to change the hyphen position as needed, and click OK. 24 Hyphenating Words

25 Inserting Line Numbers Display line numbers if needed in legal and reference documents. Click the Line Numbers button in the Page Setup group of the Page Layout tab, and then click the desired numbering option. Clicking Line Numbering Options in the drop-down list opens the Line Numbers dialog box with additional numbering settings.

26 Inserting a Watermark A watermark is a light image that displays behind document text. To add a watermark in a document, click the Watermark button in the Page Background group of the Page Layout tab, and then click the desired watermark.

27 Changing Page Color You can apply a non-printing background color to a document to be viewed on screen or on the Web. Click the Page Color button in the Page Background group of the Page Layout tab, and then click the desired color in the color palette.

28 Inserting a Page Border A page border enhances the visual appeal of a document and prints on every page of a multi- page document. Click the Page Borders button in the Page Background group of the Page Layout tab to open the Borders and Shading dialog box with the Page Border tab selected. Choose settings as needed to set up the border, and click OK.

29 Inserting a Page Border

30 Checkpoint Name a situation where you might want to hyphenate a word manually. Why might line numbers be useful in legal and reference documents? Where do you find the buttons for applying page formatting such as a watermark? Name a situation when you might want to include a CONFIDENTIAL watermark in a document. In what type of documents might you add a page border?

31 Wrap Up Word offers five different views for working with document content and formatting. Change views using the View tab or the buttons in the view area of the Status bar. Change the zoom to make text larger or smaller on screen. Use the Margins button to change the amount of white space around text on the page. You can set pages to Portrait (tall) or Landscape (wide) orientation. Change page size to print to a different paper size. Add a section break to apply different formatting in part of a document. Format text in multiple columns for shorter, more readable lines. Use automatic hyphenation to make the right side of text less ragged. Apply a watermark, background color, and border to pages.