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Chapter 4. SETTING UP THE DOCUMENT: MARGINS, PAGE BREAKS, AND MOREYOUR DOCUMENT MAKES A FIRST IMPRESSION before anyone reads a word. The paper size, color, and borders give the reader an overall sense of the document’s theme and quality. Margins, the text layout, and perhaps a watermark send further visual clues. Making the right choices about your document setup helps you send the right message to your readers. Say you’re working on an invitation; using a smaller, elegant paper size and adding a subtle border lets your recipients know right away that they’re in for a sophisticated event. In this chapter, you’ll learn how to set and change all the page layout features that people notice first, starting with paper size, orientation, and margins. You’ll also learn how to adjust margins and make changes to the headers and footers. Finally, you’ll learn how to work with multiple columns and how to control Word’s hyphenation inclinations. Choosing Paper Size and LayoutWhen you edit a document in Word, what you see on your computer screen looks almost exactly like the final printed page. To get that correct preview, Word needs to know some details about the paper you’re using, like the page size and orientation. You have two different ways to change the page settings: using the Page Layout tab (Figure 4-1) or the Page Setup dialog box (Figure 4-2). When you click the Page Layout tab, the ribbon’s buttons and icons change to show you options related to designing your page as a whole. Your options are organized in five groups: Themes, Page Setup, Page Background, Paragraph, and Arrange. Changing Paper SizeIf you want to quickly change the page size to a standard paper size like letter, legal, or tabloid, the Page Layout → Page Setup → Size menu is the way to go (Figure 4-1). With one quick click, you change your document’s size. If there’s text in your document, Word reshapes it to fit the page. Say you change a ten-page document from letter size to the longer legal-size page. Word spreads out your text over the extra space, and you’ll have fewer pages overall. Figure 4-1. The Size menu, like many Word 2007 menus, uses icons as well as text to give you quick visual cues. Your choices include Letter (8.5” × 11”), Tabloid (11” × 17”), and more. If you’re using standard-size paper (including standard international sizes like A3 and A4), you can click one of these choices, and you’re done. Customizing paper size and sourceIf you can’t find the paper size you need on the Size menu, then you need to customize your paper size, which you do in the Page Setup dialog box’s Paper tab. Here are the steps:
NoteAt the bottom of the Page Setup dialog box is an “Apply to” option with two choices: “Whole document” and “This point forward.” If you choose “Whole document,” Word applies these paper size and other page layout settings to your entire document. If you choose “This point forward,” Word creates a page break at the insertion point, and starts using the new settings only after the break. Setting Paper OrientationMost business documents, school papers, and letters use a portrait page orientation, meaning the page is taller than it is wide. But sometimes you want a short, wide page—landscape page orientation—to accommodate a table, chart, or photo, or just for artistic effect. Whatever the reason, using the Orientation menu (Page Layout → Page Setup → Orientation) is the easiest way to make the change (Figure 4-3). Just click one of the two options: Portrait or Landscape. If you’ve already got the Page Setup box open, you’ll find the Orientation options on the Margins tab (Page Layout → Page Setup → Margins → Custom Margins). Figure 4-3. Click Portrait or Landscape to choose a page orientation for your document. Setting Document MarginsPage margins are more than just empty space. The right page margins make your document more readable. Generous page margins make text look inviting and give reviewers room for notes and comments. With narrower margins, you can squeeze more words on the page; however, having too many words per line makes your document difficult to read. With really long lines it’s a challenge for readers to track from the end of one line back to the beginning of the next. Margins become even more important for complex documents, such as books or magazines with facing pages. With Word’s margins and page setup tools, you can tackle a whole range of projects. Selecting Preset MarginsWord’s Margins menu (Page Layout → Page Setup → Margins) gives you a way to quickly apply standard margins to your pages. The preset margins are a mixed bag of settings from a half inch to one and a quarter inches. For most documents, you can choose one of these preset margins and never look back (Figure 4-4). Figure 4-4. The Margins menu provides some standard settings such as the ever popular one inch all the way around. Word calls this favorite of businesses and schools the Normal margin. If you’ve customized your margins, your most recent settings appear at the top of the menu. For each of the preset margin options you see dimensions and an icon that hints at the look of the page:
To select one of the preset margins, go to Page Layout → Page Setup → Margins, and then click one of the options. You can also use the shortcut key Alt+P, M, and then use your up and down arrow keys to highlight one of the margins. Press Enter to use the highlighted margin. NoteWord measures margins from the edge of the page to the edge of the body text. Any headers and footers that you add (Section 4.4.1) appear in the margin areas. Setting Custom MarginsWhat if none of the preset margins on the menu suits your needs? Say your company’s style guide insists on one-and-a-half-inch margins for all press releases. Here’s how to customize your margins:
Setting Margins for BookletsThe vast majority of the documents spewing forth from our collective printers are printed on a single side of the page. If they’re bound at all, it’s likely to be with a staple or a paper clip in the upper-left corner. Documents like this don’t need fancy margins or page setups. But, if you’re putting together a booklet, corporate report, or newsletter, you need more sophisticated tools. Open the Page Setup box to the Margins tab (Page Layout → Page Setup → Margins → Custom Margins or Alt+P, MA). In the Pages group, click the “Multiple pages” drop-down menu to see the options.
When you make a selection from the “Multiple pages” menu, some of the other options in the Margins box change too. For example, if you choose “Mirror margins,” the labels above for the Right and Left margins change to Inside and Outside. Applying Page BordersA tasteful, properly applied border can add a certain flare to your document. However, an inappropriate border can make your document look cheesy (Figure 4-6). Enough said? Figure 4-6. The Page Layout → Page Background → Page Borders menu lets you add a simple line border around a paragraph, picture, or page. You can also add an art border, but don’t get carried away. This cake border is a bad choice for Marie Antoinette and most other adults. Okay, now that you’ve been warned, here’s how to add page borders:
Adding Headers and FootersHeaders and footers are where Word puts the bits of information that appear at the top or bottom of every page of most multipage documents (Figure 4-8). They remind you of the page number, chapter title, and so on, as you read along. For business memos and reports, headers are a great place to repeat the document’s subject and publication date. (If you’re the author of the report and want your boss to know, consider adding your name under the title.) Figure 4-8. Document headers give the reader additional information that’s not found in the text. For example, the header for a business memo can include the subject, date, and page number. Word lets you enter this information manually or with the help of fields that automatically update the information. NoteWord’s fields are bits of text automated with the help of some behind-the-scenes computer code. You can insert fields into your document to show information that’s likely to change, like today’s date or a page number. Because it’s a field, this text updates itself automatically, as discussed on Section 4.3. Introducing the Header and Footer ToolsUnlike some of the other features in this chapter, the header and footer tools are on the Insert tab (not the Page Layout tab). As you can see in Figure 4-9, three menus appear in the Header & Footer group—Header, Footer, and Page Number. Each of the menus provides predesigned page elements, known in Word-speak as Building Blocks. So, for example, if you select a header Building Block, it may add text and several graphic elements to the top of your page. Figure 4-9. The Header, Footer, and Page Number menus help you insert predesigned page elements, known as Building Blocks, into your document. You can see what each one looks like right on the menu. At the bottom of the menu, you find options to create (or remove) custom headers, footers, and page numbers. Inserting and Modifying a Header Building BlockGo to Insert → Header & Footer → Header, and you see more than a dozen predesigned header options. You can keep these canned headers as they are, or use them as a starting point for your own imagination. The following steps show you how to use a Building Block to add a header to your document and then tweak it a bit by inserting an additional field.
Adding a Matching Footer Building BlockMost of the header Building Blocks have complementary footers. For example, the Tiles header used in the step-by-step example provides title and date information, while the Tiles footer provides company and page information (Figure 4-11). The steps for inserting the Tiles footer are nearly identical to the header steps. Just start with the Footer menu: Choose Insert → Header & Footer → Footer or press Alt+N, 0. Figure 4-11. Most of the header and footer Building Blocks come in pairs. By using a header and footer with the same name, you can be sure of having a consistent design. You can modify Building Blocks—like this predesigned header and footer—after you insert them in your text. Just edit as you would any text. It’s best to leave the page numbers as they are, though. This page number is grayed out to indicate that it’s a field that automatically changes for each page.
Creating Custom Headers and FootersMicrosoft provides a lot of competently designed headers and footers with Word, but you’re free to create your own. After all, Microsoft’s Building Blocks may not be to your taste, or maybe you have to follow company guidelines for your documents. It’s not difficult to create your own headers in Word. Here’s how to create a custom footer with a company name on the left and page numbers on the right:
Removing Headers, Footers, and Page NumbersIt’s easy to remove any headers, footers, or page numbers that you’ve added to your document. You’ll find a command at the bottom of each of the respective menus to do just that. If you want to remove a header, follow these steps:
The steps for removing a footer or a page number Building Block are nearly identical. Just start with the Footer menu (Insert → Header & Footer → Footer) or the Page Number menu (Insert → Header & Footer → Page Number). Working with Multiple ColumnsWord makes it easy to work with multiple newspaper-style columns. Instead of your having to use tabs or spaces to separate the column one line at a time, Word lets you set up the column guidelines and then type away. When you type text in a multicolumn layout, your words appear in the left column first. After you reach the end or bottom of the column, the insertion point jumps to the top of the next column and you begin to fill it, from top to bottom. To use multiple columns, go to Page Layout → Page Setup → Columns, and then click one of the following options:
TipIf you want to use keyboard shortcuts to select column options, press Alt+P, J and then use the up and down arrow keys to highlight one of the options. With your choice highlighted, hit Enter. When you get to the bottom of a column, Word automatically flows your text to the top of the next one, but you can also force Word to end the column and jump to the next one. There are two ways to create a column break. The quickest way while you’re typing is to use the keyboard shortcut Ctrl+Shift+Enter (or Alt+P, BC). Or, if you forget the shortcut, you can use the ribbon: Page Layout → Page Setup → Breaks → Column. Customizing ColumnsGo to Page Layout → Page Setup → Columns → More Columns to open the Columns box (Figure 4-13) where you can create custom page layouts with multiple columns. By entering a number in the “Number of columns” text box, you can create more than three columns per page. If you turn on the “Equal column width” checkbox, Word automatically sets all the columns to the same width, so you don’t have to do the math (Figure 4-14). Turn off this checkbox, and you can get creative by entering a different width and spacing for each column. Use the scroll bar on the right if you can’t see all of the columns. Turn on the “Line between” box to place a line (also known as a rule) between your columns for a crisp professional look. Near the bottom of the Columns box is a drop-down menu labeled “Apply to.” If you want to use your column settings for your entire document, leave this set to “Whole document.” If you want to create a new section with the column settings, select “This point forward” from the menu. Figure 4-14. You can fine-tune your columns options to create just the right effect. This example uses the “Equal column width” and the “Line between” options. HyphenationWithout hyphenation, if a word is too long to fit on the line, Word moves it down to the beginning of the next line. If a word is particularly long, it can leave some pretty big gaps at the end of the line. Justified text is aligned on both the left and right margins, like most of the text in this book. If you have justified text and no hyphenation, you often get large, distracting gaps between words, where Word is trying to spread out the text along the line. When used properly, hyphenation helps make text more attractive on the page and easier to read. In most cases, you can relax and let Word handle the hyphenating. You just have to choose one of three basic hyphenation styles from the Page Layout → Page Setup → Hyphenation menu (Alt+P, H), as shown in Figure 4-15:
Automatic HyphenationIt’s easy to turn on automatic hyphenation. Just choose Page Layout → Page Setup → Hyphenation (or press Alt+P, H). Still, you may want to assert some control over how and when Word uses hyphenation. To do that, open the Hyphenation box (Figure 4-16) by choosing Page Layout → Page Setup → Hyphenation → Hyphenation Options (Alt+P, HH). This box has two important options that let you control hyphenation:
Figure 4-17. You may not always agree with Word when it comes to hyphen placement. In this case, the hypen is in the wrong spot in the word “mischance.” To manually set the hyphen, click to put the insertion point between the “s” and the “c,” and then click Yes. Removing Hyphenation from Your DocumentIt’s easier to remove hyphenation from your document if you’ve used automatic rather than manual hyphenation. In the case of automatic hyphenation, you simply turn it off: Choose Page Layout → Page Setup → Hyphenation → None, or use the keyboard shortcut Alt+P, HN. All the automatic hyphens in your document disappear and the words rearrange themselves accordingly. But when you use manual hyphenation, Word inserts optional hyphens in your document that don’t go away even if you turn hyphenation off. If you set Hyphenation to None (Alt+P, HN), then Word continues to split words at the end of lines using the optional hyphens. The only way to find and delete the optional hyphens is with Word’s Find and Replace dialog box. Here are the steps to remove optional hyphens from your document:
Dividing Your Document into SectionsThe longer and more complex your document is, the more likely it is to contain different sections. Word’s sections don’t have anything to do with how you’ve divided your document with headings and subheadings. They’re electronic divisions you create by adding section breaks to your document. Section breaks are a close cousin to page breaks, except that a section can contain any number of pages. More important, each section in a Word document can have its own page formatting. Many people work with Word for years without ever really understanding Word’s sections. But breaking your document into different sections gives you a lot more flexibility within the same document. For example:
Inserting Section BreaksAs you can see from the previous list, sections are all about page formatting, so it’s not surprising that the section break commands are found under the Page Layout tab (Page Layout → Page Setup → Breaks or Alt+P, B). When you click the Breaks button in the Page Setup group, the menu is divided into two parts: Page Breaks and Section Breaks. NoteWhen you use the Breaks menu (Figure 4-19), remember that the breaks shown at the top aren’t section breaks. They’re just text formatting breaks like page breaks and column breaks. The commands on the bottom are section breaks, as advertised. Section breaks have two major distinctions. There are Next Page breaks, which create a new page for the new section, and there are Continuous breaks, which place a divider mark in the text with no visible interruption. Everything below that mark is in a new section. You use a Next Page break when you’re changing the paper size or orientation. Or you can use a Next Page break if you want each chapter to start on a new page. You use the Continuous break to change the number of columns or the margins in your document in the middle of a page. The other two options—Even Page and Odd Page—are just variations on Next Page. They create section breaks and start the new section on the next even or odd page. For example, you use this option to make sure that all your chapters begin on a right-hand page (like the ones in this book). Here’s how to insert a section break and change the paper orientation for the new section from Portrait to Landscape.
In Print Layout view, you see how your document looks with section breaks inserted. In Draft view, section breaks appear in your document as dotted lines. The line doesn’t print, but it’s visible on your computer screen (Figure 4-20). Figure 4-20. To delete a section break, change to Draft view. Section breaks show as dotted, double lines. Select the break by clicking the line, and then press Delete. Which option is used to change the Layout of a document?Use section breaks to change the layout or formatting in one section of your document. You can use section breaks to change the layout or formatting of pages in your document. To change formatting in a document, insert a section break at the beginning of where you want the change.
Which of the following is used to move vertical blocks of text from the bottom of one block?IBCA true and false, multiple choice. Which of the following is the term for the last line of a paragraph when it is left alone at the top of a page a orphan B widow c widow orphan control d keep lines together?A "widow" is the last line of a paragraph that appears alone at the top of the next page, and an "orphan" is the first line of a paragraph that appears alone at the bottom of a page. Default widow and orphan settings are typically configured for two lines in order to prevent isolated single lines.
What is the term for the last line of a paragraph when it is left alone at the top of a page?In typesetting, widows and orphans are lines at the beginning or end of a paragraph that are left dangling at the top or bottom of a page or column, separated from the rest of the paragraph.
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