Laboratory Exercise # 7 – Formatting Pages

Laboratory Exercise # 7 – Formatting Pages

Office Productivity Tools 1

Laboratory Exercise # 7Formatting PagesObjectives:At the end of the session, the students are expected to:

••••••

Set marginsChoose paper types to be used for the documentPlace border around a pageManage headers and footers of your documentManage page numbers of your documentManage watermarks of your documents

Materials:

• 1 PC with pre-installed Microsoft Windows operating system and Microsoft Word 2003

Basic Principles:

Margins manage the amount of white spaces among your text and the edge of the printed page. There arefour margins available in Word documents. These are Left, Right, Top, and Bottom. The margins can beset for your document. The default settings of margins for documents are:

Table 7.1 Default Margin Settings

The margin settings can be changed for your document or in any part of your document at any time. ThePage Setup dialog box is used to access all the margin settings. You also can manage how your marginschange the layout of multiple pages in a document.

The steps in changing the margin settings are:

1. Select File Page Setup. This will display the Page Setup dialog box.



Figure 7.1 File Page Setup

2. Choose Margins tab. Adjust the margins by using the margin boxes to increase or decrease thecurrent settings. You can also double-click any of the boxes to type a new value.

Figure 7.2 Margins tab of Page Setup dialog box

3. Apply the margins after selecting the new margin settings. You can apply the margins to the entiredocument, to a section of the document (if your document has more than one section), or to thedocument from the current page forward in the document. Use the Apply to drop-down list locatedin the Preview area of the Page Setup dialog box to have different margin settings in the samedocument without dividing the document into sections. Using the drop-down list, you can chooseWhole Document (default setting), This Point Forward, or This Section (if available).

4. Click OK.

You can view the margin settings you selected by selecting View Print Layout. This is the best way toview how the margins settings will look when you print the document. This layout shows the top, bottom,left, and right margins of your document in the Word document window.



Figure 7.3 View Print Layout

You can also change the view to Print Layout by using the Print Layout icon located beside thehorizontal scrollbar.

You can also adjust the margins in your document when you are in the Print Layout view through the useof the Ruler. Select View Ruler to view the Ruler. Take note that the vertical ruler is visible only in Print

Layout view. The horizontal and vertical rulers are visible in the Print Layout view.

Figure 7.4 View Ruler

You can also use the Ruler to open the Page Setup dialog box by simply double-clicking any of themargins shown on the vertical or horizontal ruler.The margins appear as shaded areas on the edge of the respective ruler. Position the mouse pointerbetween the gray margin and the white document area on the ruler to adjust the margin. Doing this willdisplay the margin-sizing arrow. Drag the gray margin to increase or decrease the respective margins.



Figure 7.5 Margin sizes and Margin-sizing arrow

The other two page attributes that we need to manage are Paper Size and Paper Orientation. The defaultsetting for paper size is 8.5 by 11 inches and the default paper orientation is Portrait (maximum distancefrom the left edge to the right edge of the page is 8.5 inches). You can select different paper sizes. Youcan also change the orientation of your text and images in your documents to Landscape (maximumdistance from the left edge to the right edge of the paper is 11 inches).

The steps in setting the paper size and paper orientation are:1. Select File Setup. This will display the Paper Setup dialog box.

2. Choose Paper tab on the dialog box.

Figure 7.6 Paper tab of the Page Setup dialog box


3. Click the Paper Size drop-down list to select a new paper size. Choose Custom Size located in fornonstandard paper sizes. Type in the width into the Width box and the height in the Height box ifCustom size is selected.

4. Select the Margins tab and click Portrait or Landscape button if you want to change the paperorientation of the page.

Figure 7.7 Margins tab of the Page Setup dialog box

5. Select Whole Document (to apply new settings to the new document) or This Point Forward (toapply settings to the document from the current page forward) using the Apply to drop-down list.

6. Click OK.

You may also put a border around the entire page or pages in your document. The steps in putting aborder around the entire page are:

1. Select Format Borders and Shading.

Borders and ShadingFigure 7.8 Format

2. Click the Page Border tab.




Figure 7.9 Page Border of the Borders and Shading dialog box

3. Choose the Border Setting and Style that you want to use.4. Click Apply to drop-down list and select the following:•

•••

Whole Document – puts a border around each page in the document.This Section – puts a border around each page in the present part of the document.This Section-First Page Only – puts a border around the first page of the current section.This Section-All Except First Page – puts a border on each page of the current section except the first

page.

You can also insert information that you want to be repeated on every page by using the header and footeron every page of the document or in some part in the document. Headers reside inside the top margin onthe page while footers reside inside the bottom margin of the page. Headers are used to hold informationsuch as date or draft number that appears on the top of the page. Footers are used to hold informationsuch as page number. You can add header or footer to a document using any view.

The steps in adding header or footer are:

1. Select View Header and Footer. This will display the Header and Footer toolbar. Notice thatyou will be temporarily switched to the Print Layout mode and placed in the header area of thedocument. The regular text area is dimmed and unavailable while you work in the header andfooter box.



Figure 7.10 View Header and Footer

Figure 7.11 Header and Footer toolbar

2. Type in the information into the header area. Click the Switch Between Header and Footer locatedin the Header and Footer toolbar if you want to type in information into the footer area.

3. You can add page number, current date, current time, and other elements using the appropriatebuttons on the Header and Footer toolbar.

4. Use the necessary buttons on the Word Formatting toolbar if you need to align or format the text.5. Click Close button if you are finish working with header and footer. This will make you return to

your document text.



Headers and footers are not visible in the Normal view. Headers and footers are dimmed in the PrintLayout view.

You can edit your headers and footers by selecting View Header and Footer. Move to the header orfooter using the navigation buttons on the Header and Footer toolbar. You can also edit headers andfooters in the Print Layout view by double-clicking the header or footer text.

You can also put only page numbers on your document pages by skipping Header and Footer commandThe steps in putting page numbers in yourand quickly add page numbers using the Insert menu.

document are:

1. Select Insert Page Numbers. This will display the Page Numbers dialog box.

Figure 7.12 Insert Page Numbers

2. Select the position of your page numbers using the Position drop-down list. You can choose Topof Page (Header) or Bottom of Page (Footer).

Figure 7.13 Page Number Format dialog box

3. You can select the alignment of the page using the Alignment drop-down box. You can chooseCenter, Left, or Right to position the page numbers.

4. Click the Format button to select the format for your page numbers. This will display the PageNumber Format dialog box.


Figure 7.14 Page Number Format dialog box

5. Choose the format for your page numbers using the Number Format dialog box.6. Click the Start At option button to have the page numbering start on a specific page in the

document and then use the spinner box to specify the page number.7. Click OK to close the Page Number Format dialog box.8. Click OK to close the Page Numbers dialog box.

The page numbers are located in the header and footer of your document according to the position youselected. You can edit the page numbers and add text by selecting View Header and Footer.

You can add watermarks in your documents. Watermarks are useful for documents that you print andshare with others. You can use logo, text, or picture as your watermark. You can apply a washout effect

when you select pictures as watermarks. Washout effect makes the image appear lighter in thebackground. You can resize the image that you will use as watermark using the Scale option.

The steps in inserting a picture watermark are:

1. Select Format Background Printed Watermark. The Printed Watermark dialog box appears.

Figure 7.15 Format


Background Printed Watermark



2. Click the Picture Watermark option.

Figure 7.16 Picture Watermark option of the Printed Watermark dialog box

3. Click Select Picture. This will display the Insert Picture dialog box. Select the picture file you wantto use. Click Insert to insert the picture.

Figure 7.17 Insert Picture dialog box

4. Click Washout option to make the picture more transparent.5. Use Scale drop-down list to resize the image.6. Click OK.



Figure 7.18 Sample Picture Watermark

The steps in inserting a text watermark are:1. Click Format Background Printed Watermark. This will display the Printed Watermark dialog

box.2. Click the Text watermark option.

Figure 7.19 Text Watermark option of the Printed Watermark dialog box

3. Select the watermark text you want by using the Text drop-down list. You can also directly typethe watermark text directly into the Text field.

4. Change any other options you want such as font, size, color, or layout position.5. Click OK.



Figure 7.20 Sample Text Watermark

The steps in removing watermark in your document are:1. Click Format Background Printed Watermark.

2. Click No Watermark option.

Figure 7.21 No Watermark option of the Printed Watermark dialog box

3. Click OK.

Watermarks appear on every page of your document. Switch to Print Layout or Print Preview view modeto view a watermark. You cannot view watermarks in Normal, Web Layout, Outline, or Reading viewmodes.

Documents

Laboratory Exercise # 7 – Formatting Pages