Microsoft Office Word 2013 Core Microsoft Office Word 2013 Core Courseware # 3250 Lesson 4: Formatting Documents to Print

Microsoft Office

Word 2013 CoreMicrosoft Office

Word 2013 CoreCourseware # 3250

Lesson 4: Formatting Documents to Print

Microsoft Office

Word 2013 Core

© CCI Learning Solutions Inc. 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

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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

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• 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

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• double-click anywhere in darker area of ruler to open Page Setup dialog box, then click Paper tab

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Setting Up the DocumentPaper 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.

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• 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 openPage Setup dialog box, click Margins tab to specify orientation

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• 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

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• 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

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• 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 rulerto open Page Setup dialog box to change margins

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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.

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• 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

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• Controlling the Text Flow

– Consider how text will flowfrom one page to next

– Text flow options calledpagination 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

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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.

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• 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

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• 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

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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

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• 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

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• To create columns, on Page Layout tab, inPage Setup group, click Columns

• To configure more options for columns, click More Columns

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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.

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• 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.

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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

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• 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

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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.

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• Creating Headers and Footers– Use options in Header & Footer group on Insert

tab

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• Header & Footer Tools ribbon

• Dashed line with identifier appears at top or bottom of page marking header or footer area

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• 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

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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

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• 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

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• Change color scheme by using theme, or create own colors, fonts or effects

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• 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

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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.

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Proofing Your DocumentUnknown 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.

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Proofing Your DocumentChange 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.

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• 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

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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.

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• 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)

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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

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• 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

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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.

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• 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 email

– When you type text similar to email 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

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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.

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• 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

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• Creating Bookmarks– To create bookmark, click Insert tab, in Links group, click

Bookmark• Can contain up to 40 characters

using letters, numbers andunderlines

• Spaces, punctuation marks or other characters cannot be used

• Can sort or display bookmarks byname or location in document

• If enter bookmark with wrong name or want to delete, select in list andclick 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

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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

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Preparing to Print

• 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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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:

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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.

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Preparing to Print

Collated Specify how multiple copies of documentto be printed.

No Staples

If printer has this capability, choose whether to have printer staple each printed copy at selected position on page.

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Preparing to Print

Portrait Orientation

Select orientation.

Letter Select paper size.

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Preparing to Print

Normal Margins

Select margins.

Scaling Select how many pages of document willprint 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.

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Lesson Summary

• 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

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Word 2013 Core


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.

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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.