Microsoft®

Word 2010Core

Skills

Lesson 5: Formatting Documents

Courseware #: 3240

Microsoft Office Word 2010

Microsoft®

Word 2010Core

Skills

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Lesson 5 Objectives

• work with document formatting

• change the paper size• change the orientation• change the margins • insert page breaks• insert page numbers

• insert headers or footers• customize headers or

footers• work with odd/even pages• apply backgrounds or

themes

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Word 2010Core

Skills

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Changing the Paper Size

• Default paper size determined by computer settings

• To change paper size:

– On Page Layout tab, in Page Setup group, click Size, or

– double-click anywhere in darker area of ruler, and then click Paper tab

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Changing the Paper SizePaper size Choose standard paper

size.

Paper source

Select tray containing paper.

Preview Displays how document will look when changes accepted.

Print Options

Set options for how printer handles printing of documents.

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Changing the Orientation

• Refers to printed text layout:

– Portrait refers to vertical orientation

– Landscape refers to horizontal orientation

• To change document orientation:

– On Page Layout tab, in Page Setup group, click Orientation; or

– double-click darker area of ruler, click Margins tab and click orientation

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Changing Margins

• To adjust margins:– On Page Layout tab, in Page Setup

group, click Margins, or

– point at margin to adjust on ruler anddrag to measurement for margin, or

– double-click darker area of horizontalor vertical ruler for margin

• Press Alt for precise measurement on ruler

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Changing the Margins

• Amount of space between paper edge and printed text area

• Adjust margin settings for entire document or different parts

• Margin boundaries between light and dark shades on ruler

Top Margin Marker

Left Margin Marker Right Margin Marker

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Inserting Page Breaks

• Word automatically paginates document with soft page breaks

• To break page at specific location, insert manual page break

• To enter a manual or 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

• To remove code if cursor is:

– At beginning of next page, press Backspace

– At end of paragraph where page break code is, press Delete

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Working with Section Breaks

• Separates page formatting changes in document

• To insert section break, on Page Layout tab, in Page Setup group, click Breaks:

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.

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Working with Columns

• Set up to three “newspaper style” columns where text from bottom of one column flows to top of the next

• Draft view displays appropriate column widths but not side by side• To view columns side by side, use Print Layout view• Can apply columns to text before or after text typed• To break column manually and force text to continue in next column:

– On Page Layout tab, in Page Setup group, click Breaks and then click Column, or– Press Ctrl+Shift+Enter where column break should be

• To insert page break, move to where page break to be, and then:– On Insert tab, in Pages group, click Page Break, or – Press Ctrl+Enter

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Working with Columns

• To set new set of columns, insert Continuous section break• To change only column layout portion, insert section breaks • To create columns, on Page Layout tab, in Page

Setup group, click Columns– For more options,

click MoreColumns

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Working with Columns

Presets Choose layout style, such newspaper style columns, Left or Right for Web pages or manuals with banner on one side.

Number of columns

Set number of columns.

Width and spacing

Alter width and spacing between this column and next.

Apply to Select which text to apply column structure.

Line between Automatically insert vertical line between each column.

Start new column

Only available when you apply from this point forward.

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Working with Columns

• To change number of columns, select text and use Columns to set new number

• To adjust width of each column or spacing between each column:– Use Columns dialog box, or – drag appropriate markers on ruler for each side of column to adjust

• Each column has own indent markers that can be adjusted• To insert or turn off vertical lines between each column, in

Columns dialog box, click Line between

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Controlling the Text Flow

• To set hyphenation, on Page Layout tab, in Page Setup group, click Hyphenation

• Select more options using Hyphenation Options feature:

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Using Headers and Footers

• Headers– Text or graphics appearing at top of page

• Footers – Text or graphics appearing at bottom of a page

• Can be same on every page, or alternate for even and odd

numbered pages

• Can have different header and footer on first page

• Header prints in top margin area

• Footer prints in bottom margin area

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Inserting Page Numbers

• Page numbers inserted in header or footer• On Insert tab, in Header & Footer group, click Page

Number

Top of Page Choose style for page numbers at top of page, or header area.

Bottom of Page Choose style for page numbers at bottom of page, or footer area.

Page Margins Choose margin position for page number.

Current Position

Choose style for page number in current location or position.

Format Page Numbers

Choose different numbering style, include chapter number, or have page numbers start at different number.

Remove Page Numbers

Remove page numbers from document.

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Inserting the Date or Time

• To insert date or time in location of document, on Insert tab, in Text group, click Date & Time

• Number of formats for date or time based on standards – Can click Set As Default for particular format– Can also set date or time to always be current date and time using

Update automatically.

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Creating Headers and Footers

• Use Insert tab, in Header & Footer group

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Creating Headers and Footers

• Dashed line with identifier appears

• Word identifies different sections in header or footer

• Link to Previous - use same header or footer from

previous section, or have different header or footer in

current section

• Usually contain no more than two or three lines of text

• To edit existing header or footer, double-click header or

footer area

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Alternating Headers and Footers

• Set odd and even pages, different first page, or both• Use Link to Previous to decide which headers and footers are different

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Working with Document Backgrounds

• Enhance online documents, e-mail documents or Web pages

• Colors, patterns, pictures, gradients, textures, or watermarks make documents more interesting

• To add background to document, on Page Layout tab, in Page Background group, click background to apply

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Adding Watermarks

• Can be text, graphics, shapes, or

pictures behind text

• Appear paler than regular graphics

• Used for printed documents while

other backgrounds for online

documents

• Choose watermark from gallery list,

customize, or remove it

– Can also save watermark design to

gallery

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Using Page Colors

• Be careful as colors can detract from message of document

• Live preview available to see effectof this color

• Use More Colors to fine-tune colorfor background

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Using Page Colors

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Using Page Colors

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Using Page Colors

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Applying Page Borders

• Draw eye to emphasize items

• Appears on every page unless section break inserted

• Should be enhancements to focal point

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Applying Page BordersSetting List of existing types of border settings.

Style Line style for border.

Color Color of border.

Width Width of border.

Art Use art shapes instead of lines

Preview Displays preview of all settings selected, and buttons to turn specific border sides on or off.

Apply to Which part of document will have borders applied.

Options Set other options.

Horizontal Line List of horizontal lines to insert different line style.

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Using Themes

• Sets of integrated document designs • Provides look using colors, fonts and graphics. • Best for Web pages, HTML documents, e-mail documents or online

documents• Can apply new theme, change or remove theme

– Can also customize existing theme or create own

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Applying Themes

• Match theme to text message• Live preview helps decide if theme

appropriate• To apply theme, on Page Layout tab, in

Themes group, click Themes

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Customizing Themes

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Summary of Lesson 5

• work with document formatting

• change the paper size• change the orientation• change the margins • insert page breaks• insert page numbers

• insert headers or footers• customize headers or

footers• work with odd/even pages• apply backgrounds or

themes

Microsoft®

Word 2010Core

Skills

© CCI Learning Solutions Inc. 33

Review Questions

1. Explain the purpose of setting margins for a document.

2. Explain the difference between a soft and manual page break.

3. Explain what the different section breaks are and how you might use each one.

4. Explain what a header or footer is.

5. How can you use themes?