Word 972000

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Word 97/2000

• Part 6
• Page Formatting

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Page Formatting

• What is Page Formatting?
• Page Margins
• Page Orientation Size
• Numbering Pages
• Headers and Footers
• Page Breaks
• Practice Exercises 6

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What is Page Formatting?

• Page formatting allows you to control features
  that will affect the entire page, such as print
  paper size, orientation, margins etc.
• To access most of these page formatting options
  you need to open the Page Setup dialog box.

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Page Margins

• Background
• The page margins are the area of white space
  around the edge of your page (there is no text).
• On any page you can change the top, bottom,
  right, and left margins.
• You can change margin settings for the whole
  document, for some document pages, or even for a
  single paragraph for a single page.
• It is always advisable for you to think about and
  set the margins for a document before you start
  typing.

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Page Margins

• To change the margins for the whole document
• Make sure that you have the file \work\page.doc
  open.
• The insertion point can be placed anywhere within
  the document.
• From the File menu choose the Page Setup command,
  the Page Setup dialog box is displayed.

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Page Margins

• To change the margins for the whole document 2
• If it is not already displayed, select the
  Margins tab.
• You can change the margins for the Top, Bottom,
  Left or Right margins by typing in a value, or
  using the up and down arrows on the spin boxes.
• Set the margins to 2 cm for top and bottom, and
  2.5 cm left and right.

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Page Margins

• To change the margins for the whole document 3
• If you were going to have the document bound,
  then you would need to set the Gutter margin to
  allow for the binding.
• Set the Gutter to 2 cm.
• We are going to discuss Headers and Footers in
  more detail later in this section, but if you
  wanted to adjust the distance of the Header or
  Footer from the margins of the page, then you
  would do so here.

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Page Margins

• To change the margins for the whole document 4
• If you click on Mirror Margins, then Word will
  ensure that the margins are the same between the
  left and right margins.
• Check the Preview box, to see that you are happy
  with the changes you have made.
• Ensure that in the Apply To box, it says Whole
  Document (if it does not, click on the drop down
  arrow and select it from the list).
• Click on OK to apply the formatting.

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Page Orientation and Size

• Background
• This feature allows you to control the paper size
  and orientation of a page. Here you can specify
  different sizes for your pages.

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Page Orientation and Size

• To select a page size for the paper you are
  printing to
• Double click on the Ruler at the top or sides of
  the page, and the Page Setup dialog box is
  opened.
• Click on the Paper Size tab.
• Click on the drop down arrow underneath Paper
  Size, and view the list of paper you can select
  (this list depends upon the printer you are
  connected to).

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Page Orientation and Size

• To select a page size for the paper you are
  printing to 2
• Select Letter and notice that the Width and
  Height are automatically changed to 21.59cm x
  27.94cm (8.5 x 11).
• Change the Paper Size back to A4.

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Page Orientation and Size

• To set the page orientation
• If you want to change the paper orientation from
  the default of Portrait to Landscape, click on
  the Landscape radio button.
• Ensure that in the Apply To box, it says Whole
  Document (if it does not, click on the drop down
  arrow and select it from the list).
• Click on OK to apply the formatting.
• The document should now be in Landscape

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Numbering Pages

• Background
• This is an extremely useful feature which allows
  page numbers to be inserted automatically, rather
  than manually.

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Numbering Pages

• To number pages in a document
• Make sure you have the document \work\page.doc
  open.
• Make sure the insertion point is located on the
  first page of the document.
• From the Insert menu select Page Numbers to
  display the following dialog box.

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Numbering Pages

• The default Position is Bottom of Page.
• Click on the down and select Top of Page.

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Numbering Pages

• If you click on the down arrow for Alignment you
  can choose from the following options

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Numbering Pages

• Select Right, and look at the Preview box to see
  how your page will be laid out.
• The Show number on first page box is check by
  default.
• If you do not want a page number of the first
  page (for example if you have a cover page for a
  document) you would uncheck this box.
• Leave the box checked.
• Click on the Insert button to display the Page
  Number, Format... dialog box.

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Numbering Pages
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Numbering Pages

• Click on the down arrow next to Number format, to
  display the types of format you can have for your
  page numbers.
• Select the Lowercase Roman numerals (i, ii, iii
  etc.)
• If you do not want your page numbering to start
  from 1, then click on the Start at radio button
  and use the spin box to change the number.
• Choose number 10.

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Numbering Pages

• Click on the OK button, to return to the Page
  Numbers dialog box.
• Click on OK again, and the page numbering will be
  inserted into your document.
• Close down the document and dont save the
  changes.

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Headers and Footers

• Background
• Headers and Footers allow you to insert
  information at the top or bottom of every page.
• This information normally consists of chapter
  headings, page numbers etc.
• You can see header and footer information on your
  screen when in Page Layout View and Print
  Preview, but not in Normal view.

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Headers and Footers

• To create a header or footer
• Open the document \work\header.doc
• From the View menu, select Header and Footer
  command.
• Word 97 automatically changes to Page Layout view
  and the Header and Footer toolbar is displayed.

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Headers and Footers

• Outlines of the Header and Footer text entry
  boxes appear at the top and bottom of the page,
  and the main document text appears greyed out.
• Look at the Ruler at the top of the page, and
  notice that Word has automatically inserted a
  Centre and Right tab.

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Headers and Footers

• To use the Insert AutoText button
• Click on the Insert AutoText button.
• The list provides a quick way of inserting
  information into a Headers and Footers.
• Click on Author, Page , Date and notice that the
  information is inserted into the Header at the
  left, centre and right tabs.

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Headers and Footers

• To switch between Headers Footers
• Change to the Footer by clicking on the Switch
  button.

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Headers and Footers

• To insert Page Numbers
• We are going to insert a page number into the
  footer at the left hand side of the margin. So
  click on the Insert Page Number button.

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Headers and Footers

• Press the Spacebar once and then type in of
• Click on the Number of Pages button.
• And the footer should now read 1 of 3.
• If you want to change the format of the Pages,
  click on the Format Number button to open the
  dialog box. This is the same dialog box as
  discussed in the Numbering Pages section above.

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Headers and Footers

• To insert the date time
• Press the Tab key, to move along to the centre
  of the footer.
• Click on the Insert Date button, press the
  Spacebar and then click on the Insert Time
  button.
• The current Date and Time is inserted into the
  Footer.

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Headers and Footers

• To enter any text
• Press the Tab key to move along to the right
  hand side of the footer.
• Type in This is the Footer. This text will now
  appear on every page.
• You have finished creating the Headers Footers,
  so click on the Close button.
• The main document is now active, and the Headers
  Footers appear greyed out.

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Page Breaks

• Background
• When you fill a page with text or graphics, Word
  inserts an automatic (or soft) page break and
  starts a new page.
• However, they maybe times when you need to force
  a page break at a specific location, so you must
  insert a manual page break.

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Page Breaks

• To insert a page break using the menus
• You want to start the heading Gustav Klimt on the
  next page.
• Place the insertion point at the beginning of
  heading, and from the Insert menu select Break.
• The Break dialog box is opened.

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Page Breaks

• Make sure that the radio button next to Page
  Break is selected, and click on OK.
• A Page Break is inserted and the heading starts
  on the next page.
• If you are working with Show non-printing
  characters on, then you will see a line that
  represents the page break.

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Page Breaks

• To insert a page break using the keyboard
• Place the insertion point at the beginning of the
  heading Paul Klee and press CtrlEnter keys.
• A Page Break is inserted, and the heading starts
  on the next page.
• Save the changes you have made, and Close down
  the document.

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Practice Exercises 6

• Open the document \work\exercise6.doc
• Change the margins to 3cm Top Bottom, and 2.5cm
  Left Right.
• Add a Gutter of 1.5cm.
• Make the page Landscape.
• Insert the Header Guide to Manchester, aligned to
  the left.
• Insert the page number in the Footer.
• Insert a Page Break, so that the title Food
  Drink starts on a new page.
• Save the changes you have made, and Close down
  the document.