Changing the Page Setup Word’s options and features for setting up pages are legion, but few of us use them with any regularity. That’s a shame because Word’s page setup tools are often useful and easy to use, after you get to know them. The next few sections take you through the most useful of Word’s page setup features. Setting the Margins One of the most common page layout changes is to adjust the margins, the blank space to the left and right, as well as above and below the document text (including the header and footer). The standard margins are 1 inch on all sides.
FWIW: The Page Layout command has always been accessed from the File menu, not the View menu. Many of the Page Setup features have been included in the Page Setup group of the Layout tab. The default location of the Layout tab is second from the left immediately following the Home tab. Jan 17, 2008 tab (and the page it is stuck to). On 18/01/08 2:52, in article [email protected], ' wrote: > I'm looking for the same thing; in addition - how to delete extra tabs.
Decreasing the margins fits more text on each page (which is useful when printing a long document), but it can also make the printout look cluttered and uninviting. If you increase the margins, you get less text on each page, but the added whitespace can make the document look more appealing. You can set specific margin sizes for the Top, Bottom, Left, and Right margins, and you can also specify where you want Word to apply the new margins: to the whole document or from the insertion point forward. Click the Layout tab. Click Margins. Click Custom Margins.
Word opens the Document dialog and displays the Margins tab. Adding a Gutter You can also set the size and position of the gutter, which is extra whitespace added (usually) to the inside margin to handle document binding. In the Margins tab of the Page Setup dialog, use the Gutter spin box to set the size of the gutter, and use the Gutter Position list to click whether you want the gutter in the left margin or the top margin. Use the Apply To list to click whether you want your new margins applied to the whole document or only from the insertion point forward. Go Further: Landscape Versus Portrait You would use the landscape orientation mostly when you have text or an image that is too wide to fit across the page in portrait orientation. If you’re using letter-size paper and your margins are set to 0.75 inches, you have only 7 inches of usable space across the page.
Wide images, a table with many columns, or a long line of programming code are just a few of the situations in which this width might not be enough. If you switch to landscape, however, the usable space grows to 9.5 inches, a substantial increase. Changing the Paper Size Word assumes that you will be printing your documents on standard letter-size paper, which is 8.5 inches by 11 inches. If you plan to use a different paper size, you need to let Word know what you will be using so that it can print the document correctly. Click the Layout tab.
Click Size. Click a paper size. Go Further: Printing on the Edge Getting the proper printout isn’t the only reason for configuring Word to use a different page size. An old trick is to tell Word you are using a larger paper size than you actually are. Word then prints the page as if you’re using the larger size, which with some experimentation means you can get Word to print right to (or pretty close to) the edge of a regular sheet of paper or an envelope. Add a Page Break If you have a paragraph that must begin at the top of a page, you can ensure that happens by inserting a page break just before that paragraph.
Click at the beginning of the paragraph that you want to appear on a new page. Click the Insert tab. Click Pages.
Click Page Break. Understanding Sections In Word-related training sessions and question-and-answer periods, some of the most common complaints and queries center on using multiple page layouts in a single document:. How can I have different headers (or footers) for different parts of a document?.
I have a long table on one page. How can I set up that one page with landscape orientation?.
Can I switch from a two-column layout to a three-column layout for part of a document? Most people end up splitting a single document into multiple documents to accomplish these and similar tasks. However, you do not have to break up your document just because you want to break up the page layout. The secret to doing this is the section, a document part that stores page layout options such as the following:.
Margins. Page size and page orientation. Headers and footers. Columns. Line numbering. Footnotes and endnotes Add a Section Break When you create a document, Word gives it a single section that comprises the entire document.
However, you are free to create multiple sections within a single document, and you can then apply separate page layout formatting to each section. The transition from one section to another is called a section break. Click where you want the new section to begin. Click the Layout tab.
Click Breaks. Click a section break. Go Further: Word’s Section Breaks Word offers four types of section breaks:. Next Page—Starts a new section on a new page. Continuous—Starts a new section at the insertion point (does not add a page break). Even Page—Starts a new section on the next even numbered page. Odd Page—Starts a new section on the next odd numbered page Display Text in Columns If you put together a brochure, newsletter, or any document where you want to mimic the layout of a newspaper or magazine, you probably want your text to appear in two or more columns.
When you use columns, as the text in the first column reaches the bottom of the page, it continues at the top of the next column. It’s only when the text reaches the bottom of the last column that it continues on the next page.
Click where you want to convert the text to columns. Positioning the Insertion Point for Columns If your document has only one section and you want to use columns for the entire document, position the insertion point anywhere within the document. If your document has multiple sections and you want to use columns for a single section, position the insertion point anywhere within that section. If your document has multiple sections and you want to use columns for the entire document, click the entire document.
Click the Layout tab. Click Columns. Click More Columns. Word opens the Columns dialog.
Formatting improves the readability of your documents and often provides visual clues to the document's purpose. It's an important part of most every document and users often spend a great deal of time applying formats. These tips will help you work more efficiently and judicially when applying formats.
1: Copy defaults When copying content from another source, even another Word document, Word retains the source formatting by default. You can eliminate subsequent formatting by applying the destination document's default style during the copy process as follows:. Copy the content from the source to the Clipboard using Ctrl+C (or some other route). In the destination document, position the cursor and then click the Home tab (in Ribbon versions). In the Clipboard group, choose the Keep Text Only option shown in Figure A from the Paste drop-down.
In Word 2003, choose the Keep Text Only option from the Paste Options (smart tag) drop-down after pasting the content. Figure A The Keep Text Only option applies the destination document's default style to copied content. Changing the default, as follows might be more efficient:. Click the File tab and choose Options (under Help). In Word 2007, click the Office button and then click Word Options. Choose Advanced in the left pane.
In the Cut, Copy, and Paste section, choose the appropriate option. For example, you might want to retain source formatting when copying from other Word documents, but not Web sites. In Word 2003, choose Options from the Tools menu and click the Edit tab. You can uncheck the Smart Cut And Paste option or click the Settings button to customize the feature. 2: Insert section breaks Dividing a document into sections lets you customize formats for a section's content and purpose. For instance, you might want a single page to be in landscape in the middle of a portrait document. Or you might want the header text or to change for several pages.
Using sections, you can apply different formatting as needed. To insert a section break, click the Page Layout tab and choose a Breaks option in the Page Setup group:. Next Page: Starts the new section on the next page. Continuous: Starts the new section on the same page. Even Page: Starts the new section on the next even-numbered page.
Odd Page: Starts the new section on the next odd-numbered page. In Word 2003, choose Break from the Insert menu.
Choosing Next Page creates a problem because Word also inserts a page break. If you don't want a page break, choose Continuous.
For quicker formatting, copy section breaks when formats are identical or similar. Then, tweak as necessary rather than starting from scratch each time. Figure B shows a selected section marker after enabling Show/Hide in the Paragraph group (on the Home tab; in Word 2003, it's on the Standard toolbar). To delete a section, select its code and press Delete. Figure B Display formatting codes to select a section break. 3: Keep it together To keep two or more words together on the same line, insert a nonbreaking space character between them by pressing Ctrl+Shift+Spacebar instead of inserting a regular space character. The space will look the same, but Word will keep the two words on the same line.
A nonbreaking hyphen works the same as a nonbreaking space but with hyphenated words. If you don't want Word to wrap at a hyphen character, enter a nonbreaking hyphen by pressing Ctrl+Shift+-. When the hyphenated word reaches the right margin, Word will wrap the entire word to the next line if necessary rather than breaking at the hyphen. 4: Format a list Formatting just the number component in a numbered list is a bit tricky. You usually end up formatting the entire item or list, unless you know this simple trick:. On the Home tab, click Show/Hide in the Paragraph group. In Word 2003, click Show/Hide on the Formatting toolbar.
Select only the Paragraph mark at the end of the line. With the paragraph mark selected, apply formats. As you can see in Figure C, only the 2 changed color because we selected only the paragraph mark for that item. Figure C Selecting the paragraph mark is the key to formatting only the item's number. To format more than one number, but not all of them, hold down the Ctrl key while selecting markers.
To format all of the numbers in the list, without changing the format of the actual text, click any number in the list to highlight all of the numbers. Word will extend the format to new items. Formats applied to the entire list will take precedence over formats applied via the paragraph marker. 5: Remove formats Removing formats isn't hard, but there's more than one way to get the job done. When you want to remove a single format, you probably select the text and click the appropriate option; most of them work as toggles. You might display the Format dialog and uncheck options when you need to delete more than one format.
If you want to strip all of the formatting, there's a quicker method: Select the text and press Ctrl+Spacebar. This shortcut removes all the character formatting except what's defined by the underlying style.
To remove just the paragraph formats, press Ctrl+Q. 6: Keep styles from updating Word lets you update a style when you add formatting to text. This behavior can be troublesome if users don't understand it, so you might want to disable it as follows:. Click the Home tab. Launch the Styles dialog. In Word 2003, click the Styles And Formatting tool on the Formatting toolbar.
Find the style. Choose Modify from the style's drop-down or right-click the style. Uncheck the Automatically Update option shown in Figure D.
(This option isn't available with Word's default style, Normal.) Figure D Disable a style's automatic updating behavior to protect styles. By default, Word doesn't set this option for built-in styles, but users often accidentally enable the feature. Don't enable this behavior when basing a new style on an existing style or creating a new one unless you have a specific reason to do so. 7: Adjust the default line spacing Word 2007 and 2010 use a 1.15 line spacing setting.
That's great if you publish a lot of content to the Web. If not, you can change the default to 1 as follows:. Click the Home tab. Right-click Normal in the Styles Quick gallery and choose Modify. Choose Paragraph from the Format list.
In the Spacing section, change the At setting from 1.15 to 1, as shown in Figure E. Check the New Documents Based On This Template option. If you don't want to change the template, skip this step. Figure E Reset the default Line Spacing option to 1. 8: Eliminate extra paragraph spacing Another change to the latest versions is the increased spacing between paragraphs. It's not a blank line that you could easily delete. If you don't like that much space, you can modify it as follows:.
Click the Home tab. Click the Paragraph group's dialog launcher (the small arrow in the lower-right corner). Check the Don't Add Space Between Paragraphs Of The Same Style option. Click Set As Default, as shown in Figure F. Figure F Use this setting to reduce extra white space between paragraphs.
9: Save formatted text as AutoCorrect entries AutoCorrect reduces data entry and corrects typos, but it can also apply formatting. Simply save the appropriately formatted text as an AutoCorrect entry, as follows:. Enter and format the text. For instance, enter Backyard Wilderness and italicize it as a title. Select the formatted text. Click the File menu, choose Options, and then click Proofing in the left pane. In Word 2007, click the Office button, click Word Options, and then choose Proofing in the left pane.
In Word 2003, choose AutoCorrect Options from the Tools menu. Click the AutoCorrect Options button in the AutoCorrect Options section. (Skip this step in Word 2003.). Word will fill the With control with the selected (and formatted) title. Click the Formatted Text option. Enter bw in the Replace control, as shown in Figure G.
Click OK twice (just once in Word 2003). Figure G To insert the formatted title, type bw.
10: Use Find And Replace to change formatting You probably use Word's Find And Replace feature to replace characters, but you can use it to change formatting. For example, you might want to change all instances of bold to italics, as follows:. Press Ctrl+H. Click the Find What control and click More. From the Format drop-down, choose Font.
Select Bold in the Font Style list and click OK. Click the Replace With control and click More. From the Format drop-down, choose Font. Select Italics in the Font Style list and click OK. As you can see in Figure H, Word displays the specified formats under both controls.
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Click Replace All. Figure H Replace one format with another using the Replace option.
You can use Replace to remove an unwanted format by leaving the Replace With control empty. Or you can quickly format all occurrences of the same text by entering that text in the Find control. For more ways to use these options, see. 11: Eliminate sticky borders If you type three hyphens and press Enter, Word will replace them with a solid line that extends from the left to the right margin. Sometimes this line sticks to the text or the bottom of the page no matter what you do to try to delete it. This happens when you enter the three hyphens directly under text; Word attaches the border as a paragraph format. To quickly remove this sticky border, click inside the paragraph and choose No Border, as shown in Figure I, from the Border drop-down in the Paragraph group.
In Word 2003, this option's on the Formatting toolbar. Figure I You can quickly remove a sticky border.