CA word:4 Page Level Formatting

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Your documents usability, readability & overall effectiveness depend on a page layout = the way elements are arranged on a page

You control page layout w/page level formatting to divide a doc into logical pages, set white space around text, arrange text into columns and add elements readers expect to see. Whether using headers and footers or just consistent look, layout reflects purpose and influences impact.

Page Size & Orientation:

Page size is most basic element of layout. Letter = 8+1/2" x 11" size, also default doc size in word. Legal doc size = 8+1/2" x 14". 3" x 5" cards.

Before adding content to doc you must choose the correct page for layout using size command on layout tab.

Now you need to determine orientation = direction in which a page will be printed. PORTRAIT = across shorter side + is default. LANDSCAPE = prints across longest side of page. To change, use orientation command on layout tab. Rulers adjust to correspond selected page size & orient.

Margins = White space around text on a page. Wider margins on the left and right mean shorter line length. Narrow margins on top and bottom allow more lines of text. The default margins are 1" in top, bottom, left and right. If you reduce too much it can be cluttered or busy appearance. Flyers tend to have small margins to allow for larger text. When adjusting margins, white space is important to layout as actual content.

To change doc margins, click margins on layout tab to display menu of preset options - if you want to enter custom settings, click margins > custom.

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Margins Vs Indents:

Margins are a page level format that affect every para in doc. Indents are used to change format for specific paras only.

Pagination:

When your doc is more than one page in length, you'll need to eval. how to divide pages.

Pagination is the process of deciding where one page ends and next begins. e.g. if 2 lines of a para at bottom of one page and remaining 5 lines are at top of next page, you can push start of para onto next page w/the rest of it for better layout. To move text, place insertion point at beginning of para and click page break on insert tab. Shortcut = Ctrl+Enter.

If you later edit content or change margins, your manual page breaks may wind up dividing text at wrong locations. You can remove manual page break by showing formatting marks & deleting PB character.

Headers & Footers:

A header appears at top. Footer at bottom. They're important page layout; they provide titles, page no.s, dates, other reference info.

Expect them in long docs. Use H&F commands on insert tab. When you click on one command there's numerous layouts for headers & footers.

After you click a layout, your insertion point is moved into the header or footer & design tab with tools is displayed. This includes commands for formatting and editing H&F's. They are used to change distance from edge of page.

When you create a complicated doc such as book w/mult chapters, Different Odd & Even allows you to alternate H&F text on odd & even pages.

Use the go to footer & go to header options when you need to switch back & forth between areas. Use previous & next to switch between even & odd headers and footers.

Click close H&F to move insertion point back into body text. You can aslo press esc key. If you need to edit H&F double-click.

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Adding page no.s, dates & times:

For docs longer than 2-3 pages; Best place to add page numbers to doc is in H&F. When using word command to add page no.s they appear automatically on every page and are auto updated when pages change. If you edit doc, you don't need to go back and change page no's.

Page no's are so common that you don't need to create a sep. header or footer first. Click insert > page no., click top of page or bottom and select layout. This deletes any existing H or F.

To add page no. to existing H&F, position insertion point in it then on H&F tools design, click page no.>current position and click a layout.

Doc such as office manuals & forms will be more useful if you keep track of revisions using date in header. When date is inserted it uses TIMESTAMP which can include date, time or both. To use, place insertion p where you want timestamp and click H&F tools design > Date & time.

Select format and click update automatically so it will update every time doc is opened/printed.

If you want to add date to Body of doc click date & time button in text group on insert tab.

Styles:

A word style is a named set of formats. The styles group on home tab shows several named styles. Click more to expand list or styles dialog box launcher.

Styles provide easy way to give doc consistent look.

If you want to achieve prof results, be sure all your headings have same formats, just as your body text should have same para formats.

By applying styles, you can see that same formats are applied each time.

when you modify a style, all the text is auto updated to reflect change.

You can create new style based on existing format by selecting text or by placing insertion point in a formatted para and clicking new style or clicking create a style in expanded styles group.

To modify existing style, right-click style name in styles pane & click modify to display a dialog box. Here, click format for add. options.

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Design Tab:

Includes; Themes, Style sets, Color sets, Font sets, others.

You can select any to change the look. Since most are based on named styles, you'll see the greatest impact if you first apply named styles to text & paras.

Navigation Pane:

As docs become longer, navigating content gets more difficult so Nav Pane helps with this. Click nav pane in view tab to add pane on left side of doc window. Click pages to view mini, clickable pages of your doc. If you applied styles to doc, click headings in nav pane to display an outline based on named headings styles. When click a heading, doc scrolls to that location.

Columns = Used to control line lengths in publications w/a lot of text such as newspapers, brochures and newsletters. Allow more flexibility w/page layout d shorter line length is easier to read. To format w/columns, click columns command on layout tab. Just as you use manual page breaks to improve layout, manual column breaks are used to end one column & move content to next. To insert manual CB at insertion point, click breaks>column on layout tab.

Section Breaks:

When your doc has elements that require different page formats, you'll need to use section breaks. A SECTION BREAK allows same doc to have multiple page formats. e.g. newsletter has nameplate at top of first page to identify title & date of publication. Below nameplate are headlines & body text which are divided into 2 or more columns. b/c 2 page formats appear in the same doc, you'll need to insert section break between nameplate, which runs the width of page & body text which is divided into columns.

There are several types of section breaks; CONTINUOUS allows multiple sections on same page, NEXT PAGE starts a new section on the next page. To insert a section break, click breaks on layout tab and select a break type.

Templates:

A word template can save time b/c its already formatted and has placeholders for info. Templates are available along w/blank doc option. Eg. templates for business letters, reports, resumes etc. You can also search online using search bar on file>new page to see what others have uploaded.