Note on Word process: Editing and formatting pages

  • Note
  • Things to remember

FORMATTING PAGESS

Page set up

The Page Setup command from the pages layout menu enables us to set the paper size, pages orientation, headers and footers and pages margins. We can set their settings, before the beginning of a document or at any time. We can also divide our document into the different section before the beginning of a document or at any time. We can also divide our document into the different section and set the different option for each section. Some of the important settings are as follows:

  • Paper Size and Page Orientation: The paper size option in the page Setup ribbon is used to select the paper size. The options are available depending on the capabilities of the printer being selected. We can also use our required paper size and Page Orientation can be vertical or horizontal.
  • Margins: This option in the Page Setup ribbon enables us to set up Top, Bottoms, Left and Right margins of the page. We can also set gutter width for binding.

CREATING BASIC HEADERS AND FOOTERS

Headers and Footers

Headers are the text that appears on the top of the every page whereas footers appear at the bottom of every page. It is possible to see and edit headers and footers in Page Layout view.

  • Choose View => Header and Footer or double-click in the header area of the first page in Page Layout view or Print Preview.
  • Word will switch to Page Layout view if it is not already there and display the Header and Footer toolbar.
  • Create and edit header text. You can paste graphics and different kinds of formats.
  • You can insert automatic page number, time and date.
  • Double-click on the main document to return to work there.

You can enter footer the same way as headers, except that you work in a Footer window.

Page Breaks

In a word we have two kinds of page breaks Soft Page Break and Hard Page Break. Soft Page Breaks are automatically inserted by Word when text reaches the bottoms of the page and are represented by a dotted line across the document. The text beneath it will appear on the top page and are represented by a dotted line across the document.

The position of Soft Page Break in a document automatically changes when text is added or deleted.

You insert Hard Page Breaks when you want to end one page and begin another. This is done using “Break” command in the Insert menu, or by pressing the “Ctrl+Enter”. They remain in the exact same place in the document regardless of any text changes you make. To remove a hard page break, position the cursor just after it and press the “Backspace” key or position the cursor at the start of the page break and press the “Delete” key.

Working with Tables

Word’s Table feature, enables you to arrange text in a column without using tabs. It is actually used to organize complex column information. It is easier to design forms, television scripts, financial reports, part catalog and daily routines using tables.

Creating a table:

We use the following steps to create a table:

  • Click on Table option under the Insert menu
  • Specify the Number of Columns and Rows and click. You will see the table inserted in the document.

Editing Text in a Table

Navigate , enter and edit table text just as you do any other Word text. The mouse or arrow keys are used to position the insertion point. The cells are treated as miniature pages and the cell border as margins. Type the text normally within these cells and Word will automatically wrap text within the cell as you reach the right edge Rows will automatically grow taller as necessary to accommodate typing.

To move from cell to cell within a table, either use the Tab key to go forward and Shift+Tab to go backward.

Pressing Tabs in the rightmost column will move down the insertion point to the beginning of the next row and pressing Shit+Tab past the leftmost column will move the insertion point to the end of the previous row.

The family character formatting toolbar, ruler and menu feature work in the same manners to all or selected characters in a table.

A cell can contain more than one paragraph. Paragraph creation is done in the usual way and Word’s paragraph format apply to paragraph to a paragraph on cells.

WORKING WITH TEMPLETS AND STYLE

Templets

A Templet is a document with the preset layout, formatting, and settings that act as a basic structure for a document. Word offers Templets as a guide for creating readable, uniform documents. Unless you specify templets. when the beginning of a new document, Word automatically base documents on the Normal template. The following list is an example the prearranged formatting option on Word’s Normal template:

  • Font faces and size

EXAMPLE: Calibri at 11 points

  • Language

EXAMPLE: Us English

  • Alignment

EXAMPLE: Flush left

  • Line spacing

EXAMPLE: 1.15

  • Window

EXAMPLE: set to on

Other Templets use modifications on the above features and may include different page layout, text, graphics, macros, or styles.

There are two basic types of templates: built-in Templets and custom templets.

Built –In Templets

Built-in Templets provide a preset structure for several common types of documents, including:

  • Faxes
  • Letters
  • Memos
  • Reports
  • Resumes
  • Web pages
  • Documents without custom formatting

You can create documents using this basic Templet as they are, or you can modify them to better suit your needs.

Custom Templets

If you have formatting or a layout that you use frequently in your work but that is not offered in Word’s collection of preset templates, you can easily create a new template using your own formatting and settings. The new template can then be saved with Word’s other Templets and accessed each time you want to use the custom format.

Choosing a Word Template

  • From the OFFICE BUTTON

.

  • Select new.
  • The new document dialog box appears.

.

  • Under Templates, click INSTALLED TEMPLATES.
  • From the Installed Templates section, select the desired template.
  • Click CREATE.

The template is applied to your new document.

If you have to format that you use frequently in your work but is not offered in Word’s collection of preset templates, you can easily create a new template using your own formatting and settings.

  • Create or open the file containing the formatting and settings to be included in the custom template.
  • From the office select the SAVE AS.

The save as dialog box appear

  • From the save a copy of the document pull-down list, selects Word Template.
  • In the File name text box, type the desired filename.
  • Using the Save in pull-down list, select the desired save location.
  • Click on SAVE.

STYLE

Microsoft Word makes it easy to use style without having to know much about them Styles to save your time and make your document to look good.

Using Styles

Instead of using direct formatting, use styles to format your document so you can quickly and easily apply a set of formatting choice consistently throughout your document.

A style is a set of formatting characters, such as font name, size, color, paragraph alignment, and spacing. Some style even includes border and shading.

If you want to subheadings, you can use the built-in Heading 2 style, which was designed to look good with the Heading 1 style.

If you later decide that you want to headings which have a different look, you can change the Heading 1 and Heading 2 styles, and Word automatically updates all instances of them in the document. You can also apply a different quick Style set or a different theme to change the look of the headings without changes to the styles.

Character, Paragraph and Linked Style

Character, Paragraph, and linked style appear in the Style group on the Home tab. You can quickly apply a style from the gallery of styles. To see more information about to each style, click on Style dialog box Launcher.

.

The Styles task pane opens.

Paragraph style is marked with a paragraph symbol: You can see the paragraph symbol in the Quick Style gallery as well as in the style task pane. Click anywhere in a paragraph to apply the style to the entire paragraph.

Character styles are marked with a character symbol; Click anywhere in a word to apply the style to the entire word. Or you can select more than one word to apply the style to more than the word.

Linked styles are marked with a character symbol: click anywhere in a paragraph to apply the style to the entire paragraph. Or you can select one or more words to apply the style to the words that you selected.

(Dilli , 2015,222--)

Bibliography

Dilli , S. P., Singh, k. E., Khadka , D., Bhatta, K. D., Baral, N., Saud, R. S., . . Dangi, R. (2015). Fundamental of Computer Science. Kathmandu: KEC publication and Distribution.

  • The Page Setup command from the pages layout menu enables us to set the paper size, pages orientation, headers and footers and pages margins. We can set there settings before beginning a document or at any time.
  • Headers are the text that appear on top of every page whereas footers appear at the bottom of every page.
  • n word we have two kinds of page breaks: Soft Page Break and Hard Page Break.
  • Soft Page Breaks are automatically inserted by Word, when text reaches the bottoms of the page and are represented by a dotted line across the document.
  • We have to insert Hard Page Breaks when you want to end one page and begin another. This is done using “Break” command in the Insert menu, or by pressing the “Ctrl+Enter”. 
  • A templets is a document with preset layout, formatting and settings that acts as a basic structure for a document.
  • Built-in templets provide a preset structure for several common types of documents, including:

    • Faxes
    • Letters
    • Memos
    • Reports
    • Resumes
    • Web pages
    • Documents without custom formatting
.

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