CS5: Computer Word Processing II

Page Layout

Page layout is the term used to describe how each page of your document will appear when it is printed. In Word, page layout includes elements such as the margins, the number of columns, how headers and footers appear, and a host of other considerations. As you design your pages, you can use the tools that Word puts at your disposal in this regard.

Tips, Tricks, and Answers

The following articles are available for the ‘Page Layout’ topic. Click the article”s title (shown in bold) to see the associated article.

Adding Page Numbers
Ever want to add page numbers to your document? Word allows you to control many aspects of page numbering. Here’s how to add page numbers easily.

Adding Page Numbers in Headers or Footers
While Word has a default format for page numbers, you can design and specify how you want them to appear in your document. Headers and footers make this possible and this tip explains how.

An Exact Number of Lines Per Page
For some purposes, you may need to fit an exact number of lines on a printed page. This may be easier said than done, as it can often seem that Word is working against you. Here’s how to make sure that you get exactly what you need.

Automatic Page Numbers across Multiple Documents
Word allows you to specify the starting page number for a document, which comes in handy if you have multiple documents you need to print in sequential order. This tip discusses how you can set page numbers to automatically “flow” from one document to another.

Changing Page Margins
Part of determining page layout is to specify the size of the margins that surround the text on a page. Word allows you to easily modify the margins used on your pages.

Changing the Starting Page Number
Word normally numbers pages in a document starting at one and extending as far as the number of pages you have. If you want, you can adjust a starting page number for any section in your document. It’s easy to do, as explained here.

Creating Point Pages
Want to add a page, with a different page number, in Word without affecting the entire document? The solution is a bit tricky, but worth the effort.

Creating Sideheads
A sidehead can be used as a layout element for a document. You can create sideheads in a document by using text boxes, as described in this tip.

Decreasing Space between Body Text and Footer Text
Figuring out how you want the text in your document to appear on the printed page can sometimes be a bit perplexing. Word provides many options that can affect that appearance. This tip focuses on settings that affect the distance between body text and footer text.

Default Font for Page Numbers
Page numbers are a common addition to documents, and a great aid to readers. If you want to easily format page numbers, you need to understand how Word formats them. This tip explains the best ways to get the formatting you want.

Determining Page Layout
Getting your document onto paper is the whole purpose of word processing. Here are some concepts that are important when considering how your page should be laid out.

Eliminating “Before Spacing” at the Top of a Page
When formatting paragraphs in Word, you have several options to adjust the spacing before, within, and at the end of each paragraph. Here’s how to eliminate the extra space that can sometimes appear at the top of a page.

Footnotes in Two Columns
When laying out how your printed pages will look, you might want to place your footnotes into more than one column. The best way to approach this issue depends on the version of Word you are using.

Getting a Proper Total Page Count
Word allows you to insert dynamic page numbers within your document. With some page number formatting, though, it is difficult to figure out how to get exactly the page numbers you want.

Leaving Even Pages Blank
Want to print your document only on odd-numbered pages in a printout? There are a couple of things you can try, as detailed in this tip.

Limiting Document Page Count
Do you need to have your document fit within a certain number of pages? This can be close to impossible to do within Word; you actually may need to consider other software to get the job done.

Margin Notes in Word
Some types of documents rely upon margin notes to the left or right of your main text. Getting these to appear in Word can be tricky, as there is no built-in function that creates them. This tip discusses one approach you can use, which involves tables.

Missing Page Break Indicator
Enter a page break in Word, and that page break may not appear on the screen as you expect it to appear. This has to do with how Word inserts the page break in the document, as described in this tip.

No Space Before at the Top of a Page
Want to make sure that Word handles space before a paragraph correctly when the paragraph is at the top of a page? Check the things discussed in this tip and you’ll get just the spacing you want.

Odd Page Numbers Disappearing
Page numbers in printed pages are often a necessary part of formatting a document. What do you do if your printed output doesn’t include some of the page numbers you expect? Here’s a short discussion on what could cause this type of problem and how to fix it.

Preventing Straggling Heads
Undoubtedly you will want to format your document so that headings stay with the paragraph that follows the heading. Here’s how to format your headings so Word takes care of this automatically.

Quickly Displaying the Page Setup Dialog Box
The Page Setup dialog box is indispensable in setting up the overall look of your document. You can display the dialog box quickly by knowing where to click on the rulers, as described in this tip.

Selecting a Paper Size
Most of the time we print on whatever is a standard paper size for our area, such as letter size or A4 paper. However, Word allows you to select all sorts of paper sizes. Here’s how you specify the size you want to use.

Starting a New Section on an Odd Page Number
A common pagination convention used in publishing is for new chapters (and sometimes new sections) to start on an odd-numbered page. Word makes such pagination easy; just follow the steps outlined in this tip.

Two Page Numbering Schemes in the Same Document
Word is great at numbering pages if you only need a single, consistent numbering scheme through the document. If you need two separate numbering schemes, you need to apply some workarounds described in this tip.

Understanding Page Sizes
When you create a document, you need to be concerned about the final size of the page you will be creating. Word supports a wide variety of page sizes, and you can change them–“at any time–“by using the techniques in this tip.

Understanding the Gutter Margin
Most everyone knows that Word allows you to set top, bottom, left, and right margins for your document. There is another type of margin that may be helpful, as well. Known as the gutter margin, it has a very specific purpose in your page layout.

Using a Single-Column Heading in a Multi-Column Layout
Want different numbers of columns all on the same page? Word makes it easy to use, for instance, a heading that uses a single column even though the majority of the page is more than one column. Here’s how to accomplish the design.

Using Chapter Numbers with Page Numbers
Do you need to add page numbers that include, as well, a chapter number? It’s relatively easy to do, as described in this tip.

Using Continued Lines
You can create a special header and footer page numbering scheme by using nested fields. This tip shows an example of how you can use the fields to calculate the next page number and to identify the last page of the document.

Watermarks in Columns
If you are creating small flyers (two per page), you may want to include a watermark graphic in the background of each of the flyers. Here are some ideas on how you can accomplish this task.

A VIDEO EXPLAINING PAGE LAYOUT IN WORD

Data Tabulation

Many people assume that “tabular form” refers to a pre-designed Word template or a specific feature, but it actually means presenting information in rows and columns, rather than paragraphs, to break down specific data into a quickly scannable layout.

Unless a Word document is locked, anyone who accesses it can update or edit information in tabular form without difficulty. Information presented in tabular form includes surveys with questions in one column and possible answers or blank spaces in another column; statistical data; schedules; technical specifications; and study or experiment results.

Basic Tables

Word offers two basic options for inserting tables: Grid and Table Insert. To create a table from scratch using the grid, you must position your cursor on the document where you want to insert the table before clicking on “Insert,” followed by “Table,” to open a drop-down menu.

Moving your cursor horizontally and vertically across the grid boxes allows you to add up to 10 columns and 8 rows to your document. To create a larger table, after you position your cursor and click “Insert,” you need to select “Insert Table …,” set the table size by number of columns and rows, and then click “OK.”

Draw Table

Word also offers an option for creating different sizes of columns and rows in a table with drawing tools. To use these tools within the document, you can click “Insert” and “Table” before selecting “Draw Table” to change your cursor into a pencil tool.

Clicking and dragging the pencil right and down on the document creates the border of a table; afterward, drawing horizontal lines will make rows and vertical lines will create columns. When you’re finished, clicking “Design” and “Draw Table” changes the pencil into a cursor.

Convert Text to Table

The Convert Text to Table option allows you to take text already in your document and convert it to tabular form. To use this option, you must insert tabs or a mark such as a comma at the points on each line of your text where you want Word to automatically divide it into columns.

For example, for census survey data you might divide it as follows: Name, Address, Occupation and Age to create four columns, with each word as the header for a column. When you’re finished, you need to highlight the text before clicking “Insert,” “Table” and then “Convert Text To Table.” After selecting a table size, autofit behavior and the method you used to separate the text, clicking “OK” will convert the text into table format.

Edit Table

After you have your data in tabular form, you can edit the table using the “Design” and “Layout” tab tools. Options include adding or deleting rows and columns, changing the colors of cells, rows or columns, merging or splitting cells or splitting one table into two tables.

 For example, to merge cells together, you need to highlight the cells in the top row, click “Layout” and then click “Merge Cells.” You can erase a line in the Draw Table mode to remove a column or row by clicking “Design,” “Eraser” and then the vertical or horizontal line you want to remove.

A VIDEO EXPLAINING DATA TABULATION IN WORD

Use of Objects

Depending on the version of Word or Outlook you’re using, you can insert a variety of objects (such as PDF files, Excel charts or worksheets, or PowerPoint presentations) into a Word document or an email message by linking or embedding them. To insert an object, click Object on the Insert tab.

Insert a new object

To create a new file that is inserted into your Word document or email message:

1. In the Objectdialog box, click the Create New tab, and then select an option from the Object type
2. The default program for that file type opens, where you can enter any text or data you want. When you close the program, any added content or changes appear in your Word document or email message.
3. If you want the new file to appear as a clickable icon, rather than the first page of your new file, select Display as icon. If this check box is selected, you can choose a different icon by clicking Change Icon.

Tips: 

The information in the Result section changes based on the selected object type and whether Display as icon is selected. Use this information to help you determine what you want to insert and how you want it to appear.

To edit the information in your inserted object, double-click the object.

Link or embed an existing file

To link or embed an object that’s already been created:

1. In the Objectdialog box, select the Create from File tab, and then click Browse to find the file you want to insert.

1. To link to the source file, rather than embedding it into your Word document or email message, select Link to file.
2. If you want the inserted file to appear as a clickable icon, rather than the first page of the file, select Display as icon. If this check box is selected, you can choose a different icon by clicking Change Icon.

Tip: The information in the Result section changes based on whether Link to file and Display as icon are selected. Use this information to help you determine what you want to insert and how you want it to appear.

Embedded objects vs. linked objects

Embedded objects become part of the Word file or email message and, after they are inserted, they are no longer connected to any source file.

Linked objects can be updated if the source file is modified. Linked data is stored in the source file. The Word file or email message (the destination file) stores only the location of the source file, and it displays a representation of the linked data. Use linked objects if file size is a consideration.

A VIDEO EXPLAINING THE USE OF OBJECTS IN WORD DOCUMENT

Document Accuracy

Document accuracy refers to the proper coverage of your topics in appropriate detail. Often an accurate document needs to focus clearly on a problem. Document accuracy is generally cultivated by a clear problem statement and by a preliminary outline.

Accuracy, which is the careful conforming to truth or fact, has three main aspects:

1. Document accuracy refers to the proper coverage of your topics in appropriate detail. Often an accurate document needs to focus clearly on a problem. Document accuracy is generally cultivated by a clear problem statement and by a preliminary outline. These writing tools help you focus your writing effort by reducing your data in a way that solves a theoretical or practical problem.
2. Stylistic accuracy concerns the careful use of language to express meaning. Accurate language requires the careful use of paragraph and sentence structure and word choice to describe and analyze your topics effectively. As a writer, you gain command of accuracy by studying the elements of style and by learning to apply those elements to your drafting, revising, editing, and proofreading. Stylistic accuracy is also a matter of of using words precisely.
3. Technical accuracy requires stylistic accuracy but is not based solely on it. The effective document in science and technology must be grounded in a technically accurate understanding and representation of the subject. Technical accuracy depends on the writer’s conceptual mastery of the subject and its vocabulary, as well as on his or her ability to analyze and shape data with a minimum of distortion. In science and technology, enormous creative energy is given to mastering this technical aspect of subject development.

A VIDEO EXPLAINING DOCUMENT ACCURACY IN WORD DOCUMENT

Mail Merge, Document Referencing and Printing

How to Use Mail Merge in Microsoft Word

Mail Merge is most often used to print or email form letters to multiple recipients. Using Mail Merge, you can easily customize form letters for individual recipients. Mail merge is also used to create envelopes or labels in bulk.

This feature works the same in all modern versions of Microsoft Word: 2010, 2013, and 2016.

1. In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail Merge group, click Start Mail Merge. 
2. Click Step-by-Step Mail Merge Wizard.
3. Select your document type. In this demo we will select Letters. Click Next: Starting document. 
4. Select the starting document. In this demo we will use the current (blank) document. Select Use the current document and then click Next: Select recipients. 

Note that selecting Start from existing document (which we are not doing in this demo) changes the view and gives you the option to choose your document. After you choose it, the Mail Merge Wizard reverts to Use the current document.

1. Select recipients. In this demo we will create a new list, so select Type a new list and then click Create. 

Create a list by adding data in the New Address List dialog box and clicking OK. 

Save the list.

Note that now that a list has been created, the Mail Merge Wizard reverts to Use an existing listand you have the option to edit the recipient list.

Selecting Edit recipient list opens up the Mail Merge Recipients dialog box, where you can edit the list and select or unselect records. Click OK to accept the list as is. 

Click Next: Write your letter. 

6. Write the letter and add custom fields.

• Click Address block to add the recipients’ addresses at the top of the document. 
• In the Insert Address Block dialog box, check or uncheck boxes and select options on the left until the address appears the way you want it to. 
• Note that you can use Match Fields to correct any problems. Clicking Match Fields opens up the Match Fields dialog box, in which you can associate the fields from your list with the fields required by the wizard. 

7. Press Enteron your keyboard and click Greeting line… to enter a greeting. 

In the Insert Greeting Line dialog box, choose the greeting line format by clicking the drop-down arrows and selecting the options of your choice, and then click OK. 

Note that the address block and greeting line are surrounded by chevrons (« »). Write a short letter and click Next: Preview your letters. 

• Preview your letter and click Next: Complete the merge. 
• Click Printto print your letters or Edit individual letters to further personalize some or all of the letters. 

A VIDEO EXPLAINING MAIL MERGING IN WORD DOCUMENT

Add citations in a Word document

In Word, you can easily add citations when writing a document where you need to cite your sources, such as a research paper. Citations can be added in various formats, including APA, Chicago-style, GOST, IEEE, ISO 690, and MLA. Afterwards, you can create a bibliography of the sources you used to write your paper.

To add a citation to your document, you first add the source that you used.

Add a new citation and source to a document

1. On the Referencestab, in the Citations & Bibliography group, click the arrow next to Style and click the style that you want to use for the citation and source. For example, social sciences documents usually use the MLA or APA styles for citations and sources.

1. Click at the end of the sentence or phrase that you want to cite.
2. On the Reference tab, click Insert Citation and then do one of the following:
   1. To add the source information, click Add New Source, and then, in the Create Source dialog box, click the arrow next to Type of Source, and select the type of source you want to use (for example, a book section or a website).
   2. To add a placeholder, so that you can create a citation and fill in the source information later, click Add New Placeholder. A question mark appears next to placeholder sources in Source Manager.
3. If you chose to add a source, enter the details for the source. To add more information about a source, click the Show All Bibliography Fields check box.
4. Click OK when finished. The source is added as a citation at the place you selected in your document.

When you’ve completed these steps, the citation is added to the list of available citations. The next time you quote this reference, you don’t have to type it all out again. You just add the citation to your document. After you’ve added a source, you may find you need to make changes to it at a later time. To do this, see Edit a source.

Notes: 

If you’ve added a placeholder and want to replace it with citation information, see Edit a source.

If you choose a GOST or ISO 690 style for your sources and a citation is not unique, append an alphabetic character to the year. For example, a citation would appear as [Pasteur, 1848a].

If you choose ISO 690-Numerical Reference and your citations still don’t appear consecutively, you must click the ISO 690 style again, and then press ENTER to correctly order the citations.

Add citations to your document

1. Click at the end of the sentence or phrase that you want to cite, and then on the References tab, in the Citations & Bibliography group, click Insert Citations.
2. From the list of citations under Insert Citation, select the citation you want to use.

Find a source

The list of sources that you use can become quite long. At times, you might need to search for a source that you cited in another document.

1. On the Referencestab, in the Citations & Bibliography group, click Manage Sources.

1. If you open a new document that does not yet contain citations, all of the sources that you used in previous documents appear under Master List.

If you open a document that includes citations, the sources for those citations appear under Current List. All the sources that you have cited, either in previous documents or in the current document, appear under Master List.

1. To find a specific source, do one of the following:
   1. In the sorting box, sort by author, title, citation tag name, or year, and then look for the source that you want in the resulting list.
   2. In the Search box, type the title or author for the source that you want to find. The list dynamically narrows to match your search term.

Note: You can click the Browse button in Source Manager to select another master list from which you can import new sources into your document. For example, you might connect to a file on a shared server, on a research colleague’s computer or server, or on a Web site that is hosted by a university or research institution.

Edit a source

1. On the Referencestab, in the Citations & Bibliography group, click Manage Sources.
2. In the Source Managerdialog box, under Master List or Current List, select the source you want to edit, and then click Edit.

Note: To edit a placeholder to add citation information, select the placeholder from Current List and click Edit.

3. In the Edit Sourcedialog box, make the changes you want and click OK.

A VIDEO EXPLAINING DOCUMENT REFERENCING IN WORD

How to print a document

To print a document, your computer needs to be connected to a printer. Being able to print is not necessary in order to use Word, but if you want to send a letter in the post or print out a poster, you’ll need to have access to a printer.

You’ll need:

• A computer with Microsoft Word installed
• A printer set up and connected to your computer (wireless or connected by cable)

Step 1: Open an existing Microsoft Word document or start a new document, if you have Windows 10 you can use Cortana to search for it. Before you print, type your text in the blank document or insert an image. 

Step 2: When you are ready, click on File in the top left-hand corner of your document. Then, click on Print. 

Alternatively, some older versions of Word may have an Office button instead of a ‘File’ button – it’s a round Office icon in the top left-hand corner of the screen, click on this if you have one. 

Step 3: For Office 365, click on File then Print in the menu, this will bring up the ‘Print’ dialogue box.

Choose how many copies of your document you need and click on the printer you wish to use. You will have to have your printer already installed on your computer. 

Step 4: Depending on your printer options, you can choose other printing features such as whether you want to print all pages or only certain pages. You can also change the orientation of the print from portrait to landscape and tell your computer and printer whether you’re printing on a certain size of paper. You’ll also see, on the right, a preview of your printed document will look like.

Step 5: When you’re happy with your settings, click Print. The document will now start printing on your printer.

To print in black and white, select Printer Properties in the Print menu, then click on the drop down and select Black & White. 

If you want to print your document on one side of the page, make sure you select this in the Print menu. 

A VIDEO EXPLAINING PRINTING IN WORD DOCUMENT