What is formatting and printing?

DOCUMENT FORMATTING, PROOFING AND PRINTING FEATURES

In this section we will learn Word features that are applicable to whole document and not just text or paragraph. We will also learn what features to use to make our document look professional and polished.

To Change Page Orientation

Select Page Layout Tab on the Ribbon.

Click Orientation command in the Page Setup group.

Choose the orientation you want – Landscape (horizontal) or Portrait

(vertical).

To Change Paper Size

Select Page Layout Tab on the Ribbon.

Click Size command in the Page Setup group.

A drop down menu appears with all the available paper sizes. Current size is

highlighted.

Choose the size option. Page size of document changes.

To Set Page Margins

Select Page Layout Tab on the Ribbon.
Click Margins command in the Page Setup group.
Choose the predefined margins from the list.

Customize your margins by selecting Custom Margins from the menu and entering the desired margins in the appropriate fields.

To Insert a Break

Select Page Layout Tab on the Ribbon.
Place your cursor at the insertion point
Click Breaks command in the Page Setup group. A menu will appear.
Choose the appropriate break. A Page break moves text from the insertion point to a new page. A Section break creates a barrier between parts of the document for formatting purposes. We will study about sections a little later in the unit.

To Insert a Blank Page

Position the cursor before which you need to add a blank page.
Select Insert Tab on the Ribbon.
Select Blank Page from the Pages group.
A blank page is added before the insertion point. This option should be used minimally since at times it poses formatting problems.

To Add Borders to Page

Select Page Layout Tab on the Ribbon.
Click Page Borders command in the Page Background group.
In the Page Border Tab select the appropriate border. Apply to Whole document for border on all the pages of the document.

To Add Background Colour / Pattern/ Shading to Page

Select Page Layout Tab on the Ribbon.
Click Page Color command in the Page Background group.
You can choose a colour from the menu or select Fill Effects…
The Fill Effects dialog box appears. It has four tabs: Gradient, Texture, Pattern and Picture. You may set any one of them at a time.

To Add Watermark to the Page

Select Page Layout Tab on the Ribbon.
Click Watermark command in the Page Background group.
You may choose from the pre-existing ones in the list OR setup a custom picture or text watermark.
The Watermark will appear on all the pages of the document.

Working with Headers and Footers

The header is a section of the document that appears in the top margin, while the footer is a section that appears in the bottom margin.
Select Insert Tab on the Ribbon.
Select Header from the Header & Footer group.
You can either select from the built-in options from the list OR Blank Header/ Footer OR Edit Header/ Footer from the menu.
The Design tab with Header and Footer tools appears. It has all the header/ footer design option that you can use for your document.

Design Tab for Header & Footer Tools

Type the information in the header and the footer. You may insert Date & Time, Page numbers, Author, etc. You also have an option to specify different header/ footer for first page of the document or for even and odd numbered pages.

To Create a Document in Columns Layout

Columns are used in many types of documents, but are most commonly used in newspapers, magazines, academic journals and newsletters. To add columns to a document:

Select the text you want to format.
Select the Page Layout Tab.
Click on Columns command in the Page Setup group.
Choose the number of columns you want.
The document changes in the column format.

Applying Themes

A theme is a set of formatting choices of colour, font and styles that can be applied in combination to an entire document. To apply a theme.

Select the Page Layout tab.
Click the Themes command. Please note that the document should not be in
compatibility mode for the Theme group to be enabled.
Select a Theme from the list. The formatting like font styles, sizes, colours, lines and fill effects would change.

You cannot apply a Theme to a document without applying styles first. Themes look for and replace the formats of each of the styles.

Create Custom Theme

First Create New Theme Colours using Colors command in Themes group of Page Layout. Use drop downs to change the colours for each part of the document and then enter the name for the theme colour. Save.
Similarly Create New Theme Fonts and select Effects.
Now, Click Themes command and select Save Current Theme.
Enter the theme name and save.

Spelling and Grammar

By default, Word automatically checks your document for spelling and grammar and indicates the errors by coloured lines.

A red line is indicates misspelled word.
A green line indicates grammar error.
When there is an error, just right-click on the red/green underlined and select the correct word from the suggested list. You may also choose to Ignore the underlined word

.You can also wait and the spelling and grammar check after completing the document. Click the Spelling and Grammar Command in Proofing group on the Review tab.

Find and Replace Text

If you realize that you need to change a word in the document, for example some date, location, name, etc that you know exists in the document but don’t know where exactly it is you can use Find option.

Click Find in the Editing group. You can also use Ctrl+F keyboard shortcut.
In the Find tab enter the text you are looking for.
You may go to the occurrence one by one using Find Next or use Find in… to see all the occurrences.
If you want to replace the text with some other text, then use the Replace tab in the dialog box. Enter the text to replace with.
You can replace once by one (Replace button) or all in one go (Replace All). And if you don’t want to replace an occurrence, then click Find Next.
You can also directly use Replace command in the Editing group OR Ctrl+H.

AutoCorrect Option

Autocorrect option provides feature using which you can replace as you type. It helps to correct typos and misspellings as they occur. For example, if you accidently type ‘teh’ Word changes it to ‘the’. This feature saves time and helps eliminate errors.

Autocorrect is also used to apply special formatting, for example, (C) is changed to the copyright symbol.

Customizing AutoCorrect

Click Office Button.
Click Word Options.
Select Proofing in the left pane.
Click Auto Correct Options… button.
Select the AutoCorrect tab.
In the section Replace text as you type, under Replace add the abbreviation or the text you want to replace.
Under the label With enter the correct text that you want.
Click Add and then OK.

Thesaurus

Thesaurus quickly shows the synonyms for a word that you type.

Right-click the word and choose Synonym from the menu that appears. A menu listing synonyms for the word appears.
Choose the appropriate word
Click the Review Tab.
Click Thesaurus in the Proofing group.
Research task pane opens with the synonyms listed of the selected word.

Preview before Printing

Click Office Button.
Select Print  Print Preview. The document open in the Print Preview mode.
Click Print to print the document or Close Print Preview to come back to the document in original mode.

You can modify page margins, orientation, page size, etc in Print Preview mode.

To QuickPrint the Document

Click Office Button.
Select Print  QuickPrint
The document prints to the default printer.

To Print the Document

Click Office Button.
Select Print  Print. The Print dialog box appears.
Select the pages you would like to print – All pages, Current page or range of pages
Select the number of copies.
Check the Collate if you are printing multiple copies of a multipage document
Select the printer from the drop down list.
Click on Options… button and you can set other printing options, for example if you need to print the background colour or not.
Click OK to prin