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Laboratory Exercise # 7 – Formatting Pages

Office Productivity Tools 1 Laboratory Exercise # 7 Formatting Pages Objectives: At the end of the session, the students are expected to:. Set margins Choose paper types to be used for the document Place border around a page Manage headers and footers of your document

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Laboratory Exercise # 7 – Formatting Pages

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  1. OfficeProductivityTools1 LaboratoryExercise#7 FormattingPages Objectives: Attheendofthesession,thestudentsareexpectedto: Setmargins Choosepapertypestobeusedforthedocument Placeborderaroundapage Manageheadersandfootersofyourdocument Managepagenumbersofyourdocument Managewatermarksofyourdocuments • • • • • • Materials: 1PCwithpre-installedMicrosoftWindowsoperatingsystemandMicrosoftWord2003 • BasicPrinciples: Marginsmanagetheamountofwhitespacesamongyourtextandtheedgeoftheprintedpage.Thereare fourmarginsavailableinWorddocuments.TheseareLeft,Right,Top,andBottom.Themarginscanbe setforyourdocument.Thedefaultsettingsofmarginsfordocumentsare: Table7.1DefaultMarginSettings Themarginsettingscanbechangedforyourdocumentorinanypartofyourdocumentatanytime.The PageSetupdialogboxisusedtoaccessallthemarginsettings.Youalsocanmanagehowyourmargins changethelayoutofmultiplepagesinadocument. Thestepsinchangingthemarginsettingsare: 1.SelectFile PageSetup.ThiswilldisplaythePageSetupdialogbox. LaboratoryExercise#7–FormattingPages

  2. OfficeProductivityTools1 Figure7.1File PageSetup 2.ChooseMarginstab.Adjustthemarginsbyusingthemarginboxestoincreaseordecreasethe currentsettings.Youcanalsodouble-clickanyoftheboxestotypeanewvalue. Figure7.2MarginstabofPageSetupdialogbox 3.Applythemarginsafterselectingthenewmarginsettings.Youcanapplythemarginstotheentire document,toasectionofthedocument(ifyourdocumenthasmorethanonesection),ortothe documentfromthecurrentpageforwardinthedocument.UsetheApplytodrop-downlistlocated inthePreviewareaofthePageSetupdialogboxtohavedifferentmarginsettingsinthesame documentwithoutdividingthedocumentintosections.Usingthedrop-downlist,youcanchoose WholeDocument(defaultsetting),ThisPointForward,orThisSection(ifavailable). 4.ClickOK. YoucanviewthemarginsettingsyouselectedbyselectingView PrintLayout.Thisisthebestwayto viewhowthemarginssettingswilllookwhenyouprintthedocument.Thislayoutshowsthetop,bottom, left,andrightmarginsofyourdocumentintheWorddocumentwindow. LaboratoryExercise#7–FormattingPages

  3. OfficeProductivityTools1 Figure7.3View PrintLayout YoucanalsochangetheviewtoPrintLayoutbyusingthe PrintLayouticonlocatedbesidethe horizontalscrollbar. YoucanalsoadjustthemarginsinyourdocumentwhenyouareinthePrintLayoutviewthroughtheuse oftheRuler.SelectView RulertoviewtheRuler.TakenotethattheverticalrulerisvisibleonlyinPrint Layoutview.ThehorizontalandverticalrulersarevisibleinthePrintLayoutview. Figure7.4View Ruler YoucanalsousetheRulertoopenthePageSetupdialogboxbysimplydouble-clickinganyofthe marginsshownontheverticalorhorizontalruler. Themarginsappearasshadedareasontheedgeoftherespectiveruler.Positionthemousepointer betweenthegraymarginandthewhitedocumentareaontherulertoadjustthemargin.Doingthiswill displaythemargin-sizingarrow.Dragthegraymargintoincreaseordecreasetherespectivemargins. LaboratoryExercise#7–FormattingPages

  4. OfficeProductivityTools1 Figure7.5MarginsizesandMargin-sizingarrow TheothertwopageattributesthatweneedtomanagearePaperSizeandPaperOrientation.Thedefault settingforpapersizeis8.5by11inchesandthedefaultpaperorientationisPortrait(maximumdistance fromtheleftedgetotherightedgeofthepageis8.5inches).Youcanselectdifferentpapersizes.You canalsochangetheorientationofyourtextandimagesinyourdocumentstoLandscape(maximum distancefromtheleftedgetotherightedgeofthepaperis11inches). Thestepsinsettingthepapersizeandpaperorientationare: 1.SelectFile Setup.ThiswilldisplaythePaperSetupdialogbox. 2.ChoosePapertabonthedialogbox. Figure7.6PapertabofthePageSetupdialogbox LaboratoryExercise#7–FormattingPages

  5. OfficeProductivityTools1 3.ClickthePaperSizedrop-downlisttoselectanewpapersize.ChooseCustomSizelocatedinfor nonstandardpapersizes.TypeinthewidthintotheWidthboxandtheheightintheHeightboxif Customsizeisselected. 4.SelecttheMarginstabandclickPortraitorLandscapebuttonifyouwanttochangethepaper orientationofthepage. Figure7.7MarginstabofthePageSetupdialogbox 5.SelectWholeDocument(toapplynewsettingstothenewdocument)orThisPointForward(to applysettingstothedocumentfromthecurrentpageforward)usingtheApplytodrop-downlist. 6.ClickOK. Youmayalsoputaborderaroundtheentirepageorpagesinyourdocument.Thestepsinputtinga borderaroundtheentirepageare: 1.SelectFormat BordersandShading. BordersandShading Figure7.8Format 2.ClickthePageBordertab. LaboratoryExercise#7–FormattingPages

  6. OfficeProductivityTools1 Figure7.9PageBorderoftheBordersandShadingdialogbox 3.ChoosetheBorderSettingandStylethatyouwanttouse. 4.ClickApplytodrop-downlistandselectthefollowing: Whole Document–putsaborderaroundeachpageinthedocument. This Section–putsaborderaroundeachpageinthepresentpartofthedocument. This Section-First Page Only–putsaborderaroundthefirstpageofthecurrentsection. This Section-All Except First Page–putsaborderoneachpageofthecurrentsectionexceptthefirst • • • • page. Youcanalsoinsertinformationthatyouwanttoberepeatedoneverypagebyusingtheheaderandfooter oneverypageofthedocumentorinsomepartinthedocument.Headersresideinsidethetopmarginon thepagewhilefootersresideinsidethebottommarginofthepage.Headersareusedtoholdinformation suchasdateordraftnumberthatappearsonthetopofthepage.Footersareusedtoholdinformation suchaspagenumber.Youcanaddheaderorfootertoadocumentusinganyview. Thestepsinaddingheaderorfooterare: 1.SelectView HeaderandFooter.ThiswilldisplaytheHeaderandFootertoolbar.Noticethat youwillbetemporarilyswitchedtothePrintLayoutmodeandplacedintheheaderareaofthe document.Theregulartextareaisdimmedandunavailablewhileyouworkintheheaderand footerbox. LaboratoryExercise#7–FormattingPages

  7. OfficeProductivityTools1 Figure7.10View HeaderandFooter Figure7.11HeaderandFootertoolbar 2.Typeintheinformationintotheheaderarea.ClicktheSwitchBetweenHeaderandFooterlocated intheHeaderandFootertoolbarifyouwanttotypeininformationintothefooterarea. 3.Youcanaddpagenumber,currentdate,currenttime,andotherelementsusingtheappropriate buttonsontheHeaderandFootertoolbar. 4.UsethenecessarybuttonsontheWordFormattingtoolbarifyouneedtoalignorformatthetext. 5.ClickClosebuttonifyouarefinishworkingwithheaderandfooter.Thiswillmakeyoureturnto yourdocumenttext. LaboratoryExercise#7–FormattingPages

  8. OfficeProductivityTools1 HeadersandfootersarenotvisibleintheNormalview.HeadersandfootersaredimmedinthePrint Layoutview. YoucanedityourheadersandfootersbyselectingView HeaderandFooter.Movetotheheaderor footerusingthenavigationbuttonsontheHeaderandFootertoolbar.Youcanalsoeditheadersand footersinthePrintLayoutviewbydouble-clickingtheheaderorfootertext. YoucanalsoputonlypagenumbersonyourdocumentpagesbyskippingHeaderandFootercommand andquicklyaddpagenumbersusingtheInsertmenu. documentare: Thestepsinputtingpagenumbersinyour 1.SelectInsert PageNumbers.ThiswilldisplaythePageNumbersdialogbox. Figure7.12Insert PageNumbers 2.SelectthepositionofyourpagenumbersusingthePositiondrop-downlist.YoucanchooseTop ofPage(Header)orBottomofPage(Footer). Figure7.13PageNumberFormatdialogbox 3.YoucanselectthealignmentofthepageusingtheAlignmentdrop-downbox.Youcanchoose Center,Left,orRighttopositionthepagenumbers. 4.ClicktheFormatbuttontoselecttheformatforyourpagenumbers.ThiswilldisplaythePage NumberFormatdialogbox. LaboratoryExercise#7–FormattingPages

  9. OfficeProductivityTools1 Figure7.14PageNumberFormatdialogbox 5.ChoosetheformatforyourpagenumbersusingtheNumberFormatdialogbox. 6.ClicktheStartAtoptionbuttontohavethepagenumberingstartonaspecificpageinthe documentandthenusethespinnerboxtospecifythepagenumber. 7.ClickOKtoclosethePageNumberFormatdialogbox. 8.ClickOKtoclosethePageNumbersdialogbox. Thepagenumbersarelocatedintheheaderandfooterofyourdocumentaccordingtothepositionyou selected.YoucaneditthepagenumbersandaddtextbyselectingView HeaderandFooter. Youcanaddwatermarksinyourdocuments.Watermarksareusefulfordocumentsthatyouprintand sharewithothers.Youcanuselogo,text,orpictureasyourwatermark.Youcanapplyawashouteffect whenyouselectpicturesaswatermarks. Washouteffectmakestheimageappearlighterinthe background.YoucanresizetheimagethatyouwilluseaswatermarkusingtheScaleoption. Thestepsininsertingapicturewatermarkare: 1.SelectFormat Background PrintedWatermark.ThePrintedWatermarkdialogboxappears. Background PrintedWatermark Figure7.15Format LaboratoryExercise#7–FormattingPages

  10. OfficeProductivityTools1 2.ClickthePictureWatermarkoption. Figure7.16PictureWatermarkoptionofthePrintedWatermarkdialogbox 3.ClickSelectPicture.ThiswilldisplaytheInsertPicturedialogbox.Selectthepicturefileyouwant touse.ClickInserttoinsertthepicture. Figure7.17InsertPicturedialogbox 4.ClickWashoutoptiontomakethepicturemoretransparent. 5.UseScaledrop-downlisttoresizetheimage. 6.ClickOK. LaboratoryExercise#7–FormattingPages

  11. OfficeProductivityTools1 Figure7.18SamplePictureWatermark Thestepsininsertingatextwatermarkare: 1.ClickFormat Background PrintedWatermark.ThiswilldisplaythePrintedWatermarkdialog box. 2.ClicktheTextwatermarkoption. Figure7.19TextWatermarkoptionofthePrintedWatermarkdialogbox 3.SelectthewatermarktextyouwantbyusingtheTextdrop-downlist.Youcanalsodirectlytype thewatermarktextdirectlyintotheTextfield. 4.Changeanyotheroptionsyouwantsuchasfont,size,color,orlayoutposition. 5.ClickOK. LaboratoryExercise#7–FormattingPages

  12. OfficeProductivityTools1 Figure7.20SampleTextWatermark Thestepsinremovingwatermarkinyourdocumentare: 1.ClickFormat Background PrintedWatermark. 2.ClickNoWatermarkoption. Figure7.21NoWatermarkoptionofthePrintedWatermarkdialogbox 3.ClickOK. Watermarksappearoneverypageofyourdocument.SwitchtoPrintLayoutorPrintPreviewviewmode toviewawatermark.YoucannotviewwatermarksinNormal,WebLayout,Outline,orReadingview modes. LaboratoryExercise#7–FormattingPages

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