show you
how to set the margins, size and orientation of your page, work with headers
and footers and to insert page numbers.
Setting preferred page margins
Page margins appear on the top, bottom, left and right of each
page. They can be changed using the ruler that appears across the top of the
page and the ruler that appears on the left side of the screen.
To change margins using the on-screen rulers:
Use the mouse to position the pointer on the ruler where the
grey and white meet. The illustration below shows the position on the ruler
across the top of the page when changing the left margin:
When the cursor becomes a double-ended arrow, click
with the mouse and drag the margin indicator to the desired location.
Release the mouse to set the margin.
Follow the same procedure to change the right margin using
the pointer on the right of the ruler.
Follow a similar procedure to change the top
and bottom margins but instead of using the ruler across the
top use the one going down the left side of the screen.
To change margins using the page setup box::
Click on File on the menu bar.
In the pop-down menu click on Page Setup and
the following box should appear on the screen:
Ensure that the first tab Margins is selected (if it
isn't then click on it).
Click in the white boxes for the Top, Bottom, Left,
and Right if you want to type a different figure for these margins.
You can set these in inches, centimetres or millimetres. The Preview
window on the right will give you an idea of what effect the changes will
have.
If the document has Headers and/or Footers, change
how far down the header appears from the top, and how high up the footer appears
from the bottom by clicking on the relevant boxes and entering the margin
sizes. (Remember that the margin for the header should be smaller than the
top margin, and the margin for the footer should be smaller than the bottom
margin).
Decide whether the margins you have changed should apply to
the whole document or part of the document , then click on the black triangle
next to Applyto and click on a choice from the menu.
Click OK when you have finished setting the margins.
Setting the Page Size and Orientation
If you are going to print your document you may need to let Word
know what size paper you are using. In which case, you will need to ensure that
the page details are correct in the PageSetup box.
To change margins using the page setup box::
Click on File on the menu bar.
In the pop-down menu click on Page Setup and
the Page Setup box should appear on the screen.
Ensure that the second tab Paper Size is selected (if
it isn't then click on it) and should see the Page Setup box has changed to
show the following:
The above illustration shows that the paper size tab has been
clicked, and the paper size is A4210 x 297mm which is a standard
A4 size of paper commonly used in the UK. The width is shown as 21cm and the
height is shown as 29.7cm.
If you prefer a custom size of paper you can change the figures
in the white boxes next to Width and Height.
Select the orientation of the page(s) to be either Portrait
or Landscape by clicking on the relevant white circle . A
black dot will appear in the orientation that has been selected.
Click on the black triangle next to Applyto:
to chose whether the page size and orientation you have chosen apply to the
whole document or to the remainder of the document depending on which page
you begin the changes on.
Click OK when you have finished.
Inserting, amending and deleting headers and footers
A header refers to text that can be added inside the top margin
of every page such as a document title or page number and a footer is text added
inside the bottom margin. You only have to enter a header or footer once to
a document for it to appear on all or selected pages of your document.
To open up the Header and Footer toolbar:
Click on View on the menu bar.
Click on HeaderandFooter and you should
see the following on the screen (the pop-down menu will appear if you click
on Insert Auto Text):
You will also see the word Header appear at
the top of the page and a cursor in a dotted box underneath it. If you press
the down arrow key the word Footer will appear at the bottom
of the page with a cursor inside the dotted box beneath it. Use the up
and down arrow keys to move between the header and footer.
To insert and format a header:
Open up the Header and Footer toolbar as described above.
Type the heading in the dotted Header box.
If you want to format the header use the standard text formatting
options including font face, size, bold and italics.
Click the Insert AutoText button to view a list of quick
options.
Use the other options on the toolbar to add page numbers,
the current date and time if you want to.
When you have finished click on Close on the
toolbar or double-click anywhere on the page outside of the header box. The
header will appear in grey.
To insert and format a footer:
Open up the Header and Footer toolbar as described above.
Press the arrow down key so that the cursor appears in a dotted
box underneath the word Footer at the bottom of the page.
If you want to format the footer use the standard text formatting
options including font face, size, bold and italics.
Click the Insert AutoText button to view a list of quick
options.
Use the other options on the toolbar to add page numbers,
the current date and time if you want to.
When you have finished click on Close on the
toolbar or double-click anywhere on the page outside of the header or footer.
The footer will appear in grey.
To change a header or footer:
Double-click on the header or footer shown in grey. When the
colour of the text changes it will be ready for changing.
Change the text in the usual way.
When you have finished click on Close on the
toolbar or double-click anywhere on the page outside of the header or footer.
The header and footer will appear in grey again.
Page numbers
To add numbers to the pages in your document:
Click on Insert on the menu bar
In the pop-down menu click on Page Numbers and the Page
Numbers box will appear:
Open the Position: drop-down menu and select
the position of the page numbers by choosing Top of page (Header) or
Bottom of page (Footer).
Open the Alignment: menu and select the alignment
of the page numbers by choosing Right, Centre, Left,
Inside or Outside.
If you print your document on one side of
paper only you may want to align the page numbers either on the right or left
of the page, or in the centre.
If you print your document on both sides of
each sheet of paper you may want to align the page numbers either inside or
outside of the text.
If you do not want the page number to be shown on the first
page (for example, if it is a front page), click on the box next to Shownumberonfirstpage and ensure that the white
box is blank and does not have a tick in it.
Click on OK when you have finished.
Previewing your document before printing
You may want to look at your document on the screen to see what
it will look like when you print it. It also saves paper!
To see a preview before printing:
Either click on File in the menu bar and then click
on PrintPreview; or
Click on the PrintPreview button on the standard
tool bar.
Use the Print Preview toolbar to magnify part of the page preview,
to preview one or more pages, change the size of the page preview, to show
the page rulers, and to close the page preview window.
If you are not happy with the way your page would look if your
printed it then close the page preview window and continue working on your
page.
When you are happy with the look of your document and ready
to print it then click on File and then click on Print in the
pop-down menu, or click on the printer icon on the standard tool bar.
Exercises
Open up a document (if you saved a document called 'Correctly
Spelled Paragraph' in a previous lesson you may want to open that
one).
Set each of the four margins on the page to 2cm.
Set the layout of the page to landscape.
Insert a page number in the centre at the bottom
of the page (as a footer).
