Page Formatting In Microsoft Word XP

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1 INFORMATION SYSTEMS SERVICES Page Formatting In Microsoft Word XP This document contains a series of exercises in changing the appearance of a page in Microsoft Word XP. AUTHOR: Information Systems Services, DATE: September 2002 EDITION: 1.0 TUT p UNIVERSITY OF LEEDS

2 Contents 1. Introduction 1 Aim of this document 1 Prerequisites 1 Terms used in this document 1 Task 1 Getting Started 2 Task 2 Headers and Footers 3 Task 3 Section and Page Breaks 4 Task 4 Page Setup 5 Task 5 Columns 7 Task 6 Closing Word 8 Format Conventions In this document the following format conventions are used: Anything that you must type in are shown in bold Courier font. Menu items are given in a Bold, Arial font. Keys that you press are enclosed in angle brackets. Feedback Overview Windows Applications <Enter> If you notice any mistakes in this document please contact the Information Officer. should be sent to the address Copyright This document is copyright University of Leeds. Permission to use material in this document should be obtained from the Information Officer ( should be sent to the address Print Record This document was printed on 16-Jun-03. 1

3 1. Introduction Aim of this document This document contains exercises which are intended to provide the new Word user with hands-on experience in changing the appearance of their pages. The exercises can be attempted either on your own, or as part of a class. Word XP is part of the Microsoft Office XP suite of programs which includes Word, PowerPoint, Access and Excel. Prerequisites In order to make effective use of this document you should be familiar with Windows XP, which includes the use of a mouse. If you are not familiar with Windows XP you should read the introductory document BEG 18 Getting Started With Microsoft Windows XP. You should also be familiar with the Word interface and simple actions such as creating and saving a Word document. If you have never used Word before you are advised to read BEG 39 Getting Started With Word XP.. For information about using Styles in Word XP see BEG 82 Using Styles in Microsoft Word XP. Terms used in this document The following diagram illustrates some of the terms used in this document. 1

4 Task 1 Getting Started Objective An existing Word document will be used for this exercise. In order for you to be able to use this document you will need to copy it into your own home directory. Instructions To do this you will FTP the file from the ISS web site. Comments You will need this file in order to complete these exercises. Activity 1.1 Open the Netscape web browser and go to the URL: Activity 1.2 Scroll down to TUT 83 and right-click on the tut83_eg.doc link. Choose Save Link As In the Save As dialog box choose a suitable directory to store the file in and click <Save>. Close Netscape. Activity 1.3 To run Word, click on the Start icon on the taskbar to display the Start menu and then move the mouse pointer onto Programs, MS Office XP and click on Microsoft Word. Activity 1.4 From the File menu select Open. In the Look in: box change to the directory you saved the example file in. Enter the name of the example file in the File name: box and click on <Open> to open the file. 2

5 Task 2 Objective Headers and Footers To give your document a header and footer. Instructions You will create a new header and footer for the whole document. Comments It is possible to create different headers and footers for different sections of your document. Activity 2.1 From the View menu select Header and Footer. The body of the document is greyed out and the Header and Footer toolbar is displayed. Activity 2.2 In the header area type: An Overview of Word Processing and DTP Software Select the text you have just typed and press the Bold button make the text bold, then the Center button to align the text across the centre of the page. The header should now look the one shown below: to Activity 2.3 To switch to the footer, press the Switch Between Header and Footer button on the Header and Footer toolbar. Press the Insert Page Number button on the Header and Footer toolbar to add the page number to the footer. Click on the Center button on the Formatting toolbar to centre the page number. Activity 2.4 Click the <Close> button on the Header and Footer toolbar to return to the main body of your document. The header and footer text now appears on every page, greyed out. 3

6 Task 3 Objective Section and Page Breaks To divide your document into several sections. Instructions You will insert section and page breaks from the Insert menu. Comments Creating different sections allows you to control the formatting of different parts of your document more easily. Activity 3.1 Scroll through your document until you reach the heading Features. Click in the document so that the cursor is flashing just before the F of Features. Activity 3.2 From the Insert menu choose Break. In the Break dialog box (see below) click on Next page in the Section breaks section and press <OK>. A section break is inserted before the heading, creating a new page. Activity 3.3 Move through the document until you reach the next heading Desktop Publishing Software. Position the cursor just before the D of Desktop. Activity 3.4 Insert a page break by pressing <CTRL+ENTER>, or by choosing Break from the Insert menu and selecting Page break. A new page, but not a new section, is created. Notice that the status bar along the bottom of the window tells you that you are on Page 3 Sec 2. Activity 3.5 Using the down arrow key on your keyboard, move the cursor so that it is on the start of the next paragraph. Select Break from the Insert menu, choose Continuous and click <OK>. A new section is created on the same page. Cursor 4

7 Task 4 Objective Page Setup To alter the page setup of your document. Instructions You will change the margins and check the paper size. Comments Choosing the wrong paper size is a common cause of printing problems. Activity 4.1 Use the <PgUp> key on your keyboard to move the cursor to anywhere in section 2. Activity 4.2 From the File menu select Page Setup. The Page Setup dialog box appears as shown: Activity 4.3 Change the left and right margins to 1.5 cm each. In the Apply to: box select This Section. Click <OK>. Activity 4.4 From the File menu choose the Page Setup command again. 5

8 Activity 4.5 Click on the Paper tab of the Page Setup dialog box. Make sure the Paper Size: is set to A4, the Portrait orientation selected and the Apply to: box set to Whole document. Click <OK>. Activity 4.6 From the Zoom drop down box on the toolbar select Two Pages. Alternatively choose Zoom from the View menu, click on Many pages: and from the drop down box next to it choose 1x2 pages and click <OK>. Notice how the margins on page 2 are smaller than pages 1 and 3. Using the Zoom box return to viewing the document at 100%. 6

9 Task 5 Columns Objective To use the columns layout option. Instructions You will format the final page of your document to have two columns. Comments You can create multiple columns on a page. Activity 5.1 Move through your document to the final page and click anywhere in the last paragraph. Activity 5.2 From the Format menu choose Columns. The Columns dialog box appears as shown below: Activity 5.3 Click on Two in the Presets section, make sure the Apply to: section is set to This section then click <OK>. Page 3 is now formatted as two columns. Notice that the heading still occupies more than one column width. This is because the heading is in a different section than the rest of the text. Activity 5.4 Although the page is formatted in two columns, because there is only a small amount of text it all fits in the first column. To demonstrate columns more clearly we shall insert a column break in the text. Move to the start of the last paragraph on page 3 and click to insert the cursor. Choose Break from the Insert menu. Select Column break and click <OK>. The text should now appear as shown below. : 7

10 Task 6 Objective Closing Word To use close Microsoft Word. Instructions You will use the Exit option from the File menu to close Word. Comments It is good practice to save your work regularly using Save from the File menu. Always make sure you logout of Windows XP before leaving your machine. Activity 6.1 Choose Exit from the File menu. A dialog box appears asking if you wish to save the changes you have made. Choose <Yes> to save the changes, <No> to exit without saving or <Cancel> to return to the document without saving. Note: If you wish to save your document with a different name choose Save As from the File menu. The Save As dialog box appears allowing you to select a different directory (if required) and type in a new file name. 8

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