Word 2007 Layout Tools

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1 Word 2007 Layout Tools Contents Section Breaks and Chapters... 1 Section breaks to vary the header or footer... 2 Same header or footer across section boundaries... 2 Page Setup... 3 Change or set page margins... 3 View page margins... 3 Page margin options... 3 Add margins for binding:... 3 Set margins for facing pages:... 3 Add a book fold:... 3 Set margins for facing pages... 4 Set gutter margins for bound documents... 4 Orientation... 4 Change the orientation of your entire document... 4 Use portrait and landscape orientation in the same document... 5 Headers and Footers... 5 Insert a predefined header or footer... 5 Insert a custom header or footer... 5 First page is different from the rest... 5 No header or footer on the first page... 6 Odd and even headers or footers... 6 In a document that does not yet use headers or footers... 6 In a document that already has headers/ footers... 6 Add page numbers to a header or footer... 7 Header or footer with the page number only... 7 Remove the header or footer... 7 Page Numbering... 7 Include Page or Page X of Y with the page number... 7 Control where page numbering starts... 8 Start numbering on the second page with

2 Start numbering on the second page with Start numbering after the second page... 9 Control the numbering format... 9 Change the page-number format Format page numbers differently in different sections of a document Change the font characteristics of page numbers Remove page numbers Remove a page number, but leave the rest of the header or footer Column Formatting More column options Format a document with columns Tab Stops Tables Insert Table Insert Table command Draw a table Add a row above or below Add a column to the left or right Delete a cell Delete a row Delete a column Merge or split cells in a table Merge cells Split cells Drag a table to a new location Copy a table and paste it in a new location Move or copy items in a table Convert text to a table Convert a table to text A table inside another table Add a cell Insert a table by using Quick Tables Insert a table by using Quick Tables Add a table to the Quick Tables Gallery... 18

3 Word 2007 Layout Tools Word 2007 offers many choices for laying out text inside a document. You can use section breaks to change the layout or formatting of a page or group of pages in your document. Section Breaks and Chapters If your document is divided into sections, you can vary the headers and footers so that they display different content for each section. For example, if your document is divided into chapters by using section breaks, the chapter title can be displayed in the header of each chapter. Click Drafts on the status bar. On the Home tab, in the Find group, click Go To. Click Section. Click Next to find section breaks in the document. Draft view makes it easy to see the section breaks in the document. Add section breaks 1. Starting at the beginning of the document, place the cursor at the beginning of the page where you want to start varying the header or footer. 2. On the Page Layout tab, in the Page Setup group, click Breaks, and then under Section Breaks, click Next Page. 3. Place the cursor at the beginning of the next page where you want to vary the header or footer, such as the first page of a new chapter. Page 1 of 18

4 4. On the Page Layout tab, in the Page Setup group, click Breaks, and then under Section Breaks, click Next Page. 5. Repeat steps 3 and 4 for every section break that you want in the document. Section breaks to vary the header or footer 1. If your document is already divided into sections, you can use the section breaks to configure headers and footers. 2. Starting at the beginning of the document, click in the first section for which you want to vary the header or footer. 3. On the Insert tab, in the Header & Footer group, click Header or Footer. 4. Click Edit Header or Edit Footer. 5. On the Headers & Footers tab, in the Navigation group, click Link to Previous to break the connection between the header or footer in this section and the previous section. 6. Change the existing header or footer, or create a new header or footer for this section. 7. In the Navigation group of the Design tab (Header & Footer contextual tab), click Next Section to advance the cursor to the header or footer of the next section. 8. On the Headers & Footers tab, in the Navigation group, click Link to Previous to break the connection between the header or footer in this section and the previous section. 9. Change the existing header or footer, or create a new header or footer for this section. 10. Repeat the previous three steps for all of the sections in the document. Same header or footer across section boundaries In a document where the header or footer varies by section, you can make the header or footer the same across section boundaries. 1. Double-click the header or footer that you want to preserve across section boundaries. 2. On the Headers & Footers tab, in the Navigation group, click Next Section. 3. Click Link to Previous. 4. Office Word 2007 will ask if you want to delete the header and footer and connect to the header and footer in the previous section. Click Yes. Page 2 of 18

5 Page Setup Page margins are the blank space around the edges of the page. In general, you insert text and graphics in the printable area between the margins. However, you can position some items in the margins for example, headers, footers, and page numbers. Change or set page margins 1. On the Page Layout tab, in the Page Setup group, click Margins. 2. Click the margin type that you want. 3. To specify a margin, click Margins, click Custom Margins, and then in the Top, Bottom, Left, and Right boxes, enter new values for the margins. View page margins 1. Click the Office Button, and then click Word Options. 2. Click Advanced, and then click the Show text boundaries check box under Show document content. Page margin options Add margins for binding: Use a gutter margin to add extra space to the side or top margin of a document that you plan to bind. A gutter margin helps ensure that text isn't obscured by the binding. Set margins for facing pages: Use mirror margins to set up facing pages for double-sided documents, such as books or magazines. In this case, the margins of the left page are a mirror image of those of the right page (that is, the inside margins are the same width, and the outside margins are the same width). Add a book fold: Using the Book fold option in the Page Setup dialog box, you can create a booklet. You can use the same option to create a menu, invitation, event program, or any other type of document that uses a single center fold. Page 3 of 18

6 Set margins for facing pages When you choose mirror margins, the margins of the left page are a mirror image of those on the right page. That is, the inside margins are the same width, and the outside margins are the same width. 1. On the Page Layout tab, in the Page Setup group, click Margins. 2. Click Mirrored. 3. To change the margin widths, click Margins, click Custom Margins, and then, in the Inside and Outside boxes, enter the widths that you want. Set gutter margins for bound documents A gutter margin setting adds extra space to the side margin or top margin of a document that you plan to bind. A gutter margin helps ensure that text isn't obscured by the binding. 1. On the Page Layout tab, in the Page Setup group, click Margins. 2. Click Custom Margins. 3. In the Multiple pages list, click Normal. 4. In the Gutter box, enter a width for the gutter margin. 5. In the Gutter position box, click Left or Top. Orientation You can choose either portrait or landscape orientation for all or part of your document. When you change the orientation, the galleries of predesigned page and cover page options also change to offer pages that have the orientation that you choose. Change the orientation of your entire document 1. On the Page Layout tab, in the Page Setup group, click Orientation. 2. Click Portrait or Landscape. Page 4 of 18

7 Use portrait and landscape orientation in the same document 1. Select the pages or paragraphs that you want to change to portrait or landscape orientation. 2. On the Page Layout tab, in the Page Setup group, click Margins. 3. Click Custom Margins. 4. On the Margins tab, click Portrait or Landscape. 5. In the Apply to list, click Selected text. Headers and Footers Headers and footers are areas in the top, bottom, and side margins of each page in a document. You can insert or change text or graphics in headers and footers. Insert a predefined header or footer 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Click the header or footer design that you want. Insert a custom header or footer 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Click Edit Header or Edit Footer. 3. Type text or insert graphics and other content by using the options in the Insert group on the Design tab, under the Header & Footer Tools tab. First page is different from the rest 1. On the first page of the document, double click the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. 3. Create a header or footer, or make changes to the existing header or footer, on the first page. Page 5 of 18

8 No header or footer on the first page 1. On the first page of the document, double click the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. 3. In the First Page Header or First Page Footer area, delete the contents of the header or footer. Odd and even headers or footers In a document that does not yet use headers or footers 1. Click an odd-numbered page, such as the first page of your document. 2. On the Insert tab, in the Header & Footer group, click Header or Footer. 3. In the gallery of headers or footers, click a design labeled (Odd Page), such as Austere (Odd Page). 4. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different Odd & Even Pages check box. 5. Under Header & Footer Tools, on the Design tab, in the Navigation group, click Next Section to advance the cursor to the header or footer for even-numbered pages. 6. Under Header & Footer Tools, on the Design tab, in the Header & Footer group, click Header or Footer. 7. In the gallery of headers or footers, click a design labeled (Even Page), such as Austere (Even Page). In a document that already has headers/ footers 1. Double-click in the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different Odd & Even Pages check box. The existing header or footer is now configured for oddnumbered pages only. 3. Under Header & Footer Tools, on the Design tab, in the Navigation group, click Next Section to advance the cursor to the header or footer for even-numbered pages, and then create the header or footer for even-numbered pages. Page 6 of 18

9 Add page numbers to a header or footer 1. Double-click the header or footer area. 2. Position the cursor where you want to insert the page number. 3. Under Header & Footer Tools, on the Design tab, in the Header & Footer group, click Page Number. 4. Click Current Position. 5. Choose a page number design from the gallery of designs. Header or footer with the page number only 1. On the Insert tab, in the Header & Footer group, click Page Number. 2. Click Top of Page or Bottom of Page, depending on where you want page numbers to appear in your document. 3. Choose a page number design from the gallery of designs. Remove the header or footer 1. Click anywhere in the document. 2. On the Insert tab, in the Header & Footer group, click Header or Footer. 3. Click Remove Header or Remove Footer. Page Numbering If your document has multiple pages, you can display the page number on each page. In most documents, page numbers appear in either the header or the footer of each page. Word 2007 has many preformatted page number designs so that you can quickly insert headers or footers that display the page number. Include Page or Page X of Y with the page number 1. On the Insert tab, in the Header & Footer group, click Page Number. 2. Click Top of Page, Bottom of Page, Page Margins, or Current Position depending on where you want page numbers to appear in your document. 3. Scroll through the gallery and choose a page number design Page 7 of 18

10 Control where page numbering starts In some cases, you do not want a page number on the first page for example, when the first page of your document is a cover page. Or, you do not want page numbers on a whole section of pages for example, the first page to display a page number can be the page that follows the title page, abstract, and table of contents. Start numbering on the second page with 2 If the document does not yet use page numbers, the steps that you follow are slightly different than the steps that you follow if the document already has page numbers. Documents that do not yet use page numbers 1. On the first page of the document, double-click in the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. 3. If you want the first page to use a header or footer that does not include a page number, click in the First Page Header or First Page Footer area, and insert the header or footer that you want. Documents that already use page numbers 1. On the first page of the document, double-click in the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. 3. If you want the first page to use a header or footer that does not include a page number, insert the header or footer that you want while the cursor is in the First Page Header or First Page Footer area. Start numbering on the second page with 1 Documents that do not yet use page numbers 1. Double-click in the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. 3. In the Header & Footer group, click Page Number, and then click Format Page Numbers. Page 8 of 18

11 4. In the Start at box, type If you want the first page to use a header or footer that does not include a page number, insert the header or footer that you want while the cursor is in the First Page Header or First Page Footer area. Documents that already use page numbers 1. On the first page of the document, double-click in the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. 3. In the Header & Footer group, click Page Number, and then click Format Page Numbers. 4. In the Start at box, type If you want the first page to use a header or footer that does not include a page number, insert the header or footer that you want while the cursor is in the First Page Header or First Page Footer area. Start numbering after the second page 1. Place the cursor at the beginning of the page where you want page numbering to start. 2. On the Page Layout tab, in the Page Setup group, click Breaks. 3. Under Section Breaks, click Next Page. 4. On the Insert tab, in the Header & Footer group, click Header or Footer, and then click Edit Header or Edit Footer to make changes in the header or footer area. 5. Under Header & Footer Tools, on the Design tab, in the Navigation group, click Link to Previous to break the connection between the header or footer in the new section and the previous section. 6. If you want the numbering on this page to start with 1, in the Header & Footer group, click Page Number, click Format Page Numbers, and then type 1 in the Start at box, and click OK. 7. In the Navigation group, click Previous Section, and delete the page number in the header or footer that is labeled Section 1. Control the numbering format You can display the page number in a variety of alphanumeric formats, and you can use different number formats for different sections of your document, such as lowercase Roman numerals for front matter and Arabic numerals for the rest of the document. Page 9 of 18

12 Change the page-number format 1. Double-click in the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Header & Footer group, click Page Number, and then click Format Page Numbers. 3. In the Number format list, click a numbering style. Format page numbers differently in different sections of a document 1. Starting at the beginning of the document, place the cursor on the first page where you want to display the page number in a different format. 2. On the Page Layout tab, in the Page Setup group, click Breaks. 3. Under Section Breaks, click Next Page. 4. On the Insert tab, in the Header & Footer group, click Header or Footer, and then click Edit Header or Edit Footer to make changes in the header or footer area. The header or footer that contains the page number is labeled Section Under Header & Footer Tools, on the Design tab, in the Navigation group, click Link to Previous to break the connection between the header or footer in the new section and the previous section. 6. In the Header & Footer group, click Page Number, and then click Format Page Numbers. 7. In the Number format list, click the format that you want, and if you want the numbering on this page to start with 1, type 1 in the Start at box, and then click OK. 8. In the Navigation group, click Previous Section, and click in the header or footer that is labeled Section In the Header & Footer group, click Page Number, and then click Format Page Numbers. 10. In the Number format list, click the format that you want, and then click OK. Change the font characteristics of page numbers 1. Double-click in the header or footer area. 2. Select the page number. 3. On the Mini toolbar, a part of the Microsoft Office Fluent interface that appears above the selected page number, do one of the following: 4. To change the font, click a font name in the list. 5. To make the font size larger or smaller, do one of the following: 6. To make the text larger, click Grow Font, or press CTRL+SHIFT+>. 7. To make the text smaller, click Shrink Font, or press CTRL+SHIFT+<. 8. To change the color, click a color in the list. Page 10 of 18

13 Remove page numbers You can quickly remove a header or footer that consists only of the page number, and you can delete just the page number from a header or footer that contains additional content. 1. On the Insert tab, in the Header & Footer group, click Page Number. 2. Click Remove Page Numbers. Remove a page number, but leave the rest of the header or footer 1. Double-click in the header or footer area. 2. Select the page number, and press DELETE. Column Formatting Column formatting allows text to be split into multiple columns. There are several options to choose from when setting up your column formatting. More column options 1. On the Page Layout tab, in the Page Setup group, click Columns. 2. Click More Columns. 3. The Columns Dialogue box appears 4. Click the layout that you want or change the width or spacing. 5. In the Apply to list, click This point forward. Page 11 of 18

14 Format a document with columns 1. On the Page Layout tab, in the Page Setup group, click Columns. 2. Click the layout that you want. NOTE To add a vertical line between the columns, click Columns again, click More Columns, and then select the Line between check box. You can also adjust the column width and spacing. Tab Stops Tab stops are often used to create easy-to-format documents but the document layout options in Word 2007 can do the work for you. For example, you can easily create a table of contents or an index without setting a single tab stop. A Left Tab stop sets the start position of text that will then run to the right as you type. A Center Tab stop sets the position of the middle of the text. The text centers on this position as you type. A Right Tab stop sets the right end of the text. As you type, the text moves to the left. A Decimal Tab stop aligns numbers around a decimal point. Independent of the number of digits, the decimal point will be in the same position. (You can align numbers around a decimal character only; you cannot use the decimal tab to align numbers around a different character, such as a hyphen or an ampersand symbol.) A Bar Tab stop doesn't position text. It inserts a vertical bar at the tab position. If you want your tab stops at precise positions that you can't get by clicking the ruler, or if you want to insert a specific character (leader) before the tab, you can use the Tabs dialog box. To display the Tabs dialog box, double-click any tab stop on the ruler, or do the following: 1. On the Page Layout tab, click the Paragraph Dialog Box Launcher. 2. In the Paragraph dialog box, click Tabs. Page 12 of 18

15 Tables Insert Table 1. Click where you want to insert a table. 2. On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to select the number of rows and columns that you want. Insert Table command You can use the Insert Table command to choose the table dimensions and format before you insert the table into a document. 1. Click where you want to insert a table. 2. On the Insert tab, in the Tables group, click Table, and then click Insert Table. 3. Under Table size, enter the number of columns and rows. 4. Under AutoFit behavior, choose options to adjust the table size. Draw a table 1. Click where you want to create the table. 2. On the Insert tab, in the Tables group, click Table, and then click Draw Table. 3. To define the outer table boundaries, draw a rectangle. Then draw the column lines and row lines inside the rectangle. 4. To erase a line or block of lines, under Table Tools, on the Design tab, in the Draw Borders group, click Eraser. 5. Click the line that you want to erase. 6. When you finish drawing the table, click in a cell and start typing or insert a graphic. Add a row above or below 1. Click in a cell above or below where you want to add a row. 2. Under Table Tools, on the Layout tab, do one of the following: a. To add a row above the cell, click Insert Above in the Rows and Columns group. b. To add a row below the cell, click Insert Below in the Rows and Columns group. Page 13 of 18

16 Add a column to the left or right 1. Click in a cell to the left or right of where you want to add a column. 2. Under Table Tools, on the Layout tab, do one of the following: a. To add a column to the left of the cell, click Insert Left in the Rows and Columns group. b. To add a column to the right of the cell, click Insert Right in the Rows and Columns group. Delete a cell 1. Select the cell that you want to delete by clicking its left edge. 2. Under Table Tools, click the Layout tab. 3. In the Rows & Columns group, click Delete, and then click Delete Cells. 4. Click one of the following options: Click To do this Shift cells left Delete a cell and shift all other cells in that row to the left. NOTE Word does not insert a new column. Using this option may result in a row that has fewer cells than the other rows. Shift cells up Delete a cell and move the remaining existing cells in that column up one row each. A new, blank cell is added at the bottom of the column. Delete entire row Delete the entire row that contains the cell that you clicked in. Delete entire column Delete the entire column that contains the cell that you clicked in. Delete a row 1. Select the row that you want to delete by clicking its left edge. 2. Under Table Tools, click the Layout tab. 3. In the Rows & Columns group, click Delete, and then click Delete Rows. Page 14 of 18

17 Delete a column 1. Select the column that you want to delete by clicking its top gridline or top border. 2. Under Table Tools, click the Layout tab. 3. In the Rows & Columns group, click Delete, and then click Delete Columns. Merge or split cells in a table Merge cells You can combine two or more table cells located in the same row or column into a single cell. For example, you can merge several cells horizontally to create a table heading that spans several columns. 1. Select the cells that you want to merge by clicking the left edge of a cell and then dragging across the other cells that you want. 2. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells. Split cells 1. Click in a cell, or select multiple cells that you want to split. 2. Under Table Tools, on the Layout tab, in the Merge group, click Split Cells.. 3. Enter the number of columns or rows that you want to split the selected cells into. Drag a table to a new location 1. In Print Layout view, rest the pointer on the table until the table move handle appears. 2. Rest the pointer over the table move handle until the pointer becomes a four-headed arrow, and then click the table move handle. 3. Drag the table to a new location. Page 15 of 18

18 Copy a table and paste it in a new location When you paste a table in a new location, you can copy the table or cut it. When you copy a table, the original table remains in place. When you cut a table, the original table is deleted. 1. In Print Layout view, rest the pointer on the table until the table move handle appears. 2. Click the table move handle to select the table. 3. Do one of the following: a. To copy the table, press CTRL+C. b. To cut the table, press CTRL+X. 4. Place the insertion point where you want the new table. 5. Press CTRL+V to paste the table in the new location. Move or copy items in a table 1. On the Home tab, in the Paragraph group, click Show/Hide. 2. Select the item that you want to move or copy. 3. Do one of the following: a. To move the selected item, drag it to the new location. b. To copy the selected item, hold down CTRL while you drag it to the new location. Convert text to a table 1. Insert separator characters such as commas or tabs to indicate where you want to divide the text into columns. Use paragraph marks to indicate where you want to begin a new row. 2. Select the text that you want to convert. 3. On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table. 4. In the Convert Text to Table dialog box, under Separate text at, click the option for the separator character that is in your text. 5. In the Number of columns box, check the number of columns. 6. Select any other options that you want. Page 16 of 18

19 Convert a table to text 1. Select the rows or table that you want to convert to paragraphs. 2. Under Table Tools, on the Layout tab, in the Data group, click Convert to Text. 3. Under Separate text at, click the option for the separator character that you want to use in place of the column boundaries. A table inside another table Tables that are inside other tables are called nested tables and are often used to design Web pages. You can insert a nested table by clicking in a cell and then using any of the methods to insert a table, or you can draw a table where you want the nested table. Add a cell 1. Click in a cell that is to the right of or above where you want to insert a cell. 2. Under Table Tools, on the Layout tab, click the Rows & Columns Dialog Box Launcher. 3. Click one of the following options. 4. Click 5. To Shift cells right Insert a cell and move all other cells in that row to the right. NOTE Word does not insert a new column. This may result in a row that has more cells than the other rows. Shift cells down Insert a cell and move the existing cells down one row. A new row is added at the bottom of the table. Insert entire row Insert a row above the cell that you clicked in. Insert entire column Insert a column to the left of the cell that you clicked in. Insert a table by using Quick Tables Quick Tables are tables that are stored in galleries as building blocks. You can access and reuse Quick Tables at any time. If you frequently use a table with specific formatting, you can save a copy of the table in the Quick Tables gallery so that you don't need to recreate the table each time that you want to use it. Page 17 of 18

20 Insert a table by using Quick Tables 1. Click where you want to insert a table. 2. On the Insert tab, in the Tables group, click Table. 3. Point to Quick Tables, and then click the table that you want. 4. If necessary, replace the placeholder data in the table with the data that you want. Add a table to the Quick Tables Gallery 1. Hover the mouse pointer over the table you want to add 2. Click the table select icon at the upper left corner of the table. Page 18 of 18

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