5. MICROSOFT WORD MORE ADVANCED FEATURES. A. Page settings:

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1 5. MICROSOFT WORD MORE ADVANCED FEATURES A. Page settings: One place to make changes to the document page is to open up the Page Setup. Dialog box. Click on File on the Menu Bar and select Page Setup from the drop-down menu. In the Page Setup window you can change the margins and see a Preview of your changes. There are other tabs for changes like orientation of the page.

2 Another way of changing margins, and various indents, within your page is to use the slide controls on the Ruler. If the Ruler is not shown above your page then first you must enable it by clicking on View and then selecting Ruler from the drop-down menu. Click on View and then select Ruler. As you can see in the example to the right that there is already a tick beside Ruler, which means it is enabled. This is the ruler. Six adjustments can be made to the ruler by sliding these tabs along the ruler. You can adjust lines and whole paragraphs. Hold the mouse pointer between the two upper buttons until you get a left-right arrow. Hold down left mouse button and pull right to where you want a new Left Margin to begin. Adjust the First Line Indent with this Adjust Hanging Indent with this Adjust the Left Indent with this The Right Margin is adjusted here. Adjust the Right Indent here too.

3 B. Hidden Codes: Before getting started on the Hidden Codes we need to make sure that the most common toolbars are turned on. Start by clicking on View on the Menu bar. Then click and hold on Toolbars and if you see ticks beside Standard and Formatting then they are turned on. Now on this Standard toolbar you can see the icon for the Hidden Codes is turned on and active. The icon for the backwards P is depressed so therefore in use. You will see the code for the Enter key, which is a backwards P. When you the Hidden Codes icon on the Standard toolbar and hold your mouse pointer on it you will see it is called Show/Hide, which means to show or hide the Hidden Codes. Now if the icon is not on the Standard toolbar, you need to look along the toolbar for a down-arrow that might say, Add or Remove Buttons. There should be another down-arrow, which if you hold on it a menu will drop down that shows you many more buttons. The buttons that have ticks beside them should be available on the Standard toolbar. Look at the illustration below for a better idea.

4 On this toolbar there is a down-arrow beside the? When you hold the mouse pointer on it out pops the Add or Remove Buttons menu, which when you hold on it a whole list of other buttons are available. The ones that should be available on the toolbar are shown with a tick beside them. Locate the backwards P on the list and click it and it will become available on the toolbar. Here is an example of the Hidden Codes for the Enter key, which is the backwards P and the Tab key, which is a rightpointing arrow. It helps to see these kinds of codes when you find text or graphics are not going where you wanted them to. In the next section we will explore Headers and Footers and page numbering in ore depth.

5 C. Headers and Footers and Page Numbering: The first part of this section of the tutorial deals with using Headers and Footers in your documents. The Header is useful for putting such things as the title of a story when you want it repeated on every page. Also you can insert page numbering in the Header. In the Footer you can put contact information and also page numbering, if you prefer it at the bottom of each page. I will be talking more about the Header, but the same applies to the Footer. To turn the Headers and Footers on you click on View on the menu above and select Headers and Footers from the drop-down menu. If it is not listed at first, hold on the chevrons at the bottom of the drop-down menu to expand it. The functions that appear at the top of the menu list are those that are used the most. What you type in the Header needs to be printable so you have to make sure that the formatting of the Header, as far as text placement, is far enough from the top of the page so that it gets printed. So to do that you need to set things up with the Page Setup dialog box. With this utility you can set all four margins of your document to your liking. Here you will see that the Header is set at 0.3. This should bring your text in the Header down sufficiently so it is in the printer range for printing. This is the text in the Header. This is the text in the main body of the document. Above you see the Header text is grayed-out and the text in the main body of the document is bold.

6 Above, you know the Header is turned on because the text in the Header is bold. The main body text is grayed-out. The dashed border represents the margins of the Header. Once Headers and Footers have been created, just click inside of the grayed-out area if you need to edit or add text to the Header. Turn off the Header by clicking somewhere in the main body of the document or on the closed button of the Header and Footer Toolbar dialog box that popped up when you turn on the Header. This toolbar also allows you to do several things within the Header. You will find pre-formatted text, which you might find useful, in the drop-down menu you will see when you click on Insert AutoText. Moving right, the next button allows you to Insert a Page Number. But first you need to determine where you want it inserted within the Header. Two buttons over is the Format Page Number icon. This is a very useful tool. The next useful tool is the Page Setup button. In passing, here is what the Footer looks like with text in it. This one is turned off. So you see the same is true of the Footer text, which is grayed-out now but will still get printed. It is relatively easy placing text in the Header that gets repeated on each consecutive page. But dealing with page numbering is a different matter. Depending on your document, you may not want the numbering to start on the physical first page of your document. If you are say writing a manuscript, your first page maybe the title page and you don t want it numbered. You may, for instance, want the numbering to start at the beginning of the first chapter and you may be required by say a publisher to start that page with the number 2. Also you may want a physical page 2 for an Acknowledgement or Dedication page before Chapter 1 starts and that page should not be numbered either but the Chapter still has to start at page 2. It is certainly easier to create the Acknowledgement/Dedication page at the outset than have to add a page after the fact because then keeping the page numbering correct is more challenging. It is not possible to show the results of numbering specific pages within these pages of the tutorial as these pages are already numbered at the bottom, inside the Footer, for the purpose of the tutorial. Please refer to the Addendum for the specific steps and how each pages formatting will look if followed in sequence. Below you will see what can be displayed within this tutorial.

7 One place to start inserting page numbers is by clicking on Insert on the Menu bar. When the menu drops down click on Page Numbers On the Page Numbers dialog box you need to set the number to align to the right of the Header. Instruct Insert Page Number to not number the first page by un-ticking Show number on first page, if it s ticked. On this same dialog box you can Format the number in various ways. For this tutorial we are using numbers rather than letters or some other symbol. Be aware that page numbering is not an exact science. Sometimes it takes a lot of trial and error before you get it right. In all of this process it is highly advisable to keep the Hidden Codes on. This is the dialog box that allows you to set up the format of the number, where the number should start from and what number to start with. In the following examples of a Header, don t worry about the text in the Headers being different than what is shown in this Tutorial. The next tool to deal with is the tab stops in the ruler. Just in case there are tabs already set on your ruler you need to clear them. The tabs are accessed from the Format menu. Below is a ruler with some tabs set. These need to be cleared and a right tab set for the page number to be inserted at.

8 On the ruler above there are two left tab stops set. These need to be cleared in favour of a right tab for the page number. Here is the Tabs dialog box which shows tabs set at 2.5 and 6 and aligned to the left. To clear these click on the Clear All button at to bottom. Once the tabs are cleared, then type in Tab stop position: window 7.12, click beside Right for the alignment and then click on Ok and you should have a right tab just past the 7 mark on your ruler. Here is the result of setting the right tab at If you place your curser after your text in the Header and press the Tab key it will move your curser to the right tab position. This is the place that you want your page number to be placed. Right tab set at 7.12 on ruler. With the Hidden codes on you can see the codes for the tab key and the enter key inside the Header which in this example is turned on. Now back to numbering your pages. Lets assuming you have created the title page, the Acknowledgement/Dedication page and the Chapter 1 page. I will get back to how to insert a page after the fact later, as this involves a slightly different approach with the page numbering.

9 Here is the result of following the previous instruction in setting the Right tab. First, on the physical page 1, which would be the Title page, the Same as Previous icon button is turned off. Also, the Hidden Codes reveals that this Header is the First Page Header Section 1-. This is correct for the first physical page. Now at the bottom of this physical first page you need to set a Section Break (Next Page) code. You do this by clicking on Insert on the Menu bar and choose Break from the menu that drops down. Then click on Next page in Section break types list. With the Hidden Codes turned on you can see what a Section Break (Next Page) code looks like.

10 Now onto the Acknowledgement/Dedication page, which is the physical page 2. This is now shown as the First Page Header Section 2-. The Same as Previous icon button should now be depressed or active and you will see that instruction on the right of the open Header. To accomplish this you have to click in the Header and place the blinking I beam at the right tab position on the Header. Once you open up the Header, the Header and Footer toolbar opens up on top of your page. Now, as shown on Tutorial page 32, you need open up the Page Numbers dialog box and make sure the position is Top of page (Header), Alignment is at right and show number on first page is unticked. Again, the Page Numbers dialog box is accessed from the Insert Menu toolbar. Now click on the Format button to start the page numbering at 2. You should end up with the result shown above. Now you need to set another Section Break (Next Page) at the bottom of this physical page 2 the same as you did at the bottom of physical page 1. So next we move onto physical page 3, which will be your start of Chapter 1 page and the one you want numbered as 2. Here again this physical page 3 in the open Header should be called First Page Header Section 3- and now should show page number 2 at the right-tab position. This is what we want in order to follow specific requirements to that effect. Again, on the following page is an example of what we want to end up with.

11 This is what we want to end up with for physical page 3, the first page of Chapter 1 and numbered page 2. Here we see a difference in that the Same as Previous icon button is not depressed or active. At the bottom of this physical page 3 or chapter 1 page 2 a Section Break (Continuous) was inserted so that the numbering would continue in sequence to the next pages added. This is the last Section Break that needs to be set at the bottom of the page. All future pages should now be numbered in sequence. This is physical page 4 the second page of chapter 1 but numbered now in sequence as page 3. Now this has changed to Header Section 4-. The Same as Previous icon is now active and that fact shows up at the right hand end of the Header. And so the page numbering is following correctly in sequence, as you will see on the next page as you look at the example of physical page 5, which is numbered 4 for the purposes of Chapter 1.

12 The only thing that stands out is the fact that this physical page 5 appears to be still a part of the Header Section 4. That maybe so because no new Sections Breaks were inserted at the end of physical page 4 and this subsequent page is following on the Same as Previous. It maybe that you may have to turn off the Same as Previous icon in the Headers and Footers toolbar and highlight the page number in the Header and delete it and using the Page Number Format tool to make the page number start at a lower number in order to force the page numbering to behave correctly. Again this maybe part of the trial and error experience with page numbering. Again, look at the Addendum to the Headers Footers and Page Numbering Tutorial to see the page numbering in effect on each page. D. Tabs: The Right Tab was shown above in relationship to placing a Page Number. But what about if you have a column of financial figures that have a decimal point. That point needs to be lined up properly if you are creating a column of dollar amounts, such as in a financial report. One of the available tabs is a Decimal Tab. If you look back at the Tab dialog box on Page 33 you will see it listed under Alignment with the other tabs. It is shown as an upside down T with a decimal point to its right. So one way of placing the tab is to double-click on the ruler where you want the decimal tab to be and that will open up the Tab dialog box. You will see the Left tab placed on the ruler but that is because it is the default tab. So next you select the Decimal tab from the Alignment list and you will then see it on the ruler after you have clicked Ok to close the Tab dialog box. Now when you use the Tab key it will tab to that location where you can type your dollar amount. Because you will be placing the dollar amounts in a column at the right of your page, just tab to Decimal tab for the next dollar amount and it will be lined up on the decimal point. For example: on the ruler now is a Decimal tab at the 6.25 inch point. $4.00 At the end of the previous line you will see the result of tabbing over and typing the amount. Here is another amount which I typed after pressing the Tab key So you can see that the dollar amounts are lined up on the decimal point.

13 E. Printing partial text and graphics: Sometimes you may need to print only part of a document, whether from a website, or some other document. First, have the document on screen that you want to partially print from, highlight the specific text and instead of using the Printer icon, which will tend to print your whole document, you need to go to the File menu and select Print from there. The above illustrates a portion of a web page with the text and a graphic highlighted. It s just that portion highlighted that I have selected to print. First make sure your default printer is selected. Now enable Selection for the Print range. Then you can click on the Ok button to print out the selection you had highlighted, which included the graphic.