Which of the following is document content that displays at the top of every page?
How do I make a logo appear on the top of every page of my document? Show
Follow these steps:
Chapter 4. Setting Up Documents and PagesYour document makes a first impression before anyone reads a word. The paper size, color, and borders give the reader an overall sense of the document’s theme and quality. Margins, the text layout, and perhaps a watermark send further visual clues. When your reader looks closer, the typeface, its size and style also communicate a message. Your choices about your document help to determine whether your readers are receptive to your message, or not. This chapter shows you how to format all the elements of your document from the macro view (the document) to the micro view (individual characters). This chapter is divided into two parts. Word gives you lots of tools to format your document—some might complain that there are so many it’s hard to know which to use. This book divides those tools into two camps. The first half of this chapter, Let Word Format Your Document Automatically, focuses on the tools that are the easiest to use. You’ll learn how to use Templates, Themes and Styles. Then if you want to learn more, you can roll up your sleeves and dig into the details about manually formatting your document, pages, paragraphs and fonts. Let Word Format Your Document AutomaticallyNot everyone has the skill, desire or luxury of time to be a page layout artist. You may be a college student cranking out a term paper, a concerned citizen sending a letter to the Board of Supervisors or a business exec working on a quarterly report. You want your work to look good, but you know you’ll be judged on the content and that’s where you want to spend your time. Word can help. You can use templates, themes, and Quick Styles that were predesigned by graphic artists to make your work look professional. When you go this route, you don’t have to spend time setting each margins, choosing matching fonts or deciding the point size for individual headers. Your brainpower can focus on your message. Figure 4-1. For the quickest route to a well-formatted document, use one or more of these tools. At the top, you have templates—prebuilt documents where you fill in the blanks. In the middle you have themes—coordinated fonts, colors, and effects at the click of a button. And at the bottom you have Quick Styles—choose one to automatically format all the paragraphs in your document. All the formatting needed for your document can be handled with a few mouse clicks when you learn how to do three simple tasks:
Choose a TemplateWhen you use a template, you’re taking advantage of the work and wisdom of those who have gone before you. As the saying goes, “Why reinvent the wheel?” Microsoft must adhere to this philosophy because, in Word, they keep adding templates with each new version of Word. Just look at the Gallery (press Shift-⌘-P or click the Template Gallery button). You’ll find Microsoft’s supplied templates in three major categories that correspond to the Word view used to work with them:
Don’t see the template you want in those groups? Don’t worry. As they say in the infomercials: Wait. There’s more! Scroll down to the bottom of the list and click Online Templates. The gallery connects to the Microsoft website and dozens of new categories appear in the alphabetized list. Here’s a random sampling to give you an idea of what you’ll find:
You get the idea. However, if that’s not enough, with typical Microsoftian overkill there’s even a category called More Templates, where, believe it or not, you find hundreds of uncategorized templates. Now you know why there’s a search box in the upper-right corner of the Gallery. When you use a template, you’re not opening a template file, you’re opening a copy of it, sort of like pulling the top sheet off a pad of forms. The original template file remains untouched. Here are some of the goodies you’ll find in a new document you’ve opened from a template:
Figure 4-2. When you use a template, you get a professionally designed preformatted document. Many templates include impressive graphics and high quality photos. All you need to do is fill in your message. More complex templates like this one for a daycare flyer use the page layout tools provided by Word’s Publishing Layout view (page 225). Using TemplatesWhether it’s installed on your computer or stored online at Microsoft, it’s easy to start using a template. After you open the Gallery (Shift-⌘-P), click one of the template thumbnails and you see a preview in the gallery’s right panel. (If you don’t see a preview, click the expand button shown in Figure 4-3.) If you’re happy with the template, click the Choose button to open it in Word, or you can double-click a template thumbnail. At that point you can start typing your text and headlines. As for pictures and other graphics, you may be able to use those that come with the template, or you may have some of your own that are better suited. Make sure you replace all that fake Latin text, or you’re likely to get some chuckles from your readers. Better yet, have someone else look over your document. Surprisingly, the body text almost always gets swapped just fine, it’s the odd heading, caption or even address block that slips everyone’s notice. NoteMany of the Online Templates were designed and uploaded by “the Microsoft Community.” When you first open one of these templates, you see a warning from Microsoft mentioning that point and absolving the company from any virus or hacker-type problems that may arise. It’s unlikely that you’ll run into a problem, but if you stay awake at night worrying about such things, stick to the installed templates and avoid the ones online. Modifying, Saving, and Installing TemplatesTemplates bring consistency to your work, which means you can use them as a tool to promote your company image or brand. Suppose you run an office and you want all your letters, memos and reports to present the same image. Choose some templates that have the look you want. In some cases you may want to add your own boilerplate text. If you make changes to the original template, you can always save the new improved version as a template:
If you’re a Word power user, you may be in charge of designing templates for your office and making sure they’re available to everyone. You’ve followed the steps above to tweak a template for use in your office and now you need to share them in an office that includes both Macs and PCs. See the box on Where Oh Where Are My Template Files? for details on Word’s template folders. Choose a ThemeWhen you’re on deadline putting together, say, a business proposal, you don’t want to waste precious minutes worrying about fonts, heading colors, and the design of tables, charts, and graphs. Instead, simply choose a theme with a click of your mouse, and you’ve got a professional-looking document, with coordinated colors, fonts, and effects. Unlike templates, themes don’t mess around with page layout issues like margins or the positioning of a photograph. That means you can apply a theme to document that you’ve finished and it won’t change the content or layout; it just changes its look. Figure 4-3. Click the Expand button to open the template preview pane in the Gallery. Some templates, like this envelope, give you the option to change the colors and fonts for your document. Actually, what you’re doing is choosing a theme. You’ll learn about themes in the next section. Themes are made up of three parts:
TipIt you regularly make presentations in PowerPoint, it’s good to know that Word and PowerPoint share the same themes. That means after you’ve wowed them at the projector you can leave matching takeaway pieces printed in Word. When you choose a theme, you’re applying color, font, and effect formatting to the elements in your document (Figure 4-4). Here are examples of the parts of your document that take their formatting cues from the selected theme:
Figure 4-4. Word’s themes are prepackaged collections of colors, fonts and effects that work together to create attractive pages. To apply a theme, go to Home | Themes→Theme and click on one of the themes in the menu shown here. Not what you wanted? No problem; just click on another or press ⌘-Z to undo the theme. Finding More ThemesWord comes with more than 50 built-in themes, but you may still find yourself looking for more. Perhaps you work in an office on a computer that was set up by your employer, and someone has created official company themes that you need to use. If that’s the case, then you need to know where to look for those themes on your computer, especially if you (or someone you love) has inadvertently moved them. You can also look beyond your computer: Creative types are constantly coming up with new, exciting themes and sharing them on the Web. TipIt’s not hard to create your own custom themes, especially if you start with an existing theme and make modifications. Saving and Sharing Custom ThemesOpen the Themes menu (Home→Themes), and you may find custom themes at the top of the list. Custom themes are ones that you or someone else created. In the middle of the themes menu you see the predesigned themes that come with Word. At the very bottom, there are two options for the I-wanna-do-it-myself crowd: Browse Themes and Save Theme. The process for sharing a theme with your coworkers is similar to the process for sharing templates, you need to find and copy the theme from your computer and to theirs. To open the folder where your custom themes are stored, go to Home→Themes→Browse Themes. A Finder window opens displaying the folder and any custom themes you may have already created. It may also contain folders for separate Theme Fonts, Theme Colors, and Theme Effects. If themes are stored (or moved) somewhere else on your computer, then they won’t show up on the Themes menu, but you can search for them. To search for themes stored anywhere on your computer, type thmx in the Spotlight and click This Mac button, as shown in Figure 4-5. Choose a Quick StyleYou use styles to apply formatting to specific paragraphs. You want the title and headings to stand out from the text that makes up the body of your document. A paragraph style does just that by specifying the font, its size, color, and style (regular, bold, or italic). Styles also set spacing before and after a paragraph, indents from the margins, tabs and other special text-handling issues. Figure 4-5. After you type thmx in the search box, you can choose to search your entire computer (This Mac), your user folder (Home) or in your themes folder (My Themes). Writing with StyleSuppose you’re creating a guide for business travelers. First you type the title for you document: Business Travel to Pirate’s Cove. Because this is the title for the document, you want it bigger and bolder than anything else on the page. You could manually format the paragraph, but why go to all that trouble when Word has a Title style that’s perfectly suited for the job? You can use the ribbon to apply that style. First make sure the insertion point is still in the title paragraph. Then, go to Home | Styles and in the scrolling list of styles, choose Title. Immediately, your title takes on a new big, bold look. Appropriately, the Title is at the top of your document, and may even be centered. When you press Return, Word gives you a new paragraph and automatically it uses the Normal style—the perfect format for body of your document. You can now add your introductory text for traveling to Pirate’s Cove. Getting into the meat of the subject, you add a major heading: “What to Wear.” Again, instead of formatting the text manually, you use Word’s Heading 1 style. This is a major topic, but it’s not quite as important as the title, so by using the Heading 1 style, Word formats it smaller and less boldly than the title. A little more body text, and you’re ready for a not-so-major heading: “Day Wear”, which you style with Heading 2. You go on to describe appropriate clothing for a trip to Pirate’s Cove. When you’re finished, your document may look like Figure 4-6. Without having to sweat the details, you’ve created a good-looking document. You didn’t have to delve into layer after layer of dialog boxes to make sure the spacing before a major heading is greater than the spacing before a minor heading. As you can tell from the above experiment, a single style performs several formatting feats at once. Each paragraph style defines all the font and paragraph settings. When you apply a style you don’t have to manually choose a font size or color. You don’t have to dig into the dialog boxes where you set indents, tabs, and the distance between lines and paragraphs. After you’ve applied style names to the paragraphs in your document, you can use Quick Styles to try out different looks. TipYou can quickly apply heading styles as you type by using shortcut keys. Use ⌘-Option and the heading level you want to apply. For example, ⌘-Option-3 applies Heading 3 to the current paragraph.
Figure 4-6. It’s easy to use the ribbon to apply styles as you type. In general, Word applies the Normal style as you work. When you need to format a heading, just click on the style in the ribbon. Get a New Look with Quick StylesWant to change the look of your document with a single mouse click? You can do that from the Quick Styles menu. Go to Home | Styles and then choose Elegant from the Quick Styles menu. Suddenly, your document has a hanging title, new margins, and new font specifications all around. As you can see in Figure 4-7, when you choose a Quick Style, you change the settings for several paragraph styles all at once. The Title, Normal, Heading 1, and Heading 2 styles are quite different from the example in Figure 4-6. Go ahead and try out some of the different Quick Styles. You know you want to. Later in this chapter, you’ll learn how to manually modify a single style (Modifying an Existing Style). Figure 4-7. Use the Quick Styles menu to change the settings for several paragraph styles at once. In this example, the Elegant Quick Style changed the look of the Title, Normal, Heading, 1 and Heading 2 styles. The hanging title and wide left margin give the document a dramatically different look. Manually Formatting Your DocumentIt’s easiest to let Word format your document automatically, using templates, themes, and Quick Styles described in the first part of this chapter. With these tools, you can dress up your documents with surprising variety. If you can’t find anything that suits you, the rest of this chapter explains how to manually format all the elements in your document. Perhaps you want to tweak a single element in one of the built-in styles or maybe you have plans for an entirely new look you want to develop from scratch. When it comes to formatting, Word attaches formatting details to three separate elements. Working from the outside toward the center, as if your document is an onion, the elements are:
This section gives you all the details you need to manually format your document and, like the onion, it starts at the outer layer. Choosing Paper Size and LayoutWhen you edit a document in Word, what you see on your computer looks almost exactly like the final printed page. To get that preview, Word needs to know some details about the paper you’re using, like the page size and orientation. As usual, Word gives you more than one way to change these settings. The most visual method is to use the Layout tab ribbon (Figure 4-8). If you like the old-fashioned way, your mouse may already remember File→Page Setup leads to the Page Setup dialog box (Figure 4-9). Figure 4-8. Use the ribbon’s Layout tab to choose page size, orientation and color. Here the page size menu is open, showing the variety of page options. Figure 4-9. The Page Setup box provides the same options as the ribbon, it’s just not as flashy. Use the menu at the top to toggle between Page Attributes and the Microsoft Word panels. Changing Paper SizeIf you want to quickly change the page size to a standard paper size like letter, legal, or tabloid, then Layout→Page Setup→Size is the way to go (Figure 4-8). With one quick click, you change your document’s size. If there’s text in your document, Word reshapes it to fit the page. Say you change a 10-page document from letter size to the longer legal-size page. Word spreads out your text over the extra space, and you’ll have fewer pages overall. Suppose your company offers a gift card, and the size doesn’t match any of the ones in Word’s list. You can define a custom page size, but you’ll need to use the Page Setup dialog box to do it.
Figure 4-10. There’s a slim chance you need a paper size that’s not already on Word’s list. If that’s the case, go to File→Page Setup and using the Paper Size menu, open the Custom Paper Sizes box shown here. Setting Paper OrientationMost business documents, school papers, and letters use a portrait page orientation, meaning the page is taller than it is wide. But sometimes you want a short, wide page—landscape page orientation—to accommodate a table, chart, or photo, or just for artistic effect. Whatever the reason, using the Orientation menu (Layout→Page Setup→Orientation) is the easiest way to make the change (Figure 4-11). Just click one of the two options: Portrait or Landscape. Figure 4-11. Click portrait or landscape to change the page orientation for your document. If you want to change the orientation for just a couple pages in the middle of a document, you need to divide your document into sections as described on page 196. If you’ve already got the Page Setup box open (File→Page Setup), you’ll find the Orientation options on the Page Attributes panel. Setting MarginsPage margins are more than just empty space. The correct page margins make your document more readable. Generous page margins make text look inviting and give reviewers room for notes and comments. With narrower margins, you can squeeze more words on the page; however, having too many words per line makes your document difficult to read. With really long lines it’s a challenge for readers to track from the end of one line back to the beginning of the next. Margins become even more important for complex documents, such as books or magazines with facing pages. With Word’s margins and page setup tools, you can tackle a whole range of projects. Selecting Preset MarginsYour first stop for margins should be the Preset margin menu on the ribbon Layout | Margins menu, where Word provides some standard, socially acceptable settings. The preset margins are a mixed bag of settings from a half inch to one and a quarter inches. For most documents, you can choose one of these preset margins and never look back (Figure 4-12). To select one of the preset margins, go to Layout | Margins, and then click one of the options. Figure 4-12. The Margins menu provides some standard settings such as the ever popular one inch all the way around. Word calls this favorite of businesses and schools the Normal margin. If you’ve customized your margins, your most recent settings appear at the top of the menu. For each of the preset margin options, you see dimensions and an icon that hints at the look of the page.
Setting Custom MarginsWhat if none of the preset margins on the menu suits your needs? Say your company’s style guide insists on one-and-a-half-inch margins for all press releases. You need to change the Margins in the Document dialog box (Figure 4-13). Here are two ways to get there:
Figure 4-13. Enter your custom margins in the boxes labeled, top, bottom, left and right. If you’re binding your document, click the Mirror margins box and you can set different inside and outside margins. Margins can be applied to an entire document or, if you divide your document into sections, you can use different margins in each section. The boxes in the Margins section already contain your document’s current settings. To change the Top margin to one and a half inches, select the current setting, and then type 1.5, or you can click the arrows on the right side of the box to change the margin number. Make the same change in the Bottom, Left, and Right margin text boxes. TipIf inches isn’t your preferred unit of measure you can use something different in most of the measurement boxes. Just type unit of measure after the number. For example, if you’re a graphic artist you may prefer points, so you type 12 pt. If you’re of the metric persuasion, you can type 20 mm. Use the Gutter setting to account for the edge of your page that is hidden by a binding. As you change this setting, notice the cross hatch in the preview window that represents the gutter. While you’re here in the Page Setup box, double-check the page Orientation setting. Margins and page orientation have a combined effect. In other words, if you want a quarter-inch top margin, make sure the orientation is set correctly depending on whether you want the “top” of the page to be on the long side or the short side of the paper. Using the Ruler to Set MarginsFor a quick and easy way to change your margins, use the ruler. To permanently display the rulers, go to View→Ruler. To temporarily display the ruler, just move your mouse a bit beyond the left or top edge of your page and the ruler slides into view. To change the margin, position your mouse on the ruler at the point where the blue area that represents the margin meets the white area that represents the text area. When you hit the sweet spot, the cursor changes to a double arrow as shown in Figure 4-14. Drag to change the margin. This technique works on both the horizontal and vertical margins. You can also use the ruler to set indents (Managing Tab Settings with the Ruler) and tabs (Using the Ruler to Set Margins). Figure 4-14. When your cursor is over the margin on the ruler, it turns into a double arrow, as shown here. Click and drag to change the margin. Setting Margins for BookletsThese days, you’re not limited to printing on a single page and holding everything together with a staple. Many fancy printers and copy machines can print both sides of a page and there are all sorts of ways to bind your documents like a pro. If your office doesn’t have the tools, there’s a copy shop not far away that will do it for a price. Word has some special settings to make booklets and bound documents look sharp. When you have a document with facing pages, click the Mirror margins box shown in Figure 4-13. The preview changes to show facing pages and the Left and Right margin boxes are renamed Inside and Outside. Notice that the gutter representation in the preview window moves to the inside of the two displayed pages. Adding Color, Borders, and WatermarksEvery document has a paper size, orientation and margins, you’re probably less likely to want to change the page color, add a border or a watermark. However, if the need arises, you can use these tools to get fancy. Choosing Page ColorThe Page Color option applies more to web pages than to printed pages, and as mentioned before, Word isn’t your best option for creating web pages. When you’re working with paper, you’ll usually print on a different colored paper rather than printing a colored background on white paper. However, with heavy stock, you can use this feature on occasion to create postcards, colored covers, and so on. Using the ribbon go to Layout | Page Background→Color to open the Page Color menu. You’ll see two groups of colors: ones that are part of the documents Theme and standard colors such as red, blue, yellow, and so forth. Choosing a color is as simple as clicking on a color swatch. If none of the options tickle your design fancy, click the More Colors option to open your Mac’s standard color-choosing tools. For more details on using the Mac’s color picker, see Fill Color: More Colors. Figure 4-15. Use this menu to change the background color for your pages. The Theme Colors for your document are shown at the top of the list, but you can click More Colors for different options or Fill Effects to create multicolor gradients. Adding a BorderA tasteful, properly-applied border can add a certain flare to your document. However, an inappropriate border can make your document look cheesy. Enough said. Okay, now that you’ve been warned, here’s how to add page borders:
Adding a WatermarkA true watermark is created in a process where a water-coated metal stamp imprints a design into the paper’s surface during manufacture. The design is usually a paper company’s logo. The presence of a watermark can also indicate a document’s authenticity. Word can’t create a real watermark, but it can replicate the effect by printing one faintly on the page, seemingly beneath the text (Figure 4-17). A watermark could be your company logo, or it could be words like CONFIDENTIAL, DRAFT, or DO NOT COPY, emblazoned diagonally across the page. Suppose you’d like to have your company logo appear as a classy watermark on your document. Using your logo picture file as a watermark takes just a few steps:
TipTo get rid of an existing watermark, click the Watermark button and when the Insert Watermark box opens, choose “No watermark”. Adding Page Numbers, Headers, and FootersHeaders and footers are where Word puts the bits of information that appear at the top or bottom of every page (Figure 4-19). For multipage documents, they remind you of the page number, chapter title, and so on, as you read along. For business memos and reports, headers are a great place to repeat the document’s subject and publication date. (If you’re the author of the report and want your boss to know, consider adding your name under the title.) Figure 4-19. Document headers give the reader additional information that’s not found in the text. This example shows the documents title and page number. A business memo might also include the date in the header. Adding a Page NumberThe most common and most helpful element that appears in headers and footers is probably the page number. So Word gives you a special tool to insert that single element. On the ribbon, go to Document Elements | Header and Footer→Page # or use the menu Insert→Page Numbers to open the box shown at the top of Figure 4-20. Figure 4-20. Top: Use the Page Numbers box (View→Page Numbers) to position the numbers on the page. If you want to change the format for the number, click the Format button to open the box shown at the bottom. Use the Position menu to select the top or bottom of your pages for the number. Then, use the Alignment to place the number left, right or center. If you’re binding your document so that it has facing pages, you can choose to have page numbers on the outside or inside. Outside is the most common option for bound documents because it’s easier for readers to find a page. Often documents forego a page number on the first page; however, if you want, check the “Show number on first page” box. A thumbnail size preview shows you the results of your page number settings, but for the best view, click the OK button to check out your document in Print Layout view. Naturally, Word automatically updates the numbers for each page. You may not get your page numbers right the first time. Perhaps you need to start the page numbering for this document on a number other than 1, or maybe you just want to change the way the numbers look. To make these kinds of changes, open the Page Numbers box again, and then click the Format button to open the box shown at the bottom of Figure 4-20.
Removing Page NumbersWhat if you want to get rid of page numbers? Maybe you decided to go with a more complete header or footer. First make sure that you’re in Print Layout view and then double-click on the header or footer area with the unneeded page numbers. When you’re editing headers and footers, the rest of your document is faded out. Position the cursor over the page number, and you see a box around the number as shown in Figure 4-21. Select and delete the page number from one page and it removes the page number from all the others. Figure 4-21. When you see the box that holds your page number, you can click to select and then press Delete to remove the page number. To go back to your document, click the Close button or double-click the page outside the footer area. The Easy Way to Add Headers and FootersWhen you need more than a simple page number in the header or footer, it makes sense to try the easy route first. That means going to the Layout ribbon and clicking on the Header or Footer menu and checking to see if one of Microsoft’s designs can do the job. As you see in Figure 4-22, some headers are simple text-only affairs, while others include lines and blocks of color. If you’re lucky, you can click on one of these options and Word automatically adds the header or footer to your document. Some of the header options insert words like “[Type text]” or “[Type the document title].” Consider those subtle hints that you should replace the text with your own words. For most of the headers and footers, you won’t have to worry about the page number because Word includes an automatically-updating field. For details about the fields and properties used in headers and footers see the box on Inspecting Your Document’s Properties and Fields. Figure 4-22. For a quick and easy review of the different header and footer styles, use the ribbon. Go to Document Elements→Header and Footer and click one of the menus. The Header menu is shown here. To apply the style and its contents, just click one of the options. Figure 4-23. Go to Insert→Field to display this box that’s chock-full of different fields. Fields are placeholder codes that Word uses to represent changing information. For example, a page number is a field that tracks the number of pages up to that point in your document. There’s also a field that keeps track of the total number of pages in your document. Manually Adding Headers and FootersMicrosoft provides a lot of competently-designed headers and footers with Word, but you’re free to create your own. Maybe you have to follow company guidelines for your documents. It’s not difficult to create your own headers in Word. Here’s how to create a custom header with a company name on the left and page numbers on the right:
When you’re done, your header should look something like Figure 4-24. You can continue to develop your header, if you want to add more text or placeholder fields. You can also format the header using the character formatting techniques described later in this chapter starting on Managing Line and Page Breaks. Figure 4-24. If you aren’t happy with the built-in headers that Word offers, you can create your own header, like this one. On the left is a company name and location. On the right is a page number that automatically updates itself for each page. Dividing Your Document into SectionsAll the manual formatting elements discussed up to this point are applied to sections of your document. If your document is a single section, you’re likely to think of these elements as document formatting. However, if you need to make some major changes to your document midstream, you’ll appreciate sections. Consider these situations:
Inserting a section break is almost as easy as entering a page break, described on Line Break. In fact the commands are stashed in the same place, on the Insert menu or the Layout tab. If you’re working with the ribbon visible, that’s the easiest method. Go to Layout | Page Setup→Break and choose one of the four section break options shown in Figure 4-25. Why so many options? Word lets you choose whether or not you want to start a new page at the section break. So, if you’re using section breaks to divide a long document into chapters, you probably want to start each new section on a page of it’s own. If you’re printing on both sides of the page and binding your document, you may have a preference about whether chapters start on the left page or the right page. Here’s some guidance for choosing section break options:
Figure 4-25. The bottom of the Break menu on the Layout tab has four options for inserting a section break into your documents. Insert the first section break into a document and you divide it into two pieces: Section 1 and Section 2. A glance at the status bar tells you which section you’re working in, as shown in Figure 4-26. At this point any formatting changes you make, such as page orientation, apply to the current section and won’t affect the other sections. TipSection breaks are another one of those invisible characters like paragraph marks and page breaks. To display these non-printing markers while you work in Word, click the ¶ button in the standard toolbar. Figure 4-26. In the status bar, the message “Sec 2” tells you that the insertion point is in section 2 of your document. Keep in mind, the page you’re viewing and the page with the insertion point can be two different places. Formatting Paragraphs with StylesAs explained on Finding More Themes, when you apply a style to a paragraph, you perform several formatting chores at once. For example, the Normal style, used for body text, selects a font, size, and color and determines the spacing between lines and paragraphs. Your document may use other styles for headings and photo captions. Each element is likely to have a different look. The Normal style may spec a serif font with a size between 10 and 12 points, while the Heading 1 Style uses a sans-serif font and a 16-point size. (This book uses a similar design.) To set photo captions off from the other elements, you may use italics and perhaps center or right paragraph alignment. NoteSerifs are the pointy lines at the end of the strokes used in some typefaces. Serif fonts are often used for the body text because they make large blocks of small type more readable. That’s one of the reasons, serif type is used for most of the text in this book. Sans-serif (used in this note and the section heading) works well for headings. There are several advantages to developing and using styles to format your paragraphs. First of all if you’ve defined a style for your Normal paragraph or your major heading, you don’t have to remember and apply manual settings for each paragraph. You can be sure that when you apply Heading 1 to a paragraph, it will have the same font, size and color as all the other Heading 1s. If you decide to change the look of Heading 1, you can change the style and you don’t have to jump all over your document, making manual changes to every heading. In this section, you’ll learn how to:
Modifying an Existing StyleYour 672-page quarterly sales report looks just the way you want it, except for one thing. You’ve come to the conclusion that the Papyrus Condensed font used for the Normal paragraph causes eyestrain and headaches. To change all those paragraphs formatted with the pain-inducing font, you change the Normal style and Word handles the rest for you. Here are the steps:
Figure 4-27. The Style box displays a list of fonts. Select one of the fonts in the list and previews of the paragraph and character appear on the right. Buttons at the bottom of the box let you create new styles, modify existing styles, or delete styles from the list. It’s just as easy to change any other paragraph formatting element. You could change the first line indent, the space between paragraphs, the tabs, bullets and numbering or the borders, to name a few of the available options. You have all the tools to make these changes at your fingertips in the Modify Style box, so it’s worth taking a little closer look. Figure 4-28. You use the Modify Style box to make changes to an existing style. Changes you make to the Style definition will be applied to all the paragraphs in your document that use the style. Figure 4-29. To see a list of Windows-friendly fonts in the Modify Style box, open the Font menu and then click the Collections submenu. At the bottom of the list, you’ll see the Windows Office Compatible list. Open this submenu to choose your Windows-friendly font. Exploring the Modify Style boxThe Modify Style box puts everything you need to format a paragraph in one place. Initially, it displays the settings you’re most likely to tweak: fonts, alignment, and spacing options. Dig a little deeper and you find that it offers much more. Here’s the complete tour of this feature-filled dialog box, starting at the top and moving to the bottom:
Figure 4-30. Use the format menu in the Modify Style box to dig deeper into your paragraph formatting options. Even though these options open yet another dialog box, your settings are applied to the style you’re modifying. Overriding a Style SettingThere may be times when you want to make a change to a single heading, but you don’t want to change the other 95 headings that use the same style. Fortunately, it’s easy to do. Simply select the paragraph by double-clicking in the margin on the left. Then, make any formatting changes you want. You can use the Font or Paragraph settings in the Home tab to do the job, or you can use Word’s menus and dialog boxes to tweak the settings. The changes you make only affect the selected paragraph. Reverting to the original styleIf you’ve overridden style formatting here and there throughout your document, there will come the day when you need to reset one of those paragraphs to its original style definition. This is a good job for the Styles panel on the toolbox. In the standard toolbar, click the Toolbox button. The Toolbox appears as a floating palette. At the top, click the button that looks like a paragraph mark to display the Styles panel (Figure 4-31). With your cursor in the paragraph you want to revert, click the style name in the Toolbox. The paragraph changes back to the original style settings. The Styles panel in the toolbox can perform quite a few formatting chores, as described in the next few sections. Clearing formattingIf you decide you don’t like the way you changed a paragraph, you can always press ⌘-Z to undo changes immediately after the fact. But what if you come back much, much later and want to revert the paragraph back to the originally-defined style? The Clear Formatting option appears in the Toolbox Style’s panel and on the ribbon (Home | Font→Clear Formatting. (The button is in the upper-right corner of the Font group.) Use this option when you want to change selected paragraphs back to the Normal style and remove any extra character formatting such as bold or italics. Just select the text you want to strip down and choose Clear Formatting in the ribbon or the Toolbox. If the results weren’t what you intended, you can always Undo (⌘-Z). Figure 4-31. This handy tool puts a lot of style modifying power in a small package. To apply a style to the paragraph holding the insertion point, click the style name. From this toolbox you can also modify existing styles and create new ones. Showing Style GuidesAfter you’ve applied several different styles to your document, it’s easy to get a bit lost. If you need a visual guide to understand which paragraphs are formatted with which styles, turn to the Styles panel in the toolbox. At the bottom, click Show Styles Guides, and Word displays a multicolored border to the left of the page (see Figure 4-32). Each color and number corresponds to a paragraph style. If you want to identify all the paragraphs using a particular style, there’s another Toolbox tool that does just that. First, in the scrolling list click the style you want to find. Then above the list click Select All. In your document, Word selects all the paragraphs that use the selected style. Manual Paragraph FormattingThe styles described in the previous section change several formatting options at one time. If you want to roll up your sleeves and tweak individual paragraph settings you’ll find the options in the Paragraph dialog box (Format→Paragraph or Option-⌘-M) shown in Figure 4-33. Use the tabs at the top to switch between the Indents and Spacing panel and the Line and Page Breaks panel. Figure 4-32. The bar on the right is a guide to the styles applied to each paragraph. You can match the colors and numbers with the styles listed in the Styles panel of the Toolbox. To display the guide, select the Show Styles Guide at the bottom of the panel. Paragraph AlignmentTo change the alignment of text in a paragraph, make sure the insertion point is in the paragraph then choose an option from the ribbon (Home | Paragraph) or the dialog box (Format→Paragraph).
Indenting ParagraphsOne of the most common reasons for indenting a paragraph is to set off quoted text from the rest of the document. Usually, you move the paragraph’s left edge in about a half inch from the left margin. Novels, short stories, and other manuscripts often indent the first line of a paragraph instead of adding extra space between each paragraph. Hanging indents, where the first line extends past the body text into the left margin, are a less common, but work well for glossaries, bibliographies and such. The easiest way to indent is to use the buttons on the ribbon (Home | Paragraph→Increase Indent or Home | Paragraph→Decrease Indent. The change takes place immediately and if you don’t like the look, just press ⌘-Z. If you want to set indents with more precision, use the Paragraph dialog box (Format→Paragraph) and make sure you’re on the Indents and Spacing panel.
Figure 4-34. Initially, Word expects you to use inches for the indent settings. If you prefer to specify your distance in another format just include the units of measure as in 8 pt or 5 mm. Using the ruler to indent paragraphsUsing the ruler to adjust indentation is similar to changing margins (described on Using the Ruler to Set Margins). It’s just a matter of clicking and dragging. Indents are a bit more complicated because you have a few more options, and that means more tools and widgets. It can take awhile to get used to adjusting paragraph indents with the ruler (Figure 4-35). For one thing, you need a steady hand and accurate clicking to zero in on those little triangle buttons. The top triangle sets the first line indent and moves independently. The bottom triangle creates a hanging indent, and you can move it independently too, as long as you grab only that triangle. That little box below the triangle is your left indent, and if you drag it, both it and the top (first line) indent marker move together. Figure 4-35. To adjust paragraph indents, slide the little triangles along the ruler. The changes you make affect the paragraph with the insertion point. If you want to make changes to more than one paragraph, make a multiple selection before you start. Spacing Between ParagraphsFor documents like business letters or reports that use block-style paragraphs, there’s usually a little space between each. You can adjust this spacing between paragraphs to set off some blocks of text from the rest. Use the Paragraph dialog box (Option-⌘-M) to adjust the distance between paragraphs. As you can see in Figure 4-36, on the left, you enter numbers to set the space before the paragraph and the space after. With body text paragraphs, it’s good to set the same, relatively small distance before and after—say, three points. For headers, you may want to put a little extra space before the header to distance it from the preceding text. That space makes it clear that the header is related to the text beneath it. Generally speaking, the more significant the header, the larger the type and the greater the spacing around it. Spacing Between LinesIn the Paragraph box, to the right of the paragraph spacing controls, you find the “Line spacing” tools. Use these controls to set the distance between lines within paragraphs. You have three presets and three custom settings:
Setting TabsThe lowly Tab key contains more power than you may think. Sure, you can use the Tab key to scoot the insertion point across the page in half-inch increments. But Word’s tab tool is capable of much loftier feats: You can use it to design a dinner menu, create a playbill, or develop a series of consistently formatted reports. Tab stops are all about precision alignment, giving you control over the way you present text and numbers to your readers. For example, on your dinner menu you can use tab leaders (dotted lines like the ones in this book’s table of contents) so that your reader’s eye tracks from Wild Salmon to the exceptionally reasonable price you’re asking. Once you have settings you like, you can save and reuse them. (How’s that for efficiency?) Before you start working with tabs, you need to know a few basic terms:
Press the Tab key, and Word inserts a tab in the text at that point. The tab character makes the insertion point jump left to right and stop at the first tab stop it reaches. If you haven’t set any new tab stops, Word uses the built-in set of tab stops—one every half inch across the width—that every new, blank document starts out with. How tab stops workTab stop settings apply to paragraphs. If a paragraph has several lines, the tab stops are the same for all the lines within that paragraph. If you haven’t deliberately set tab stops, Word provides built-in tab stops at half-inch intervals. These stops are left tab stops, meaning the text aligns on the left side. You can see all tab stops on the horizontal ruler—they show as small vertical tick marks in the gray area below the number scale (Figure 4-37). TipIf you don’t see tab stops in the ruler, click within a paragraph. Remember, tab stops are paragraph settings, so your insertion point must be in a paragraph to see them. Figure 4-37. Tabs are just white space in your text, but for Word, they’re these little arrow characters that position your text on the line. You can change your Word preferences (Word→Preferences→ View→Tab characters) to show tabs on your screen. Viewing tab marks in your textTabs are invisible on the printed page, like spaces or paragraph marks. Sometimes, when your document behaves unexpectedly, it helps to reveal the hidden characters so you can see if tabs are the culprit. After all, when they’re hidden, all you see is white space on the page; however, spaces, tabs, and indents each behave quite differently. To view tabs within your text, click the paragraph mark (¶) on the standard toolbar. Deleting and editing tabsBecause tabs are characters within your document, you can delete, copy, and paste them just as you would any other character or text fragment. Maybe you want to delete a tab: just click immediately after a tab character, and then press the Backspace key. If you want to copy and move a tab, click the paragraph mark (¶) on the standard toolbar, to make the non-printing characters visible while you work in Word. Then you can cut (⌘-X) and paste (⌘-V) tab marks, which show up as small arrows in your text. Figure 4-38. The Tabs box puts you in complete control of all things tabular. When you select a specific tab in the upper-left box, you can customize its alignment and leader characters. Types of TabsFive types of tabs are available in Word—one of which isn’t a true tab but works well with the others:
NoteThere may be a certain Microsoftian logic in grouping the bar tab with the tab feature, but Word provides other ways to place vertical lines on your pages that you may find more intuitive. You can use borders for paragraphs or tables or you can open the Media Browser from the standard Toolbar. Then, click the Shapes button and select Lines and Connectors from the menu. Tab LeadersTab leaders help readers connect the dots by providing a trail from one tabbed item to the next. They’re ideal for creating professional-looking menus, playbills, and more. Here are some examples:
Four Leader options can be used with each type of tab stop except the bar tab:
As visual aids, leaders are quite helpful, and they work equally well for text and numbers. Figure 4-39. Word’s ruler provides lots of information about the formatting of the current paragraph, that is, the paragraph that contains the insertion point. Use the button just above the scroll bar for a quick way to show and hide your ruler. If the ruler isn’t displayed, move the cursor to the top of your document and the ruler pops up temporarily. Managing Tab Settings with the RulerIn Figure 4-39, the ruler measures the page in inches. The grayed areas at both ends of the ruler indicate the page margins. The numbers on the ruler mark the distance from the left margin in both directions, left and right. Note the number 1, at the left edge of the ruler in Figure 4-39. Setting tab stopsWord’s every-half-inch tab stops can work for many of your documents, but sooner or later, you may need to put a tab stop in a different place or change its style. No problem—it’s easy enough to do with the ruler. Setting a new tab stop from the ruler is a two-step process:
Adjusting and removing tab stops with the rulerIf a tab stop isn’t exactly where you want it, you don’t have to delete it—just drag it to a new position on the ruler. If you wish to remove a tab stop, drag it up or down off the ruler, and it disappears. When you make these changes, your document shows the consequences. Any tabs in your text shift over to the next readily available tab stop, which can be a built-in tab stop or one that you’ve set. Managing Line and Page BreaksSome things just look wrong, such as a heading at the bottom of a page with no text beneath it. That heading should be at the top of the next page. Sure, you could force it over there with a page break, but that can cause trouble if you edit your text and things move around. You could end up with a page break in some weird spot. The solution is to adjust your Line and Page Break settings so that headings and paragraphs behave the way you want them to. Open the Paragraph box (Option-⌘-M) and, at the top, click Line and Page Breaks (Figure 4-40). The line and page break behavior becomes part of the paragraph’s formatting and travels with the text no matter where you move the text or breaks.
Figure 4-40. Use the Line and Page Break settings to control the appearance of your text and to avoid awkward transitions between pages. Formatting Individual CharactersEvery character in your document is formatted. The formatting describes the typeface, the size of the character, the color, and whether or not the character is underlined, bold, or capitalized. It’s easy to change the formatting, and Word gives you quite a few different ways to do it. The easiest and most visual way is with the ribbon (Home | Font). You can further fine-tune the font formatting using the Font dialog box (⌘-D). Whichever method you use, formatting is a two-step process. First, tell Word which text you want to format by selecting it. Then format away. Or, you can set up your formatting options first, and then begin to type. Your letters and words will be beautifully formatted from the get-go. Formatting as You Type with Shortcut KeysOne of the most common ways to apply bold or italics to words is to use shortcut keys. You’re typing along and know that you want the next word to be italicized, so you hit ⌘-I before you type the word to turn italics on. You type the word and then hit ⌘-I again to toggle off the italics. This method works for bold (⌘-B), italics (⌘-I) and underline (⌘-U). Here’s a list of some more keyboard shortcuts that come in handy: Table 4-1. Common formatting shortcut keys and their uses
TipUnless you’re using a typewriter font, like Courier, you should use italics instead of underlined text. Formatting with the Ribbon or the Font BoxSince character formatting is one of the most often used Word features, Microsoft put the most popular settings right on the Home tab. If you don’t see what you’re looking for there, then you must open the Font dialog box. The good thing about the dialog box is that it puts all your character formatting options in one place so you can quickly make multiple changes. It’s one-stop shopping if you want to change the typeface and the size, and add that pink double-underline. Here are the steps:
Changing CapitalizationAny letter can be uppercase or lowercase, but when you get to words and sentences, you find some variations on the theme. It’s not unusual to have a heading or a company name where all the letters are capitalized. Sentences start with an initial cap on the first word only, and titles usually have the major words capped. In an effort to automate anything that can possibly be automated, Microsoft provides the Change Case menu (Home | Font→Change Case) on the ribbon (Figure 4-43). The Change Case command defies the usual rules about selecting before you apply character formatting. If you don’t select anything, Word assumes you want to apply the Change Case command to an entire word, so the program selects the word at the insertion point. If you’ve selected text, the command works, as you’d expect, only on the selection. Figure 4-42. Open the Font box (⌘-D) to change the typeface, style, size, color, and other effects. Like many dialog boxes, the Font box gives you access to more commands than you find on the ribbon. Figure 4-43. The Change Case menu gives you five ways to change the case of a selection. To open it, click the button that looks like two letter As. Small Caps for HeadersSmall caps (Figure 4-44) are another variation on the capitalization theme. You won’t find this option on the Change Case button; for small caps you have to use the Font dialog box, which you find on the right side under Effects (where underline or strike-through are). Small caps are great for headings and letterhead (especially if you’re a lawyer or an accountant), but you wouldn’t want to use them for body text. It’s difficult to read all capitalized text for an entire paragraph. Figure 4-44. Small caps are a great way to distinguish a heading or subheading from body text, like the words “Calm in Storm.” Initial letters get full-sized capitals while the letters that would normally be lowercase get small capitals. Advanced Font FormattingIf you really want to dig deep into typographic topics, open the Fonts box (⌘-D) and click the Advanced tab. Using the settings in this panel you can adjust character spacing and kerning. You can add ligatures to your type and choose old style number forms.
Get Office 2011 for Macintosh: The Missing Manual now with the O’Reilly learning platform. O’Reilly members experience live online training, plus books, videos, and digital content from nearly 200 publishers. Which of the following is a document content that displays at the top of every page Brainly?A header is the text printed at the top of each page in a document.
What appears at the top of every page?Introduction. The header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin.
Which information is placed at the top of a document page?A header is text that is placed at the top of a page, while a footer is placed at the bottom, or foot, of a page. Typically these areas are used for inserting document information, such as the name of the document, the chapter heading, page numbers, creation date and the like.
Which comes at the top of the document?Detailed Solution. A header is text found at the top of an electronic document or hard copy.
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