L E S S O N 6 Controlling page appearance Suggested teaching time 35-45 minutes Lesson objectives To be able to change the appearance of the document at the page level, you will: a b c Create and view headers and footers by using menu choices and toolbars. Change margins and edit the header and footer by using menu choices. Identify automatic page breaks and insert and delete manual page breaks in a multiplepage document by using menu choices, the keyboard, and mouse. 6-1
Word 2000: Level 1 a Headers and footers The following new software features are discussed in this topic: Enhanced toolbar and menu customization New Open dialog box New Save As dialog box Concepts > Ask students what type of information is normally included in headers and footers. Use the Student Manual as an example. Point out the lines of text in the top and bottom margins. Print Layout View Print Layout View displays all parts of the page, including headers, footers, and margins. You can use Print Layout View to see how elements in your document will be positioned when you print the page. For example, to see how a header will appear when printed, you can use Print Layout View. To change to Print Layout View, click on the Print Layout View button at the bottom of the screen, or choose View, Print Layout. Creating headers and footers A header is text that is printed in the top margin of a document. A footer is text that is printed in the bottom margin of a document. In Word, you can create different headers and footers for first pages as well as even and odd pages. When you view headers and footers, Word automatically switches to Print Layout View (if you are not already in that view) and the document s text is dimmed. To create a header or footer, choose View, Header And Footer. From the Header And Footer toolbar, you can click on the Switch Between Header And Footer button to move the insertion point between the header and footer areas. Type the header or footer text. If desired, you can insert page numbers, the current date, or the current time by clicking on the corresponding button in the Header And Footer toolbar. Click on Close to close the header and footer area. Figure 6-1: The document header. 6-2
Lesson 6: Controlling page appearance Task A-1: Creating a header and footer What you do Comments/Prompts 1. Open Page Appearance 2. Choose _View Header_And_Footer_ Observe the screen The header placeholder appears at the top of the window. The document text is grayed out. The Header And Footer toolbar is displayed. 3. Type Burke Properties, Inc. Press T twice Type We find the property for you 4. Observe the ruler at the top of the page Observe the header text 5. On the Header And Footer toolbar, click on the Switch Between Header And Footer button To move the insertion point past the center-aligned tab stop at the 3-inch mark to the right-aligned tab stop at the 6-inch mark. By default, the header text has a centered tab stop at 3 inches and a right-aligned tab stop at 6 inches. We find the property for you is right-aligned. To display the footer area. 6. Click on the Insert Date button 7. Press T twice To set the default right-aligned tab stop. 8. Type Page Press s 9. Click on the Insert Page Number button To insert automatic page numbering into the footer text. Press s To add a space after the automatic page number. Type of Press s To add a space after of. Click on the Insert Number Of Pages button To insert total number of pages. 6-3
Word 2000: Level 1 10. On the Header And Footer toolbar, click on Close Scroll if necessary, and observe the header and footer text To return to Print Layout View. The header and footer text is visible, but dimmed. 11. Save the file as My Page Appearance Editing the header and footer Concepts > To edit your header or footer, you can choose View, Header And Footer and make the necessary changes. If your document is displayed in Print Layout View, you can double-click in the header or footer area and then make the edits. Task A-2: Editing the header and footer What you do 1. Choose _View Header_And_Footer_ Comments/Prompts To edit the header and footer. 2. Place the insertion point to the left of the letter p in the word property Type the word right To edit the header. Press s 3. Save the file Practice Task 1. Click on the Switch Between Header And Footer button. To move to the footer area. 2. If necessary, place the insertion point before the date. Type your name then add a comma and a space. 3. Close the Header And Footer toolbar. (Click on the Close button.) 6-4
Lesson 6: Controlling page appearance b Concepts > Margins Changing margins Margins determine the space between the edge of the paper and the text of the document. By default, top and bottom margins are set to 1 inch, while left and right margins are set to 1.25 inches. To change margins, choose File, Page Setup. Enter the margin settings as desired. Click on OK. Task B-1: Changing the margins Before you begin: My Page Appearance is open. What you do Comments/Prompts 1. Choose _File Page_Setup..._ To display the Page Setup dialog box. You can choose File, Page Setup from any view. Have students take note of the current margin settings before changing them. 2. Verify that the Margins tab is selected, and that the text in the Top text box is highlighted Type 1.5 Press T To change the top margin to 1.5 inches. To move to the Bottom margin text box. 3. Type 1.5 To change the bottom margin to 1.5 inches. 4. In the Apply To drop-down list, verify that Whole Document is selected Click on OK To close the Page Setup dialog box. Practice Task This practice task should be completed before going on to Task B-2. 1. Set the left and right margins to 1.25 inches. 2. Observe the margins. All of the margins are now larger. 6-5
Word 2000: Level 1 Concepts > Using Zoom The Zoom feature enables you to adjust the level of magnification at which you view your documents. Zoom does not affect any formatting or how the document is printed. By using the Zoom box on the Standard docked toolbar, you can quickly change the magnification of documents from 10% to 500%. This is especially helpful when working with small font sizes. When you change a document s margins, some text might not be visible on the screen. You can adjust the magnification of the document in order to see the entire width of the page. When you select Page Width from the Zoom box, the magnification is automatically adjusted to accommodate the new margin settings. Task B-2: Using Zoom to change the magnification Before you begin: Complete the Practice Task in Task B-1. What you do Comments/Prompts 1. Using the Standard docked toolbar, display the Zoom drop-down list To view the different magnification options. 2. Select 150% Observe the text and the Zoom text box 3. Set the Zoom to Page Width Observe the text and the Zoom text box The magnification level has been increased and the Zoom box has been added to the Standard toolbar. Page width is determined by a document s paper size. The entire width of the page is displayed and the percentage in the Zoom box has been decreased to accommodate the page width selection. 4. Save the file 6-6
Lesson 6: Controlling page appearance c Concepts > Recommend to students that pagination should be the last editing task they do before printing. Editing can affect where automatic page breaks are placed. Stress that automatic page breaks cannot be directly deleted. You can, however, substitute for an automatic page break by placing a manual page break above the automatic page break. Page breaks Pagination is the process of separating the document text into pages. The separations between pages are called page breaks. In Word, there are two types of page breaks: automatic and manual. Automatic (or soft) page breaks, which Word puts into a document, are primarily determined by Page Setup options. In Print Layout View, if the page separation is not preceded by a manual page break, it is an automatic page break. An automatic page break appears as gray separation between two pages. In Normal View, automatic page breaks appear as a dotted line across the text area without any labeling. You cannot delete automatic page breaks. However, if you insert a manual page break above an automatic page break, Word removes the automatic page break. Manual (or hard) page breaks, which you put into the document, appear in all four views as a dotted line with the words "Page Break" in the middle of the line. To insert a manual page break, place the insertion point immediately to the left of the first character that you want on the new page. Choose Insert, Break; verify that Page Break is selected; and click on OK. (Or, you can press Ctrl + Enter.) Task C-1: Inserting manual page breaks Before you begin: Nonprinting characters are displayed. What you do Comments/Prompts To make it easier to locate manual page breaks, you may want to display the document in Normal View rather than working in Print Layout View. Be sure that students return to Print Layout View at the end of the lesson. 1. Move to the bottom of page 1 Observe the automatic page break (The gray space between the pages.) 2. Place the insertion point to the left of the R in Relocation Components 6-7
Word 2000: Level 1 M If nonprinting characters are not displayed, manual page breaks will not be visible. 3. Choose _Insert Break..._ To display the Break dialog box. 4. Under Break Types, verify that Page Break is selected Click on OK To insert the page break. Observe the manual page break 5. Move to the bottom of page 2 It is a dotted line with the words Page Break in the middle. To view the automatic page break. Place the insertion point before the B in Buying A Home? 6. Press C + R This is the keyboard shortcut for inserting a manual page break. Concepts > Deleting a manual page break To delete a manual page break, move the mouse pointer into the selection bar. Select the page break. Press Delete. 6-8
Lesson 6: Controlling page appearance Task C-2: Deleting a manual page break What you do Comments/Prompts Tip: You can also double-click on the manual page break to select it. 1. Locate the manual page break at the bottom of page 3 2. In the left margin, point to the manual page break Click the mouse button Below the text, 3,500 real estate professionals in this region. To select the manual page break. Deleting manual page breaks can also be done in Normal and Web View. 3. Press D To delete the manual page break. Word automatically repaginates the document, and the table Locations To Serve You moves on to page 3. 4. Save and close the file 6-9
Word 2000: Level 1 ( Practice Unit for Lesson 6 In this activity, you will create and edit headers and footers, change margins, and adjust page breaks in the document. 1. Open Practice Page Appearance. 2. Create a header as follows: At the left margin, type Branch. At the right margin, insert the date. 3. Create a footer as follows: At the right margin: type Page, press the Spacebar, and insert automatic page numbering. 4. Change the margins of the document to: 1.5 inches Top and Bottom 1 inch Left and Right 5. Insert a manual page break before Easy Listening (near the bottom of page 1). 6. Delete the manual page break after the bullet list on page 2. 7. In the header, insert the name of your city before Branch. 8. Save the file as My Practice Page Appearance 9. Close the file. 6-10
Lesson 6: Controlling page appearance ) Wrap-up for Lesson 6 a Describe how you can switch between the header and the footer when you are creating or editing the headers and footers. Click on the Switch Between Header And Footer button on the Header And Footer toolbar. How can you add automatic page numbering to a footer? Click on the Insert Page Number button on the Header And Footer toolbar. b What command can you use to change a document s margins? The File, Page Setup command. What is Zoom used for? To change the magnification level of a document. c What is the difference between an automatic and a manual page break? An automatic page break is generated by Word based upon a document s page settings. A manual page break is intentionally inserted (by you) and is displayed as a dotted line with the words Page Break in the middle. How can you delete a manual page break? Select it and press Delete. Can you delete an automatic page break? You can only remove an automatic page break by placing a manual page break before it. 6-11