STARTING with the end in mind is a good idea, whether you’re planning documents or planning your life. But what happens when your project seems to mushroom beyond your original expectations? Perhaps the simple four-page report you planned has grown into a multi-section project with high quality photos and fancy layouts. Now you need headers and footers that need to be numbered differently, depending on the section in which they fall. Maybe what you thought was going to be a simple promotional piece has morphed into a four-color booklet with a table of contents and an index. Although it might seem like a big job to adjust your plans and learn how to adapt your pages appropriately, Word 2010 includes a number of features to help you get control of your pages and create the types of documents you want to create.
This chapter helps you think through the basic layout of your document and make decisions about the structure that underlies the content you’ll put on the page. Along the way, you’ll discover how to set up the page the way you want it and control the way page breaks are used in your document.
Whether you successfully plan your work in advance or change strategies midstream, the page setup features of Word 2010 help you control page layout basics. Specifically, when you plan or redesign your pages, you can make choices about the following page setup specifications and options:
Headers, footers, and page number settings
Top, bottom, left, and right margin sizes
Document orientation
Paper size and tray or cartridge to use when printing
Page and text breaks
Header and footer content and positioning
Text flow and spacing for languages that use vertical orientation
Note
For additional information on formatting complex documents and planning strategies, see Chapter 6.
The Page Setup options appear on the Page Layout tab on the Word 2010 Ribbon (see Figure 5-1). Other groups on the Page Layout Ribbon include Themes, Page Background, Paragraph, and Arrange. An easy way to see all page setup options together (and set multiple options at once) is to display the Page Setup dialog box (see Figure 5-2). You do this by clicking the dialog launcher in the lower-right corner of the Page Setup group or by double-clicking in the horizontal or vertical ruler.
Figure 5-1. The Page Setup group on the Page Layout tab contains the tools you need for setting up the page.
The Page Setup dialog box packs a number of different setup options into one small space. It includes three tabs with which you can make choices for your documents as described here:
The Margins tab includes all the settings you need to set the outer margins of the document (top, left, bottom, and right) as well as the size of the gutter if you plan to bind the document. Also in the Margins tab, you can choose the orientation of the page (portrait or landscape); select how you want multiple pages to be treated (Normal, Mirror Margins, Two Pages Per Sheet, or Book Fold); and indicate whether you want the settings on the tab to be applied to the selected text only (if you selected text before choosing this option) or to the entire document.
On the Paper tab, you can choose the size of the page you want to use for your document. You can choose from many different page sizes, set the printer source for the cover page and secondary pages, set print options, and choose whether you want the settings applied to the entire document or the selected text.
The Layout tab includes the tools you need to create new sections, add and control headers and footers, set text alignment, add line numbers, and add borders to the pages.
Tip
Word 2010 offers you a variety of ways to set and work with the settings for the layout of your pages. For example, you can add and format headers and footers by clicking at the top or bottom of the document page to open the Header or Footer area. You can change orientation, margins, and more by choosing the tool you want in the Page Setup group on the Page Layout tab or, if you choose, you can enter a number of settings at once in the Page Setup dialog box.
The length, complexity, and type of your document will determine how many different types of page settings you need to use in order to get your document to look and print the way you want. For a routine letter, a simple blog post, or a memo you share with colleagues, page setup issues might not be important. But if you’re using Word 2010 to create and publish an entire book, the tasks you need to accomplish will be much more involved.
For a short document—perhaps two or three pages—you will likely only need to think about the following page setup options:
The orientation of the document (portrait or landscape)
The margins for the page
The overall size of the page, if you’re printing irregular pages
A long document—such as a report with content from different departments, a book project, or a grant proposal with a number of sections—can be a completely different ballgame, altogether. For this longer document, you might be concerned with learning how to set your pages up to accommodate the following scenarios:
A cover page that doesn’t print footers or page numbers
Footers that include a page number that prints in the outside corners of the page, alternatively right and left
Section titles that change in the header area
Changes in layout from one column to multiple columns and back again
A possible change in orientation if you need to show a large table or worksheet (perhaps in your grant proposal or report)
The following table presents several types of documents along with the page setup elements they typically use and some variations you might encounter.
Image | Document Type | Page Setup Features | Page Setting |
|---|---|---|---|
Letter |
| Normal | |
Short document |
| Normal | |
Report |
| Mirror margins | |
Business Plan |
| Mirror margins | |
Booklet |
| Book fold | |
Grant proposal |
| Mirror margins |
The page setup items that you’ll adjust most often are likely to be margins and page orientation. Word makes accessing these settings simple by including the Margins and Orientation galleries on the Page Layout tab. The margins of your document control the amount of white space at the top, bottom, right, and left edges of the document. You can also control the amount of space used for the gutter; this is the space on the inside edges of facing pages that is reserved for binding. You can customize the gutter setting along the left or top margin of the page, depending on whether you’re binding the document in portrait or landscape orientation.
When you begin working with a new Word document, the left, right, top, and bottom margins are set to 1 inch (or 2.54 centimeters, depending on your preferred unit of measurement). Note that this default setting is different than the default margin settings in previous versions of Word. In Word 2010, you can change margin settings in three basic ways.
Use the Margins gallery. Choose a margin setting from the Margins gallery on the Page Layout tab, as shown in Figure 5-3.
Create a custom margin. At the bottom of the Margins gallery, click Custom Margins to open the Page Setup dialog box. Type your preferred settings in the text boxes provided for the top, bottom, left, and right margins.
Tip
The next time you open the Margins gallery, your custom settings will be listed at the top as Last Custom Setting. If you want new documents to default to your custom settings, see the section titled Saving Page Setup Defaults to the Current Template.
Drag the margin marker on the ruler. If you are working in Print Layout view, you can choose new margin settings by dragging the edge of the shaded area on the horizontal or vertical ruler to the margin setting you want, as shown here:
Inside Out: Display Precise Measurements on the Ruler
If you need to set the margins to a specific measurement but don’t want to work in the Page Setup dialog box, you can make precise margin adjustments on the ruler as well. Display the ruler by clicking View and selecting the Ruler check box in the Show group. Then simply press and hold the Alt key while dragging the margin marker, or press and hold both the left and right mouse buttons while you drag the marker in the direction you want to increase or decrease the margin. Measurements appear in both the ruler and the margin area to show you precisely the width of the print area and margins.
Tip
To change the default setting for measurement units shown in Word, click File, then in Backstage view, click Options. In the Advanced area, scroll to the Display options, and select a measurement unit from the Show Measurements In Units Of list box. You can choose to work with Inches, Centimeters, Millimeters, Points, or Picas. In case you are unfamiliar with the two last terms, points and picas are standard print and graphics industry measurements in which 6 points equals one pica, and 72 points equals one inch.
A document’s orientation affects the way content is printed on a page. Typically, letters, invoices, reports, and newsletters use portrait orientation, which prints the page in standard 8.5 × 11-inch format so the page is taller than it is wide. Charts, calendars, and brochures typically use landscape orientation, which prints the page in 11 × 8.5-inch format, resulting in a page that is wider than it is tall.
To change the orientation of a document, on the Page Layout tab on the Ribbon, click the Orientation tool in the Page Setup group. Click Landscape to change the orientation so that the document is printed with the long edge of the paper serving as the top of the page, or click Portrait to print the document with the short edge of the paper serving as the top of the page. Note that page orientation can also be found in the Page Setup dialog box, which you can display by clicking the Page Setup dialog launcher.
The page size you choose for your document has a lot to do with the overall layout—limiting, for example, how much content you can put on the page. For this reason, setting the page size is one of the tasks you’ll want to complete first when you start a new document. Word 2010 supports a large list of paper sizes, ranging from the usual paper sizes to envelope, executive, index card, photo, panorama, banner, and custom sizes.
Once you choose the page size, you’ll also need to let Word know where to locate the paper for printing—this is known as identifying the paper source. You might want to specify two different paper sources—one for the cover page which can include letterhead, and one for subsequent pages.
To select a standard paper size, click the Size button on the Page Layout tab and select a paper size option in the Size gallery, as shown in Figure 5-4.
Paper source refers to the specific tray on your printer that might contain the paper, envelopes, or other medium that you’ll use when you print a document. If you’re working with a printer that supports multiple trays, you can customize the settings for the documents you print. For example, you can print one page on letterhead from one tray, or source, and print subsequent pages on blank stock from another tray.
To select a paper source, click the Page Setup dialog launcher on the Page Layout tab, and then click the Paper tab. In the Paper Source area, click the paper tray you want to use as the source for your document’s first page, and then click the tray you want to use as the source for all other pages.
Because so many Page Setup options overlap the Print Options settings, Word makes it easy to access Print Options on the Paper tab in the Page Setup dialog box. When you’re working with Page Setup options, take a moment to check your print options by clicking the Print Options button in the lower-right corner on the Paper tab. The Print Options button opens the Word Options dialog box, which includes Print options on both the Display and Advanced screens. Coordinating print and page setup options might come in handy, for instance, if you want to use A4 or legal paper sizes or you plan to use duplex printing. In those cases, you can set your print and page setup options at the same time, thereby avoiding having to remember to set appropriate print options when you print the document.
Note
For more information about printing in Word, see Chapter 14.
Tip
Document Grid The Document Grid is available with some Language Settings configurations. This tab enables you to control the horizontal and vertical text flow as well as line and character spacing in documents that use East Asian languages. By using this tab, you can also specify Drawing Grid settings (click Drawing Grid), which give you control over the grid display and other grid settings. You can also access the Font dialog box by clicking Set Font.
When you are creating a long document, you might need to use different page settings to accommodate the various elements in your project. For example, if you plan to have your annual report professionally printed, you might want to set up mirrored margins so the inner margin of the page is larger than the outer margin. This enables you to have the report bound and ensure that none of the text disappears into the binding of the page.
You can use the Multiple Pages settings in the Page Setup dialog box to choose the different types of layouts that control the page setup options for your document. Using this control you can choose whether your document should include mirror margins, two pages per sheet, book fold, or reverse book fold. To change the page settings for a multiple-page document, follow these steps:
On the Page Layout tab, in the Page Setup group, click the Page Setup dialog launcher to display the Page Setup dialog box.
Enter the Margins, Paper, and Layout settings on their respective tabs as you normally would.
On the Margins tab, in the Pages area, click the Multiple Pages arrow.
Table 5-1 explains the effects of the Multiple Pages choices.
Click your Multiple Pages choice and then specify the Apply To arrow and choose whether the setting should be applied to the whole document or to the selected text.
If you selected Book Fold, Apply To is not available because this setting applies to the whole document, but you can specify how many sheets are contained in each booklet.
Note
If your document has more pages than the number of pages you selected for a booklet, Word prints the document as multiple booklets.
Table 5-1. Choosing Page Settings for Multiple Pages
Description | |
|---|---|
Normal | Used for single-sided printing. Each page has a specific left and right margin. |
Mirror Margins | Used for duplex printing in which the margins mirror each other. The left and right margins become the inside and outside margins, respectively. |
2 Pages Per Sheet | Divides the current page into two pages. |
Book Fold | Treats each left and right page as a spread, using a gutter and mirroring margins as applicable. |
Reverse Book Fold | Enables you to create a booklet written in a right-to-left text orientation, such as one written in Arabic or Hebrew, or in an East Asian language that has vertical text (this option is available only when a relevant language is enabled in the Microsoft Office 2010 Language Settings). |
Simple documents are great—you can just open the new document, enter your content, maybe make a few margin adjustments, print, or e-mail the file, and you’re done!
Longer, more complex documents involve a bit more thought and planning. Luckily, Word 2010 includes many features that will help you control special considerations in your longer documents. Using sections, for instance, you can make layout and formatting changes while limiting those changes to specific pages in your document. For example, adding section breaks enables you to make the following enhancements in your document:
Create sections in your document so that you can vary the headers and footers
Change the margins or layouts within a specific range of pages
Create layouts that look different on odd and even pages
Change the document orientation within a specific section
Set up a section of columns within a longer mostly single-column document
Working with sections does take a little know-how, however, because much of the formatting goes on behind the scenes and you can end up with unexpected results if you don’t understand how sections work.
In Word, as odd as it might sound, the last paragraph mark of a document contains the formatting codes necessary for formatting the content. When you create sections, the section break contains the information for the section that precedes it.
Suppose that you have a two-column report that includes a narrative summary of your department’s activities on the right, along with photos and statistics on the left. In the next section of your report, you want to show several tables that offer departmental costs and comparisons. These tables are wider than a traditional page, so you want to insert a section break and set those pages to a single-column format with a landscape orientation. Fine, you insert a break and add the tables as needed.
Now if you delete the break you added, you might expect the document to reformat so that the landscape orientation pages change to portrait orientation and your tables are truncated. In fact, what happens—because the section break contains the information for the section that precedes it—is that the entire document is reformatted in landscape orientation.
This is just one example of the ways sections can throw little surprises into your work. So two tips are in order as you begin to work with sections:
Always turn on paragraph marks by clicking Show/Hide in the Paragraph group on the Home tab so that you can clearly see the breaks you include.
Only use sections when you need them to change the flow of text, control formatting in parts of your document, or start a new numbering sequence.
Caution
Not all long documents require section breaks, and inserting breaks can sometimes make your documents more complex than they need to be. So unless you have a specific reason to create a section break—for example, you want to change the orientation of the next page or apply a page border to only a portion of your document—you might want to avoid using breaks. If you get into trouble later and are experiencing strange formatting issues, turn on paragraph marks by clicking Show/Hide to see whether an oddly placed section break is the culprit.
Tip
In Adding Headers and Footers, you learn how to add headers and footers to your document and control the display of those elements. Creating sections in your document enables you to add running heads that reflect the name of the current document section (which is a great service to your readers when you’ve created a very long document).
Adding a section is an easy task. You can begin a new section anywhere—in the middle of a page or at the beginning of a new one. To insert a section break, follow these steps:
Place the insertion point where you want to start the new section.
On the Page Layout tab, click Breaks in the Page Setup group to display the Breaks gallery (see Figure 5-5).
Click one of the section break types (further described in Table 5-2) then click OK.
The section is created, and the text flows accordingly.
Tip
If you want to insert a page break and a blank page simultaneously, click Blank Page, which is located in the Pages group on the Insert tab.
Table 5-2. A Quick Look at Section Types
Description | Use | |
|---|---|---|
Page | Inserts a page break at the cursor position and creates a new page | You want to begin a new page in the document |
Column | Inserts a column break so the text at the cursor position is moved to the top of the new column | You want to control the placement of text among columns |
Text Wrapping | Enables you to control text flow around objects in your document | You want to set off special text, titles, or captions |
Next Page | Creates a new section at the top of the next page | You want to start a new section with different formatting specifications on the next page in the document |
Continuous | Creates a new section beginning at the document insertion point | You want to begin a new section in the middle of the current page |
Even Page | Creates a new section beginning on an even page; if the current page is an even page, an odd page is inserted and left blank | You want to create a new section with a format used uniquely for even pages |
Odd Page | Creates a new section beginning on an odd page; if the current page is an odd page, an even page is inserted and left blank | You want to create a section for odd pages only |
Note
If you prefer to use a dialog box to set up your sections, you can click the dialog launcher in the Page Setup group (on the Layout tab) to display the Page Setup dialog box. The first group of settings in the Page Setup dialog box deals with sections. You can choose Continuous, New Column, New Page, Even Page, or Odd Page in the Section Start list, just as you can in the Breaks gallery. As always, you can change any of your selections at any time, and making changes in the Breaks gallery later will carry through to the settings you entered in the Page Setup dialog box.
Tip
To change page layout settings and insert a section break at the same time, either place your insertion point at the location where you wish to start the new settings or select the portion of the document that will contain the settings, and then display the Page Setup dialog box. From the Apply To list at the bottom of any tab in the dialog box, select This Point Forward, Selected Text (if you had previously selected text in your document), or Whole Document, accordingly. After you make your modifications and click OK, section breaks will be inserted into your document as needed and your page layout settings will be applied to that section.
Most of the section breaks you add in Word 2010 are pretty straightforward; you position the cursor where you want the break and choose the type of break you want. This section explores text wrapping breaks because they behave a little differently by adjusting the flow of your text.
When you add a text wrapping break, Word forces a text break for layout reasons without starting a new paragraph. For example, you might want to break text at a particular position to appear before and after an inline table, graphic, or object, or you might want to present lines of poetry without applying the document’s paragraph style (including paragraph spacing) to each line of text. The Text Wrapping Break option is similar to inserting a manual line break in your document, which you can add by pressing Shift+Enter. Frequently, text wrapping breaks are used to separate text from Web page objects or other text and are the equivalent of inserting a <br/> tag in XHTML code.
As you add content to your Word document, the program automatically adds page breaks for you when you fill a page. In Print Layout and Full Screen Reading views, an automatic page break looks truly like an actual space between pages—you can see where one page ends and another begins. In Draft view, page breaks appear as dotted lines.
In some cases, you might want to add page breaks manually. In Word, you can easily add manual breaks to control pages, sections, and columns. For example, you might want to insert a manual page break in the following instances:
To create a page containing minimal information, such as a cover page or acknowledgments page
To separate document content
To ensure that a figure or table and its caption begin on a new page
To begin a new section with a heading at the top of a page
To end a section when you don’t want anything else printed on the current page
To create a manual page break, place the insertion point where you want to insert the break. On the Page Layout tab, click Breaks and choose Page. If you prefer to use a shortcut key, you can create the break by positioning the cursor and pressing Ctrl+Enter.
Tip
Do you have a headline style (such as Heading 1) that always begins at the top of a new page? If so, you can instruct Word to handle the page break and the format together in one step by choosing Page Break Before in the Paragraph dialog box. Choose either the Home or Page Layout tab and then click the dialog launcher in the Paragraph group. Click the Line and Page Breaks tab, and in the Pagination area, select the Page break before check box. Click OK to save and apply your change.
Note
If you see a solid line instead of the white space allocated to the page margins in Print Layout view, place your mouse pointer on the solid line and double-click the left mouse button to show the white space. Notice that the Show White Space Between Pages In Print Layout View option can also be found in Word Options in the Display area.
If you want to set up page and section borders for your document while taking care of the rest of your page settings, you can do so by using the Page Setup dialog box or Page Layout tab. To access border settings, click the Page Borders tool, which is located in the Page Background group on the Page Layout tab, or open the Page Setup dialog box and, on the Layout tab, click Borders. The Borders and Shading dialog box appears. Similar to the Page Setup dialog box, the Borders and Shading dialog box includes an Apply to list box. Using the Apply to options, you can add borders to selected pages, text and paragraphs, sections, first page of a section, every page except the first page of a section, and the entire document.
Note
For a more complete discussion about adding page borders, see Chapter 19.
You can remove the breaks in your Word document in the same way you delete content—simply select them and press Delete. Remember, however, that this can be tricky business because the settings for the preceding section are contained in the break; deleting a page or section break reformats the preceding section with the formats that were applied to the document (or section) that follows the deleted break.
Be sure to display the formatting marks in your document by clicking the Show/Hide button, which is in the Paragraph group on the Home tab. With the paragraph, spacing, and section markers visible, as shown in Figure 5-6, you can select and delete the section break like you would any other text. Just in case, you might want to be ready to press Ctrl+Z to undo your action if it doesn’t work out the way you expect it to.
Page numbers provide your readers with an easy—and necessary—way to navigate through your document. Whether you are pointing out a specific section in a meeting (“Please turn to page 12”) or answering a question your manager has about a chart on page 29, knowing how to get to where you need to be in a document is important.
Word makes adding and formatting page numbers a pretty simple task. You can do it two ways: by using the Page Numbers gallery on the Insert tab or by adding the page numbers within a header or footer you are adding. To display the Page Number gallery, go on the Insert tab and click Page Number in the Header & Footer group. The gallery shown in Figure 5-7 appears.
When you insert a page number by using the Page Number gallery, Word automatically inserts the selected page number and opens the header and footer layer in your document for additional editing. If you want to add more complex page numbering as well as additional information, you can add headers and footers, as described in the next section.
Once you’ve created sections in your document, you might want to add headers and footers. Keep in mind, however, that it’s not necessary to have sections in a document in order to add headers and footers—in fact, it’s best if you don’t add any more sections than you really need. If you have a straightforward document with page numbers in one place and the document title in another, you might be able to keep your headers and footers simple. And of course, when productivity is the bottom line, simple is good.
Adding text to the header (top) and footer (bottom) areas in a Word document serves a number of purposes, but headers and footers are used primarily to present information at the top or bottom of each page that help the reader to determine where they are in a document. You can easily insert page numbers, text, pictures, and clip art in document headers and footers. This section shows you how to add headers and footers and avoid formatting snafus that can pop up when you’re trying to get everything arranged perfectly on the page.
You can add headers and footers in Word 2010 by choosing either Header or Footer in the Header & Footer group on the Insert tab or by clicking in the header or footer area of the page and typing the header or footer you want to include. If you choose to create a header or footer using one of the galleries in Word 2010, the available choices provide you with built-in examples that you can insert into your document and modify as needed to suit your content. Whether you use the galleries or enter a header or footer on your own, you can use the tools in the Header & Footer Tools Design tab to format, customize, and align the text you want to include.
Headers and footers can provide special information on each page to give your readers information they need about your document. Not all projects need headers and footers, of course, and the information you include is up to you. People often use headers and footers to provide information about the publication, which could include the title, author, page number, creation date, last modified date, confidentiality statements, graphics, and other items.
You can control whether headers and footers differ on odd and even pages, whether the first page has a different header or footer, and where headers and footers are placed relative to the edge of a printed page. You can also change the header or footer from section to section if necessary to give readers the information they need to comfortably navigate your document. Word offers four different types of headers and footers:
A regular header or footer that appears on the pages of your document
The First Page header or footer that appears only on—wait for it...you guessed it—the first page of your document
Odd Page headers or footers, which appear only on the odd pages in your document
Even Page headers or footers, which appear only on the even pages in your document
So why do we need four different types of headers and footers? Having this variety gives you a range of options for the way headers and footers appear in your project. In one project (see Figure 5-8), you might want to:
Hide the display of the header and footer on the first page
Create a regular header that prints the document title centered at the top of each page
Add an Odd Page footer that puts the page number in the bottom-right corner of odd-numbered pages
Add an Even Page footer that puts the page number in the bottom-left corner of even-numbered pages
Figure 5-8. Choose the header and footer types you want to achieve the effect you need in your project.
Note
Your document’s headers and footers appear in Print Layout view (if the white space between pages isn’t hidden), Full Screen Reading view (if the Show Printed Page option is selected). You can also see headers and footers when you’re previewing the document on the Print tab of Backstage view. You will not be able to see the headers or footers in your document in Web Layout, Online, or Draft views.
To add a header or footer in your document, follow these steps:
On the Insert tab, click either Header or Footer in the Header & Footer group.
Scroll through the gallery to find a header or footer style you want to add to your document. Click your choice, and the item is added.
Note
If the desired Header or Footer selection doesn’t use your preferred fonts or colors, then modify or change your document Theme, found on the Page Layout tab in the Themes group, before manually making formatting changes. The fonts and colors shown in the Header and Footer galleries are linked to the document Theme and update if the document Theme is changed. For more information about using Themes, see Chapter 4.
When you insert a header or footer, the Header and Footer Tools contextual tab and the header and footer area become available. The content area of the document becomes dimmed, meaning that it is temporarily unavailable. You can enter, edit, and format headers and footers by typing in the areas at the top or bottom of the page or control settings for the header and footer on the Header & Footer Tools Design tab (see Figure 5-9).
Figure 5-9. On the Header & Footer Tools Design tab, you can create, position, and edit headers and footers.
The Header & Footer Tools Design tab contains a variety of tools with which you can add, edit, position, and enhance the headers and footers you create:
Header. This is where you edit or remove a header. It also enables you to select a header’s contents and save the selection to the Header gallery so you can use it in other documents.
Footer. With this tool, you can edit or remove a footer. As with Header, you can select the contents of a footer and save the selection to the Footer gallery so you can use it in other documents.
Page Number Gallery. Inserts a page number field, such as {PAGE}. You can use this option to add a page number to the top of the page, bottom of the page, in the page margins, or at the current position. This button also includes the Remove Page Numbers option and the Format Page Numbers option, which opens the Page Number Format dialog box in which you apply number formatting, such as add chapter numbers, continue numbering from prior pages, or start numbering at a specified page number.
Note
The Header, Footer, and Page Number galleries are comprised of built-in building blocks (or those downloaded from Office.com). You can also add your own custom building blocks to the galleries.
If you discover that your galleries are empty, you might need to either enable the Building Blocks.dotx template or recreate it. See the Troubleshooting tip titled “My Building Blocks galleries are missing or Building Blocks.dotx is corrupt” in Chapter 10.
Date & Time. Opens the Date and Time dialog box, in which you insert the current date and time or update the information automatically, insert date fields such as {DATE @ “M/d/yyyy”}, and insert time fields such as {TIME @ “h:mm”ss am/pm”}.
Quick Parts. Displays a gallery of tools that you can use to add AutoText, document properties, fields, or Building Blocks to your header or footer.
Picture. Opens the Insert Picture dialog box and displays the images in your Pictures folder by default.
Clip Art. Opens and closes the Clip Art task pane with which you can search and insert clip art items into your header or footer.
Go To Header. Jumps to the header section if you are working in the footer section, so you can jump quickly from the footer to the header.
Go To Footer. Jumps to the footer section if you are working in the header section, so you can jump quickly from the header to the footer.
Previous. Displays the header or footer used in the previous section based on the current location of your cursor. If you click Previous Section while in the footer area, the cursor jumps to the footer area in the preceding section of your document. Note that you must have section breaks, different first page, or different odd and even headers and footers in your document to use this feature.
Next. Displays the header or footer used in the next section based on the current location of your cursor. If you click Next Section while in the header area, the cursor jumps to the header area in the next section of your document. Note that you must have section breaks, different first page, or different odd and even headers and footers in your document to use this feature.
Link To Previous. Links the headers and footers in the current section to the preceding section. Using this option, you can create a continuous flow from section to section. You can also click in the header or footer area and click Ctrl+Shift+R to link the header or footer area to the preceding section. Note that you must have additional sections in your document to use this feature.
Different First Page. Specifies that you want to format the first page’s headers and footers differently. For example, you might prefer to omit the page number on a cover page. This option is also available in the Page Setup dialog box.
Different Odd & Even Pages. With this tool you can format headers and footers separately for odd and even pages. For example, you might choose to have the left page headers display your book’s title while the right page headers display the chapter title. This option is also available in the Page Setup dialog box.
Show Document Text. Toggles the display of the document’s contents. You can hide document text to simplify your view as you create and edit headers and footers.
Header From Top. Controls where the header is positioned from the top edge of the page. This option is also available in the Page Setup dialog box.
Footer From Bottom. Controls where the footer is positioned from the bottom edge of the page. This option is also available in the Page Setup dialog box.
Insert Alignment Tab. Opens the Alignment Tab dialog box to insert a tab relative to the margin or indent. See the following Inside Out tip titled Inside Out: Alignment Tabs: The “Relative” Scoop for more information on this new feature.
Close Header And Footer. Closes the header and footer areas as well as the Header & Footer Tools.
Tip
To manually add or edit a document’s header and footer, simply double-click in the header or footer area and type the text you want to add or select text to edit it normally.
Inside Out: Alignment Tabs: The “Relative” Scoop
When you want to align content in the header or footer on the same line, such as a left-aligned company name and right-aligned date, a common method used for mixed alignment is to set tabs manually. The problem with using manual tabs is that if the left or right margins change, the alignment of the content will not change and the manual tabs need to be adjusted accordingly. More often than not, adjusting the tabs is overlooked, and the header or footer content does not line up with the rest of the document.
The answer to this problem is the new Alignment Tab functionality. An Alignment Tab aligns data relative to the margin or indent, whereas a manual tab is set in a fixed position and does not automatically change position if the margins change. To view the Alignment Tab settings, double-click a header or footer in the document. On the Design tab, click Insert Alignment Tab to open the Alignment Tab dialog box, as shown in the following image.
There is a small caveat to using an alignment tab—the ruler doesn’t display a visual indication that an alignment tab being used, the way it does with a left, center, or decimal tab. When you use an alignment tab to align data in the header or footer, remove any unused tabs from the ruler to help clarify the formatting. To remove a manual tab, simply drag it off the ruler.
Tip
The Alignment Tab dialog box is accessible only when you are viewing the Header & Footer Tools, but you can add alignment tabs anywhere in your document by adding Insert Alignment Tab to your Quick Access Toolbar. To do so, right-click Insert Alignment Tab on the Header & Footer Tools contextual tab and then click Add To Quick Access Toolbar.
To create different headers and footers for part of a document, you must divide the document into sections and then create headers and footers for each section. If you are working in a document divided into sections but want to continue using the same headers and footers from section to section, click in a section and then, on the Design tab, in the Navigation group, make sure Link To Previous is selected.
To delete a header or footer from a document or section, simply open the header and footer areas (double-click in a header or footer area, or right-click a header or footer area and choose Edit Header or Edit Footer) to display the Header & Footer Tools. Or, on the Design tab, click Remove Header or Remove Footer from the respective Header or Footer gallery. You can also select and delete header and footer content in the same way you select and delete any other content.
After establishing the page settings the way you want them in your document, you can save the specifications as your default settings in the document’s template (for a more in-depth look at working with templates, see Chapter 4). When you save page setup settings as your default, Word saves the settings to the current template. If your document isn’t based on a custom template, the changes are applied to the Normal template (by default, all new Word documents use the Normal template if they aren’t based on another template). When you create default page setup settings, they will be applied to all new documents that are created based on the template you are currently using.
To save your settings as the default, follow these steps:
Click to place the insertion point at the place in the document where you want to make the changes.
Open the Page Setup dialog box by clicking the dialog launcher in the Page Setup group.
Specify the margin and page changes you want to make.
In the lower-left corner of the Page Setup dialog box, click Set As Default.
A message box, as shown in Figure 5-10, asks whether you’d like to change the default settings in the current template and indicates which template you are updating. To apply the page settings to the current template, click Yes. If you decide not to alter the template settings, click No.
Caution
Carefully consider whether you should change the default settings for your Normal template (and make those changes sparingly) because the Normal template takes on all settings found in the Page Setup dialog box. First determine which settings the majority of your documents use and set them accordingly. If you need particular specifications for certain documents, it might be best to create a new template for those settings rather than modifying your Normal template.
For more information on creating your own templates see Chapter 4.
If you’re working on a document that requires line numbering, such as a legal document or an article you want to submit to a professional journal, line numbers can serve as useful references. Line numbers are placed in the margin next to each line in a document. They allow readers to refer easily to specific lines in a document.
To add line numbers, you can select an option from Line Numbers on the Page Layout tab or choose settings from the Line Numbers dialog box, which can be accessed from the Layout tab in the Page Setup dialog box. Figure 5-11 shows both the Line Number options and the Line Numbers dialog box. By using these tools, you can choose whether to number an entire document continuously, restart numbering on each page, restart numbering in each section, or stop numbering for specific paragraphs. In addition, you can use the Page Setup dialog box to apply numbering to selected parts of a document in the same way that you control margins and other page setup options.
Figure 5-11. The Line Numbers dialog box is how you add and control line numbering for a section, selected text, or the entire document.
To use the Line Numbers on the Page Layout tab to control line numbering, follow these steps:
Position your cursor in the document or section in which you want to add line numbers.
On the Page Layout tab, click the Line Numbers button and choose an option.
To use the Line Numbers dialog box (accessible from the Layout tab in the Page Layout dialog box) to control line numbering, follow these steps:
Click anywhere in a document (or in a section) you want to number.
On the Page Layout tab, click Line Numbers and choose Line Numbering Options, or on the Page Layout tab, click the Page Setup dialog launcher.
On the Layout tab in the Page Setup dialog box, click Line Numbers.
The Line Numbers dialog box appears, as shown in Figure 5-11.
Select the Add Line Numbering check box. In the Start At box, type the number with which you want numbering to begin.
In the From Text box, specify number placement by using the up or down arrows, typing a number (by default, the From Text spacing is measured in inches), or accept Auto (the default setting).
In the Count By box, enter a value to specify which lines should be accompanied by numbers.
For instance, if you want to show a number next to every other line, you would enter 2 in the Count By box. To display a number next to each line, retain the default Count By setting of 1.
In the Numbering area, choose the Restart Each Page option if you want each page to be individually numbered; select Restart Each Section if you want the numbering to begin again with each subsequent section; or choose Continuous if you want numbers to increase throughout the document.
Click OK to close the Line Numbers dialog box and return to the Page Setup dialog box. Click OK to close the Page Setup dialog box.
You might want to use line numbering only when you are creating, reviewing, and editing your document. In that case, when you’re getting close to final preparations for your document, you can remove line numbers by selecting Line Numbering in the Page Setup group on the Page Layout tab. Choose None to remove the line numbers.
This chapter covered Word 2010 page setup features and looked at various methods that you can use to master document layout, sections, and pagination. The next chapter takes you deeper into the realm of page layouts by showing you how to tailor your page backgrounds and set up different column specifications for your project.