12. Finalize and distribute documents

When you finish developing a document, you’ll often want to distribute either a printed version or an electronic version. Before committing the document to paper, you should check that the pages are efficiently laid out and that there are no glaring problems, such as spelling errors or headings that print on separate pages from their text. Word 2019 provides several tools you can use to ensure the accuracy of your content and control page layout. When you are ready to print, you can control precisely how many copies and what parts of your document appear on paper.

If you intend to distribute your document electronically, Word provides tools for ensuring that the document doesn’t contain unresolved revisions, hidden text, or identifying information that you might not want to provide to other people. It also provides tools for indicating that a document is final and ready to distribute, and makes it easy to send the document by using email.

This chapter guides you through procedures related to locating and correcting text errors, previewing and adjusting page layout, controlling what appears on each page, preparing documents for electronic distribution, and printing and sending documents.

Word provides three tools to help you avoid editorial errors:

• AutoCorrect This feature corrects common spelling and grammatical errors, replaces text codes with mathematical symbols, and automatically applies formatting based on text cues. AutoCorrect has a built-in list of frequently misspelled words and their correct spellings. If you frequently misspell a word that AutoCorrect doesn’t change, you can add it to the list in the AutoCorrect dialog box. If you deliberately enter a word that is on the AutoCorrect list and don’t want to accept the AutoCorrect change, you can reverse the correction.

  See Also

  For information about modifying the AutoCorrect settings, see the “Manage proofing options” section of “Change default Word options” in Chapter 16, “Customize options and the user interface.”

• Error indicators Word indicates possible spelling errors with red wavy underlines, possible grammatical errors with blue double underlines, and refinements such as clarity, conciseness, and vocabulary choices with gold dotted underlines.

  Tip

  Word’s grammar checker helps identify phrases and clauses that don’t follow traditional grammatical rules, but it’s not always accurate. It’s easy to get in the habit of ignoring blue double underlines. However, it’s wise to scrutinize them all to be sure that your documents don’t contain any embarrassing mistakes.

• Editor pane This pane, which replaces the Spelling & Grammar pane available in previous versions of Word, identifies the number of spelling, grammar, and wording issues it finds in the document. When you select a spelling or grammar error in the document, the Editor pane displays possible alternative spellings or word choices. You can also display information about the grammar rule that applies to the flagged text.

  When you select flagged text in the Clarity And Conciseness area of the Editor pane, the pane displays suggestions for better word choices.

Editorial issues are underlined in the text and managed from the Editor pane

From the Grammar Settings dialog box, you can specify the grammatical issues and refinements you want the Editor to check for. This dialog box contains several categories of options for grammar and refinement.

You can choose to check for the following grammar issues:

• Academic Degrees

• Comma Splice

• Possessive and Plural Forms

• Adjective Used Instead of Adverb

• Comparative Use

• Punctuation

• Adverb Instead of Adjective

• Correlative Conjunction Mismatch

• Question Mark Missing

• Agreement Within Noun Phrases

• Date Formatting

• Redundant Colon

• An And Confusion

• Embarrassing Words

• Redundant Comma Before Complement Clause

• Capitalization

• Hyphenation

• Redundant Comma Following Subject

• Capitalization of “March” and “May”

• Incorrect Auxiliary

• Redundant Question Mark

• Capitalization of Personal Titles

• Incorrect Pronoun Case

• Repeated Auxiliary

• Comma After Greetings

• Incorrect Reflexive Pronoun Use

• Spacing

• Commas Around Descriptive Clause

• Incorrect Verb Form

• Subject-Verb Agreement

• Comma Before Quotations

• Incorrect Verb Form After Auxiliary

• Too Many Determiners

• Comma Missing After Introductory Phrase

• Indefinite Article

• Use of Plain Verb Form

• Comma with Conjunctive Adverbs

• Indirect Questions

• Use of the Word “Lack”

• Comma with Conjunction

• Misheard Phrases

• Use of “Will” and “Would”

• Commonly Confused Phrases

• Missing Comma

• Verb Use

• Commonly Confused Words

• Multiple Modals

You can choose to check for these types of clarity and conciseness issues:

• Adverb Placement

• Jargon

• Use of Euphemisms

• Complex Words

• Nominalizations

• Wordiness

• Conjunction Overuse

• Passive Voice

• Words Expressing Uncertainty

• Double Negation

• Passive Voice with Unknown Actor

• Words in Split Infinitives (more than one)

The following table lists the other refinements you can choose to check for.

Category	Issue
Formal Language	Colloquial Verb Phrase Contractions Informal Language Slang
Inclusive Language	Age Bias Disability Bias Ethnic Slurs Gender Bias Gender-Specific Language Mental Health Bias Racial Bias Sexual Orientation Bias
Punctuation Conventions	Comma with Adverbials Oxford Comma Punctuation Required with Quotes Space Between Sentences
Résumé	Avoid First-Person References Superfluous Expressions Unsuitable Expressions Vague Quantifiers Vague Verbs
Vocabulary Choice	Clichés Collective Nouns Vague Adjectives Vague or Unnecessary Adverbs

To reverse an AutoCorrect correction

• Before entering any new text, do any of the following:

  • On the Quick Access Toolbar, select the Undo button.

  • Press Ctrl+Z.

  • Point to the bar that appears below the word, and then select Undo.

To display the Editor pane

• On the Review tab, in the Proofing group, select Check Document.

• Press F7.

To fine-tune the level of detail the Editor pane checks for

1. Display the Editor pane.

2. Below the Refinements text box, select Settings to display the Proofing page of the Word Options dialog box.

3. Under When correcting spelling and grammar in Word, select Settings to open the Grammar Settings dialog box.

   Tip

   The default selected check boxes in the Grammar Settings dialog box change depending on whether you have Grammar & Refinements or Grammar selected as the Writing Style.

4. In the Grammar Settings dialog box, below each section, select or clear the check boxes. In the Punctuation Conventions section, select don’t check, inside, or outside from the list.

5. Select OK in both the Grammar Settings and Word Options dialog box to close them.

To review flagged text from within the body of the document

1. Right-click any word or phrase marked with an underscore. Word displays suggestions to correct or improve the current spelling or wording at the top of the shortcut menu.

   

   The shortcut menu lists spelling options from the dictionary and related actions

   See Also

   For information about the Link option on the shortcut menu, see the sidebar “Hyperlink to additional resources” in Chapter 13, “Reference content and content sources.”

2. Select any of the suggestions to replace the word or phrase.

To review and correct the spelling, grammar, and clarity or conciseness in a document

1. Display the Editor pane.

   

   The Editor pane highlights misspelled or duplicated words and suggests corrections

2. If there are multiple change recommendations, select the Next or Previous button to review each recommendation.

3. If spelling changes are recommended, select Spelling to display the Spelling page of the Editor pane, and then do any of the following:

   • To continue the review without changing the highlighted word, select Ignore Once or Ignore All.

   • Select Add to Dictionary to add the word to the dictionary on your computer.

   • Select the correct spelling of the word in the Suggestions list or select the downward-pointing arrow at the end of the word and select Change All to change all instances of this word in the document.

   • If the selection is identified as a repeated word, select Ignore Once to continue the review without making a change, or select Delete Repeated Word to delete the highlighted instance of the duplicated word.

4. If grammatical changes are recommended, select Grammar to display the Grammar page of the Editor pane, review the guidance, and then do one of the following:

   • Select the correct usage in the Suggestions list to change the selection to the new usage.

   • Select Ignore Once to continue the review without making a change.

   • Select Don’t check for this issue to ignore this instance and avoid having it flagged anywhere else in the document.

5. If clarity and conciseness recommendations appear, select the Clarity and Conciseness box to display that page in the Editor pane. To address each issue, do one of the following:

   • Select the suggestion in the Suggestions list to implement the change.

   • Select Ignore Once to continue the review without making a change.

   • Select Don’t check for this issue to ignore this instance and avoid having it flagged anywhere else in the document.

6. If vocabulary choice recommendations appear, select the Vocabulary Choice box to display that page of the Editor pane. Then do one of the following:

   • Select the suggestion in the Suggestions list to implement the change.

   • Select Ignore Once to continue the review without making a change.

   • Select Don’t check for this issue to ignore this instance and avoid having it flagged anywhere else in the document.

7. When you select a button to fix or ignore the issue, the Editor pane moves to the next word in that category for which Word has a suggestion. After the last Editor pane recommendation has been addressed within a category, the main page of the Editor pane is displayed, and a checkmark appears next to the category you’ve finished reviewing. Select the next category that contains an editorial recommendation and repeat the preceding steps that apply to that category.

8. Select the Close button to close the Editor pane. When a message indicating that it has finished checking the document appears, select OK.

To turn off the automatic spelling checking function

1. Display the Proofing page of the Word Options dialog box.

2. In the When correcting spelling and grammar in Word section, clear the Check spelling as you type check box.

To specify the grammar and style issues Word checks for

1. Display the Proofing page of the Word Options dialog box.

2. In the When correcting spelling and grammar in Word section, select the Settings button to open the Grammar Settings dialog box. By default, all grammar and style options are selected.

   

   You can specify the types of grammar and style issues Word checks for

3. In the Grammar Settings dialog box, clear the check boxes of any grammar or style issues you don’t want Word to check for. Then select OK.

   Tip

   Typically, the issues you might want to ignore are those for which you consistently select Ignore when running a spelling and grammar check from the Review tab.

To hide underlines that indicate spelling or grammar errors or clarity issues

1. Display the Proofing page of the Word Options dialog box.

2. In the Exceptions for list, do either of the following:

   • Select All New Documents to hide error indicators until you change this selection.

   • Select a specific document file name to hide error indicators in that document.

3. In the Exceptions for section, select one or both of the following check boxes:

   • Hide spelling errors in this document only

   • Hide grammar errors in this document only

To clear hidden errors and check spelling and grammar against the current criteria

1. Display the Proofing page of the Word Options dialog box.

2. In the When correcting spelling and grammar in Word section, select the Recheck Document button.

To manage a custom dictionary

1. Display the Proofing page of the Word Options dialog box.

2. In the When correcting spelling in Microsoft Office programs section of the page, select Custom Dictionaries.

3. The Custom Dictionaries dialog box displays the dictionaries that Office apps consult. Select one of the dictionaries, and then select Edit Word List.

4. In the dialog box for the selected dictionary, do any of the following:

   • To review the content of the dictionary, scroll through the Dictionary pane.

   • To remove a word from the dictionary, select it in the Dictionary pane, and then select Delete.

   • To clear the entire dictionary, select Delete All.

   • To add a word to the dictionary, enter it in the Word(s) box and then select OK.

     

     The dictionary includes words that you’ve added from the Editor pane, from the shortcut menu, or manually

Although the layout of each page is visible in Print Layout view, it’s also a good idea to preview the whole document before you print it. This gives you more of a high-level overview of the document than when you’re working directly in the content. Previewing is essential for multipage documents but is helpful even for one-page documents. You can preview a document as it will appear when printed, on the Print page of the Backstage view. The preview area shows exactly how each page of the document will look when printed on the selected printer.

The Print page displays a preview of the document as it will appear when printed

If you don’t like what appears in the preview pane of the Print page, you don’t have to leave the Backstage view to make adjustments. The left pane of the Print page provides access to many of the commands available in the Page Setup group on the Page Layout tab, allowing you to change the following document settings while previewing their effect on the printed page:

• Orientation You can switch the direction in which a page is laid out on the paper. The default orientation is Portrait, in which the page is taller than it is wide. You can set the orientation to Landscape, in which the page is wider than it is tall.

• Paper size You can switch to one of the paper sizes available for the selected printer.

• Margins Changing the margins of a document changes where information can appear on each page. You can select one of Word’s predefined sets of top, bottom, left, and right margins, or set custom margins.

All the pages of a document have the same orientation and margins unless you divide the document into sections. Then each section can have independent orientation and margin settings.

By default, hidden text does not print with the document. If your document contains hidden text that you want to print, you can configure that option in the Print settings.

If you want to configure multiple print layout settings in one place, or configure settings for only specific sections of the document, use the Page Setup dialog box. This dialog box provides the most comprehensive set of tools for page layout.

To adjust page layout settings from the Page Setup dialog box

1. Do either of the following:

   • On the Print page of the Backstage view, at the bottom of the left pane, select Page Setup.

   • On the Layout tab, select the Page Setup dialog box launcher.

2. In the Page Setup dialog box, do any of the following:

   • On the Margins tab, make the margin adjustments you want.

     See Also

     For information about working with margins, see the “To modify document margins” procedure later in this topic.

   • On the Paper tab, make any necessary changes to the paper settings.

   • On the Layout tab, make the layout adjustments you want.

3. When you’re satisfied with your settings, select OK.

To preview a document as it will appear when printed

• Display the Print page of the Backstage view. The page navigator below the preview pane indicates the number of pages the document will print on. Then do any of the following:

  • To move between pages, select the Next Page or Previous Page button, or enter the number of the page you want to display in the page navigator box.

  • To preview multiple pages, reduce the magnification until two or more pages fit in the preview pane.

    

    You can move between pages, change the magnification, or fit a page to the available space

    Tip

    If you want to preview a multipage document as it will look when printed on both sides of the page and bound, add a blank page or a cover page to the beginning of the document before previewing it.

  • To display a single page at the largest size that fits in the preview pane, select the Zoom to Page button in the lower-right corner.

To modify document margins

1. From the Print page of the Backstage view, do either of the following to display the margin settings:

   • In the Settings area, select the current margin setting to display the Margins menu.

     

     You can select from predefined margin settings, or you can set your own

     Tip

     While editing a document, you can display the same Margins menu by selecting the Margins button in the Page Setup group on the Layout tab.

   • At the bottom of the left pane, select the Page Setup link to display the Margins tab of the Page Setup dialog box.

     

     The Mirror Margins setting is a good choice when you plan to print and bind a double-sided document

2. From the menu or in the dialog box, configure the margin settings as you want them. The preview area reflects the change.

Or

1. On the Layout tab, in the Page Setup group, select Margins.

2. On the Margins menu, select the predefined margin settings you want, or select Custom Margins and set your margins how you want them from the Page Setup dialog box.

To change the page orientation

1. On the Print page of the Backstage view, in the Settings area, select the current orientation to display the Orientation menu.

2. Select either Landscape Orientation or Portrait Orientation. The preview area reflects the change.

To include hidden text when printing documents

1. Open the Word Options dialog box, and then select Display.

2. In the Printing options area of the Display page, select the Print hidden text check box. Then select OK.

   Tip

   Changing the Print Hidden Text option in the Word Options dialog box changes this setting for all documents.

If a paragraph breaks so that most of it appears on one page but its last line appears at the top of the next page, the line is called a widow. If a paragraph breaks so that its first line appears at the bottom of one page and the rest of the paragraph appears on the next page, the line is called an orphan. These single lines of text can make a document hard to read, so by default, Word specifies that a minimum of two lines should appear at the top and bottom of each page. As with so many other aspects of Word, however, you have control over this setting.

You can also control the following options:

• Keep with next Prevents Word from breaking a page between the paragraph and the following paragraph.

• Keep lines together Prevents Word from breaking a page within the paragraph.

• Page break before Inserts an invisible page break before the paragraph.

A small black square in the left margin indicates that one of the Keep options is on for that paragraph

When you want to format part of a document differently from the rest—for example, with page layout settings different from those of the surrounding text—you do so by inserting section breaks above and below it. A common example of this is when you need to print a wide table on a page with a Landscape orientation within a report with a Portrait page orientation. Word uses four types of section breaks:

• Next Page Starts the following section on the next page

• Continuous Starts a new section without affecting page breaks

• Even Page Starts the following section on the next even-numbered page

• Odd Page Starts the following section on the next odd-numbered page

When you display hidden formatting marks, a section break appears in Print Layout view as a double-dotted line from the preceding paragraph mark to the margin, with the words Section Break and the type of section break in the middle of the line.

The heading and table move to the next page, after the section break indicator

You can configure individual page layout, page setup, and headers and footers for each section.

To insert a manual page break

• Position the cursor where you want to insert the page break in the document, and then do any of the following:

  • On the Insert tab, in the Pages group, select Page Break.

  • On the Layout tab, in the Page Setup group, select Breaks, and then select Page.

  • Press Ctrl+Enter.

To control paragraph page break settings

1. Select the paragraph or paragraphs that you want to modify.

2. On the Layout tab, select the Paragraph dialog box launcher to open the Paragraph dialog box. Then select the Line and Page Breaks tab.

   

   Filled check boxes indicate that the setting is not the same for all selected content

3. On the Line and Page Breaks tab, do any of the following:

   • Select the Widow/Orphan control check box to have Word control widows and orphans.

   • Select the Keep with next check box to prevent Word from breaking a page between the paragraph and the following paragraph.

   • Select the Keep lines together check box to prevent Word from breaking a page within the paragraph.

   • Select the Page break before check box to have Word break a page before the paragraph.

To insert a section break

1. Position the cursor where you want to insert the section break in the document.

2. On the Layout tab, in the Page Setup group, select Breaks, and then do any of the following:

   • Select Next Page to start the new section at the top of the next page.

   • Select Continuous to start a new section without affecting page breaks.

   • Select Even Page to start the following section on the next even-numbered page.

   • Select Odd Page to start the following section on the next odd-numbered page.

To remove a page break or section break

• Click or tap at the left end of the break, or select the break, and then press the Delete key.

Many documents go through several revisions, and some are scrutinized by multiple reviewers. During this development process, documents can accumulate information that you might not want in the final version, such as the names of people who worked on the document, the time spent working on the document, and comments that reviewers have added to the file. There might also be hidden tracked changes. This information is not a concern if the final version is to be delivered as a printout. However, it has become very common to deliver documents electronically, making this information available to anyone who wants to read it.

Word includes these three tools that you can use to check for hidden and personal information, accessibility issues, and version compatibility issues:

• Document Inspector Automates the process of finding and removing all extraneous and potentially confidential information.

  

  The Inspect Document area displays information about the document content

• Accessibility Checker Identifies document elements and formatting that might be difficult for people with certain kinds of disabilities to read or for assistive devices such as screen readers to access.

  This tool checks for many common accessibility issues and provides explanations and recommendations for fixing them. You can leave the Accessibility Checker open while you work; its contents will automatically update to indicate the current issues. After you run the Accessibility Checker, information about document content issues is also shown in the Inspect Document area of the Info page of the Backstage view.

  See Also

  For more information about designing documents for accessibility, run the Accessibility Checker and then select the Read More link at the bottom of the Accessibility Checker pane.

• Compatibility Checker Identifies formatting and features not supported in earlier versions of Word.

After you determine that a document is ready to distribute, you can mark the document as final so that other people know that they should not make changes to the released document.

To inspect a document for common issues

1. Display the Info page of the Backstage view.

2. In the Inspect Document area on the left side of the Info page, select the Check for Issues button, and then select Inspect Document to open the Document Inspector dialog box, which lists the items that will be checked.

3. If Word prompts you to save changes to the file, select Yes.

4. Clear the check boxes for any of the properties you don’t want to check for, and then select Inspect to view the Document Inspector report on the presence of the properties you selected. In addition to the basic properties displayed in the Properties section of the Info page, the inspector might return information on headers and footers and custom XML data.

   

   The Document Inspector evaluates up to 11 categories of information

5. Review the results, and then select the Remove All button for any category of information that you want to remove.

   Tip

   You can choose to retain content identified by the Document Inspector if you know that it is appropriate for distribution.

6. In the Document Inspector dialog box, select Reinspect, and then select Inspect to verify the removal of the properties and other data you selected.

7. When you’re satisfied with the results, close the Document Inspector dialog box.

To inspect a document for accessibility issues

1. Do either of the following:

   • On the Info page of the Backstage view, select Check For Issues, and then select Check Accessibility to display the Accessibility Checker pane.

   • On the Review tab, in the Accessibility group, select Check Accessibility.

2. In the Accessibility Checker pane, review the inspection results and make any changes you want to the document.

3. When you are done, do either of the following:

   • Select the X in the upper-right corner of the Accessibility Checker pane to close the pane.

   • Leave the pane open to continue checking for accessibility issues as you work with the document.

To check a document for compatibility with earlier versions of Word

1. On the Info page of the Backstage view, select the Check Compatibility button to run the Compatibility Checker.

2. In the Microsoft Word Compatibility Checker dialog box, review the results, make any changes you want, and then select OK.

To mark a document as final

1. On the Info page of the Backstage view, in the Protect Document area, select Protect Document, and then select Mark As Final. A message tells you that the document will be marked as final and then saved.

2. In the message box, select OK. A message tells you that the document has been marked as final, the status property has been set to Final, and typing, editing commands, and proofing marks are turned off.

3. In the message box, select OK. The document title bar indicates that the document is read-only (no changes can be saved), and the Protect Document area indicates that the file has been marked as final.

   

   The Info page reminds people that the file is final

4. Select the Return button (the arrow) above the Backstage view page tabs to return to the document. Notice that only the ribbon tabs are visible; the commands are hidden. Word displays an information bar, notifying you that the document has been marked as final.

   

   The information bar discourages people from making casual changes

To remove the Final designation and read-only protection from a file that has been marked as final

• On the information bar, select Edit Anyway.

• On the Info page of the Backstage view, select Protect Document and then Mark as Final.

The available printing options change, depending on the selected printer. This is either the default or the most recently used printer. You can display a list of installed printers on the Print page of the Backstage view.

Apps you can print to, such as Microsoft OneNote, are available with local and network printers

From the Settings area of the Print page, you can specify what part of the document is printed and whether markup (tracked changes) is indicated in the printed document. In addition, you have the option of printing the following information instead of the document content:

• Document properties

• Tracked changes

• Styles

• AutoText entries

• Custom shortcut keys

You can choose to print all or part of a document, or to print information stored with the document

You can choose to print a multipage document on one or both sides of the paper. If your printer supports double-sided printing, you have the option of flipping the double-sided page on the long edge or the short edge (depending on how you plan to bind and turn the document pages).

You can choose to print multiple copies of a document and whether to print collated pages (all pages of each copy together) or uncollated pages (all copies of each page together).

Finally, you have the option of specifying the number of pages to print per sheet of paper, up to 16. You can use this option to print a booklet with two pages per sheet that will be folded in the middle. You might also use this option to save paper when you’re printing a long document, but bear in mind that as the number of pages per sheet increases, the size of the content printed on the page decreases.

When Outlook is set as your default email app, you can send a document from Word while you’re working in the file. You have the option of sending a copy of the file as a message attachment or, if the file is stored in a shared location, you can send a link to the file.

You can share an Office document as an attachment to an Outlook email message

When using the Share function, an interesting option is to send a document as a PDF or XPS file. When you choose one of these options, Word creates the selected version of the document and attaches it to an email message for you to send. The PDF or XPS file is not saved to your computer.

To print one copy of a document with the default settings

• Display the Print page of the Backstage view, and then select the Print button.

• On the Quick Access Toolbar, select the Quick Print button.

  Tip

  You can easily add the Quick Print button to the Quick Access Toolbar from the Customize Quick Access Toolbar menu.

To print multiple copies of a document

1. Display the Print page of the Backstage view.

2. In the Copies box at the top of the page, enter the number of copies you want to print.

3. Select Print to print the specified number of copies of the document on the selected printer and return to the document.

To print only specific pages of a document

1. On the Print page of the Backstage view, select the first box in the Settings area to open a list of page options.

2. In the list, do any of the following:

   • Select Print All Pages to print the entire document. This is the default setting if there is currently no content selected in the document.

     Tip

     If you first select text in the document and then display the Print page of the Backstage view, the Print Selection option will be active. Then when you select the Print button, Word will print only the selected text.

   • Select Print Current Page to print the page currently shown in the preview pane.

   • Select Custom Print, and then in the Pages box, enter the specific pages (in the format 1,3 or 1-3), sections (in the format s1 or s1-s3), or ranges (in the format p1s1-p3s2) you want to print.

3. Select the Print button to print the specified pages of the document on the selected printer and return to the document.

To select a printer

1. Display the Print page of the Backstage view.

2. In the Printer area, select the active printer to display the list of installed printers and print apps.

3. In the list, select the printer you want to use.

To display printer status information

• On the Print page of the Backstage view, point to the Information icon in the upper-right corner of the Printer area, or to the selected printer name, to display a ScreenTip that contains printer status information.

To send a document by email from within Word

1. In the document, select the File tab to display the Backstage view.

2. On the Share page of the Backstage view, select Email to display the email options.

3. In the Email pane, do one of the following:

   • Select Send as Attachment to attach a copy of the document to an email message.

   • Select Send a Link to insert a link to the shared file into an email message.

     Tip

     The Send A Link button is available only if the document is saved in a shared location.

   • Select Send as PDF or Send as XPS to save a version of the document in that format and attach it to an email message.

4. If Outlook isn’t already running, Word starts it before generating the email message. Enter your password if you are prompted to do so.

The introduction includes a complete list of practice files and download instructions.

1. In the first paragraph, display a list of suggested spellings for the word operateing (the first word with a red wavy underline). In the list, select operating to replace the misspelled word.

2. Position the cursor at the beginning of the document, and then do the following:

   • Review each error that the Editor pane identifies and correct it as appropriate.

   • When the spelling checker flags the business’s item name, Quirggels, add the name to the custom dictionary so that Word doesn’t flag it as an error in the future.

3. Save and close the document.

1. Display the print preview of the document and zoom out to show both pages side by side in the preview pane.

2. Change the margins to Wide. Notice that the change is immediately reflected in the preview pane, and the page navigator indicates that the document now has three pages.

3. Scroll through the preview pane to display the new third page.

4. From the Print page, open the Page Setup dialog box. Turn on Mirror margins to set margins for facing pages. Then set the Inside margin to 2.5”.

5. Review the other page settings and then return to the preview pane.

6. If you have a printer installed, print the document and compare it to what was shown on the screen. Then save and close the document.

1. Scroll through the document, noticing any awkward page breaks, such as a topic or list that starts close to the bottom of a page.

2. Near the bottom of page 1 and continuing onto page 2, select the paragraph that begins with The front office space. Turn on the Keep lines together setting for the selection to move the entire paragraph to the beginning of the next page so that it is not split over two pages.

3. At the bottom of page 2 and top of page 3, select the Office Supplies heading and the two lines that follow the heading. Turn on the Keep with next setting for the selected text.

4. Insert a Next Page section break immediately before the Shipping Quick Reference heading.

5. In the new section, set the Margins to Wide so the table better fits the page.

6. Return to the document and review your changes. Then save and close the document.

1. On the Info page, notice the document properties that are shown.

2. Run the Document Inspector to check the document for all the default issues, and then do the following:

   • Examine the results of the report.

   • Remove all document properties and personal information from the document.

   • If custom XML data was found, remove that.

   • Leave the headers and footers in the document.

   • Reinspect the document and verify the removal of the properties and XML data.

3. Close the Document Inspector dialog box and notice the changes in the properties shown in the Properties area of the Info page.

4. Mark the document as Final. Notice the results on the Info page of the Backstage view. Then return to the document content and notice the results there.

5. Select the Insert tab to temporarily expand it, and notice that all the buttons are inactive (dimmed). Then click away from the tab to hide it. Word displays an information bar, notifying you that the document has been marked as final.

6. Save and close the document.

1. Display the Print page of the Backstage view. Notice that this is a two-page document. The colored document background is not displayed in the preview pane, because it will not be printed.

2. In the Printer area, display the list of installed printers, and then select the printer you want to use. Notice whether any of the available print options change.

3. Display the Printer Status ScreenTip for the selected printer.

4. Configure the print settings to print only page 2, and to print two copies of that page. Then print the document and confirm that it printed correctly as configured.

5. From the Share page of the Backstage view, send the document to yourself as an email message attachment. Then send the document to yourself as a PDF file attachment.

6. Review the received messages and their attachments to confirm the expected behavior.

7. Close the open documents.