Chapter 9. Controlling Page Layout
Page layout refers to how you place and position elements on a page, including text and graphics, and any other items you insert in a document. Margins, for example, control how much space exists between the text and the outer edge of the page, whereas alignment controls how text lines up with a margin. Learning how to use Word’s page layout features can help you create polished, professional-looking documents. You can find most of Word’s page layout tools on the Ribbon’s Layout tab, including access to the Page Setup features to help you ready a document for printing.
In this chapter, you find out how to change the default margins to suit your document. You also see how to change the page orientation from portrait, which is the default setting, to landscape. This chapter shows you how to change the page size and add special borders, create columns on a page, and apply a theme.
Changing Page Margins
Page margins control how text is positioned on a page as it relates to the edges of the page. By default, Word sets margins to 1” on all sides of the page: top, bottom, left, and right. You can change any or all margins as needed, or choose from several presets.
Click the Layout tab on the Ribbon.
Click Margins.
Click the margins settings you want to apply.
Word applies the new margins to the document pages.
Tip: Display the Ruler
Need help gauging margins? Display Word’s ruler. Click the View tab on the Ribbon, and then click the Ruler check box in the Show group of tools. This turns on both the horizontal and vertical rulers. You can drag the margin markers on the rulers to reset the margins around the document. You can uncheck the Ruler check box to turn the ruler display off again. 
Tip: Custom Margins
To set your own custom margins, open the Page Setup dialog box. From the Margins drop-down menu on the Ribbon, click Custom Margins. Click the Margins tab where you can set all four margins per your requirements. Click OK to exit the dialog box and apply the changes.
Modifying Page Orientation
By default, Word applies a portrait page orientation, which means the page is taller than it is wide (8.5″ × 11″). If your document needs to be wider than it is tall (11″ × 8.5″), you can switch it to landscape orientation.
Click the Layout tab.
Click the Orientation button.
Click an orientation.
Word applies the new orientation to the page.
Tip: Page Setup
You can also find the page orientation options in the Page Setup dialog box. To access the dialog box, click the Page Setup icon in the corner of the Page Setup tools on the Layout tab. The orientation controls are on the Margins tab in the dialog box.
Note: Recheck Your Page Elements!
When you switch page orientation, Word resets any existing text to fit the new document width and depth. This might require you to recheck the placement of page elements, such as lines and paragraphs of text or artwork.
Changing Page Size
Depending on your printer’s capabilities, you can create and print all kinds of document sizes in Word. For example, you can type up an address and return address in Word to print on an envelope, or you can print legal size pages, and so on.
Click the Layout tab.
Click the Size button.
Click a paper size.
Word applies the new size to the page.
Tip: Dialog Box Option
You can also change paper sizes through the Page Setup dialog box. At the bottom of the Size drop-down menu, click More Paper Sizes. The Page Setup dialog box opens to the Paper tab options, including options for selecting a paper source for your printer.
Creating Columns
You can turn a page of text into columns, much like those found in a newspaper or magazine. With the column feature, text flows from column to column on a page.
Select the text you want to turn into columns.
Click the Layout tab.
Click the Columns button.
Click the number of columns you want to create.
Word applies the column format to the text.
Note: Customized Columns
You can use the Columns dialog box to create customized column widths and spacing, and even insert a dividing line to run between columns. To open the dialog box, click the More Columns command at the bottom of the Columns menu on the Layout tab.
Applying Page Borders
You can add a border to a document using the Borders and Shading tools. You can specify a border type, such as a box or shadow effect, and choose from a variety of line styles, such as solid, dots, or dashes. In addition, you can specify a color and thickness for the border.
Click the Design tab.
Click the Page Borders button.
Choose a border setting.
Click a style.
Tip: Custom Borders
You can also create a custom page border that has only one or two sides. Using the edging buttons in the Preview area of the Borders and Shading dialog box, you can turn borders on or off for the top, bottom, right, and left edges of the document.
Click the Color drop-down arrow to choose a color.
Click the Width drop-down arrow to choose a line thickness.
Click OK.
Word applies the border to your page.
Tip: More Options
If you click the Options button in the Borders and Shading dialog box, you can open the Border and Shading Options dialog box and specify margin settings for your page border. By default, Word sets the page border at 1/2 points all around, but you can customize the setting to suit your own document.
Adding Indents on the Home Tab
You can use indents to move text horizontally from the page margin to set it apart from surrounding text. The Increase Indent and Decrease Indent commands create left indents in increments.
Select the text you want to indent.
Click the Home tab.
Click Increase Indent.
Word indents the text.
Click Decrease Indent.
Word decreases the indent.
Tip: Ruler Trick
You can also control indents using Word’s ruler. Click the View tab, and click the Ruler check box to turn on the rulers. The top horizontal ruler has indent and margin markers you can drag on the ruler to set new indents and margins for a page.
Adding Indents on the Layout Tab
You can set more precise indents using the Layout tab, including tools for indenting from the right side of a page.
Click the Layout tab.
Click the spinner arrows for the Left or Right indents to specify an indentation amount.
Word applies the indent to the selected text.
Note: Types of Indents
You can set several types of indents in Word, including left and right indents. You can also set a first line indent, which indents just the first line of text in a paragraph, or a hanging indent, which indents everything in the paragraph except the first line. You can find draggable markers for these indents on the horizontal ruler; click the View tab and click Ruler to display the ruler. You can also find special indents through the Paragraph dialog box; click the Paragraph Settings icon in the Paragraph group of tools on the Home tab.
Changing Line Spacing
Line spacing refers to the amount of space between lines of text and paragraphs. You can choose from several preset line spacing amounts. By default, multiple line spacing is assigned unless you specify something else.
Select the text you want to modify.
Click the Home tab.
Click line and paragraph spacing.
Click the spacing you want to apply.
Word applies the spacing to the text.
Tip: Character Spacing
You can also control spacing between characters of text. Sometimes called tracking, character spacing can help you place typed characters closer together or farther apart. You can find character spacing controls in the Font dialog box. From the Home tab, click the Font icon in the corner of the Font group of tools. This opens the Font dialog box. Click the Advanced tab to find character spacing controls.
Controlling Paragraph Spacing
Word adds extra space below every paragraph by default. You can control the spacing to suit your own document needs. You can specify how much space to include before and after paragraphs.
Select the paragraph or paragraphs you want to modify.
Click the Layout tab.
Click the Spacing spinner arrows to select the measurement you want to assign; click Before to add space before a paragraph, or click After to add space after a paragraph.
Word applies the spacing to the text.
Note: More Spacing
Word automatically adds extra spacing between lines using a default setting called Multiple Line Spacing. The measurement for this setting is 1.08; however, you might prefer single line (1.0) spacing instead. You can click the Home tab and click Line and Paragraph Spacing to change the line spacing.
Setting Tabs
You can use tab stops to line up text in a document or create columns for organized lists. Word’s tabs indent text by one-half an inch. You can use a default tab stop simply by pressing the Tab key. To define your own tab stops, you can use Word’s ruler.
Click the View tab.
Click the Ruler check box.
Click the Tab icon box to find the type of tab you want to set. Keep clicking to view all the different tab types: Left, Center, Right, Decimal, Bar, First Line Indent, and Hanging Indent.
Click the ruler where you want to add a tab stop.
Tip: Tabs Dialog Box
You can also define your own tab stops using the Tabs dialog box. To find your way there, click the Paragraph icon in the Paragraph group of controls on the Ribbon’s Home tab. This opens the Paragraph dialog box. Click the Tabs button to open the Tabs dialog box, where you can add and edit tab stops, set tab stop alignments, and specify special tab leader characters.
Continue adding as many tab stops as you need and entering your tabbed text. In this example, a Decimal tab is applied, causing all the decimal points to line up in a column.
To move a tab, drag it to a new location on the ruler.
To remove a tab stop, drag it off the ruler.
Note: Leader Characters
Leader characters are characters that appear between tab stops. Dots, for example, are commonly used, or sometimes a dash or a solid line. Leader characters extend from one tabbed column to the next, filling in the extra space between columns. You can set leader characters through the Tabs dialog box; click the Paragraph icon in the corner of the Paragraph tools on the Home tab, and then click the Tabs button.
Applying a Theme
Another way to add formatting to an entire document is to apply a theme. Themes include a set of coordinating colors, fonts, and effects you can apply to make sure your documents present a professional appearance. You can choose from a variety of preset themes or browse for more themes online.
Click the Design tab.
Click Themes.
Click the theme you want to apply.
Word applies the new theme to the document.
Tip: More Themes
You can browse your computer or network for more themes. Click the Themes button, and click Browse for Themes.
Click the Colors drop-down arrow to change the color scheme associated with the theme.
Click the Fonts drop-down arrow to change the fonts associated with the theme.
To change the document formatting, make a selection from the palette, or click the More button to view all the choices and choose a style.
Note: What’s in a Theme?
When you assign a theme, Word looks for and replaces the formats of each of the styles to the document elements. A theme includes fonts for any headings and body text assigned, including color, type style, and spacing. Themes also include 3D effects, shadows, and lighting effects.
Tip: Default Theme
Any blank documents you start in Word already have a default theme assigned—the Office theme. To return to this default, select Office from the Themes palette that appears when you click the Themes button.