You Can Choose and Change Margins on the Page Format Tab.

Chapter 4. SETTING Upward THE DOCUMENT: MARGINS, Folio BREAKS, AND MORE

YOUR DOCUMENT MAKES A First IMPRESSION before anyone reads a word. The paper size, colour, and borders give the reader an overall sense of the document's theme and quality. Margins, the text layout, and perhaps a watermark send further visual clues. Making the right choices most your document setup helps yous send the right message to your readers. Say you're working on an invitation; using a smaller, elegant paper size and adding a subtle border lets your recipients know correct away that they're in for a sophisticated consequence.

In this chapter, you'll larn how to prepare and change all the page layout features that people observe start, starting with paper size, orientation, and margins. Y'all'll also learn how to adapt margins and make changes to the headers and footers. Finally, y'all'll acquire how to work with multiple columns and how to command Word'south hyphenation inclinations.

Choosing Paper Size and Layout

When you edit a document in Word, what you see on your figurer screen looks almost exactly like the concluding printed folio. To get that correct preview, Word needs to know some details almost the paper you're using, like the page size and orientation. You have ii unlike means to change the page settings: using the Page Layout tab (Figure iv-1) or the Page Setup dialog box (Effigy 4-ii). When you click the Page Layout tab, the ribbon's buttons and icons change to bear witness you options related to designing your page equally a whole. Your options are organized in five groups: Themes, Page Setup, Page Background, Paragraph, and Conform.

Changing Paper Size

If you want to quickly modify the page size to a standard newspaper size like letter, legal, or tabloid, the Page Layout → Page Setup → Size bill of fare is the way to go (Figure four-1). With one quick click, you lot change your document's size. If there's text in your document, Word reshapes it to fit the page. Say you change a ten-folio document from alphabetic character size to the longer legal-size folio. Word spreads out your text over the extra space, and you'll have fewer pages overall.

Figure iv-ane. The Size menu, like many Word 2007 menus, uses icons equally well equally text to give you quick visual cues. Your choices include Alphabetic character (8.5" × 11"), Tabloid (eleven" × 17"), and more. If yous're using standard-size newspaper (including standard international sizes like A3 and A4), you tin click one of these choices, and y'all're done.

Customizing newspaper size and source

If you can't find the paper size you need on the Size carte du jour, so you lot need to customize your paper size, which you lot practise in the Folio Setup dialog box's Paper tab. Here are the steps:

1. Choose Page Layout → Page Setup → Size. At the lesser of the Size card, click More than Paper Sizes .

   The Page Setup dialog box appears, with the Paper tab showing (Figure 4-2). Why the Paper tab? Considering y'all opened the box using the More Paper Sizes push button.

2. In the Width and Height boxes, enter the size of your custom paper .

   The quickest way to change the Width and Height settings is to select the numbers in the boxes and blazon your new page dimensions. Your new numbers replace the previous settings. Y'all tin likewise click the upwardly and downwards arrows to the right of the text boxes, just information technology'southward dull going equally the sizes change in tenths of an inch. Notice that every bit you lot modify the dimensions, the Preview image at the bottom of the Page Setup box changes to match.

3. Click OK at the bottom, to close the dialog box and make the changes .

   The Page Setup box closes, and your custom-sized document shows in Word.

   

   Figure 4-two. Using the Newspaper tab of the Page Setup box, you lot can choose from standard paper sizes or set your own custom paper size. Dialog boxes are great for making several changes at once. On this tab y'all can also choose a newspaper source (if you're lucky plenty to accept a printer with more than i paper tray). You tin read more virtually printing in Chapter 7.

Annotation

At the bottom of the Page Setup dialog box is an "Apply to" option with 2 choices: "Whole document" and "This bespeak forrard." If yous choose "Whole document," Word applies these paper size and other page layout settings to your entire document. If you choose "This point frontwards," Word creates a page intermission at the insertion point, and starts using the new settings only afterwards the break.

Setting Paper Orientation

Nearly business concern documents, schoolhouse papers, and letters employ a portrait page orientation, meaning the folio is taller than it is broad. But sometimes you desire a curt, wide folio— landscape page orientation—to arrange a tabular array, nautical chart, or photograph, or just for artistic effect. Whatever the reason, using the Orientation carte du jour (Folio Layout → Page Setup → Orientation) is the easiest fashion to make the change (Figure 4-3). Just click one of the two options: Portrait or Landscape.

If you've already got the Page Setup box open, y'all'll notice the Orientation options on the Margins tab (Page Layout → Page Setup → Margins → Custom Margins).

Effigy 4-3. Click Portrait or Landscape to choose a page orientation for your document.

Setting Document Margins

Folio margins are more than just empty space. The correct page margins make your certificate more readable. Generous folio margins make text look inviting and give reviewers room for notes and comments. With narrower margins, y'all can squeeze more than words on the page; however, having too many words per line makes your document difficult to read. With really long lines information technology's a challenge for readers to runway from the end of one line back to the outset of the next. Margins become even more important for complex documents, such every bit books or magazines with facing pages. With Discussion's margins and page setup tools, you can tackle a whole range of projects.

Selecting Preset Margins

Give-and-take's Margins menu (Page Layout → Folio Setup → Margins) gives you lot a fashion to quickly employ standard margins to your pages. The preset margins are a mixed purse of settings from a half inch to one and a quarter inches. For most documents, y'all can choose one of these preset margins and never expect back (Figure iv-four).

Effigy 4-iv. The Margins menu provides some standard settings such as the ever popular i inch all the way around. Word calls this favorite of businesses and schools the Normal margin. If you've customized your margins, your most recent settings appear at the peak of the card.

For each of the preset margin options y'all run into dimensions and an icon that hints at the look of the page:

• ▸ Normal gives y'all one inch on all sides of the folio.

• ▸ Narrow margins work well with multicolumn documents, giving yous a little more room for each cavalcade.

• ▸ Moderate margins with three-quarter inches left and correct allow you squeeze a few more words in each line.

• ▸ The Broad preset gives you more room for marginal notes when yous're proofing a manuscript.

To select i of the preset margins, get to Page Layout → Page Setup → Margins, and and then click one of the options. You can also use the shortcut key Alt+P, One thousand, then use your up and down arrow keys to highlight one of the margins. Press Enter to use the highlighted margin.

Note

Give-and-take measures margins from the edge of the folio to the border of the torso text. Any headers and footers that you add (Department 4.4.ane) appear in the margin areas.

Setting Custom Margins

What if none of the preset margins on the bill of fare suits your needs? Say your company's mode guide insists on ane-and-a-half-inch margins for all printing releases. Here'due south how to customize your margins:

1. Go to Page Layout → Page Setup → Margins → Custom Margins to open up the Folio Setup box to the Margins tab (Figure four-5) .

   The Page Setup box has three tabs at the top. The Margins tab is on the left.

2. At the top of the box, enter dimensions for pinnacle, bottom, left, and right margins .

   The boxes in the Margins section already contain your document'southward current settings. To change the Height margin to i and a one-half inches, select the current setting, and then blazon 1.5 , or y'all can click the arrows on the correct side of the box to change the margin number. Make the same change in the Lesser, Left, and Right margin text boxes.

   Tip

   While you're here in the Page Setup box, double-check the page Orientation setting. Margins and folio orientation accept a combined result. In other words, if yous desire a quarter-inch top margin, make sure the orientation is gear up correctly depending on whether you want the "top" of the page to exist on the long side or the short side of the newspaper.

3. Click OK to use the changes to your certificate .

   The Folio Setup box closes and your document takes shape with the new margins. If the changes are substantially different from the previous settings, you lot may discover that you accept a different number of pages in your document.

   

   Effigy iv-v. The Margins tab is divided into four groups of controls: Margins, Orientation, Pages, and Preview. Use the text boxes at the top to set your top, lesser, and side margins. Utilise the gutter settings to specify the part of the folio that's hidden past a bounden.

Setting Margins for Booklets

The vast majority of the documents spewing forth from our collective printers are printed on a single side of the page. If they're leap at all, it's likely to exist with a staple or a paper clip in the upper-left corner. Documents like this don't need fancy margins or page setups. But, if yous're putting together a booklet, corporate report, or newsletter, you demand more sophisticated tools.

Open the Folio Setup box to the Margins tab (Page Layout → Page Setup → Margins → Custom Margins or Alt+P, MA). In the Pages group, click the "Multiple pages" drop-down carte to run into the options.

• ▸ Normal is the setting you use for most unmarried-sided documents.

• ▸ Mirror margins are great for documents with facing pages, like bound reports or newsletters. This setting makes outside and within margins identical. Outside margins are the left margin on the left folio and the right margin on the correct folio. Within margins are in between the ii facing pages. Documents with facing pages may also have a gutter, which is a part of the folio that is subconscious when the document is bound.

• ▸ 2 pages per sheet prints two pages on a single side of the paper. If you lot've defined headers and footers, they'll show upward on both pages. Usually you cut these pages afterward press to create separate pages.

• ▸ Book fold is similar to the option above and prints ii pages on one side of the newspaper. The difference is that the book fold layout is designed and then you tin fold the paper downwardly the middle to create a booklet with facing pages.

When yous make a selection from the "Multiple pages" bill of fare, some of the other options in the Margins box modify too. For instance, if yous choose "Mirror margins," the labels above for the Correct and Left margins modify to Inside and Outside.

Applying Page Borders

A tasteful, properly applied border can add a certain flare to your document. Still, an inappropriate border can make your document expect cheesy (Effigy 4-6). Enough said?

Figure 4-6. The Page Layout → Folio Background → Page Borders card lets you add a uncomplicated line border around a paragraph, picture, or folio. You lot can also add an art border, but don't go carried away. This block edge is a bad choice for Marie Antoinette and near other adults.

Okay, now that you've been warned, here'due south how to add together page borders:

1. Cull Page Layout → Folio Background → Page Borders to open the Borders and Shading box .

   The Borders and Shading box has iii tabs. Make sure you're using the Folio Border tab. (The first Borders tab puts borders effectually paragraphs, pictures, and other objects on the page.)

2. On the left, cull a setting to ascertain the edge .

   Start with the v settings on the left, to ascertain the edge in broad strokes ranging from no border to drop shadows. You can select only one of these settings.

3. Choose a line style, color, and width, or choose an art border .

   If you're going with a line edge, cull a line blazon from the Way drib-down menu. You lot can choose from more than two dozen lines, including solid, dotted, double, and wavy. Then use the drop-down menus to choose a Color and Width (Figure four-7).

   If y'all want an art border-trees, hearts, pieces of cake, and and then on-select your design from the Art menu (but below the Width card). Note that some of the art styles use unlike patterns for different sides of the page and for the corner design.

   

   Figure 4-7. If you choose a line border, yous can choose a color besides as a style.Selecting from the Theme Colors palette ensures that your color coordinates with the document's current theme. The Standard Colors palette gives you admission to several basic, brilliant colors. Preview the border, and and then select the sides of the page that volition have borders.

   Note

   Whether you choose lines or art for your border, you can adjust the width. You can increase line widths to a thick 6 points and art widths to 31 points.

   The Preview on the right side of the Borders and Shading box shows what sides of your page will have borders. Click the borders to toggle them on or off. Using this technique, you lot can choose to show a border on a single side of the page or on any combination of sides.

4. In the lower-right corner of the box, utilize the "Employ to" control to set the pages that will have borders .

   Possibly you lot desire your showtime page to have a different border from the balance of the certificate. If the first page of your document uses letterhead, you may desire a first page with no edge at all, and then select "This section - all except starting time folio." Or, to put a border around the embrace page but no other pages, choose the "This department - first folio just" setting. As with paper size and other page layout settings, Word lets you apply borders differently in different sections of your document. See the tip.

5. Click OK to accept the settings and to close the Borders and Shading box .

Calculation Headers and Footers

Headers and footers are where Word puts the bits of data that appear at the tiptop or bottom of every folio of most multipage documents (Figure 4-viii). They remind you of the page number, affiliate championship, and and so on, as you read forth. For concern memos and reports, headers are a great place to repeat the document'south subject area and publication date. (If you're the author of the report and want your dominate to know, consider adding your proper noun nether the title.)

Figure four-viii. Document headers give the reader additional data that'south not found in the text. For example, the header for a business memo can include the subject field, date, and page number. Word lets y'all enter this data manually or with the help of fields that automatically update the information.

Notation

Word's fields are bits of text automated with the help of some backside-the-scenes computer code. You can insert fields into your certificate to prove information that'due south likely to change, similar today's date or a folio number. Considering it'south a field, this text updates itself automatically, as discussed on Department 4.3.

Introducing the Header and Footer Tools

Unlike some of the other features in this chapter, the header and footer tools are on the Insert tab (non the Page Layout tab). As you tin encounter in Figure 4-9, three menus appear in the Header & Footer group—Header, Footer, and Folio Number. Each of the menus provides predesigned folio elements, known in Word-speak as Building Blocks. So, for instance, if you lot select a header Building Block, it may add text and several graphic elements to the summit of your page.

Effigy four-9. The Header, Footer, and Page Number menus aid y'all insert predesigned page elements, known equally Building Blocks, into your document. You tin can see what each 1 looks like right on the menu. At the lesser of the menu, you observe options to create (or remove) custom headers, footers, and folio numbers.

Inserting and Modifying a Header Building Block

Go to Insert → Header & Footer → Header, and you encounter more than than a dozen predesigned header options. Yous tin keep these canned headers as they are, or use them as a starting signal for your own imagination. The following steps show you how to use a Building Cake to add a header to your certificate and and then tweak information technology a bit by inserting an additional field.

1. Go to Insert → Header & Footer → Header to open the Header carte .

   If you've used earlier versions of the program, you'll observe that the drop-down menus in Give-and-take 2007 are larger and much more visual. The Header menu is a good example, equally it gives you lot a clear representation of the available predesigned headers.

2. Use the ringlet bar on the right to observe the Tiles header .

   Yous tin drag the box in the scroll bar to move speedily through the carte du jour, or utilize the arrow buttons to browse through the examples.

3. Click the Tiles header to insert it into your document .

   When you select the Tiles header, you're adding more than than text to your document: A Building Block comes with all its own accessories. The Tiles header includes a box with a rule effectually it and two tiles of color. Inside the tiles are bracketed words.

   When you lot insert a header, a couple of other things happen too. The Header menu closes and a new Pattern tab appears on your ribbon, with a Header & Footer Tools tab in a higher place. Along with that, a whole slew of new buttons and tools announced on the ribbon (left to right): Header & Footer, Insert, Navigation, Options, Position, and the Close Header and Footer button.

4. Click the bracketed words "Type the document title," and so type a title of your choice .

   The bracketed words are a prompt that you're supposed to enter new text in that spot. A unmarried click anywhere on the words selects the entire group. Type your championship, say, A Tale of Ii Cities . When y'all blazon, the other words and the brackets disappear. When you add a title to the header, Word uses this text to update the title shown in the Document Properties (Office button → Prepare → Backdrop). For details, see the box.

5. Click the bracketed word "Year," and and so utilize the agenda control to update the header'southward Year field .

   This standard Discussion tool lets yous enter a engagement past selecting it. At the height, you see the month and year. Click the buttons on either side to move backward or forrad through the months. Click a date on the agenda below to select a specific date. Discussion uses the year from the appointment you selected to update the Yr text in the header. Or you lot can enter a year merely by typing it.

   You lot can modify Building Blocks after you add them to your document past typing your own text, which yous'll practice next.

6. Click the header to the right of your title. If the title is highlighted, use the right pointer primal to deselect the title, and then type a hyphen (-) followed by a space .

   Y'all tin can also add together automatically updating text by inserting a field, which is how Give-and-take creates those e'er-changing dates and page numbers. Word has fields for lots of other stuff too. You can't create (or edit) a field by typing direct in your certificate, though. You must use the Field dialog box.

7. Choose Insert → Quick Parts → Field .

   The Field dialog box opens showing an alphabetical listing of field names on the left side, as shown in Figure four-10. Fields store information nigh your document and keep rails of other information that you tin can use in your documents.

   

   Effigy 4-10. Using fields, you lot can add together automatically updating folio numbers, dates, and names. The Field dialog box shows a whole list of fields (left) and provides means to format them (right) and then that they piece of work simply right.

8. Double-click the Author field proper name to insert it into the header .

   The author's proper noun appears next to the title in the header. (If you're working on your own computer, it's probably your proper name.) This text is grayed out to show that information technology'south a field and that you lot can't edit it directly.

9. Double-click anywhere on the certificate's body text to close the Header & Footer Tools contextual tab .

   You have two options for closing the header and going dorsum to editing your document. You can double-click anywhere outside the header, or, on the right side of the ribbon, you tin click the Close Header and Footer push button. Either way, the header fades out and the text of your document sharpens up. Your insertion bespeak appears back in the body text, and you lot're set up to work.

Adding a Matching Footer Edifice Cake

Well-nigh of the header Building Blocks have complementary footers. For case, the Tiles header used in the footstep-by-pace example provides title and engagement information, while the Tiles footer provides company and page data (Figure 4-11). The steps for inserting the Tiles footer are nearly identical to the header steps. Just start with the Footer menu: Choose Insert → Header & Footer → Footer or press Alt+North, 0.

Figure iv-xi. Most of the header and footer Building Blocks come in pairs. Past using a header and footer with the aforementioned name, you lot can exist sure of having a consequent design. You lot tin can modify Edifice Blocks—similar this predesigned header and footer—after you insert them in your text. Only edit every bit you would any text. It's best to leave the page numbers as they are, though. This page number is grayed out to indicate that it's a field that automatically changes for each page.

Creating Custom Headers and Footers

Microsoft provides a lot of competently designed headers and footers with Word, merely you're gratis to create your own. After all, Microsoft'south Edifice Blocks may not be to your sense of taste, or maybe you have to follow company guidelines for your documents. It'south not hard to create your own headers in Discussion. Here's how to create a custom footer with a company name on the left and page numbers on the right:

1. Become to Insert → Header & Footer → Footer → Edit Footer .

   The insertion indicate moves from the torso of your certificate to the footer space at the bottom.

2. Type your visitor proper noun, printing Enter, and and so type your city and country .

   Pressing Enter puts the city and country on a new line below the company proper noun. Text that you blazon direct into the footer appears on every page unless you make changes to the header and footer options.

3. Press Tab twice to move the insertion indicate to the right side of the footer .

   The kickoff time you printing Tab, the insertion point moves to the center of the page. If y'all enter text at that bespeak, Word centers the text in the footer. The second time you press Tab, the insertion betoken moves to the right margin. Text that you enter at that place is aligned on the right margin.

4. Blazon Page , and so printing the Space bar .

   As you type, the insertion indicate remains on the correct margin and your text flows to the left.

5. Choose Header & Footer Tools | Design → Insert → Quick Parts → Field (or press Alt+JH, Q, F) to open the Field dialog box .

   The Quick Parts menu shows several different options: Document Holding, Field, and Building Blocks Organizer.

6. In the list of Field Names, double-click Page to insert the Page field in the footer .

   Recollect, if you simply type a number into the footer, you'll cease upwardly with the aforementioned number on every page. Instead, you place the Page field in your footer to tell Word to insert the right number on each page. The page number appears in the footer next to the word "Page." The number is grayed out, indicating that it'southward a field and you tin can't edit the number.

7. Type of and then a space. Press Alt+JH, Q, F to open the Field box again, and so double-click the NumPages field to insert it in your footer later on the space .

   The NumPages field keeps track of the number of pages in your document. When you lot're done, your footer looks like the one in Figure 4-12.

   

   Figure 4-12. This custom footer may non be every bit flashy as Microsoft's Building Blocks, merely what Chapman and Hall wants, Chapman and Hall gets. The company name and city are plainly typed-in text, while the page number and number of pages are fields that update automatically.

Removing Headers, Footers, and Folio Numbers

Information technology's like shooting fish in a barrel to remove any headers, footers, or page numbers that you lot've added to your document. You'll discover a command at the bottom of each of the respective menus to exercise just that. If you lot want to remove a header, follow these steps:

1. Go to Insert → Header & Footer → Header to open the Header menu .

   Y'all run across the aforementioned menu that you used to insert the header Edifice Block into your certificate. At the bottom of the menu, below all the Header examples, yous encounter the Remove Header command.

2. Click Remove Header .

   The Header menu closes, and the unabridged header disappears from your document—text, graphics, and all.

The steps for removing a footer or a page number Building Cake are nigh identical. Merely start with the Footer menu (Insert → Header & Footer → Footer) or the Page Number card (Insert → Header & Footer → Page Number).

Working with Multiple Columns

Word makes it like shooting fish in a barrel to piece of work with multiple newspaper-style columns. Instead of your having to use tabs or spaces to separate the column one line at a fourth dimension, Word lets you set the column guidelines and and so type abroad. When you lot blazon text in a multicolumn layout, your words appear in the left column get-go. After you reach the end or lesser of the column, the insertion point jumps to the top of the next column and you begin to fill it, from peak to bottom.

To utilise multiple columns, go to Page Layout → Page Setup → Columns, and then click one of the following options:

• ▸ Ane . Whether yous know information technology or not, every folio in Word has a cavalcade layout. The standard layout is one large cavalcade stretching from margin to margin.

• ▸ Two . With two columns, your certificate begins to look like a pamphlet or a schoolhouse textbook.

• ▸ 3 . 3 columns are near as much as a standard 8.v × xi-inch page tin can handle, unless you switch to Mural orientation. In fact, you may want to reduce the trunk text size to about 9 or ten points and turn on hyphenation. Otherwise, you lot can't fit very many words on a line.

• ▸ Left . This layout has two columns, with the narrower column on the left. The narrow column is a great place to innovate the text with a long heading and subheading or a quote pulled from the larger body text.

• ▸ Correct . The mirror paradigm of the Left layout, this option uses two columns with a narrow column at right.

• ▸ More than Columns . Employ the More Columns choice to open the Columns dialog box (Effigy four-thirteen) where you can create a customized column layout.

  

  Figure 4-13. At the top of the Columns dialog box, you meet the aforementioned presets as on the Columns bill of fare. Below them, controls allow you create your own multicolumn layouts. The preview icon on the right changes equally you conform the settings.

Tip

If y'all want to use keyboard shortcuts to select column options, press Alt+P, J and and so use the upward and down arrow keys to highlight one of the options. With your choice highlighted, hit Enter.

When you become to the lesser of a column, Word automatically flows your text to the top of the next one, but y'all tin can too strength Word to terminate the column and leap to the next one. In that location are 2 means to create a column break . The quickest way while yous're typing is to apply the keyboard shortcut Ctrl+Shift+Enter (or Alt+P, BC). Or, if you forget the shortcut, yous tin can use the ribbon: Page Layout → Page Setup → Breaks → Column.

Customizing Columns

Get to Folio Layout → Folio Setup → Columns → More Columns to open up the Columns box (Figure 4-13) where you tin create custom page layouts with multiple columns. Past entering a number in the "Number of columns" text box, y'all can create more than three columns per page.

If you lot turn on the "Equal column width" checkbox, Word automatically sets all the columns to the aforementioned width, so yous don't accept to do the math (Figure 4-14). Plow off this checkbox, and you can become creative by inbound a unlike width and spacing for each cavalcade. Use the coil bar on the right if you can't meet all of the columns. Plow on the "Line betwixt" box to place a line (also known as a rule ) between your columns for a well-baked professional look.

Most the bottom of the Columns box is a drop-downwards menu labeled "Use to." If you want to use your column settings for your entire document, leave this set to "Whole certificate." If you lot want to create a new section with the cavalcade settings, select "This signal forward" from the card.

Figure 4-14. You can fine-tune your columns options to create but the right effect. This example uses the "Equal column width" and the "Line between" options.

Hyphenation

Without hyphenation, if a word is likewise long to fit on the line, Word moves information technology down to the beginning of the next line. If a word is specially long, it can leave some pretty large gaps at the end of the line. Justified text is aligned on both the left and right margins, like most of the text in this book. If you have justified text and no hyphenation, you often get big, distracting gaps between words, where Give-and-take is trying to spread out the text along the line. When used properly, hyphenation helps brand text more attractive on the page and easier to read. In virtually cases, yous can relax and let Word handle the hyphenating.

You just have to choose 1 of three basic hyphenation styles from the Page Layout → Page Setup → Hyphenation carte (Alt+P, H), as shown in Figure 4-15:

• ▸ None . No hyphenation at all. For breezy letters, first drafts, and many reports, you may choose not to use hyphenation. It'south a good-looking option for documents that have adequately long lines (60 to 80 characters) and left-aligned text.

• ▸ Automatic . Word makes hyphenation decisions based on some elementary rules that you provide. Consider using automatic hyphenation for documents that accept line lengths of nigh 50 characters or less, including documents that use newspaper-style columns.

• ▸ Manual . In this scheme, Word asks y'all about each word it wants to hyphenate, giving you the final decision. Utilize manual hyphenation when you need to be particularly scrupulous most your grammer and when you need to be certain that you don't hyphenate a company name, a person's name, or some other equally of import discussion.

  

  Effigy 4-15. Choose Automatic from the hyphenation menu, and Word takes care of all hyphenation decisions. Word'southward hyphenation characteristic works quite well and normally needs no help from you.

Automated Hyphenation

It's easy to plow on automatic hyphenation. Simply choose Page Layout → Page Setup → Hyphenation (or press Alt+P, H). Even so, you may want to assert some command over how and when Discussion uses hyphenation. To do that, open up the Hyphenation box (Effigy 4-16) by choosing Page Layout → Page Setup → Hyphenation → Hyphenation Options (Alt+P, HH). This box has two of import options that let you command hyphenation:

• ▸ Hyphenation zone . This zone is the maximum space that Discussion allows between the end of a give-and-take and the right margin. If the infinite is larger than this, Word hyphenates a word to close the gap. For well-nigh documents, .25" (a quarter of an inch) is a reasonable selection. A larger distance may give you fewer hyphens but a more ragged look to your correct margin.

• ▸ Limit consecutive hyphens to . A "ladder" of three or more hyphens makes text hard to read. Enter 2 in this box, and Word won't hyphenate more than ii lines in a row.

  

  Figure iv-16. Use the Hyphenation box to set the ground rules for hyphenation. Turn on the "Automatically hyphenate certificate" checkbox at elevation to have Word automatically hyphenate words co-ordinate to the rules you set.

Figure iv-17. You may not always concord with Give-and-take when it comes to hyphen placement. In this case, the hypen is in the wrong spot in the give-and-take "mischance." To manually prepare the hyphen, click to put the insertion bespeak between the "s" and the "c," and and then click Yeah.

Removing Hyphenation from Your Certificate

It's easier to remove hyphenation from your document if you've used automatic rather than transmission hyphenation. In the case of automated hyphenation, you simply turn it off: Choose Page Layout → Page Setup → Hyphenation → None, or use the keyboard shortcut Alt+P, HN. All the automatic hyphens in your document disappear and the words rearrange themselves accordingly.

But when you lot use manual hyphenation, Give-and-take inserts optional hyphens in your document that don't get abroad even if yous turn hyphenation off. If y'all set Hyphenation to None (Alt+P, HN), then Discussion continues to split words at the end of lines using the optional hyphens. The only way to find and delete the optional hyphens is with Give-and-take's Observe and Replace dialog box.

Here are the steps to remove optional hyphens from your document:

1. Choose Home → Replace (or printing Ctrl+H) to open the Find and Replace dialog box to the Supersede tab .

   If y'all don't see a Special button at the bottom, click the More button on the left to aggrandize the box. (If the box is expanded, the More button is labeled "Less" and clicking it shrinks the box.)

2. Click in the "Find what" box to put the insertion signal in the box .

   Normally, you lot'd merely type in the text that you're searching for, but the optional hyphen is a special graphic symbol that y'all won't find on your keyboard. Searching for optional hyphens requires a couple of extra steps.

3. Click the Special push to reveal the list of special characters .

   The Notice and Supplant tool can search for a number of special characters. Some of them, like the optional hyphen and the paragraph mark, are nonprinting characters. Others, like the em nuance demand more than a unmarried keystroke to produce.

4. From the menu of special characters, choose Optional Hyphen .

   The Special bill of fare closes when y'all brand a selection from the list. In the "Find what" box, you lot see ^-, the code Word uses to indicate an optional hyphen. Leave the "Replace with" box empty, considering you lot want to replace the optional hyphens with cypher, which effectively removes them.

5. Click Replace All to remove all optional hyphens from your text .

   Give-and-take apace removes the optional hyphens and displays a message telling you how many changes were made. Click Shut to dismiss the alert box, and then, in the Observe and Supplant box (Figure 4-eighteen), click Close. Mission achieved.

   

   Figure iv-18. Click the Special button on the Supercede tab (Ctrl+H) to enter nonprinting characters like optional hyphens in the "Discover what" or "Replace with" field. You can modify your display settings to always show optional hyphens. When they aren't at the end of a line, optional hyphens look like the character between the "r" and "t" in the give-and-take "mortals" (circled).

Dividing Your Document into Sections

The longer and more circuitous your document is, the more probable it is to contain dissimilar sections . Word'due south sections don't accept anything to practise with how you've divided your document with headings and subheadings. They're electronic divisions yous create by adding section breaks to your document. Section breaks are a close cousin to page breaks, except that a section tin can comprise any number of pages. More of import, each department in a Word document can have its own folio formatting.

Many people work with Word for years without ever really understanding Word's sections. But breaking your certificate into unlike sections gives y'all a lot more flexibility within the same document. For example:

• ▸ To change the page orientation . If you want to accept some pages in portrait orientation and others in landscape orientation (charts or graphs, for example), you need to insert a section break where the format changes (Figure 4-nineteen).

• ▸ To utilise dissimilar sizes of newspaper in a unmarried document . If yous want to insert some tabloid-size pages in the middle of a certificate that'southward the standard eight.5 × 11 inches, yous demand to utilize page breaks where the format changes.

• ▸ To change the number of columns on the page . Perhaps you lot desire to modify from a unmarried cavalcade format to a double column format; you need to insert a department break where the format changes. You can even put the break right smack in the center of a page.

• ▸ To change page margins in a single document . When you lot want to alter folio margins, not just adjust a paragraph's indentation, you lot need to create a section intermission where the margins alter.

  

  Effigy 4-19. Use section breaks to make major changes to your page format. For example, later you insert a Side by side Folio suspension, you tin change the page orientation or the paper size.

Inserting Section Breaks

Equally yous tin see from the previous list, sections are all near page formatting, so it'southward non surprising that the section break commands are found under the Folio Layout tab (Page Layout → Page Setup → Breaks or Alt+P, B). When you click the Breaks button in the Page Setup group, the carte is divided into ii parts: Folio Breaks and Section Breaks.

Notation

When yous use the Breaks carte du jour (Figure four-nineteen), think that the breaks shown at the top aren't section breaks. They're only text formatting breaks similar folio breaks and column breaks. The commands on the lesser are section breaks, equally advertised.

Section breaks have ii major distinctions. There are Side by side Page breaks, which create a new page for the new department, and there are Continuous breaks, which place a divider mark in the text with no visible interruption. Everything beneath that mark is in a new section. You use a Next Page pause when you're changing the paper size or orientation. Or you can use a Next Page break if you desire each chapter to starting time on a new folio. Y'all apply the Continuous break to change the number of columns or the margins in your document in the middle of a page.

The other two options—Fifty-fifty Folio and Odd Page—are merely variations on Next Page. They create section breaks and start the new section on the next even or odd page. For instance, yous use this option to make certain that all your capacity begin on a right-hand page (like the ones in this book).

Here'southward how to insert a section interruption and change the newspaper orientation for the new section from Portrait to Landscape.

1. Click within your text to place the insertion point where yous want the section break .

   You're going to insert a Side by side Page break, and then click after the end of a sentence or paragraph. Also, brand sure you're in Print Layout view, and then you lot can encounter the results of the interruption.

2. Cull Folio Layout → Page Setup → Breaks, so select Next Page from the drop-downwardly menu .

   If yous're at the end of your certificate, Word creates a new empty page, and your insertion point is on the new page, ready to become. If you're in the eye of a document, Word creates a page break and moves your insertion signal and all the remaining text to the new department.

3. With the insertion point in the new department, click the Orientation button (Page Layout → Page Setup → Orientation), and then choose Landscape .

   When you lot make Page Setup changes in your new department, they affect merely the new department. And so when you change the page orientation to landscape, yous encounter pages before the suspension in portrait orientation and pages afterwards the break in landscape orientation.

In Impress Layout view, y'all see how your certificate looks with department breaks inserted. In Draft view, section breaks announced in your certificate as dotted lines. The line doesn't impress, merely it's visible on your computer screen (Figure 4-20).

Effigy four-20. To delete a section pause, change to Draft view. Department breaks show every bit dotted, double lines. Select the break by clicking the line, and then press Delete.

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Source: https://www.oreilly.com/library/view/word-2007-for/0596528302/ch04.html

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