1 CA201 Word Application Arranging and Printing Documents Week # 4 By Tariq Ibn Aziz Dammam...

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CA201Word Application

Arranging and Printing Documents

Week # 4

ByTariq Ibn Aziz

Dammam Community college

Tariq Aziz, Dammam Community College

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Objectives

• In this chapter you will learn to:– Control a document’s design with a template.– Change a document’s background.– Change a document’s theme.– Preview and print a document.– Control what appears on each page.


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Control a Document’s Design with a Template

• A template is a file that stores text– character and paragraph styles, – page formatting, and – macros for use as a pattern in creating other

documents.


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Using Template

• Click Ctrl + F1 or View Task Pane

• Select New Document

• Click On my computer

• Select the template you need to work on


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Applying a New Template to an Existing Document

• A quick and easy way to change the look of an existing document is to apply a new template to it.

• You can use the Find and Replace command to find particular style and replace it with one you want


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Changing a Document’s Background

• You can make document to be published on web look better by adding a background color or pattern.

• This type of background is displayed only in Web Layout view

• Faint background images are called watermarks.


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Using a Picture as a Watermark

• You can add graphic watermark in your document without distracting attention from the main text.– On the Format menu, – point to Background, – click Printed Watermark and then,– click the Select Picture button.


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Changing a Document’s Theme

• You can change the entire look of a document by applying one of Word’s pre-defined themes.

• A theme is a unified look that incorporates:– heading styles, – text styles formatted with font effects, – lists with specially designed bullet characters,– background colors, – fill effects, and – images.


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Changing a Document’s Theme

• On the Format menu, – click Theme.– Scroll the Choose a Theme list until the

Layers theme appears, and then – click Layers.


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Previewing and Printing a Document

• Before printing a document, you should verify (preview) it. – Print Preview shows you exactly how your text

will be printed on each page. – It saves time, money, and paper by avoiding

duplicate printing. – This is essential for multi-page documents.– This is helpful even for one-page documents.


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Previewing and Printing a Document

• The way a page is laid out in a printed document is called the Page Orientation– The default orientation in Word is portrait.– You can also set the orientation to

landscape.

• On the Standard toolbar, – click the Print Preview button.


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Print all or part of a single document

• To Print a selected page– On the File menu, click

Print.– click Pages, you must

also enter the page numbers or page ranges you want to include, or both.

• To Print a selected portion of document– Click Print on the File

menu, and then click Selection.

– In the Print box, click either Odd pages or Even pages.


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Print Noncontiguous Pages

• Type the page numbers with commas between them. Type the range of pages with a hyphen between the starting and ending numbers in the range.

• For example, to print pages 2, 4, 5, 6, and 8, type 2,4-6,


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Print a document in a different format

• Print a draft– When you print a document in draft quality, Microsoft

Word does not print formatting or most graphics. Some printers don't support this option.

– On the Tools menu, click Options, and then click the Print tab.

– Under Printing options, select the Draft output check box.


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Print in Reverse Order

• Microsoft Word can print a document in reverse order, beginning with the last page. – Don't select this option if you're printing an

envelope.– On the Tools menu, – click Options, and then click the Print tab. – Under Printing options, select the Reverse

print order check box.


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Print Multiple Pages on One Sheet of Paper

• To better see the layout of a multiple-page document,

• You can print multiple pages on one sheet of paper.

• On the File menu, click Print. • Under Zoom, click the option you want in the

Pages per sheet box. For example, to print a four-page document on one sheet, click 4 pages.


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Print Several Documents at Once

• Open the folder that contains the documents you want to print.

• Select the documents you want to print.

• Click File, and then click Print.


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Printing options

• An entire section– Type s section number. – For example, type s3

• Noncontiguous sections– Type the section numbers with commas

between them. – For example, type s3,s5


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Printing options

• A range of pages within a section– Type p page number s section number. – For example, to print pages 5 through 7 in

section 3, type p5s3-p7s3

• A range of pages across sections– Type a range of page numbers and the

sections that contain them with a hyphen between the starting and ending numbers in the range.

– For example, type p2s2-p3s5


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Edit text in print preview

• On the File menu, click Print Preview.

– Click Magnifier – When the pointer changes from a magnifying glass to

an I-beam– Make your changes to the document.

• To return to the original magnification,

– click Magnifier– click the document. – To exit print preview click Close.


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Printing Envelopes and Labels

• You can print envelopes and labels using addresses that you have entered in a document.

• To do this: – You select the text for envelope or label, – Click Tools Letters and Mailings – Click Envelopes and Labels to open the Envelopes

and Labels dialog box


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Controlling What Appears on Each Page

• When you create a document that contains more than one page, – Word paginates your document by inserting

soft page breaks. – A soft page break produces separate pages

in Print Layout view, – It appears as a dotted line across the page in

Normal view.


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Windows and Orphan

• The “Widow/Orphan control” options:– prevents printing the last line of a paragraph

on top of a new page (widow) – Prevents the first line of a paragraph by itself

at the bottom of a page (orphan).


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Windows and Orphan

• The “Keep lines together” option prevents a page break within a paragraph.

• The “Keep with next” option prevents a page break between the selected paragraph and the following paragraph.

• The “Page break before” option inserts a page break before the selected paragraph.


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Section Break

• In addition to page breaks, you can insert section breaks in your documents.

• A section break identifies a part of the document to which you can apply page settings, such as orientation or margins, that are different from those of the rest of the document.


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Type of Section Break

• Several types of section breaks are available:– The “Next page” option starts the following

text on the next page.– The “Continuous” option creates a section

break without affecting page breaks.– The “Even page” option forces a break to the

next even-numbered page.– The “Odd page” option forces a break to the

next odd-numbered page.


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Types of section break you can insert

• The following examples show the types of section breaks you can insert. (double dotted line represents a section break).

• Next page inserts a section break and starts the new section on the next page.

• Continuous inserts a section break and starts the new section on the same page.


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Types of section break you can insert

• Odd page or Even page inserts a section break and starts the new section on the next odd-numbered or even-numbered page.


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Types of formats you can set for section

• You can change the following section formats:– Margins– Paper size or orientation– Paper source for a printer– Page borders– Vertical alignment– Header and Footer– Columns– Page numbering– Line numbering– Footnotes and endnotes


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Change the type of section break

• Click in the section you want to change.

• On the File menu, click Page Setup, and then click the Layout tab.

• In the Section start box, click the option that describes where you want the current section to begin.


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Formatting Page Numbers

• You insert page numbers in headers or footers

• You can format them directly using buttons on the Formatting toolbar as long as the header and footer areas are active.

• On the Insert menu, click Page Numbers.


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Chapter Key Points• You can

– create document from templates– create your own templates– apply background color or pattern to a document– apply you can add a text or picture watermark– apply predefined theme to a document– see a document in Print Preview– apply different margins and formatting to different

sections– add information in header and footer– specify elements be kept together on a page

1 CA201 Word Application Arranging and Printing Documents Week # 4 By Tariq Ibn Aziz Dammam...

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