Word 2007 Clip Art Inserted Clip Art Is Not of Proper Size

Affiliate 4. SETTING Upwardly THE Document: MARGINS, PAGE BREAKS, AND MORE

YOUR DOCUMENT MAKES A Get-go IMPRESSION earlier anyone reads a word. The paper size, color, 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 well-nigh your document setup helps you send the right bulletin to your readers. Say you're working on an invitation; using a smaller, elegant paper size and adding a subtle edge lets your recipients know right abroad that they're in for a sophisticated event.

In this chapter, yous'll larn how to set and change all the page layout features that people observe outset, starting with newspaper size, orientation, and margins. Y'all'll also learn how to adjust margins and brand changes to the headers and footers. Finally, y'all'll learn how to work with multiple columns and how to control Word's hyphenation inclinations.

Choosing Paper Size and Layout

When you lot edit a certificate in Give-and-take, what yous see on your figurer screen looks nearly exactly like the concluding printed folio. To get that right preview, Discussion needs to know some details near the newspaper you're using, similar the page size and orientation. You take two dissimilar ways to change the page settings: using the Folio Layout tab (Effigy 4-1) or the Page Setup dialog box (Figure iv-2). When you click the Page Layout tab, the ribbon's buttons and icons change to show y'all options related to designing your folio as a whole. Your options are organized in v groups: Themes, Page Setup, Page Groundwork, Paragraph, and Arrange.

Changing Paper Size

If yous desire to rapidly change the folio size to a standard paper size like letter, legal, or tabloid, the Page Layout → Page Setup → Size bill of fare is the fashion to go (Figure 4-1). With one quick click, you change your document's size. If there'southward text in your document, Word reshapes it to fit the page. Say you alter a ten-page document from letter size to the longer legal-size page. Word spreads out your text over the actress space, and you'll accept fewer pages overall.

Figure 4-one. The Size carte, similar many Word 2007 menus, uses icons as well equally text to give you quick visual cues. Your choices include Letter of the alphabet (8.5" × eleven"), Tabloid (eleven" × 17"), and more. If you're using standard-size newspaper (including standard international sizes like A3 and A4), y'all tin can click ane of these choices, and you're done.

Customizing paper size and source

If you tin't discover the paper size you demand on the Size carte, then you demand to customize your paper size, which you do in the Folio Setup dialog box's Paper tab. Here are the steps:

1. Choose Folio Layout → Page Setup → Size. At the bottom of the Size carte, click More Paper Sizes .

   The Folio Setup dialog box appears, with the Paper tab showing (Effigy iv-2). Why the Paper tab? Because you opened the box using the More Newspaper Sizes button.

2. In the Width and Peak 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 can also click the up and down arrows to the right of the text boxes, but information technology's wearisome going as the sizes change in tenths of an inch. Notice that as you alter 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 Give-and-take.

   

   Figure 4-2. Using the Paper tab of the Page Setup box, you can choose from standard newspaper sizes or set up your own custom paper size. Dialog boxes are great for making several changes at once. On this tab you can as well choose a paper source (if you're lucky enough to have a printer with more than ane newspaper tray). You lot can read more almost printing in Chapter 7.

Note

At the lesser of the Page Setup dialog box is an "Use to" option with two choices: "Whole document" and "This point forward." If yous cull "Whole document," Word applies these paper size and other folio layout settings to your entire document. If you lot choose "This point forwards," Word creates a page suspension at the insertion signal, and starts using the new settings merely after the break.

Setting Paper Orientation

Most business documents, schoolhouse papers, and letters use a portrait page orientation, meaning the page is taller than it is wide. Merely sometimes you want a short, wide page— landscape page orientation—to accommodate a table, chart, or photo, or merely for creative effect. Whatsoever the reason, using the Orientation menu (Folio Layout → Page Setup → Orientation) is the easiest manner to make the change (Figure iv-3). Just click one of the two options: Portrait or Landscape.

If y'all've already got the Page Setup box open up, you'll find 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 certificate.

Setting Document Margins

Folio margins are more than merely empty space. The correct page margins make your certificate more readable. Generous page margins make text look inviting and give reviewers room for notes and comments. With narrower margins, you can squeeze more words on the page; even so, having too many words per line makes your document difficult to read. With really long lines it's a challenge for readers to track from the end of i line back to the beginning of the adjacent. Margins become fifty-fifty more than important for complex documents, such as books or magazines with facing pages. With Word's margins and page setup tools, you can tackle a whole range of projects.

Selecting Preset Margins

Discussion's Margins carte (Page Layout → Folio Setup → Margins) gives you a style to speedily apply standard margins to your pages. The preset margins are a mixed bag of settings from a one-half inch to one and a quarter inches. For nearly documents, you can choose one of these preset margins and never look back (Figure 4-four).

Figure 4-4. The Margins carte provides some standard settings such every bit the ever pop i inch all the mode effectually. Word calls this favorite of businesses and schools the Normal margin. If you lot've customized your margins, your most recent settings announced at the superlative of the carte du jour.

For each of the preset margin options yous see dimensions and an icon that hints at the wait of the page:

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

• ▸ Narrow margins work well with multicolumn documents, giving you a piddling more than room for each column.

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

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

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

Note

Word measures margins from the edge of the page to the edge of the body text. Any headers and footers that you lot add (Department four.4.1) announced in the margin areas.

Setting Custom Margins

What if none of the preset margins on the menu suits your needs? Say your company's way guide insists on one-and-a-half-inch margins for all press releases. Here'southward how to customize your margins:

1. Get to Folio Layout → Page Setup → Margins → Custom Margins to open the Page Setup box to the Margins tab (Figure 4-v) .

   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 summit, bottom, left, and right margins .

   The boxes in the Margins section already contain your document's current settings. To modify the Top margin to one and a one-half inches, select the current setting, and then type 1.v , or you can click the arrows on the right side of the box to change the margin number. Make the same change in the Bottom, Left, and Right margin text boxes.

   Tip

   While you lot're here in the Page Setup box, double-check the folio Orientation setting. Margins and page orientation have a combined upshot. In other words, if you want a quarter-inch summit margin, make sure the orientation is ready correctly depending on whether you desire the "top" of the page to be on the long side or the brusk side of the paper.

3. Click OK to apply the changes to your document .

   The Page Setup box closes and your document takes shape with the new margins. If the changes are essentially different from the previous settings, yous may detect that y'all have a different number of pages in your document.

   

   Figure 4-5. 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. Use the gutter settings to specify the part of the page that's subconscious by a binding.

Setting Margins for Booklets

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

Open the Page 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 menu to encounter the options.

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

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

• ▸ 2 pages per canvas prints two pages on a single side of the paper. If y'all've defined headers and footers, they'll evidence up on both pages. Usually you cut these pages later on printing to create separate pages.

• ▸ Volume fold is similar to the option above and prints two pages on one side of the paper. The difference is that the book fold layout is designed so you tin can fold the paper down the centre to create a booklet with facing pages.

When you make a selection from the "Multiple pages" menu, some of the other options in the Margins box change too. For example, if you choose "Mirror margins," the labels higher up for the Right and Left margins change to Inside and Outside.

Applying Page Borders

A tasteful, properly practical edge tin add together a certain flare to your document. However, an inappropriate edge tin make your document look cheesy (Figure 4-6). Enough said?

Figure 4-6. The Folio Layout → Page Background → Page Borders menu lets you add a unproblematic line border effectually a paragraph, picture, or folio. Y'all tin besides add together an fine art border, simply don't get carried away. This cake border is a bad choice for Marie Antoinette and near other adults.

Okay, at present that you lot've been warned, here'southward how to add together page borders:

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

   The Borders and Shading box has 3 tabs. Make sure yous're using the Page Border tab. (The first Borders tab puts borders effectually paragraphs, pictures, and other objects on the page.)

2. On the left, choose a setting to ascertain the border .

   Get-go with the five settings on the left, to define the border 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 cull an art border .

   If you're going with a line border, cull a line type from the Way drop-down menu. You can choose from more two dozen lines, including solid, dotted, double, and wavy. Then utilize the drop-down menus to choose a Colour and Width (Figure four-7).

   If yous want an art border-trees, hearts, pieces of cake, and and so on-select your design from the Art menu (merely below the Width menu). Note that some of the art styles use different patterns for different sides of the folio and for the corner design.

   

   Figure 4-seven. If you choose a line border, you can choose a color likewise as a fashion.Selecting from the Theme Colors palette ensures that your color coordinates with the document's current theme. The Standard Colors palette gives you access to several basic, bright colors. Preview the border, and and so select the sides of the page that volition accept borders.

   Notation

   Whether you choose lines or art for your edge, yous tin suit the width. You tin can increase line widths to a thick half-dozen points and art widths to 31 points.

   The Preview on the correct 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 can choose to evidence a border on a single side of the page or on whatsoever combination of sides.

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

   Maybe y'all want your first page to have a dissimilar border from the balance of the document. If the first page of your document uses letterhead, you may want a first page with no edge at all, so select "This section - all except first page." Or, to put a border around the cover page simply no other pages, choose the "This section - commencement folio only" setting. As with paper size and other page layout settings, Word lets you use borders differently in unlike sections of your document. See the tip.

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

Calculation Headers and Footers

Headers and footers are where Word puts the $.25 of data that appear at the tiptop or bottom of every page of nigh multipage documents (Figure 4-8). They remind you lot of the page number, chapter title, and so on, as you lot read along. For business organisation memos and reports, headers are a keen place to repeat the certificate's subject and publication date. (If you're the author of the report and desire your boss to know, consider calculation your name under the title.)

Figure 4-8. Certificate headers requite the reader additional information that's not found in the text. For example, the header for a business organisation memo tin can include the bailiwick, date, and page number. Word lets you enter this data manually or with the aid of fields that automatically update the information.

Note

Discussion's fields are $.25 of text automated with the help of some behind-the-scenes computer code. Yous can insert fields into your document to evidence data that's likely to change, similar today's date or a folio number. Because it's a field, this text updates itself automatically, as discussed on Section 4.3.

Introducing the Header and Footer Tools

Dissimilar some of the other features in this chapter, the header and footer tools are on the Insert tab (not the Page Layout tab). As you lot tin see in Figure 4-9, three menus appear in the Header & Footer group—Header, Footer, and Page Number. Each of the menus provides predesigned page elements, known in Discussion-speak equally Building Blocks. So, for example, if you select a header Building Block, it may add together text and several graphic elements to the top of your page.

Figure 4-nine. The Header, Footer, and Folio Number menus assist y'all insert predesigned page elements, known as Building Blocks, into your document. You can see what each ane looks similar correct on the menu. At the bottom of the menu, you lot find options to create (or remove) custom headers, footers, and page numbers.

Inserting and Modifying a Header Building Cake

Become to Insert → Header & Footer → Header, and you encounter more than a dozen predesigned header options. You tin go on these canned headers as they are, or use them equally a starting point for your own imagination. The post-obit steps show you how to use a Building Block to add together a header to your document and so tweak it a scrap past inserting an additional field.

1. Get to Insert → Header & Footer → Header to open up the Header carte .

   If you've used earlier versions of the plan, you'll notice that the drop-down menus in Word 2007 are larger and much more visual. The Header carte is a good example, as it gives you a articulate representation of the available predesigned headers.

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

   You tin drag the box in the scroll bar to move chop-chop through the bill of fare, or apply the pointer buttons to browse through the examples.

3. Click the Tiles header to insert information technology into your document .

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

   When yous insert a header, a couple of other things happen also. The Header card closes and a new Design tab appears on your ribbon, with a Header & Footer Tools tab higher up. Forth 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 Shut Header and Footer button.

4. Click the bracketed words "Blazon the certificate championship," and then blazon a title of your pick .

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

5. Click the bracketed word "Year," so utilise the calendar command to update the header's Year field .

   This standard Discussion tool lets you lot enter a date by selecting information technology. At the top, y'all meet the month and yr. Click the buttons on either side to move astern or forrard through the months. Click a date on the calendar below to select a specific engagement. Discussion uses the year from the date yous selected to update the Twelvemonth text in the header. Or you can enter a year simply past typing it.

   You lot can modify Edifice Blocks subsequently y'all add them to your document past typing your own text, which you'll exercise adjacent.

6. Click the header to the right of your title. If the title is highlighted, use the right arrow fundamental to deselect the championship, and and then blazon a hyphen (-) followed by a space .

   Y'all tin can also add automatically updating text by inserting a field, which is how Give-and-take creates those ever-irresolute dates and folio numbers. Give-and-take has fields for lots of other stuff too. You can't create (or edit) a field by typing directly in your document, though. Yous must utilise 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 about your document and keep track of other data that yous tin use in your documents.

   

   Figure 4-ten. Using fields, yous tin add automatically updating page numbers, dates, and names. The Field dialog box shows a whole listing of fields (left) and provides ways to format them (right) so that they work only right.

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

   The writer's name appears next to the title in the header. (If you lot're working on your ain figurer, it's probably your name.) This text is grayed out to show that it's a field and that you tin't edit it straight.

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

   You take 2 options for closing the header and going back to editing your document. You can double-click anywhere exterior the header, or, on the right side of the ribbon, you tin can click the Close Header and Footer button. Either fashion, the header fades out and the text of your document sharpens up. Your insertion point appears back in the body text, and you're set to piece of work.

Adding a Matching Footer Building Block

Most of the header Building Blocks have complementary footers. For example, the Tiles header used in the step-past-step example provides title and date information, while the Tiles footer provides company and page information (Figure 4-11). The steps for inserting the Tiles footer are near identical to the header steps. Only offset with the Footer menu: Cull Insert → Header & Footer → Footer or press Alt+Northward, 0.

Figure 4-11. Most of the header and footer Building Blocks come in pairs. Past using a header and footer with the same name, you tin can be sure of having a consistent pattern. You lot tin can modify Building Blocks—like this predesigned header and footer—after you insert them in your text. Just edit equally y'all would whatsoever text. It'southward all-time to leave the folio numbers as they are, though. This page number is grayed out to point that information technology's a field that automatically changes for each folio.

Creating Custom Headers and Footers

Microsoft provides a lot of competently designed headers and footers with Word, but you're gratuitous to create your own. After all, Microsoft's Building Blocks may non be to your gustation, or perhaps you take to follow visitor guidelines for your documents. Information technology's non difficult to create your own headers in Discussion. Hither's how to create a custom footer with a company name on the left and page numbers on the correct:

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

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

2. Blazon your company name, press Enter, and and so blazon your city and country .

   Pressing Enter puts the city and country on a new line below the company proper noun. Text that you lot blazon straight 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 point to the right side of the footer .

   The showtime fourth dimension you press Tab, the insertion point moves to the center of the folio. If y'all enter text at that betoken, Word centers the text in the footer. The 2d fourth dimension you lot press Tab, the insertion signal moves to the right margin. Text that you enter there is aligned on the right margin.

4. Type Page , and so press the Space bar .

   As y'all type, the insertion point remains on the right margin and your text flows to the left.

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

   The Quick Parts card shows several dissimilar options: Certificate Belongings, Field, and Building Blocks Organizer.

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

   Remember, if you lot only type a number into the footer, you lot'll cease up with the same number on every page. Instead, you lot place the Folio field in your footer to tell Discussion to insert the correct number on each page. The page number appears in the footer next to the word "Page." The number is grayed out, indicating that information technology'due south a field and you lot can't edit the number.

7. Blazon of and so a infinite. Press Alt+JH, Q, F to open the Field box again, and then double-click the NumPages field to insert it in your footer afterwards 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 exist as flashy as Microsoft'due south Building Blocks, but what Chapman and Hall wants, Chapman and Hall gets. The company proper noun and city are plain typed-in text, while the page number and number of pages are fields that update automatically.

Removing Headers, Footers, and Page Numbers

It's easy to remove any headers, footers, or page numbers that y'all've added to your document. You'll notice a command at the bottom of each of the respective menus to practise only that. If you desire to remove a header, follow these steps:

1. Get to Insert → Header & Footer → Header to open the Header bill of fare .

   You see the aforementioned menu that you used to insert the header Building Block into your certificate. At the bottom of the menu, beneath all the Header examples, you see 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 Block are nearly identical. Only start with the Footer carte (Insert → Header & Footer → Footer) or the Page Number menu (Insert → Header & Footer → Page Number).

Working with Multiple Columns

Discussion makes it easy to work with multiple newspaper-style columns. Instead of your having to use tabs or spaces to separate the column 1 line at a time, Discussion lets you set up the column guidelines and so type away. When yous type text in a multicolumn layout, your words appear in the left cavalcade first. Afterward you reach the end or bottom of the column, the insertion betoken jumps to the top of the next cavalcade and you begin to fill it, from top to bottom.

To utilise multiple columns, become to Page Layout → Page Setup → Columns, and then click i of the post-obit options:

• ▸ One . Whether you know it or non, every page in Word has a cavalcade layout. The standard layout is one big column stretching from margin to margin.

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

• ▸ Three . Iii columns are about as much as a standard 8.5 × 11-inch page can handle, unless you switch to Landscape orientation. In fact, you may desire to reduce the body text size to most 9 or 10 points and plough on hyphenation. Otherwise, you can't fit very many words on a line.

• ▸ Left . This layout has two columns, with the narrower cavalcade on the left. The narrow cavalcade is a peachy place to introduce the text with a long heading and subheading or a quote pulled from the larger trunk text.

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

• ▸ More Columns . Employ the More Columns option to open up the Columns dialog box (Figure 4-thirteen) where you lot tin can create a customized column layout.

  

  Figure 4-xiii. At the top of the Columns dialog box, you see the same presets as on the Columns carte. Below them, controls let you create your own multicolumn layouts. The preview icon on the right changes as you arrange the settings.

Tip

If you want to use keyboard shortcuts to select cavalcade options, press Alt+P, J so use the upwardly and down arrow keys to highlight 1 of the options. With your choice highlighted, hit Enter.

When you get to the lesser of a column, Give-and-take automatically flows your text to the top of the side by side one, but you can also strength Word to end the cavalcade and bound to the next i. There are ii ways to create a cavalcade break . The quickest way while yous're typing is to employ the keyboard shortcut Ctrl+Shift+Enter (or Alt+P, BC). Or, if you forget the shortcut, you can use the ribbon: Page Layout → Page Setup → Breaks → Cavalcade.

Customizing Columns

Go to Page Layout → Page Setup → Columns → More Columns to open up the Columns box (Effigy 4-13) where you tin can create custom page layouts with multiple columns. By inbound a number in the "Number of columns" text box, you can create more three columns per folio.

If you plow on the "Equal cavalcade width" checkbox, Give-and-take automatically sets all the columns to the same width, and so you don't have to do the math (Figure 4-14). Plow off this checkbox, and you tin can get creative past inbound a different width and spacing for each column. Use the scroll bar on the right if you can't see all of the columns. Turn on the "Line betwixt" box to identify a line (also known as a rule ) betwixt your columns for a crisp professional expect.

Near the lesser of the Columns box is a driblet-down menu labeled "Apply to." If you desire to utilise your column settings for your entire document, leave this set to "Whole document." If you lot want to create a new section with the column settings, select "This point forrard" from the menu.

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

Hyphenation

Without hyphenation, if a word is too long to fit on the line, Give-and-take moves information technology downward to the beginning of the next line. If a give-and-take is particularly long, information technology can get out some pretty big gaps at the finish of the line. Justified text is aligned on both the left and correct margins, similar most of the text in this book. If you have justified text and no hyphenation, yous often get large, distracting gaps between words, where Word is trying to spread out the text along the line. When used properly, hyphenation helps make text more attractive on the folio and easier to read. In most cases, y'all can relax and let Discussion handle the hyphenating.

You but take to choose i of iii basic hyphenation styles from the Page Layout → Page Setup → Hyphenation menu (Alt+P, H), as shown in Figure 4-15:

• ▸ None . No hyphenation at all. For informal messages, first drafts, and many reports, you may choose not to apply hyphenation. It'southward a good-looking choice for documents that have fairly long lines (60 to lxxx characters) and left-aligned text.

• ▸ Automatic . Discussion makes hyphenation decisions based on some elementary rules that you provide. Consider using automated hyphenation for documents that accept line lengths of about 50 characters or less, including documents that utilize newspaper-mode columns.

• ▸ Manual . In this scheme, Word asks you lot nearly each word it wants to hyphenate, giving you the concluding decision. Use transmission hyphenation when you demand to be particularly scrupulous nearly your grammar and when you need to be sure that yous don't hyphenate a visitor name, a person'south proper noun, or some other equally important discussion.

  

  Effigy iv-xv. Cull Automated from the hyphenation carte du jour, and Word takes care of all hyphenation decisions. Discussion'due south hyphenation feature works quite well and normally needs no help from yous.

Automated Hyphenation

It's easy to plough on automatic hyphenation. Simply choose Folio Layout → Page Setup → Hyphenation (or press Alt+P, H). Nevertheless, you may want to affirm some control over how and when Word uses hyphenation. To practise that, open the Hyphenation box (Figure 4-16) past choosing Page Layout → Folio Setup → Hyphenation → Hyphenation Options (Alt+P, HH). This box has two important options that let you control hyphenation:

• ▸ Hyphenation zone . This zone is the maximum space that Word allows between the end of a word and the right margin. If the space is larger than this, Give-and-take hyphenates a discussion to shut the gap. For about documents, .25" (a quarter of an inch) is a reasonable choice. A larger altitude may give you fewer hyphens but a more ragged await to your right margin.

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

  

  Effigy 4-16. Use the Hyphenation box to set the ground rules for hyphenation. Turn on the "Automatically hyphenate document" checkbox at top to have Word automatically hyphenate words co-ordinate to the rules you gear up.

Figure 4-17. You may non always agree with Word when it comes to hyphen placement. In this case, the hypen is in the wrong spot in the give-and-take "mischance." To manually ready the hyphen, click to put the insertion point between the "southward" and the "c," and and then click Aye.

Removing Hyphenation from Your Document

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

But when you lot use transmission hyphenation, Discussion inserts optional hyphens in your document that don't get away even if y'all turn hyphenation off. If you lot gear up Hyphenation to None (Alt+P, HN), and then Word continues to divide words at the end of lines using the optional hyphens. The merely way to find and delete the optional hyphens is with Give-and-take'due south Find and Replace dialog box.

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

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

   If you lot don't run across a Special button at the bottom, click the More push button on the left to aggrandize the box. (If the box is expanded, the More than button is labeled "Less" and clicking information technology shrinks the box.)

2. Click in the "Notice what" box to put the insertion indicate in the box .

   Normally, you'd just blazon in the text that you're searching for, but the optional hyphen is a special character that you lot won't detect on your keyboard. Searching for optional hyphens requires a couple of extra steps.

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

   The Find and Supersede tool can search for a number of special characters. Some of them, like the optional hyphen and the paragraph marker, are nonprinting characters. Others, like the em nuance demand more than a single keystroke to produce.

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

   The Special menu closes when you make a pick from the list. In the "Discover what" box, yous run across ^-, the lawmaking Word uses to indicate an optional hyphen. Leave the "Supercede with" box empty, because you want to supplant the optional hyphens with naught, which finer removes them.

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

   Word apace removes the optional hyphens and displays a bulletin telling yous how many changes were made. Click Close to dismiss the alert box, and then, in the Detect and Replace box (Figure 4-18), click Close. Mission accomplished.

   

   Effigy 4-18. Click the Special button on the Replace tab (Ctrl+H) to enter nonprinting characters similar optional hyphens in the "Notice what" or "Supplant with" field. Y'all can change your display settings to always testify optional hyphens. When they aren't at the end of a line, optional hyphens expect like the character between the "r" and "t" in the word "mortals" (circled).

Dividing Your Document into Sections

The longer and more complex your document is, the more likely it is to comprise different sections . Word'southward sections don't take anything to do with how you've divided your document with headings and subheadings. They're electronic divisions you create by calculation department breaks to your document. Section breaks are a close cousin to page breaks, except that a section can comprise whatever number of pages. More important, each section in a Discussion document tin have its own page formatting.

Many people work with Discussion for years without always really agreement Discussion'south sections. But breaking your document into unlike sections gives you a lot more flexibility within the same document. For example:

• ▸ To change the page orientation . If y'all desire to take some pages in portrait orientation and others in mural orientation (charts or graphs, for example), you need to insert a department break where the format changes (Figure 4-19).

• ▸ To apply different sizes of paper in a single document . If you want to insert some tabloid-size pages in the heart of a document that's the standard viii.5 × 11 inches, yous demand to apply page breaks where the format changes.

• ▸ To change the number of columns on the page . Perchance you want to change from a unmarried column format to a double column format; you demand to insert a department suspension where the format changes. You can even put the break right smack in the middle of a page.

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

  

  Figure 4-19. Employ section breaks to brand major changes to your page format. For example, afterwards you lot insert a Next Page suspension, you can change the page orientation or the paper size.

Inserting Section Breaks

As yous can encounter from the previous list, sections are all near page formatting, so it's not surprising that the department break commands are found under the Page Layout tab (Page Layout → Page Setup → Breaks or Alt+P, B). When you click the Breaks button in the Page Setup grouping, the menu is divided into two parts: Page Breaks and Section Breaks.

Notation

When you use the Breaks menu (Figure iv-19), remember that the breaks shown at the top aren't section breaks. They're just text formatting breaks similar page breaks and column breaks. The commands on the bottom are department breaks, every bit advertised.

Section breaks accept two major distinctions. There are Side by side Page breaks, which create a new folio for the new section, and there are Continuous breaks, which place a divider mark in the text with no visible intermission. Everything below that mark is in a new section. You utilise a Adjacent Page break when you're changing the paper size or orientation. Or you lot can use a Next Page interruption if you want each chapter to start on a new page. You use the Continuous suspension to modify the number of columns or the margins in your document in the middle of a page.

The other two options—Even Page and Odd Folio—are just variations on Next Page. They create department breaks and offset the new section on the adjacent fifty-fifty or odd page. For instance, you use this selection to make sure that all your capacity begin on a right-mitt page (similar the ones in this volume).

Hither's how to insert a section interruption and change the paper orientation for the new department from Portrait to Landscape.

1. Click inside your text to place the insertion point where yous desire the section break .

   You're going to insert a Side by side Folio break, so click after the stop of a sentence or paragraph. Too, make sure you lot're in Print Layout view, so y'all tin can see the results of the suspension.

2. Choose Folio Layout → Folio Setup → Breaks, and then select Adjacent Folio from the drib-down carte du jour .

   If yous're at the end of your document, Word creates a new empty page, and your insertion point is on the new folio, set to go. If you're in the centre of a document, Word creates a page break and moves your insertion point and all the remaining text to the new section.

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

   When you brand Folio Setup changes in your new section, they affect only the new department. So when you change the folio orientation to landscape, you lot run into pages before the break in portrait orientation and pages afterward the break in landscape orientation.

In Print Layout view, yous see how your document looks with section breaks inserted. In Typhoon view, section breaks appear in your document as dotted lines. The line doesn't impress, simply it's visible on your computer screen (Figure four-20).

Figure 4-twenty. To delete a section break, modify to Draft view. Section breaks show as dotted, double lines. Select the intermission past 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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