UCI 103 Topic 8 Page Formatting

Lecture 8
Topic 8: Page Formatting
UCI 103-SAAS/SBE Saka D. 1

Lecture Overview
1. Formatting a Page
2. Setting Page Margins
3. Selecting a Page Orientation
4. Setting Paper Size
5. Inserting a Page Break
6. Deleting a Manual Page Break
7. Inserting Section Breaks
8. Using Hyphenation
9. Inserting Line Numbers
10. Inserting Nonbreaking Spaces
11. Inserting Manual Line Breaks
12. Aligning Text Vertically on a Page
13. Controlling pagination
14. Setting Up Columns
15. Inserting a Blank Page

Formatting a Page
•Refers to managing text flow and
identification information to a page.
•Text flow control features include page:
margins, size, orientation, breaks, columns
etc.
•Page identification information include: line
and page numbers, headers and footers etc.
•Appropriate page formatting contributes to
the document’s readability and appearance.
•Page formatting features can be applied on
the entire document or from the insertion
point to the end of the document.

Setting Page Margins
• Margin: is the blank space between the
edges of a page and the printable area.
•By default, Word assigns a 1-inch margin all
round the page.
•Word refers to this as Normal Margins.
•Margins can be set from 3 locations:
i. Page Setup Group of the Page Layout Tab
ii. Ruler
iii. Page Setup Dialog Box
•You can choose preset options from a gallery
in the Page Setup Group or set custom
margins in the Page Setup Dialog Box.
•N/B: The Page Setup dialog box can also be
accessed through Backstage View Window:
File ➔Print ➔ Page Setup

Step-By-Step
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Default margin highlighted
Margins gallery

Demo
❑Ensure Topic8Demo1.docx document is
open.
1. Click to activate the Page Layout Tab.
2. In the Page Setup Group, click the drop-
down arrow on the Margins Button.
❑The Margins Gallery rolls downs
❑Note the currently selected margin settings
3. Click to select a preset margin settings from
the gallery e.g. Narrow
❑The margins settings changes to Narrow

Selecting a Page Orientation
•Page Orientation: determines what direction
the text extends across the page.
•There are of 2 types:
i. Portrait: text extends across the shorter
length of the document.
•It’s Word’s default page orientation
•Use: commonly used for business documents.

ii. Landscape: orients text across the longer
dimension of the page.
•Use: commonly used for brochures, graphics,
tables etc.

Step-By-Step
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2 Default/current
orientation highlighted
3

Demo
open.
down arrow on the Page Orientation
Button.
❑The Page Orientation Menu opens
3. Select the alternative orientation from the
menu e.g. Landscape
❑Page orientation changes
Setting Paper Size
•The standard paper size of 8½” x 11” (Letter)
is the default paper size.
•Word provides 2 options for setting/changing
paper size:
i. Choose preset paper size – from Page Setup
Group
ii. Set custom paper size - from Page Setup
Dialog Box

Step-By Step
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Default/Current size
highlighted 7
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10
9

Demo
open.
down arrow on the Page Size Button.
❑The Page Size Gallery opens
3. Select one of the preset paper sizes from the
gallery e.g. A4
4. In the Page Setup Group, click the Page
Setup Dialog Box.
❑The Page Setup Dialog Box opens with the
Margins Tab active
5. Click to active the Page Tab.
6. In the Page Size section, Width Spin, type a
custom width e.g. 10
7. In the Height Spin, type a custom height e.g.
12.
8. In the Apply to: section, click the drop-down
arrow.
❑ The Apply to menu open
9. Select one of the options e.g. This point
forward
10. Click the OK Button to effect the changes.
❑The new settings are effected.
Inserting a Page Break
•Page break: is a point in a document where
one page ends and a new one begins.
•By default, Word automatically starts a new
page when the current page becomes filled
with text, called soft page break.
•However, you can insert a manual page break
to force Word to start text on a new page, e.g.
at the end a chapter.

• You can insert a page break in all views except
Read Mode.
• Page breaks are also visible in all views except
Read Mode.
• There are three types of Page Breaks:
i. Page: Inserts a manual page break where one
page ends and a new page begins.
ii. Column: Inserts a manual column break where
text will begin in the next column after the column
break.
iii. Text Wrapping: Separates the text around
objects on a web page, such as caption text from
body text.
• You can insert page breaks using the Ribbon or
keyboard.

Step-By-Step
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Demo
❑Ensure Topic8Demo1.docx document is open.
1. Place the insertion point where you want to
insert the page break e.g. before the
subheading Proposal Description.
3. In the Page Setup Group, click the drop-down
arrow on the Breaks Button.
❑The Breaks Menu pulls down
4. Select one of the options e.g. Page Break
❑A manual page break is inserted, and text is
forced to the next page.

5. Position the insertion point before the O in
the Option 3 heading.
6. Press Ctrl + Enter
❑ A manual page break is inserted.
7. Click to activate the Home Tab.
8. In the Paragraph Group, click the
Show/Hide Button.
❑The hidden page break formatting are
shown.

Deleting a Manual Page Break
•You cannot delete automatic (soft) page
breaks that Word inserts.
•However you can delete manual page breaks.
•N/B: Click the Show/Hide button to view
page breaks and section breaks for editing
purposes.

Step-By-Step
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3
4 Delete Key

Demo
open.
1. Click the Home Tab to activate it
2. Click the Show/Hide Button
❑The page break and other formatting marks
are displayed.
3. Place the insertion point where you want to
delete the page break e.g. on the second page.
4. Press the Delete Key on the keyboard.
❑The page break is deleted.

Inserting Section Breaks
•Section: is an area within a document/page
that has its own separate page formats.
•Section Break: a marker that divides a
document into sections.

•There are 4 types of section breaks:
i. Next Page: Inserts a section break and starts
the new section on the next page
ii. Continuous: Inserts a section break and
starts the new section on the same page
iii. Even Page: Inserts a section break and
starts the new section on the next even -
numbered page
iv. Odd Page: Inserts a section break and starts
the new section on the next odd-numbered
page

Step-By-Step
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3
4 1

Demo
❑Ensure Topic8Demo2.docx document is open.
1. Position the Insertion point where you want
the insert a section break.
2. Click the Page Layout Tab to activate it.
3. Click the drop-down arrow on the Breaks
Button.
❑The Breaks Menu pulls down
4. Section a sections break option e.g. Next Page.
❑A section breaks appears with a dotted double
line, labeled Section Break.
❑The text that follows is moved to a new page
Using Hyphenation
• Hyphens, “-”, are used to join words and

separate syllables of a single word.
•By default, hyphenation is off in Word.

Step-By-Step
1
hyphenation

Demo
open.
down arrow on the Hyphenation Button.
❑The Hyphenation Menu pulls down.
3. Select a hyphenation option e.g. Automatic.
❑Hyphenation is inserted between words that
cannot fit on one line.

Inserting Line Numbers
•Line numbering places a number to the left of
each line.
•Displaying line numbering makes it easy to
reference specific places in the document.
•By default line numbering is switched off
(None)

Step-By-Step
2
Line numbering

Demo
open.
down arrow on the Line Numbers Button.
❑The Line Numbers Menu pulls down.
3. Select one of the line numbering options
from the menu e.g. Continuous
❑Line numbers appear to the left of each line.

Inserting Nonbreaking Spaces
•Nonbreaking spaces: a feature that keeps
selected text together on a single line such as
a date e.g. November 19, 20XX; telephone
number e.g. (999) 888-5555; a proper name
e.g. LA Martinez etc.
•A space is converted to a nonbreaking space
from the Symbols Dialog Box.

Step-By-Step
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1
6

Demo
open.
❑Ensure formatting marks are displayed ( )
1. Select the space to convert to non-breaking
space.
2. Click to activate the Insert Tab.
3. In the Symbols Group, click the drop-down
arrow on the Symbols Button.
❑The Symbols Gallery appears
4. Click the More Symbols... options.
❑The Symbols Dialog Box appears
5. Click to activate the Special Characters tab.
6. Select the Non-breaking Space option from
the Character List.
7. Click the Insert Button to complete the
process
❑A non-breaking space is inserted in the
selected space holding the two words together
i.e. the two words are moved to a new line.

Inserting Manual Line Breaks
•Line break: a point in a document where one
line ends and a new one starts.
•Hard return: line break created by pressing
Enter key to mark the end of a paragraph.
•Soft return/ Manual line break/ Text
wrapping break : line break that marks the
end of a line without ending/starting a new
paragraph.

•A nonprinting curved left arrow is used to
depict a manual line break.
•Manual line breaks are used to keep text
together for formatting purposes.

Step-By-Step
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3
4
1 Manual line break
formatting mark

Demo
❑Ensure Topic8Document4.docx document is
open.
❑Ensure the formatting marks are visible ( )
1. Position the insertion point where you want
to insert a manual line break e.g. at the end
of the 1st line.
2. Click to activate the Page Layout tab
3. Click the drop down arrow on the Breaks
button.
❑The Breaks menu pulls down.
4. Select Text Wrapping option from the menu.
❑A manual line break is inserted at the point.
❑All the text after the point are moved to the
next/new line
5. Position the Insertion Point at the end of the
2nd line.
6. Press Ctrl+Enter keys
❑A manual line break is inserted at the point

Aligning Text Vertically on a Page
•Vertical Alignment types include:
i. Top vertical alignment: Aligns text at the
top margin.
•This is the default vertical alignment position.
ii. Centered vertical alignment: Aligns text
between the top and bottom margins
iii. Bottom vertical alignment: Aligns text at
the bottom margin

•iv. Justified vertical alignment: Aligns text
equally among the top, bottom, left, and right
margins
•Vertical alignment may be set/changed from
the Page group, under the Layout tab, in the
Page Setup Dialog Box.

Step-By-Step
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5
1
6
7

Demo
❑Ensure Topic8Document4.docx document is
open.
1. Position the Insertion point anywhere in the
paragraph.
2. Click to activate the Page Setup tab.
3. In the Page Setup group, click the Page
Setup Dialog Box launcher.
❑The Page Setup Dialog box opens
4. Click to activate the Layout tab.
5.In the Page section, click the drop-down
arrow to select a vertical section e.g. Center
6. In the Apply to: section, click the spin to
select the Page option.
7. Click the Ok button to effect the changes.

Controlling Pagination
• Pagination: is the system by which text and
objects are manipulated to create the page
layout.
• When a page fills with text and graphics, Word
inserts an automatic page break so that the
content will flow to the next page.
• Automatic page break can separate lines of
text/paragraph that you want to keep together.
• Using Word’s pagination options can ensure that
the text flows from one page to the next as
desired.

Controlling Widows and Orphans
•Widow: is the last line of a paragraph that
appears as a single line of text at the top of a
page.
Widow

• Orphan: is the first line of a paragraph that
appears alone at the bottom of a page.
• To maintain an appealing appearance and

readable content, Word provides options for
controlling how text flows from one page onto
another.
•Word provides options for controlling
orphans and widows.
•By default, the Widow and Orphan control is
enabled.
•

Step-By-Step
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4 1
5

•Results

Demo
open.
1. Place the Insertion point anywhere in the
paragraph.
2. Click to activate the Home tab.
3. Click the Paragraph Dialog Box launcher.
❑The Paragraph Dialog Box opens.
4. Click the Layout tab to activate it.
5. Check the Widow/Orphan control
checkbox.

6. Click Ok button to effect the changes.
❑One line of lines moves to the next page to
join the orphan.

Keeping a Paragraph’s Lines on the Same
Page
•To keep all sentences of a paragraph on the
same page, you can use Word’s Keep Lines
Together command.
•By default, the Keep Lines Together feature
in Word is off.
•Lines of a paragraph can be kept together
from the Paragraph dialog box.

Step-By-Step
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3
1
4

Results:

Demo
open.
paragraph.
5. Check the Keep lines together checkbox.

❑All the lines moves to the next page to join
the orphan.

Keeping Two Paragraphs on the Same Page
•To keep two paragraphs on the same page,
you select both paragraphs, and then in the
Line and Page Breaks tab of the Paragraph
dialog box, click to select the Keep with next
check box.

Step-By-Step
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4 3
5
1

Results

Demo
open.
paragraph.
5. Check the Keep with next checkbox.

❑The two paragraphs (the heading and
paragraph that follows) are together and have
moved to page 2.

Forcing a Paragraph to the Top of a Page
•Use the Page break before command in the
Paragraph dialog box.

Step-By-Step
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5
1

Results

Demo
open.
paragraph.
5. Check the Page break before checkbox.
❑This command forces text to the top of a
new page.

Setting Up Columns
• Columns: are side-by-side vertical blocks of
text in which text flows from the bottom of one
block to the top of the next from left to right.
• Column formatting is used to:
i. Save space
ii. add interest and
iii. improve readability since the lines are small.
• By default, Word documents are formatted as
single columns.

•Columns can be created using:
i. Page Setup Group - Preset columns
ii. Columns Dialog Box - Custom columns
•Preset column formats include:
i. One: Formats the text into a single column
ii. Two : Formats the text into two even
columns
iii. Three: Formats the text into three even
columns
iv. Left: Formats the text into two uneven
columns - a narrow one on the left and a wide
one on the right
v. Right: Formats the text into two uneven
columns—a narrow one on the right and a
wide one on the left
•Column formatting can be applied to a section
or entire document.
•N/B: When adjusting column formatting,
column breaks are used to move text to the
next column.

Step-By-Step
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10

Results

Demo
open
1. Select/Position the Insertion Point in the
selection/section to be converted into columns
down arrow on the Columns Button.
❑The Columns Menu pulls down
4. Click to select the More Columns option
from the menu.
❑The Columns Dialog Box opens
5. Select a preset number of columns e.g. Two.
6. Specify the column width e.g. 3”
7. Specify the spacing between columns e.g. 0.5”.
8. Specify whether the columns should be equal
width or not
9. In the Apply to: section, click the drop down
arrow to show the menu.
10. Select an Apply to: option e.g. selected
section
11. Click Ok Button to effect the changes.
❑The selection/section is converted into columns.

Inserting a Blank Page
•To insert a blank page, position the insertion
point and click the Blank Page command in
the Pages group on the Insert tab.

Step-By-Step
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Lecture 8

Topic 8: Page Formatting

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Default margin highlighted

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• Hyphens, “-”, are used to join words and

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• To maintain an appealing appearance and

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