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WORDS TO KNOW

Gutter Space added to the margin to leave room for binding.

Landscape orientation Positioning document text so it displays and prints horizontally across the longer side of a page.

Margins The amount of white space between the text and the edge of the page on each side.

Portrait orientation The default position for displaying and printing text horizontally across the shorter side of a page.

Section In Word, a segment of a document defined by a section break. A section may have different page formatting from the rest of the document.

Word count The number of words in a document or selection.

Lesson 21

Formatting a One-Page Report

➤ What You Will Learn

Analyzing Document ProductionSetting MarginsInserting a Section Break Setting Page Orientation Inserting Page NumbersChecking the Word CountFormatting a One-Page Report

Software Skills Format a one-page report so that it is attractive and professional. Set margins to meet expected requirements and to improve the document’s appearance and readability. For example, leave a wider margin in a report if you expect a reader to make notes or comments; leave a narrower margin to fit more text on a page.

Application Skills Member Services at Michigan Avenue Athletic Club has decided to publish a series of information sheets on various topics. The goal is to keep each report to fewer than 250 words so they fit on one page, and to make them available to members in print and online. In this lesson, you will create and format two of the sheets. The first explains what a personal trainer is and how to select one. The second explores the relationship between diet and exercise.

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Analyzing Document Production

n There are three basic steps to producing any business document: planning, creating, and publishing.

n The planning stage requires you to think about such questions as the type of document you want to create, who will receive the document, and whether there are any special publishing requirements.

n For example, you might consider what paper to print on, if color ink should be used, how many copies to print, or whether you will need to print on both sides of a page.

n If the project seems too complex, you may decide to use a desktop publishing package, such as Microsoft Publisher, instead of using a word processing package, such as Microsoft Word.

n During the planning stage you should create a schedule that includes milestones, such as how long it will take to gather the information you need, when the first draft will be complete, how long it will take for a review process, and when the final document will be complete.

n The creation stage involves selecting page and document settings, such as margins and page size, and entering and formatting the text and graphics.

n The publishing stage involves outputting the document using either your desktop printer or a commercial printer. In some cases, the document may be published electronically on a Web site.

Setting Margins

n Margins are measured in inches.

n The normal default margins in Word 2010 are 1" on the left, right, top, and bottom.

3 In versions of Word prior to 2007, the default margins are 1.25" on the left and right and 1" on the top and bottom.

n You can select from a list of preset margins by clicking the Margins button in the Page Setup group on the Page Layout tab or in Backstage view.

3 For information on setting margins in Backstage view, refer to Basics Lesson 4.

n Alternatively you can set custom margins.

n If you set custom margins, you can also specify a gutter width to leave room for binding multiple pages.

n Margin settings can affect an entire document, or the current section.

3 To set margins for a single paragraph, use indents.

n On the rulers, areas outside the margins are shaded gray, while areas inside the margins are white.

n Light gray bars mark the margins on the rulers.

n You can set Word to display margins on the page as nonprinting lines called text boundaries.

What You Can Do

Try It! Selecting a Preset Margin

1 Start Word and open WTry21a from the data files for this lesson.

2 Save the file as WTry21a_studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson.

3 Display non-printing characters.

4 On the Page Layout tab, in the Page Setup group, click the Margins button .

5 Click Narrow.

6 In the Page Setup group click the Margins button again, and click Wide.

7 Save the changes to WTry21a_studentfirstname_studentlastname and leave it open to use in the next Try It.

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Inserting a Section Break

n A default Word document contains one section.

n Using commands in the Page Setup group on the Page Layout tab, you can divide a document into multiple sections to apply different formatting to each section. For example, you can set different margins, headers, or footers for each section.

n There are four types of section breaks:

l Next page: Inserts a section break and a page break so that the new section will start on the next page.

l Continuous: Inserts a section break so that the new section will start at the insertion point.

l Even page: Inserts a section break and page breaks so the new section will start on the next even-numbered page.

l Odd page: Inserts a section break and page breaks so the new section will start on the next odd-numbered page.

n In Print Layout view, section breaks display only if nonprinting characters display.

n In Draft view, section breaks display as solid double lines across the width of the page with the words Section Break in the middle, followed by the type of break in parentheses.

Try It! Setting Custom Margins

1 In the WTry21a_studentfirstname_studentlastname file, click Page Layout > Margins .

2 Click Custom Margins to open the Page Setup dialog box.

3 Under Margins, use the increment arrows to set the Top, Bottom, Left, and Right margins to 1.3".

4 Click OK.

5 Save the changes to WTry21a_studentfirstname_studentlastname and leave it open to use in the next Try It.

3 To quickly set a margin, drag a margin marker on the ruler. Press and hold a while you drag to see the margin width.

Try It! Showing or Hiding Text Boundaries

1 In the WTry21a_studentfirstname_studentlastname file, click File > Options > Advanced.

2 Under Show document content, click to select the Show text boundaries check box.

3 Click OK.

4 Repeat the steps to clear the check box to hide the boundaries.

5 Save the changes to WTry21a_studentfirstname_studentlastname and leave it open to use in the next Try It.

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Setting Page Orientation

n Orientation is either portrait or landscape.

l Select Portrait orientation—the default—when you want data displayed across the shorter length of a page.

l Select Landscape orientation when you want data displayed across the wider length of a page.

n Portrait orientation is used for most documents, including letters, memos, and reports.

n Use landscape orientation to display a document across the wider length of the page. For example, if a document contains a table that is wider than the standard 8.5" page, Word will split it across two pages. When you change to landscape orientation, the table may fit on the 11" page.

n You can set the orientation for the entire document, or for a section.

n The Page Orientation options are in the Page Setup group on the Page Layout tab or the Print tab in Backstage view.

3 For information on setting page orientation in Backstage view, refer to Basics Lesson 4.

Try It! Inserting a Section Break

1 In the WTry21a_studentfirstname_studentlastname file, position the insertion point at the beginning of the heading Zebra.

2 On the Page Layout tab, in the Page Setup group, click the Breaks button .

3 From the Breaks gallery, under Section Breaks, click Continuous.

4 Click on the section break in the document and press c to remove it.

5 Click the Breaks button again.

6 From the Breaks gallery, under Section Breaks, click Next Page.

7 Save the changes to WTry21a_studentfirstname_studentlastname and leave it open to use in the next Try It.

A continuous section break

Continuous section break

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Inserting Page Numbers

n You can insert a page number into the header or footer of a document. Numbers automatically display on each page, numbered consecutively.

n You can select from a collection of built-in page number styles, or you can apply your own formatting.

n Once you insert a page number, you can select options such as to restart numbering for a new section, or to include a chapter number.

n Restarting page numbering is useful when your document has a title page that you do not want numbered.

Try It! Setting Page Orientation

1 In the WTry21a_studentfirstname_studentlastname file, make sure the insertion point is still on the same line as the heading Zebra.

3 The heading should be at the top of page 2, at the beginning of the second section.

2 On the Page Layout tab, click the Orientation button .

3 Click Landscape. The orientation for the second section of the document changes to Landscape; the first section remains in Portrait.

4 Save the changes to WTry21a_studentfirstname_studentlastname and leave it open to use in the next Try It.

Change the orientation

Next Page section break

Section in Portrait orientation

Section in Landscape orientation

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Viewing the Word Count

n Word keeps track of the word count as part of the statistics properties for each document.

3 For more about document properties refer to Word, Lesson 20.

n By default the word count displays on the status bar.

n If you select part of the document, the status bar displays the word count of the selection and the total word count.

n You can open the Word Count dialog box to view additional statistics such as the number of lines, paragraphs, and characters.

Try It! Inserting Page Numbers

1 In the WTry21a_studentfirstname_studentlastname file, press j+ g to move the insertion point to the beginning of the document.

2 Click Insert > Page Number .

3 Click Top of Page to display a gallery of page number formats to display in the header, and then click Plain Number 3.

4 On the Header & Footer Tools Design tab, click the Show Next button to move the insertion point to the page number in the header on page 2.

5 Click the Page Number button on the Ribbon and click Format Page Numbers to open the Page Number Format dialog box.

6 Under Page numbering, click the Start at option button. Leave the page number set to 1, and click OK.

7 Click the Close Header & Footer button , then save the changes to WTry21a_

studentfirstname_studentlastname and leave it open to use in the next Try It.

3 To remove all page numbers, on either the Insert tab or the Header & Footer Tools Design tab, click the Page Number button and click Remove Page Numbers.

Try It! Viewing the Word Count

1 In the WTry21a_studentfirstname_studentlastname file, locate the word count on the status bar and take note of the number of words in the document.

3 If the word count does not display, right-click the status bar, click to select Word Count, and then close the shortcut menu.

2 Move the insertion point to the end of the title Safari with Voyager, press the spacebar, and type Travel Adventures.

3 Locate the word count on the status bar again. The value should have increased by 2 to 270.

4 Select the title. Now, the word count on the status bar displays 5/270, indicating that 5 of the total 270 words are selected.

5 Cancel the selection, and then click the Review tab.

6 In the Proofing group, click the Word Count button to open the Word Count dialog box where you can view the number of words, pages, characters with or without spaces, paragraphs, and lines.

7 Click Close.

8 Save the changes to WTry21a_studentfirstname_studentlastname and close it. Leave Word open to use in the next Try It.

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Formatting a One-Page Report

n Traditionally, a one-page report is set up as follows:

l Left and right margins are 1".

l Orientation is Portrait.

l The title is positioned 1" to 2" from the top of the page.

3 The position of the title depends on the amount of text on the page.

l The report title is centered and in either all uppercase or title case.

l Spacing after the title is 54 points (1").

l Body text is in a 12-point serif font, such as Times New Roman.

l Text is justified.

l Lines are double-spaced.

l First-line indents are between 0.5" and 1".

l Spacing before and after paragraphs is 0.

l Author’s name and the date are right-aligned in the header.

n There are many variations of one-page report formatting that are acceptable, and your teacher may request that you use alternative formatting. For example, some teachers request a wider margin so there is room for writing comments, and want the teacher’s name and class information left-aligned above the title, or in the header.

Try It! Formatting a One-Page Report

1 In Word, open WTry21b from the data files for this lesson.

2 Save the file as WTry21b_studentfirstname_studentlastname in the location where your teacher instructs you to store the files for this lesson.

3 Select the four paragraphs of body text and change the font to 12 pt. Times New Roman. Justify the paragraph alignment.

4 Change the line spacing to Double and the spacing before and after paragraphs to 0.

3 Refer to Word, Lesson 4 for a refresher on changing spacing.

5 Apply a first-line indent of 0.5".

6 Click Page Layout > Margins > Normal.

7 Center the title and apply 54 pts. of space before and after.

8 Double-click in the header, type your name, press e, and type today’s date.

9 Right-align your name and the date in the header.

10 Save the changes to WTry21b_studentfirstname_studentlastname, close it, and exit Word.

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