Chapter 3 Formatting a Document

Overview
Imagine writing a huge, 100 page term paper for your English class. Naturally, you want your paper to
look polished and professional. To accomplish that, the margins, paragraph spacing, headings and the
overall look and style of your document must look uniform and consistent. Just imagine how distracting
it would be if the chapter headings all looked different, or, even worse, what if you didnt put headings
on the chapters at all? Your term paper would look messy and reading your brilliant ideas would be a
challenge. Fortunately for you, Microsoft Word 2013 has great tools to make formatting your
documents quick and easy. Some tools will help with the organization and clarity of a document and
others will provide a consistent layout, document security, and accuracy. Although there are many ways
to format a document, look at it as an opportunity to express your unique and creative side. Many tools
are extremely easy to use and very quick to learn. In this chapter, you will learn how to use the tools in
Word 2013 to format a document. Understanding how to use these tools and what they are capable of
doing to a document can truly make the logistics of creating a document a breeze.
In this module you will learn how to:
1. Modify a page setup by changing the orientation, margins, adding a page break, and altering
paragraph spacing
2. Apply styles and use the style inspector
3. Apply and modify themes
4. Insert and modify a header and footer
5. Insert and modify a watermark
6. Insert page numbers

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

Module 1.3-A Modifying Page Setup

Overview
The PAGE LAYOUT tab is located at the top of the page in the ribbon. It contains the Page Setup,
Paragraph, and Arrange groups.

The Page Setup group includes Margins, Orientation, Size, Columns, Breaks, Line Numbers, and
Hyphenation. The Margins button allows you to change the size of the margins that border a page. The
standard margin size is 1. The Orientation button can change the document to landscape (horizontal)
or portrait (vertical). The Size button changes the size of the document, which is important to take into
consideration based on the size of the paper you are printing on. So, if you want to type up notes and
print them on an index card, you would select the Size button and click on the correct size to change the
document to, so that it will fit onto an index card when it prints. Next to the Size button is the Columns
button which will add columns to a document. This is great when creating lists or when writing poems.
The Breaks drop down button allows for breaks to be created in a document which is the place where
one page ends and the next begins. It has the ability to add a break to a page or to a section of a page.
The Line Numbers button will allow written lines on a document to be numbered. The Hyphenation drop
down button allows for the document to utilize hyphens where words cut off at the end of a line.
The Paragraph group allows you to modify the size of the indents in a document as well as how close or
far the spacing is in between paragraphs.
The Arrange group has various buttons that help with the placement of images, graphs, charts, etc.
These buttons can move images behind or on top of text, wrap text into a paragraph, etc.
Explore the Page Setup Tab to familiarize yourself with the buttons.

Why it Matters
When creating a document in Word 2013, the opportunity exists to customize the format of the
document to accommodate your needs. So when you need to create a landscape document for a flyer,
or add columns for a list, or make tiny margins to maximize the space on a page for the context, look to
the PAGE LAYOUT tab for assistance. Understanding the elements within this tab and the ways in which
they can modify the format of a document can help to save time and ensure that the documents you
create reflect their content.

How to Do It
Change a document from Portrait to Landscape
STEP 1: Select PAGE LAYOUT tab
STEP 2: Locate the Page Setup group
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Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

STEP 3: Select the Orientation dropdown arrow

STEP 4: Select Landscape
Change a documents margins
STEP 1: Select the PAGE LAYOUT tab
STEP 2: Locate the Page Setup group
STEP 3: Select the Margins dropdown arrow
STEP 4: Click on the option you want to change the margins to (ex. Moderate)
Add a Break to a document
STEP 1: Select the PAGE LAYOUT tab
STEP 2: Locate the Page Setup group
STEP 3: Click on the document exactly where you want the break to occur
STEP 4: Select the Breaks dropdown arrow
STEP 5: Click on the option you want (ex. Continuous under the Section Breaks options)
Change the spacing after a paragraph
STEP 1: Select the PAGE LAYOUT tab
STEP 2: Highlight the paragraph text that you want to change the spacing of between it and the
one below it
STEP 3: Locate the Paragraph group
STEP 4: Type a number into the After: box to make the paragraph move down on the page

Watch a Video
Click here to watch a video that shows the steps from the How To Do It section. You will see how to
change a documents orientation from portrait to landscape, how to adjust a documents margins to
Moderate, how to add a Break to a document, and how to adjust the spacing after a paragraph.

You Try it
The manager of J&T Music is unveiling his new marketing plan and he has asked you to make some
specific formatting changes to the document to improve the overall clarity and organization of the
document before he shares it with his superior. It is imperative that you accomplish all of the tasks he
asks of you in the proper fashion, to get the document to the level of sophistication and professionalism
that the manager is expecting.
Your Assignment: The manager has given you the marketing plan document and asks that you to edit
the format of 3 specific elements of the document:

Change the documents orientation from portrait to landscape

Change the margins to Moderate
Change the spacing after the very first paragraph to 14 pt
Save the document as PageSetup_YourName

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

Task

Completed Points

Not Completed Points

Change the orientation from portrait to landscape

Change the margins to Moderate

Change the spacing after the first paragraph to 14 pt

Total Points: __/15

DOs and DONTS

DO have an understanding of the default format of a new document.
DONT assume that your document is already formatted to suit your needs.

Key Terms
Margin: The space bordering the edges of the paper
Landscape: A horizontal orientation
Portrait: A vertical orientation
Hyphenation: Adding a hyphen to a word that is split between two lines
Page break: Where one page ends and the next one begins
Section break: Where formatting ends and new formatting begins

Tips and Hints

The keyboard command for undo is Ctrl- Z. This is a timesaving shortcut to use when you want to undo
the last change (or the last few changes) that you have made to a document. You could also simply hit
the undo button at the top of the Word document, above the HOME tab, that looks like this
after
each individual, unwanted change you make. In case you undo too many changes, you can always use
the keyboard command Ctrl-Y, which is the redo feature. There is also a re-do button in Word located
next to the undo button and it looks like this
.

Explore on Your Own

Since there are so many unique tools in the PAGE LAYOUT tab that can help make changes to the format
of a document, it might be a good idea to explore and practice using these tools on your own. If you
would like to practice any of these tools without permanently changing a document, remember to hit
ctrl-Z (the undo command) after making a change to the document.

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

Module 1.3- B Changing Document Style Sets

Overview
Have you ever written a paper and felt like the headings were hard to notice because they looked the
same as the rest of the text? Or maybe the title in your document didnt stand out enough. Well Word
2013 has a style tool that allows you to add styles to text. Just simply highlight text and click on the
corresponding style to watch the text change to the selected styles font setting. If you ever have any
confusion about what the style is for text in your document, there is a Style Inspector tool that can give
you the information you need. This tool also allows for style customization, where you can change the
font, color, or name of a style. Styles are probably one of the most valuable formatting tools to be aware
of in Word 2013 because they can provide a polished look to a document and they lead to other
shortcuts and tools.

Did You Know?

After you assign styles to the text in your document, you can add a Table of Contents to the document
that will automatically fill in the page numbers and sections for you. All you have to do is properly and
consistently assign styles to headings, subheadings, etc. in your document, then go to the REFERENCES
tab, locate the Table of Contents group, select the Table of Contents drop down arrow, and click on one
of the automatic tables. Simple as that.

How to Do It
Find the Styles group
STEP 1: Select the HOME tab
STEP 2: Highlight the text you want to add a style to
STEP 3: Click on the corresponding style in the Styles group
Use the style inspector to modify a style
STEP 1: Select the HOME tab
STEP 2: Locate the Styles group
STEP 3: Click the text in the document what you want to inspect
STEP 4: Open the Styles Dialog Box Launcher more button
in the style group. The box that
pops up will have a style highlighted which is the style associated with that text you
clicked on to inspect
STEP 5: Right click on the highlighted box in the Styles pop up box and select Modify
STEP 6: Use the Modify Style pop up box to alter the style
STEP 7: Click OK
*Sometimes when you modify a quote you must reselect the text, open the style inspector, and
click on the style you modified to alter the text.*

Watch a Video
Click here to watch a video that shows the steps from the How To Do It section. You will see how to find
the Styles group and associate text with a style and how to use the style inspector to examine and
modify a style.

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

You Try It
Now that you have completed the basic formatting in the marketing plan document for the manager of
J&T Music, she wants you to add styles to the marketing plans text.
Your Assignment: Using the marketing plan document, the manager specifically wants you to
identify all main headings as Heading 1, all minor headings as Heading 3, and the title as the style
Title. She then asks that you use the style inspector to change the quote in the document to a
specific style stated in the steps below:
Assign styles

Assign the title to the Title style and center it

Assign each main heading to the Heading 1 style
Assign each minor heading to the Heading 2 style

Use the style inspector to modify the quote style

Locate the quote in the document under the Competitor Analyses heading
Name the style J&T Quote
Change font style to Times New Roman
Change font color to Dark Blue in the Standard Colors selections

Save document as Styles_YourName

Task

Completed Points

Not Completed Points

Assigned main headings to the

Heading 1 style
Assigned minor headings
Heading 2
Assigned title to Title Style

Name style J&T Quote

Changed text to Times New

Roman
Changed font color to Dark Blue

0
Total Points: __/30

Key Terms
Style 1: The style is a file that is used to store margins, tabs, fonts, headers, footers and other layout
settings for a particular category of document. When a style is selected, its format settings are applied
to all the selected/highlighted text.

Definition provided by http://www.pcmag.com/encyclopedia/term/52175/style-sheet

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

DOS & DONTS

DO make sure you highlight the text before clicking on a style.
DONT assume that all styles are the same regardless of their name (ex. Heading 1 if different from
Heading 2).
DONT assign a style to text that will negatively affect your paper later on (like if you wanted to create a
Table of Contents).

Explore on Your Own

Try adding a Table of Contents to the document you completed for your assignment.

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

Module 1.3- C Changing Document Themes

Overview
To modify the overall look of a document, Word 2013 offers the Themes tool in the DESIGN tab. Themes
are there to format an entire document with just the click of the mouse. Themes basically decorate

documents with a certain font color, size, etc. depending on the Theme that you select. With that said, it
is smart to add styles to your paper prior to adding a Theme, so that the Theme will implement all of its
settings to each style in your document. So, once styles have been assigned in a document, you can
select a Theme and watch the whole paper format itself instantly. You can even modify a theme to your
liking using the Colors, Fonts, Paragraph Spacing, and Effects drop down buttons in the Document
Formatting group. Themes are typically used to give a document a uniform and higher quality look and
they can take a plain document to a professional looking document instantly. Themes give personality to
a document.

Why it Matters
If you want a document to look sophisticated or professional then youll probably want to use a Theme.
Themes unify a document instantly, removing any hassle of having to manually format parts of a
document to look the way you like. Time saving features like this are always important to learn about in
Word 2013.

How to Do This
Select and modify a Themes colors, fonts, paragraph spacing, and effects
STEP 1: Select the DESIGN Tab
STEP 2: In the Document Formatting group select Themes to select a Theme (such as Depth) or
click on one of the Themes readily available in the scrollable box next to it
STEP 3: Select the Colors drop down arrow and select on the color set you want (ex. Yellow
Orange)
STEP 4: Select the Fonts drop down arrow and select the font set you want (ex. Franklin Gothic)
STEP 5: Select the Paragraph Spacing drop down arrow and select the spacing you want (ex.
Relaxed)
STEP 6: Select the Effects drop down arrow and select the effect you want (ex. Glow Edge)

Watch a Video
Click here to watch a video that shows the steps from the How To Do It section. You will see how to
modify a Themes colors, fonts, paragraph spacing, and effects.

You Try It
Now that you have applied styles to the marketing plan document, the manager of J&T Promotions
wants to you apply the Depth Theme to the document with some modifications.
Your Assignment: After applying the Depths Theme, the manager wants you to modify the Theme to
change the colors to Paper and the fonts to Candara.
Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

Find the Depth Theme and apply it

Change the colors of the Theme to the Paper selection
Change the fonts to the Candara selection
Save the document as Themes_YourName
Task

Completed Points

Not Completed Points

Applied the Depth Theme

Applied Paper colors

Applied Candara text

0
Total Points: __/15

Key Terms
Theme 2: The visual motif (design, style). For example, an operating system theme comprises the border
and font colors, style fonts, etc.

DOS & DONTS

DO create headings, etc. with the Styles group before selecting and implementing a Theme to the
document.
DONT use a Theme if you havent used the Styles group because it wont fully modify the document.
DONT expect that the Theme can identify headings and such if you havent used the Styles group first.

Definition provided by http://www.pcmag.com/encyclopedia/term/58213/theme

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

Module 1.3-D Inserting Headers and Footers

Overview
In a document, there are certain elements you can add to personalize each page of a document
including a Header and Footer. The Header of a document is always located at the very top of the page
in the margin space and the Footer is always located at the very bottom of the page also in the margin
space. The Header and Footer are there to add information to each page (like a company name, author,
date, or information to an external resource like a website, etc.). Imagine you are working on a book
report and you want the title of the book to be visible on each page in a subtle, non-distracting way. By
adding a header or footer to your paper, you can allow the title of the book to be visible on each page.
That means that you dont have to type in the title on each page, by using the Header or Footer tool you
just have to type the text in once and it appears on each page.

Why it Matters
Headers and Footers are the perfect venue to repeat information on every page. If you have a company
logo, image, school name, etc. that you want on each page, you can easily stick it in the header or footer
and youll see it throughout the document. A simple shortcut to manually placing the text on each page.

Did You Know

Unless you edit a Header or Footer to be more visible, the text is typically lighter in color than the rest of
the text in a document as to not become a distraction.

How to Do This
How to add a Header:
STEP 1: Select the INSERT tab
STEP 2: Locate the Header & Footer group
STEP 3: Select Header
STEP 4: Select one of the Header options (ex. Blank)
STEP 5: Type in the text for the Header
STEP 6: Close Header by double clicking the document
How to add a Footer:
STEP 1: Select the INSERT tab
STEP 2: Locate the Header & Footer group
STEP 3: Select Footer
STEP 4: Select one of the Footer options (ex. Austin)
STEP 5: Type in the text for the Footer
STEP 6: Close Footer by double clicking the document
How to edit the Footers distance:
STEP 1: Select the INSERT tab
STEP 2: Locate the Header & Footer group
STEP 3: Select Footer
Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

STEP 4: Select Edit Footer

STEP 5: In the opened DESIGN tab at the top of the page, locate the Position group
STEP 6: Locate Footer from Bottom box and change the number
STEP 7: Close Header and Footer

Watch a Video
Click here to watch a video that shows the steps from the How To Do It section. You will see how to add
a Header, add a Footer, and modify the Footers distance.

You Try It
The manager of J&T Promotions has now asked you to add a specific Header and Footer to the J&T
Music marketing plan document and then to adjust the spacing for the Footer.
Your Assignment: Add a Sideline Header that says J&T Music and a Filigree Footer (with no text) to
the document. Change the distance of the Footer from the bottom of the page to 2.5.

Apply the Filigree Footer

Apply the Sideline Header with J&T Promotions for the text
Edit Footer so the distance from the bottom of the page is 1.0
Save document as Header&Footer_YourName
Task

Completed Points

Not Completed Points

Filigree option used for Footer

Sideline option used for Header

J&T Promotions text in the Header

Footer distance was changed to 1.0

Total Points: __/20

Key Terms
Header: Repeated text at the top of every page
Footer: Repeated text at the bottom of every page

DOS & DONTS

DO make sure that the Header and Footer are short and sweet.
DO use a Header or Footer to insert a company logo or something that needs to be repeated on each
page.
DONT crowd the Header or Footer with too much text.
DONT put oversized text in the Header or Footer that will become a distraction.

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

Module 1.3-E Inserting Watermarks

Overview
Have you ever seen a slightly faded out pattern, image, or text across a document and wondered what it
is and why its even there? Well youll be pleased to learn that it is simply just a watermark. They serve
as a security feature against theft or plagiarism and they also show ownership of the document (which
can sometimes be viewed as a marketing tactic). Watermarks are a great tool to implement in Word
2013 when you are creating a document that may be viewed by many people and you want to deter any
people from borrowing it to use as their own. It is important to remember that watermarks should
always be limited in text/characters and should always remain appropriate in nature when compared to
the document.

Why It Matters
A business might need a custom watermark on their documents to show ownership, to market a
product, or to secure it from outside sources using it as their own. Sometimes documents may be for
sale and a by having watermark on the pages of the document that is shown to potential customers,
risks are eliminated when sharing documents via the internet.

How to Do This
Insert preset Watermark
STEP 1: Select the Design tab
STEP 2: Locate the Page Background Group
STEP 3: Select the Watermark drop down arrow
STEP 4: Click on one of the preset Watermarks
Insert Custom text Watermark
STEP 1: Select the Design tab
STEP 2: Locate the Page Background Group
STEP 3: Select the Watermark drop down arrow
STEP 4: Select Custom Watermark
STEP 5: Select the circle for Text watermark
STEP 6: Fill in the information in the boxes for this
section
Click OK

Watch a Video
Click here to watch a video that shows the steps from the How To Do It section. You will see how to add
a preset watermark and how to add a custom text watermark.

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

You Try It
Your manager now wants you to add a custom watermark to the J&T Music marketing plan document
for added security and to provide ownership over the
document before he shares it to his superior.
Your Assignment: Using the J&T Music marketing plan
document, add a custom text watermark to the page
using the steps below:

Add a custom watermark to the document with the

text Draft
The font should be Times New Roman
The color should be Light Blue from the Standard
Colors selections
Save the document as Watermark_YourName
Task

Completed Points

Not Completed Points

A custom watermark is added to document

The word Draft is the text of the Watermark

The font is Times New Roman

The color is Light Blue

0
Total Points: __/20

Key Terms
Watermark 3: Any text or graphic that is printed to overlap existing text in a document, either in the
background or foreground.

DOS & DONTS

DO use a watermark for added security.
DO make sure that the watermark isnt anything offensive.

Explore on Your Own

Create a custom watermark for fun and add it to a document to see all the possibilities this customizable
feature allows for.

Definition provided by https://support.microsoft.com/en-us/kb/180977

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.

Module 1.3-F Inserting Page Numbers

Overview
Page numbers are a simple way of knowing which page youre on in a document. They can be placed at
the top or bottom of a page either centered, to the right, or to the left of that location. Imagine you
have a 7 page paper written for your English course and you need to direct your teacher to a certain
page, having the pages numbered in the document can be a huge help.

How to Do This
STEP 1: Select INSERT tab
STEP 2: Locate the Header & Footer group
STEP 3: Select Page Number
STEP 4: Hover over one of the options (ex. Top of Page)
STEP 5: Click on one of the options (ex. Accent Bar 1)

Watch a Video
Click here to watch a video that shows the steps from the How To Do It section. You will see how to add
the page number to a document.

You Try It
Your manager now wants you to add page numbers to the bottom of the J&T Music marketing plan
document.
Your Assignment: Using the J&T Music marketing plan document, add page numbers to the top of
the document following the steps below:

Add page number to the top of page and select Plain Number 2
Task

Completed Points

Not Completed Points

Plain Number 2 was selected

Page Number is at the top of the page

0
Total Points: __/10

DOS & DONTS

DO add page numbers when you create a long document.
DO make the page numbers visible but not distracting.

Copyright [2016] MOORE SOLUTIONS INC. All rights reserved. Samples provided courtesy of Moore
Solutions Inc. Federal copyright law prohibits the reproduction, distribution, or public display of
copyrighted materials without the express and written permission of the copyright owner.