Chapter - 7

Controlling Page Appearance:

Apply a Page Border and Color:
Dress up pages in a document with page borders and background settings. You can line the
margins of your pages with borders to give them finished edges or to bring out certain pages,
and you can even create your own page designs using colors and watermarks.

Add page borders:

You can line the margins of your pages with borders to give them finished edges or to bring out
certain pages.

1. Click the Design tab on the Ribbon and click the Page Borders button in the Page
Background group.

The Page Border tab of the Borders and Shading dialog box appears.

2. Choose border properties, such as style, color, width, or art.

These properties change how the border(s) will appear around the page.

3. Click the side(s) (top, bottom, left, and/or right) of the page in the Preview diagram where you
want to apply the borders.

When the preview area looks the way you want the borders to look, you’re ready to apply the
borders.

Tip: You may also use the Setting options along the left side of the Page Border tab to apply
borders.

4. Click the Apply to list arrow and select the pages to which you want to apply borders.

• Whole document: Applies the borders to all pages in the document.

• This section: Applies borders only to the current section.

• This section – First page only: Applies borders to the first page of the current section and
nowhere else.
• This section – All except first page: Applies borders to all pages in the current section,
except the first page.

5. Click OK.

The borders are applied to the page(s) in the document

Add page color:

Add color to the background of one or several pages in the document. This formatting feature
is only visible in electronic copies of the document: Word will not print the page color.

1. Click the Page Layout tab on the Ribbon and click the Page Color button in the Page
Background group.

The Page Color button displays the ten colors in the current color theme, and five shades of
each color. This makes it easy to have a consistent look and feel in the document.

2. Select a color from the list.

The color is applied to the page.

Tip: To remove page color, click the Page Color button and select No Color.

Add Headers and Footers:

Documents with several pages often have information— such as the page number, the
document’s title, or the date—located at the top or bottom of every page. Text that appears at
the top of every page in a document is called a header, while text appearing at the bottom of
each page is called a footer.

Insert a built-in header or footer:

1. Click the Insert tab on the Ribbon and click the Header or Footer button in the Header &
Footer group.

A list of built-in options appears. Each option looks different and contains different attributes.
For example, some include placeholders for the title and date, while others include cross-
references to styles within the document.
 Tip: Point to a built-in header or footer option to view its attributes and a description of how it
might be used best.

2. Select a built-in option to use as a document header or footer.

The header or footer is added to the document.

Create a header or footer:

You don’t have to use one of Word’s built-in headers or footers: you can create one of your
own.

1. Click the Insert tab on the Ribbon and click the Header or Footer button in the Header &

Footer group.

2. Select Edit Header or Edit Footer from the list.

The Header & Footer Tools tab appears on the Ribbon. Use these commands to work with and
insert elements into your headers and footers.
3. Position the insertion point where you want to insert the text or element.
The header and footer areas have the same formatting abilities as the main area of the
document. You can use the commands in the Position group to help align and position the
contents of the header or footer.

4. Enter text and/or insert objects using the Insert group of the Design tab under Header & Footer
Tools.

When the header or footer looks the way you want it to, close Header and Footer view to
resume work on the rest of the document.

U:
Some built-in headers and footers were made to appear on odd or even pages. To use these
headers and footers correctly, or to create your own odd and even-page headers and footers,
you must change the page layout.
1. Click the Insert tab on the Ribbon and click the Header or Footer button in the Header &

Footer group.

2. Select Edit Header or Edit Footer from the list.

The Design tab appears on the Ribbon under Header & Footer Tools.

3. Click the Different Odd & Even Pages check box in the Options group.

Other Ways to Apply Different Headers and Footers to Odd and Even Pages:
Click the Page Layout tab on the Ribbon and click the Dialog Box Launcher in the Page

Setup group. Click the Layout tab and make sure the Different odd and even check box is
checked.

Trap: When this option is selected, the odd and even pages work independently. So, you must
insert a header for the odd pages, and a header for even pages: one header won’t work for
both.

4. Insert a header or footer on an odd page. Then insert a header or footer on an even page.

When you insert the headers and footers, they are formatted differently on the odd and even
pages.

Tips:

 Built-in headers and footers can be modified.

 Changes made to the header or footer on a page will change the other headers and footers in
that section. Use a document with section breaks to have different headers and footers within
the document.
 Use the Go to Header and Go to Footer buttons in the Navigation group to jump between
header and footer areas of the document.

Header and Footer Design Tab Groups

Header & Apply built-in header, footer, and page number options.
Footer
Insert Insert Date & Time, a Picture or Clip Art, or a Quick Part field.
Navigation Switch between headers and footers and jump to other
sections.
 Options Apply a different header or footer to the first page in a
section, different odd & even pages, and choose to show
document text.
Position Choose how far away from the margins you want the headers
and footers to appear, and control header and footer
alignment.

Control Page Layout:

The page orientation and size are two of the most obvious page layout properties of a
document.

Page orientation:
Every document you print uses one of two different types of page orientations: Portrait or
Landscape.

1. Click the Page Layout tab on the Ribbon and click the Orientation button in the Page Setup
group.
A list of two options appears:

• Portrait: In Portrait orientation, the paper is taller than it is wide—like a portrait painting.

• Landscape: In Landscape orientation, the paper is wider than it is tall—like a landscape

painting.

2. Select the page orientation you want to use.

The page layout is changed accordingly. If the ruler is displayed, notice that the dimensions of
the page have changed. For example, if you were using an 8.5” x 11” page, the horizontal part
of the ruler is now 11 inches across, rather than 8.5”.

Other Ways to Change Page Orientation: Click the Dialog Box Launcher in the Page
Setup Group. On the Margins tab, click the orientation you want to use.

Page size :
People normally print on standard Letter-sized (8½ x 11) paper, but Word can also print on
other paper sizes, such as Legal-sized (8½ x 14) and other custom-sized paper. This means that
you can use Word not only to print letters, but also postcards, tickets, flyers, and any other
documents that use a non-standard paper size.
1. Click the Page Layout tab on the Ribbon and click the Size button in the Page Setup group.

A list of common page sizes appears.

2. Select the page size you want to use. The document on the screen adjusts to the selected size.
Tip: If the size you want to use doesn’t appear in the list, select More Paper Sizes. The
Paper tab of the Page Setup dialog box appears, where there are more page size options, and
where you can enter a custom paper size if you wish.

Using Columns:
Newsletters and magazines often arrange text in two or more columns.

Format columns:

1. Click the Page Layout tab on the Ribbon and click the Columns button in the Page Setup
group.
A list of popular column layouts appears.

2. Select the column arrangement you want to use.

The document on the screen adjusts to the selected layout.
Tip: If the layout you want to use doesn’t appear in the list, select More Columns. The Columns
dialog box appears. Here, you can enter more columns, and adjust the size of columns on the
page.

Using Page Breaks :

This section explains how to control where the page breaks in a document.

Use a column break:

When you insert a column break, the insertion point jumps to the beginning of the next column
on the page. For example, if you wanted to leave a column empty halfway down the page to
leave space for a pull quote or picture, inserting a column break would allow you to continue
your text in the next column.

1. Click the Page Layout tab on the Ribbon and click the Breaks button in the Page Setup
group.
A list of available breaks appears.

2. Select Column from the list.

 The column break is inserted and the insertion point moves to the beginning of the next
column.

Start a new page:

1. Place the insertion point where you want to begin a new page.

2. Click the Insert tab on the Ribbon and click the Page Break button in the Pages group.
Word inserts a page break at the insertion point, and any page contents that appear after the
insertion point appear on the new page.
Other Ways to Insert a Page Break: Press <Ctrl> + <Enter>. Or, click the Page
Layout tab on the Ribbon and click the Breaks button in the Page Setup group. Select Page
Break from the list.

Tip: To remove a page break, view the document in Draft view, select the page break, and
press <Delete>. Insert a blank page

Use this command to insert a blank page anywhere in a document.

Click the Insert tab on the Ribbon and click the Blank Page button in the Pages group.

Word inserts a blank page at the insertion point. The blank page is really just two page breaks.

Add a Watermark:
Add a watermark:
A watermark is discrete text that indicates a document should be specially treated. It does not
obscure text on the page.

1. Click the Design tab on the Ribbon and click the Watermark button in the Page Background
group.

A list of built-in watermarks appears, organized in different categories: Confidential,

Disclaimers, Urgent. A preview of how the watermark appears on the page is shown next to
each list option.

Tip: To create your own watermark, click the

 Watermark button and select Custom

Watermark. Select the Picture watermark or Text watermark option and make
changes accordingly.

2. Select the watermark you would like to use.

The watermark is applied to the pages of the document.

Tip: To remove the watermark, click the Watermark button and select Remove
Watermark.