Microsoft Word Fundamentals

THE PARAGRAPH DIALOG BOX LINE AND PAGE BREAKS

The Paragraph dialog box includes a Line and behave in relation to each other in the presence of
Page Breaks tab that contains the controls for page breaks. Formatting exceptions allow you to
pagination and special formatting controls. The override line numbering and hyphenation settings.
Pagination settings control how paragraphs

 Pagination Widow/Orphan control is used to prevent the last line of a paragraph (widow) or the first line
of a paragraph (orphan) appearing on a page by itself. With this control on, Word will
automatically adjust the paragraphs so that at least two lines appear together.
Keep with next links two paragraphs together and ensures that they stay on the same page.
Keep lines together ensures that a paragraph is not split by a page break.
Page break before ensures that a paragraph always starts at the top of a page.

 Formatting
exceptions
Suppress line numbers removes the line numbers for a specific paragraph. (Line numbers
are set using Line Numbers in the Page Setup group on the Page Layout tab.)
Don’t hyphenate suppresses hyphenation for a particular paragraph.

 Textbox
options
Tight wrap controls how closely the text outside a text box wraps in relation to the text inside a
text box. This applies to text boxes without a fill or border and with the Text Wrapping option
set to Tight.

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 Microsoft Word Fundamentals

USING THE PARAGRAPH DIALOG BOX

The Paragraph dialog box is accessed by selected paragraphs and if you need to use any of
clicking on the dialog box launcher in the the advanced features that aren’t accessible on the
Paragraph group. It is especially useful if you ribbon. The Paragraph dialog box controls the
want to apply a series of formatting effects to alignment, spacing and pagination of paragraphs.

2
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file W1308 Paragraph

Formatting_15.docx...

 Select the three shaded and

bordered paragraphs

 Ensure the HOME tab is

active, then click on the dialog
box launcher in the Paragraph
group to open the Paragraph
dialog box

 Ensure the Indents and

Spacing tab is selected then
click on the up spinner arrow
for Left under Indentation
until it reads 1 cm and then do
the same for Right under
Indentation

 8 Click on [OK]
The paragraphs will be
indented from both the left and
right... 5

 Click in the paragraph that

starts with Plants as shown

 Click on the dialog box

launcher in the Paragraph
group and click on the Line
and Page Breaks tab


7
Click on the checkbox for
Page break before then click
on [OK]
The paragraph will be pushed
on to the next page

For Your Reference… Handy to Know…

To use the Paragraph dialog box:  The Special settings under Indentation are
1. Select the paragraphs used to set First Line and Hanging indents.
2. Click on the HOME tab, then click on the  The Pagination settings on the Line and
dialog box launcher in the Paragraph group Page Breaks tab control the way paragraphs
3. Change the settings as required behave around page breaks. Keep lines
together, for example, ensures that a
4. Click on [OK] paragraph isn’t spilt across two pages.

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 Microsoft Word

CHANGING PAGE MARGINS

The margin is the white space around the sides, alter this default setting. For example, you may
top and bottom of a page. By default, Word sets want to change the page margins to adjust the look
this to 2.5 cm (or 1 inch) for each margin, but of a document or perhaps to force a stray
there will be occasions when you will want to paragraph back to the previous page.

Try This Yourself:

Before starting this
Open

exercise you MUST

File

open the file W1309

Page Layout_1.docx…

 Click on the PAGE

LAYOUT tab

 Click on Margins in the

Page Setup group to
open the Margins
gallery

 Click on Wide to
increase the Left and
Right margins

\
 Repeat steps 2 and 3 to
change the margins to 2
Narrow
Notice how the width of
the text has increased
significantly...

 Repeat steps 2 and 3 to

return the margins to
Normal

For Your Reference… Handy to Know…

To change page margins:  Margins can help to improve a document’s
1. Click on the PAGE LAYOUT tab readability by limiting the width of the text
you have to read. If the lines of text are too
2. Click on Margins in the Page Setup group
wide the text can be harder and slower to
3. Click on the desired setting in the gallery read.

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 Microsoft Word

SETTING CUSTOM MARGINS

Although Word offers you several choices for bind your document you will need to set a larger left
setting the margins of your document in the margin than right margin to allow space for the
Margins gallery, you can also specify your own binding. This additional margin will help to ensure
custom settings. For example, if you want to the text isn’t obscured by the binding.

2
Try This Yourself:
Continue using the
Same File

previous file with this

exercise, or open the file
W1309 Page
Layout_1.docx...

 Ensure the PAGE

LAYOUT tab is active,
then click on Margins in
the Page Setup group to
open the Margins gallery

 Select Custom Margins to

open the Margins tab of
the Page Setup dialog box

 Ensure the value in Top is

selected, then type 4

 Press to move to
Bottom and type 4 7

 Press to move to Left

and type 3.5

 Press to move to
Right and type 3.5

 Click on [OK]
The margins around the 8
page will have enlarged.
This custom setting will be
added to the Margins
gallery…

 Repeat step 1 to display

the Margins gallery and
view the custom setting,
then click outside the
gallery to close it again

For Your Reference… Handy to Know…

To set custom margins:  Most printers require a minimum width for
1. Click on the PAGE LAYOUT tab margin settings because they cannot print all
the way to the edge of the border. This
2. Click on Margins in the Page Setup group,
minimum margin setting will depend on your
then select Custom Margins
printer, printer driver and paper size. Look for
3. Change the settings as desired ‘Borderless’ in your printer settings.
4. Click on [OK]

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 Microsoft Word

CHANGING PAGE ORIENTATION

Word gives you two ways to orient a page: turned sideways and your text runs down a page
portrait and landscape. In portrait orientation that is wider than it is long. Portrait mode is ideal
your text runs down a page that is longer than it for most written documents, like letters and reports,
is wide. In landscape orientation the page is and landscape is good for figures and diagrams.

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file W1309 Page
Layout_2.docx... 1

 Ensure the PAGE

LAYOUT tab is
active, then click on
Orientation in the
Page Setup group
to open a drop menu

 Select Landscape
The page orientation
2

will change to
landscape. Now,
let’s return the
document to the
default portrait
orientation...
w
 Click on Page
Orientation in the 3
Page Setup group,
then select Portrait

For Your Reference… Handy to Know…

To change page orientation:  If you have trouble remembering the
1. Click on the PAGE LAYOUT tab difference between portrait and landscape
orientation, just think of an art gallery.
2. Click on Orientation in the Page Setup
Imagine the way a portrait is hung and then
group
think of the way a landscape painting is
3. Select either Landscape or Portrait presented.

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 Microsoft Word

CHANGING PAPER SIZING

Creating a document entails more than just the paper that you are going to use. The Page Size
typing text. At some stage you will need to give gallery lets you set up your document for a variety
some consideration as to how you are going to of paper sizes.
print your document and determine the size of

Try This Yourself:

Continue using the
Same File

previous file with this

exercise, or open the
file W1309 Page
Layout_3.docx...

 Ensure the PAGE

LAYOUT tab is
active, then click on
Size in the Page
Setup group to open
the Page Size gallery
The page dimensions
are listed for each
page size, plus a
thumbnail
representing some of
the more common
page sizes is
included in the
gallery...

 Select Executive to
change the page size
to 18.41 cm x 26.67 1
cm

For Your Reference… Handy to Know…

To change page size:  The default page size for some installations
1. Click on the PAGE LAYOUT tab of Word is Letter – a US paper size. You can
change the default page size by opening the
2. Click on Size in the Page Setup group
Paper tab of the Page Setup dialog box
3. Select the desired size (click on the dialog box launcher for the
Page Setup group), selecting the desired
Paper size and then clicking on [Default].

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 Microsoft Word

UNDERSTANDING SPELLING AND GRAMMAR

Any document should be proofread before it is and stop reading! Fortunately, Word can help you
distributed, and this includes ensuring correct correct your spelling and grammar by scanning
spelling, punctuation and grammar. Poor through your document as you type, searching for
spelling and grammar is enough to turn you off possible errors and highlighting them accordingly.

Spelling Errors
When a word is not recognised, that is, the word does not appear in the standard dictionary, Word will
underline the possible spelling error with a wavy red line. Often correctly-spelled names (such as
pronouns) will appear underlined in red simply because they don’t appear in the dictionary.

Contextual Errors
Contextual errors are flagged when the word is found in the dictionary but it is not used in the expected
context. This happens with words that sound the same but have different meanings, such as reed and
read, their, there and they’re, and to, too and two. Unfortunately this happens quite frequently in the
English language. Contextual spelling errors are underlined with a blue wavy line.

Grammatical Errors
Grammatical errors are detected when the word is found in the Dictionary but is used in the wrong way,
such as a and an. The grammar checker also picks up incorrect use of plurals and tense. Grammar
errors are underlined with a green wavy line, and if Word doesn’t understand a sentence, the entire
sentence will be underlined.

Proofing Options
Spelling and Grammar preferences and settings are controlled in the Proofing section of the Word
Options dialog box (via the File tab). For example, you can change the dictionary in use, turn off
spelling and grammar, or change the grammar settings (such as formal or casual writing style).

A Necessary Disclaimer!
Word’s Spelling & Grammar tool is not a complete failsafe. It’s also important to note that Word may
not pick up every error, or may misunderstand the grammatical context of the text, so you cannot rely
solely on Word’s dictionary to get it right the first time. Make sure you conduct a manual spell-check of
the document to check for correct spelling, grammar and punctuation before it is distributed.

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 Microsoft Word

CHECKING THE SPELLING IN YOUR DOCUMENT

One of the most powerful tools in Word is suggests a correction. You can then accept the
Spelling & Grammar. Spelling & Grammar suggestion or make a correction of your own. Using
runs a spell check that highlights each misspelt it regularly before you print is an excellent practice
word or instance of incorrect grammar and to get into as it can help save a lot of paper.

Try This Yourself:

Continue using the previous file
Same
File

with this exercise, or open the file

W1391 Word Processing_3.docx...

 Double-click on Enrolment in the

heading and type Enrollment

 Press + to position the

insertion point at the beginning of
the document

 Click on the REVIEW tab, then

click on Spelling & Grammar in 3
the Proofing group
The Spelling pane will open,
displaying the first instance Word
detects as a spelling or
grammatical error. The word
Enrollment is not recognised by
Word’s dictionary...

 Click on [Change] to replace the

error with the highlighted
suggestion
The spell checker now moves to
the next word – Alpheius…

 Click on [Ignore]
Normally in the workplace you
4

would click on [Add] to add your 5

company name to the dictionary,
but we won’t here.
When all the errors have been
reviewed, Word will advise that the
spelling and grammar check is
complete...

 Click on [OK]

For Your Reference… Handy to Know…

To check the spelling and grammar:  Word will normally check your spelling and
1. Click on the REVIEW tab grammar as you type. Misspelt words are
underlined with a wavy red line and
2. Click on Spelling & Grammar in the
grammatical errors are highlighted with a
Proofing group
wavy green line (you might also see a wavy
3. Click on [Add to dictionary], [Change] or blue line; this is not a spelling or grammar
[Ignore] to each instance then click on [OK] issue but rather an inconsistency in style).

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 Microsoft Word

CUSTOMISING THE SPELLING CHECKER

You can control what Word will highlight as numbers, and internet addresses. If your document
spelling errors by telling Word to ignore particular contains many abbreviations, for example, you can
formats and structures. By default, Word will disable this setting so that you can check the
ignore capitalised words, words that contain accuracy of abbreviated text.

1
Try This Yourself:
Continue using the previous
Same

file with this exercise, or open

File

the file W1365 Proofing

Features_1.docx...

 Examine the document

There are several capitalised
abbreviations and acronyms,
such as BUP and BCR, which
are currently ignored. At the
end of the first paragraph,
‘Section_12’ includes a
number and is also not flagged
as an error...

 Click on the FILE tab, click on

Options to open the Word
Options dialog box, then click
on Proofing

 Click on Ignore words in

UPPERCASE and Ignore
words that contain numbers
until both options appear
without a tick

 Click on [OK]
The Spelling checker now
3
recognises capitalised words
and words containing numbers
as errors. Let’s restore the 4
default settings…

 Repeat steps 2 to 4 to restore

the two default settings
Leave this document open for
the next exercise

For Your Reference… Handy to Know…

To customise the spelling checker:  When you modify the spelling and grammar
1. Click on the FILE tab and select Options, settings in Word Options, these changes
then click on Proofing will be applied to all Microsoft Office
programs. Similarly, if you were to modify the
2. Click on the desired options under When
spelling and grammar settings in Excel the
correcting spelling in Microsoft Office
changes would be applied to all Microsoft
programs to enable or disable these
Office programs, including Word.
settings, then click on [OK]

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 Microsoft Word

PERFORMING A SPELLING & GRAMMAR CHECK

For most documents, checking for correct going through the document looking for and
spelling and grammar is one of the final correcting errors one-by-one, you can save time
proofreading tasks that you will undertake before and perform a spelling and grammar check across
you print or distribute a document. Rather than the entire document.

Try This Yourself:

Continue using the previous file with
Same
File

this exercise, or open the file W1363

Spelling & Grammar_4.docx...

 Press + , click on the

REVIEW tab, then click on Spelling &
Grammar in the Proofing group to
display the Spelling pane
The error is shown and suggestions
are displayed...

 Click on [Change] to accept baseline

The next error will be displayed...

 Click on [Change] to accept

prospects
Notice the pane has now changed to
the Grammar pane as the next error is
a grammatical error. Read the text 1 3
under Space between Words to see
what the error is…
4
 Click on [Change]
You are then informed that the
spelling & grammar check is
complete…

 Click on [OK]
But has Word picked up all of the
errors? Let’s see…

 Examine the second sentence in the

second paragraph
Notice that long-term has been 6
misspelled, but Word did not
recognise this…

 Double-click on tern and type term

For Your Reference… Handy to Know…

To perform a spelling & grammar check:  You may find that you only want to check the
1. On the REVIEW tab, click on Spelling & spelling of a single word or several
Grammar in the Proofing group paragraphs rather than the entire document.
To do this, select the text then click on
2. For each possible error that Word
Spelling & Grammar to perform a spelling
recognises, click on an option to correct it or
and grammar check across the selected text
type the correction in the top pane
only.

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