Rutledge

Word Tips

Buttons to Use | Header & Footer | Columns | Automatic Numbering
Keep Words Together | Suppress Page # on Last Page | Page Defaults

 

Handy Standard and Formatting Buttons

Zoom

Show/Hide

Decrease & Increase Indent

Print Preview

Changes the view of your screen – smaller/larger; does not effect print size

Shows background formatting

dots – spaces

arrows – tabs

Paragraph symbol – paragraph (enter) ; can be deleted just like text

Indents a section to the next paragraph symbol

Quick view of what the printed document will look like. Click the page to enlarge; click again to shrink

Alignment button 

Header and Footer

Click the View menu, Header and Footer. A rectangle surrounded by a dotted line and a new toolbar will appear.

In the example above, I also used the Insert Date button and typed the word Page and used the Insert Page Number button and the Alignment button.

After a Header or Footer is inserted, you can edit it by double-clicking on a word in the Header or Footer.

To create a different Header or Footer on the 1st page, go to Page Setup (by the button or File/Page Setup.) Click the Layout tab and put a checkmark next to Different First Page.

Columns

If you have already typed information that you want to put into columns, highlight the information and select the Columns button . Select as many columns as you want to use.

If you need to force some information into the 2nd column, click at the end of the last word you want in column 1. Click Insert/Break/Column Break. If the columns are not quite balanced, you may need to turn on the Show/Hide button and delete blank lines.

Automatic Numbering

If you type 1.  and any words at the beginning of a line and hit Enter, automatic numbering will turn on. You may want your Outline to look like the one below.

I.                     Step One

A.      Information One

B.      Information Two

II.                   Step Two

I have created some tips about how to manage Automatic Numbering to get such a numbering scheme and also how to completely turn it off.

Questions From Class Members: 

#1. How do I keep two words together, like a person’s name?

You use what is called a non-breaking space. Delete the space between the words that you want to tie together. Press CTRL+SHIFT+SPACEBAR. The words will now move together

An alternate method is to type the first word and choose Insert/Symbol and the Special Characters tab. From the list, select  Nonbreaking Space, then choose Insert and Close.

If you turn on the Show/Hide button  the code for the non-breaking space is a circle rather than the usual dot. Below I have pasted in some text with a non-breaking space after the word Judy.

  

 #2. How do you suppress a page number on the last page only?

Let’s assume you have a 4 page document and do not want numbering on page 4.

You will insert a Next Page section break on page 3. Click at the end of page 3 and click Insert/Break/Section Break Type/Next Page. This places a Next Page section break and moves the cursor to page 4. Open Headers & Footers (View/Headers and Footers.) Turn off the Same As Previous  button on the Header & Footer toolbar.

 

Delete the page number from the last page.

 

Set Document Defaults

  • Open a Microsoft Word document
  • Go to the File menu, Page Setup
  • Change the margins to the numbers you want to be the default
  • Click the Default button
  • Click OK

All new Word documents you open will have these new margins. You can always change individual documents like you do now.

You can also set your default to Landscape if you do most of your work on that type of document.