CPS100 • Introduction to Computers

Lakeland College • Japan Campus

Page Setup: Document-Level Changes

You will find the Page Setup controls in the Page Layout Tab in the Ribbon:

This is where you can make Document-Level Changes.

You can set Margins:

Either choose one of the preset margins, or click on "Custom Margins" at the bottom of the menu.

You can also set:

  • Orientation: Set to Portrait (vertical) or Landscape (horizontal);
  • Size: Set to Letter, A4, or other paper sizes;
  • Columns: Break your writing into vertical columns:

The text you select will be changed to however many columns you decide. If you select only one or a few paragraphs, they will be changed to columns while the other text will stay as it is.

You can also choose three other changes:

  • Breaks: Choose different ways to jump to the next "top" area. A Page Break, for example, will jump from your current position to the top of the next page; a Column Break will jump from your current position to the top of the next column. And so on. For this class, ignore the Section Breaks.
  • Line Numbers: You can add numbers to the side of each line, if you wish.
  • Hyphenation: You can have the computer break words into parts and add hyphens, to make Justified or other-aligned text look more even:

NOTE: Many essay styles, including MLA, do not allow hyphenation.

The Page Setup Dialog Box

If you click on the button at the lower-right corner of the Page Setup area, the Page Setup Dialog Box will open.

The first tab at the top allows you to set Margins:

The first section controls the Margin setup. The Top, Bottom, Left, and Right margins control the amount of space between the edge of the paper and the boundaries of the text. The Gutter, which we will not study in this class, is a special feature when printing in book or booklet form, adding space to the inside of a page (on the left for odd-numbered pages, and the right for even-numbered pages) to allow for the book's binding.

Next is Orientation, which allows you to set the paper is positioned. Portrait (standing up) is the normal orientation; Landscape (wide) is often used for posters and signs.

Do not be concerned with the Pages section. The Preview will give you a general idea of what the changes you made will look like.

As with the Font dialog box, the Default button makes the changes yous elect appear on every new document in MS Word.

In the Paper tab, you can choose the paper size you will use. Either select from a list of standard sizes, or set the exact height and width manually.

If your printer allows it, you may also choose the printer tray from which the paper is fed.

In the Layout tab, you can control how Sections begin (again, we will not study sections in this class).

Additionally, you can control Headers and Footers. If you will print in book form, with double-sided pages, you will need Different odd and even headers and footers, mostly because page numbers appear on the outer edge of the paper, not on the binding side; therefore, odd-numbered pages (which should always be on the right side of the open book) require page numbers on the right side, and even-numbered pages are the opposite. In some books, odd and even pages also have different information--for example, the book title, the chapter title, or the author's name.

Asian-Language Versions of MS Word

There are several differences between the Japanese and English versions of MS Word which can cause problems in English-language essays. Here are four common problems and their solutions:

  • Line Spacing: Asian-language line spacing is a bit wider than Western-style spacing. If you use the Asian style, your American teacher may think you are trying to cheat by increasing the spacing and therefore creating "extra" pages.
    SOLUTION: Go to the Page Setup Dialog Box (you can also open it by double-clicking on the ruler in the left or right margin). In the normal English-language version, there are only three tabs:
  • In the Page Setup dialog box in Asian-language MS Word, you will find a fourth tab at the top, called Document Grid. In Asian spacing, the Grid is set to "Specify line grid only." To fix the spacing, change this to "No Grid". To make this setting permanent, click on the Default button and make the change.

  • Alignment: MLA Style calls for Left Alignment, except for titles. Japanese MS Word automatically uses Justified Alignment; in fact, the "Left Alignment" button may not even be on the toolbar!
    SOLUTION: Change to Left Alignment, using the Paragraph dialog box if necessary.
  • Widow/Orphan Control: Japanese MS Word has Widow/Orphan Control turned off by default. As discussed in the previous chapter, Widow & Orphan control prevents a single line at the top or bottom of a paragraph to exist separately on a preceding or following page.
    SOLUTION: Go to the Paragraph dialog box, and turn Widow/Orphan Control on. CAUTION: this is a paragraph-level change, so you must select ALL PARAGRAPHS in your document before doing this!
  • Paper Size: In Japan, A4-sized paper is used. In America, "Letter" (8.5" x 11") sized paper is used.
    SOLUTION: Be careful to use the right setting depending on what paper size you use. When you travel between the United States and other countries, be sure to set the correct paper size and make it permanent with the Default button.

All of the above will happen again and again, every time you make a new document. To make these changes permanent, use the "Default..." button at the lower left corner of the Page Setup/Paragraph/Font dialog box.

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