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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
There are several steps to printing a document, although not all of them are required. Setting Page Setup options are good example. Page Setup options determine some very basic settings for your document, including paper size and orientation. In many cases you set these options before you start creating your document, but since Word can reform your document after a Page Setup change, you can change these options at any time. But if you're creating a document with standard settings, you might not need to change Page Setup options at all.
There are two ways to access Page Setup options. One way is on the Ribbon. We want to click the Layout tab and look in the Page Setup area. The Page Setup area is right here. The two options we're concerned with are Orientation and Size. Orientation enables you to specify whether the document should be printed in Portrait or Landscape mode. Just pull down the menu and you'll see the two options. Portrait mode is the default setting for most document types. One exception might be envelopes that are usually printed sideways.
If you change this option, your document will reformat accordingly. So let's make it Landscape and see what happens. What happened is this, is it made it Landscape view, but because it's in Landscape view now, it doesn't all fit on one page, so it's showing us the two pages side by side. Keep in mind that if your document includes headers or footers that include tab settings, they might require some adjustment. Let's set that back the way it was, Portrait. The next option, Size, enables you to specify a paper size.
In the US the default paper size is US Letter but you can choose from among many other different standard paper sizes. Just pull down this menu and you will see them all. Again, if you change the paper size, the document will reformat accordingly. So if I pick a smaller size for example, you see that the documents layout changed. Let's bring that back to Letter. Now both of these options are also available in the Page Setup dialog. Choose File > Page Setup to view it. It's right down here.
You want make sure that the Page Attributes option is chosen from the Settings menu. That's this right here. You can then specify four different options. Format For enables you to choose your preferred printer. Normally you don't need to do this. You can leave it set for any printer, just one of the options. The only reason you might want to change this is if you know that your printwe was a specific printer and it has certain limitations, such as minimum margin sizes. Paper Size is the size of the paper as I've already discussed.
Just pull down this menu and you'll see all the options available to you. You can also create a custom size. Choose Manage Custom Sizes and then you can use this dialog to create a new paper size. Just click the plus, type in a name for it, and then you can specify paper size measurements. So maybe this is going to be 6x10, and then I can set the margins and other information here. When I click OK, that now becomes a paper size and it's listed here.
Now I don't want that. I'll put it back to US Letter, but that's just one of the options. Orientation determines whether the document will print in Portrait or Landscape view, as I have already discussed. Scale enables you to change the print size of the document. You can enter a percentage in this box to increase or decrease the scale of the document. Now the only time I've ever used this feature is when I want to create a wallet sized cheat sheet of a price list I needed to consult frequently. I shrink it down, printed it, and then cut it out and put it in my wallet. That's page setup.
Keep in mind that if you plan to create a document in Landscape view or using an unusual paper size, you'd be better off setting Page Setup options before you start formatting the document. That might save some reformatting later on. But in general Page Setup options are the kinds of options you probably won't need to set very often at all.
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