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In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.
When they said the computers were the future of the paperless office, they didn't count on the use of paper actually increasing 93%. How many times have you printed out your final document only to find a typo that you just didn't see on screen? In this day and age, it's important to save both money and our planet's precious resources by cutting back on paper and on ink. Your first line of defense is now part of Word's standard tools. If I go to File and click on Print or press Ctrl+P, the Print dialog box now has a preview, down on the bottom right, you can zoom in and zoom out, you can also scroll through your document, looking for orphaned headings or other layout issues.
If I see something, like here on Page 6, I can go straight back to Home and back to my document and fix it. When I'm done fixing it, I'll go back to File and Print or press Ctrl+P. Make sure that it says your printer right here. I am going to switch mine to my HP LaserJet. Now when you are printing drafts, you may not want to print the entire document. Maybe I only want to print a certain page. I can navigate to it, click on Print All Pages, and then just Print the Current Page. Or, before I come into the Print window, I could actually highlight one section of text, and then just print that one little bit.
I also have the option of creating a custom print range. So, for example, if I wanted to print the first five pages of the document and then Page 7 and then Page 13, I can do it like this. Do a dash (-) for your range, and Commas (,) between your individual pages. Now turn your attention down to the bottom where it says 1 Page Per Sheet. If you're just proofreading, instead of having, 22 pieces of paper, you could do 2 Pages Per Sheet, or 4 Pages Per Sheet. That will actually allow you to see several pages at a time and save you a lot on paper.
Here, it says Print One Sided. Depending on your printer, you may have options for duplex printing. Here it's giving me an option for Print on Both Sides, which will print front and back and flip along the long edge. This will allow you to print on both sides flipping along the long edge, just like you would with regular piece of paper. If you need to flip vertically, I have an option for that too. If you don't have a duplex printer, click on Manually Print on Both Sides. This will print your odd pages, give you an alert message, telling you to put that stack back into the printer, and then it'll print the even pages on the back. It works great.
Depending on your printer, you may also have Printer Properties to look at. Now everybody's printer's going to be different. Your window is not going to look like this at all. But there're a few things that I want you to look for. Find a window that talks about the quality of the paper. Many printers will have an EconoMode or a DraftMode, which will print with less ink. Your letters will be distinctly fuzzy, but if you're just proofing the document yourself, it's a great way to save some ink. I'll go ahead and click Cancel. Word also has another place where you can set many of your printing parameters.
At the bottom of the Backstage view is Options. Click on it and then click on the Advanced section right here, scroll down, towards the bottom, there's a whole section for Print. Use draft quality is kind of like I was talking about earlier, where it will use less ink. It won't be a quality print out, but it's good enough for proofing. Now I have an Epson printer that, after it prints out a page, it drops it into a drawer, and so whenever I print a document normally, all my pages come out in the wrong order.
If that's the case with your printer, you can turn on Print pages in reverse order, and so it'll print from the end to the beginning. Now, I don't want to print in draft quality at the moment. So I am going to go ahead and Cancel this window. So by thinking carefully about what you print and how you print it, you can save yourself a bundle on paper and ink. Your chief financial officer, even if it's yourself, will appreciate it.
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