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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
One of the final tasks you will need to perform when working with any document in Word 2007, whether it be long or short, is output. Will it be a hard copy, will you take it to a publisher to be printed and bound professionally or will you be doing the printing yourself? So in this chapter we are going to explore printing and we will start in this lesson with printing selected pages and I want to show you a couple of tips to help you went it comes to printing. The document I'm working with here is in the Chapter 11 folder of the Exercise Files. If you are following along, it's called Printing1. You can see I'm down here near the bottom of the first page where I see the title and subtitle.
I have chosen a different theme with different colors and fonts being used. As I scroll down through this document, my current view is set to 100% meaning I'm seeing the document in its actual size. Now way back there used to be something called Print Preview. This still exists in Word 2007. However, people should know that when they are working on their documents in Word 2007 they are really in Print Preview Mode. In other words, what you see on your screen is what you are going to get on the printer. The way it appears here is the way it will appear on the printed page. But some people couldn't get by that. So the Print Preview command still exists.
For example, if I go up to the View tab here on my Ribbon and you can see 100% is the default view or Zoom Level, I can change this. If I want to be able to see an entire page on my screen, I can choose one page and in fact this is what people would consider to be Print Preview. Here I get to see the layout of my page. How it fits on the paper, how much room there is at the top or bottom, the margins on the left and the right as well. And now as I scroll through my document, I'm looking at it from a distance.
Well, there is a Print Preview command. Let's check it out now by going up to our Office button and going down to Print. Over here on the right, you will notice I have got three options. Print, which is a Ctrl+P key shortcut, is going to open up a dialog box where I'll be able to choose certain settings like copies for example and other print options. Quick Print, which is the equivalent of clicking the Print button on your Ribbon, will automatically send every page to your printer, the default printer, using the default settings. Down below is Print Preview. Now watch what happens when we click on Print Preview. This will look a whole lot different from what we saw a moment ago. As I scroll through my pages now, I'm looking at it from a distance and I have got a different Ribbon showing up here.
That's the difference between Print Preview and simply working on your document. Up at the top left I have got a Print section for printing this document. This is the equivalent of opening up the Print dialog box. Ctrl+P on your keyboard. I can also access other options by clicking the Options button. I can adjust Margins, Orientation, Size. I have got a Zoom section here. Look at that. One page, two pages, 100%. This is just what we saw on the regular Ribbon outside of Print Preview so everything is still here for me to work with.
Then I have got a Preview section and this is new on the Ribbon, this is something we didn't see before, but since we are in Print Preview we have the ability to show or hide the ruler, you will see one down the left as well as at the top, gives us an idea of the settings for our margins. For example, indents. Over here I can see my top and bottom margin settings and I can actually make adjustments right from Print Preview here if I wanted to. And I have also got a Magnifier. You will notice when you hover over your page, it's a magnifying glass with the Plus sign. That means you can zoom into a specific area. I'm going to move up to the previous page. It's very difficult to read this, so when I click I have actually zoomed in to 100%. And notice that my magnifying glass icon now has a minus sign, which means I can click again to zoom back out. So a nice easy way to quickly zoom in and zoom back out.
If you don't want the Magnifier you can turn it off and now you are actually working on the document, even though you are in Print Preview you can still work on the text, the content, make changes, select. For example, double clicking the title, I can do some formatting. I'm going to go back to the Magnifier and that's actually the default. Now working with a long document you wouldn't need to shrink one page. This is a feature that will allow you to shrink the entire document by one page if for example, you have got a paragraph that's overlapping just slightly into a new page and you want to tidy it up. So it's going to make adjustments to things like font size and margins to automatically make it fit on one last page, it doesn't apply to our long document. Here's some navigation buttons for moving around to the next page, to the previous page, we have also got this scroll bar to do that so we can hit the up arrow to move our page at a time, click below the sliding button here and you can see I can move from page to page as well.
So you might want to make adjustments here and actually print. Now I'm going to close Print Preview. I'm back to my document now in regular view, even though it's the equivalent of Print Preview, and I'm going to go back to 100% here, just scroll down so I can see my title and then I'm going to go back to the Office button now and come down to Print. Over here I don't want to select Quick Print. That means all 81 pages will be set to my default printer. I'm going to go up to the very top option and click Print there, the equivalent of Ctrl+P on your keyboard, and this brings up the Print dialog box. Here's where I get to choose things like the Page Range. We are going to talk about that right now.
Currently you can see the Default is ON, so Quick Print will print all your pages to your default printer, you should be seeing your own default printer up here with the green check mark circle here and down below you could see the status of your printer, etcetera, Copies defaulted to one. Down below it's printing the document, all the pages. You can see over here the Zoom Pages per sheet one. That's the Zoom Level when we go into Print Preview. Scale to Paper Size, there is no scaling involved here. We've set our margins everything fits right. We could use scaling to make things fit better if we wanted to, but we are going to focus on printing select pages. If I only wanted the current that's the page where my insertion point is flashing I can select Current Page and when I click OK, one page will be printed, but if you wanted to select a number of pages, you could go down to Pages radio button here and then enter your Range or Ranges.
Let's say I wanted the first page and a few pages in the middle and the last page. Well I type in 1 that will give me my first page. Now I'm going to hit the "," and select a range of pages, let's say I wanted 10 through 20, I type in 10-20, I also want the last page so I add another "," to separate into the next Range, 81 which is a single page as well. So I could combine them, there's an example down below here as well. You could also choose Sections. Notice the example down here P1 for Page1 Section1, Page1 Section2, Page1 Section3 to Page8 Section3, those are the ranges you can use and we are using sections in our documents so those commands would apply. I'm going to change this back to just Pages1 and 81, my first and last pages and I'm going to delete those and now when I click OK, off they go to my default printer.
So that's all it is to using Print Preview and then choosing select pages to print, but there might be some layout considerations to consider. That's what we are going to get into in the next lesson.
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