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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.
If you have decided you are going to be printing your long document to your own printer, using your own paper, your own ink or laser cartridge for example, there are a couple of important considerations to explore before you send all those pages to the printer. Last thing you want is it to come out incorrectly and have to redo the entire thing, wasting a lot of paper, a lot of ink, for example. So we're going to use the same document we were working with in the previous lesson. It's called Printing1. If you've been following along with me, you're ready to go. If you need to get caught up, go to the Chapter 11 folder of the exercise files, and open Printing1 and here on the first page, we see our title down at the bottom left- hand corner. It's over 80 pages so you can imagine sending this to the printer and then realizing that things were not lined up properly, or for example, we're going to be binding it down in the middle using rings or some other type of binding, staples for example, and we can't read some of the text when we opened it up.
So a couple of things we are going to look at in this lesson include the gutter position, allowing some space for binding, we'll talk about facing pages and of course if you are going to be printing in color or black and white, that can be very important too, especially if you're using ink cartridges, or even a color which can be very expensive per page. All right, I'm going go up to my Office button, and I'm going to go down to Print, over to the right and click Print Preview. This is one way for us to get to some of those settings. For example, under page setup here, we can adjust margins, the orientation of our page as well the size of the page. Now as I look at Print Preview here which automatically shows me an entire page at a glance, I can scroll down, using my wheel mouse, using the scroll bar to go from page to page and get a feel for those margins, top, bottom, left, and right, and the overall layout of my document.
Let's say we are going to be creating a booklet that's going to be bound down in the middle. Well, we'll probably want the Sync pages then, and to create a little extra space on the inside for those staples, those three rings, or whatever type of binding you choose to use. So if I go back to page Setup here, orientation is not important, I'm going to keep it at portrait, but you can see the other option, here is landscape, portrait is what we want. The size of the page I'm using is Letter. I'm going to keep it at Letter, but there's lots to choose from here. And by the way, this is very important. If you do make a change to, for example, the page size, or the margins, it will automatically change the section, not the entire document, unless you go down to the very bottom and choose something like, More Paper Sizes and from here you'll see, Apply to at the bottom. We want to apply this to this to the entire document typically when we're printing out a book or a long document like we have here. So I'm going to choose whole document.
Now I can also access my margins, my paper from here, but with the page setup dialog box selected, which I can also activate from the bottom right corner of the page setup section here on the Ribbon, I've got the ability to choose things like my gutter, and gutter position, as well as what I'm doing with multiple pages. Multiple pages is set up typically as Normal, meaning it really doesn't think that they are going to be setup in a booklet format, or they are facing each other, facing pages. So that's the first change we're going to make. Watch what happens up here to my Gutter and Gutter Position. When I click the dropdown and go down to Mirror Margins. Mirror Margins means I'm going to be using facing pages, when I click on it, all the sudden I cannot select the Gutter Position.
By default, it falls over here under Inside. All I can do now is adjust that gutter. Now look down below. I've got a quick preview here. Everything I change is going to applied to the whole document. That's important. If I know I'm going to be using some binding down the center of my book that is going to take up say a third of an inch, well then I can adjust the gutter to accommodate that, and as I use my little up arrows, to bump it up 0.1 inches at a time, you'll notice in the preview down below I start to see where that binding will go and because I've chosen Mirror Margins, it knows automatically to do it down the center here.
So let's go up to 0.5. You can see that's going to squish in my margins on opposite pages here a little bit and shift things to the outside a little bit. I'm going to bump that back down and of course I could come in here if I wanted to just type in the actual value. I'm going to bump it down to 0.3. So now I have made a change not to the margins necessarily, the top, bottom, left, or right, they stay the same, but I just shifted the content over by 0.3 inches. I was able to do that, thanks to mirroring my margins first and applying these changes to the entire document. When I click OK, you're going to see that slight shift here in your preview.
So we could be ready to print at this point, but when we go up to our print button, let's say we want to make sure that this is correct, it's going to be kind of a draft and we don't want to use up all of our color cartridge, or color ink. We can go to the Print button right here to open up our Print dialog box and this is going to be little bit different for everybody depending on the type of printer you are using because when we choose to print in black and white over color for example, it's a printer property that we need to change. So my printer is an HP Deskjet 3600. If you don't have my printer your properties will look different, but the routine is quite similar. We go over to the Properties button here in Word, and we see out printer properties. Your screen will now will probably look different from mine, but somewhere, you should be able to go to change the color options, and for me it's a tab right up here, the color tab.
Now right away you can see that by default, high quality is selected, and there's a preview over here. It's going to print in color. I also have access to advanced color settings for my printer, an HP Printer right from here. But I want to print in grayscale for black and white and I only want to use my black print cartridge. I don't want to use up any of the color so I'm going to select that to print only using the black ink, it'll be a totally black and white document that is output at the printer's end. Notice my preview here is turned into a grayscale or black and white document.
Now when I click OK, I've made that change. If want to print the entire document, I make sure all is selected and I click OK, and off it goes to my printer, in black and white, using my new settings that allow for binding down the middle things to that gutter adjustment. So you can go ahead and print, and see what that looks like or select just the current page or selected pages like we did in the previous lesson. I'm going to click Close and I'm going to close my Print Preview to return to my document and I'm ready to continue.
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