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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.
Earlier in this chapter, we talked about some of the page layout options you might want to consider before sending a document to your own printer. There are some additional options to consider as well depending on the type of document you are working with. We are going to explore those right now. The document I have opened up here is called Printing3. You will notice it uses a page background. It's got a watermark in the background as well. Everything else is the same. Same document we are accustomed to working with throughout this chapter. On this first page, you can see the watermark in the background just barely.
DO NOT COPY. The page background is strictly for reading. Typically, when you are reading a document online, you might want to use a page background. You wouldn't really want this to print. So you want to make sure that you are not using up a lot of ink or a lot of toner cartridge printing this color background for example on all 80-some pages of your document. As we scroll down, you can see that watermark kind of in the background. I'm going to go up to my Office button, give it a click, and come down to Print and over to Print Preview. So here we are looking at the Publisher's Note.
I'm going to zoom-in to this bottom section down here by clicking on it with my Magnifier. I have got some footnotes at the bottom of this page. I also know from previous lessons that there are certain words in this section of the document which have been marked as cross references, maybe to appear in an index for example. So those are some of the things that are happening in the background of the document. When we go up to our Print Options, and by the way we can access our Print Options just by going to the Office button and down to Word Options at anytime, you will notice that we do have under Display here a section called Printing Options.
I am going to click Cancel, and from Print Preview, this is just a shortcut to that. By clicking the Options button here, it takes me directly to Word Options > Display and I can see my printing options down below. This is typically what you will see by default. Drawings that are created in Word will be printed. But down below, you can see background colors and images. So the background color is what you see in the background of the page. Any images, which might be watermarks for example, are not going to be printed. Print the document properties is not selected. Hidden text.
This is really cool down here. If you are using fields, and we are using fields in this document, wherever you have for example a spot for the user to input information or if you are using a table of contents, an index. Those are all considered fields. You might want those to be updated before you print. Just in case you forgot to update your table of contents for example, it will be done before it get sent to the printer. I like to have that one checked off. Same thing for any linked data. If I'm linking to images that have changed, if I'm linking to websites for example where that information might be changing, I want that to be updated in my document as well. So let's just click OK with those bottom two selected.
We are not going to see anything different when we click OK to change those options. But I want you to see what the document looks like right now. I'm seeing the watermark, which is text in the background, but notice that the page color background is white. It's been removed. It's not going to print according to my Print Preview. We will go back up to Options now, give that a click, and choose to print our background colors and images. Document properties. We could have selected that from our Print dialog box as well. We've talked about that in the last lesson.
We will leave that unchecked. But we will go to Print Hidden Text and notice that hidden text up here can be viewed a certain way in our document if we want to. This is only how it's shown on the screen. Not on the printed paper. I like to choose Hidden Text with that dotted underline there. So I'm going to click OK now, which definitely changes my Print Preview. Notice now I do have the color in the background and notice how far it goes to the edge of the paper itself. It doesn't fill the entire paper. No piece of paper going through your printer will be able to print right to the very edge of that paper. So this is what it would look like in Print Preview.
Also, you are going to notice, we have got a whole bunch of codes showing up. This is the hidden text. For example, where Barnum shows up in my index, there is a cross reference, See Chapter 1 for example. A little further down, I see it again. Notice the dotted underline because I chose that option under my Display options. So let's go back up to Options. Imagine in 80-some pages how much ink or toner you would use up by printing the background color? I'm going to turn that back off. I definitely don't need to see the hidden text in my printout. I'm going to turn that off and when I click OK, I return to my Print Preview, I will see the watermark in the background, because that's text watermark. You can see all of those hidden codes are gone as is the color page background.
So I might be ready to print at this point. I'll click my Print button and continue to print from here. I'm going to click Cancel and I'm going to close my Print Preview. So just a couple of other options to consider when printing your long documents.
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