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Setting page margins, page orientation, and paper size

From: Word 2010 Essential Training

Video: Setting page margins, page orientation, and paper size

Three Page Layout settings: Margins, Page Orientation, and Paper Size, are all used to determine how your document will look when it is printed. Margins are the blank space around the edges of a page. While most of your text and objects will appear between the margins, some items appear in the margins, for example, headers, footers, and page numbers. To set your margins, let's go to the Page Layout tab, and we're going to choose the dropdown for Margins.

Setting page margins, page orientation, and paper size

Three Page Layout settings: Margins, Page Orientation, and Paper Size, are all used to determine how your document will look when it is printed. Margins are the blank space around the edges of a page. While most of your text and objects will appear between the margins, some items appear in the margins, for example, headers, footers, and page numbers. To set your margins, let's go to the Page Layout tab, and we're going to choose the dropdown for Margins.

Normal is the default setting, 1 inch all the way around the document, but we could choose, for example, Narrow settings, a half an inch all the way around. Word repaginates our document, and when we look, we have a document that has very narrow margins. Another choice is moderate, which leaves large margins at the top and the bottom where we're likely to have headers and footers, but splits the difference three-quarters of an inch on the left and the right-hand side. This is a pretty big document though, this employee handbook, and the odds are good that at some point we will want to put this in a binder, or have it bound.

So, let's take a look at the kinds of margins we can use for bound documents. One choice is Wide, which provides ridiculously-wide margins. You might wonder why someone would use this kind of a setting, and part of the reason is that it gives you lots of space to write notes. This is the kind of Margin setting that people often choose for a document they're going to manually review, and write notes on with a pen or make marks with a highlighter. But it's pretty big, two inches left and right. What we really want are we want to have a wide margin on the side where we'll have binding.

This Narrow margin doesn't give us the ability to three-hole punch this document without punching right into our text. But we don't really care as much as about the margin at the outside. There are two different ways that we can lay out margins for binding. One is what are called Mirrored margins. With Mirrored margins, we give an inch- and-a-quarter on the left of odd numbered pages, the side where a three-hole punch would be, then a slightly narrower margin, not enough so that you really notice, but a margin that when this document is bound, there will be approximately the same distance on either side left to be able to look at it.

Then on our next page, what we have is we have that wider margin here on the right-hand side, because this is where we would expect it to be on an even page, which will be on the back side of this sheet of paper. Let's go to the Custom Margins command, which will open this Page Setup dialog box, and take a look at all of our options. So here we have Mirror margins, and if we change, notice that we don't have Left and Right margins; we have Inside and Outside margins. So, if I need a little more room for my three-hole punch, I can increase this, and this small preview will change.

So now I have an inch-and-a-half on the Inside, the left side of an odd page, the right side of an even page, and only one inch on the Outside. Another possibility is simply to choose the Normal margins that we already had and to say I'd like to provide a Gutter. If we choose a Gutter, we'll have Left and Right margins, but a Gutter is defined as the space that's the binding edge of a document. So this isn't like bowling, where there is a Gutter on either side. Here, the Gutter is absolutely on the inside, left side of odd number pages.

And you'll notice that it even makes it look like there is some comb binding here for the Gutter. So, these are all different ways that I can set margins. If I have a set of margins that I want to use for every single document I create, I can override the current default of Normal, 1 inch all the way around by choosing Set As Default. Margins are the most complex of this group of Page Layout settings. Orientation is especially easy. There are two different Orientations: Portrait and Landscape, so named for pictures in an art gallery. Since most people had their portraits painted while they were standing or sitting, rather than lying down, this Portrait alignment is a vertical alignment where the long side of the page is in the vertical dimension.

And Landscape, if you imagine wonderful landscape paintings, they are more horizontal, so here's our paper turned sideways. If we choose Landscape, for example, Word will repaginate our document. Now, it actually has more pages in it than it did before, because Word can make quite as good use of the space that we've given it for this particular document. This isn't a bad look, but you'll notice that in areas like this, we do throw away a lot of paper that we're not using, which is part of why this is a longer document. If you're going to print this document for most people to read, you would want to leave it in the Portrait orientation.

We tend to save Landscape for large tables, or other data that really needs to be seen in more of a horizontal look. Finally, we can change the size of our Page Layout, and this should be very easy, because it's the size of whatever paper you intend to print this on. Normally, you'd use 8.5 x 11 for most of your printing, although Legal, the same width but longer paper is also used. Another North American size is tabloid Paper which is 11 x 17, 2 8.5 x 11s so you can print two-up on a page and fold your paper in half to have sort of a not a bound, but a single document.

There are some other paper sizes here that start with the letter A that seem just a little unusual in terms of their dimensions, and that's because these are not papers that were constructed in inches. These are European paper sizes: A3, A4, A5. Again, simply choose whatever paper size you actually have in your printer. If you want to adjust the number of copies on a page, don't do it here. Do it in your printed settings. While we've been changing Margins, Orientations, and Size here on the Page Layout tab, these are Print settings.

So, if I go Backstage in Microsoft Word 2010 and choose Print, I'll have these same options here. Here are my Margins, here is my Paper Size, and here is my Orientation. So if I make changes here, notice that they will be reflected here in my preview after Word repaginates my document. So, before you print your document, when you're Backstage in Word, just take a moment and checkout your settings for Margins, Paper, and Orientation to make sure that your printed document will look exactly the way that you'd like it to look.

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This video is part of

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Word 2010 Essential Training

89 video lessons · 55894 viewers

Gini Courter
Author

 
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  1. 5m 39s
    1. Welcome
      1m 8s
    2. Using the exercise files
      1m 34s
    3. Creating placeholder text
      2m 57s
  2. 33m 47s
    1. Using the Word interface
      8m 56s
    2. Understanding the Ribbon
      8m 10s
    3. Customizing the Quick Access toolbar
      3m 10s
    4. Using Word's document tools
      8m 5s
    5. Using the Navigation pane to find words or phrases in a document
      5m 26s
  3. 30m 53s
    1. Managing documents with Backstage view
      4m 42s
    2. Creating a new document from a template
      5m 11s
    3. Making it easy to find and open documents
      3m 59s
    4. Saving a Word document for yourself or others
      7m 1s
    5. Printing a document and choosing a printer
      3m 33s
    6. Setting print options
      6m 27s
  4. 24m 24s
    1. Selecting text using the mouse and keyboard shortcuts
      4m 57s
    2. Rearranging text using Cut, Copy, and Paste
      7m 38s
    3. Undoing and redoing actions
      4m 8s
    4. Finding and replacing text
      7m 41s
  5. 27m 40s
    1. Understanding fonts
      6m 32s
    2. Working with fonts
      5m 29s
    3. Applying basic formatting
      6m 25s
    4. Changing the case of text
      4m 22s
    5. Using text effects and adding impact to a document
      4m 52s
  6. 29m 44s
    1. Aligning and justifying paragraphs
      2m 55s
    2. Changing line spacing
      5m 2s
    3. Using indents and setting tabs
      7m 20s
    4. Creating a bulleted or numbered list
      6m 11s
    5. Keeping text together through page breaks
      4m 2s
    6. Applying shading and borders to paragraphs
      4m 14s
  7. 50m 10s
    1. Power formatting with styles
      7m 34s
    2. Changing a document's theme
      6m 59s
    3. Changing style sets, color sets, fonts, and paragraph spacing
      3m 31s
    4. Applying Quick Styles and clearing formatting
      5m 18s
    5. Creating a Quick Style set
      6m 24s
    6. Using the Navigation pane with styles
      3m 1s
    7. Easily creating a table of contents
      5m 32s
    8. Restricting formatting to a selection of styles
      4m 58s
    9. Creating a multilevel list using styles
      6m 53s
  8. 48m 1s
    1. Creating a table to organize text
      6m 11s
    2. Converting text to tables
      3m 36s
    3. Formatting tables for readability
      4m 8s
    4. Adding and removing columns
      5m 36s
    5. Sorting table data
      5m 19s
    6. Merging, splitting, and formatting cells to create a form
      8m 53s
    7. Converting a table to text
      2m 41s
    8. Inserting an Excel table for calculations and charts
      7m 18s
    9. Using Quick Tables
      4m 19s
  9. 1h 7m
    1. Illustrating documents with pictures, shapes, and clip art
      8m 43s
    2. Positioning, sizing, and cropping graphics
      6m 11s
    3. Wrapping text around graphics
      4m 54s
    4. Laying out text and graphics with a table
      6m 50s
    5. Adjusting brightness, contrast, and sharpness of photos
      4m 30s
    6. Applying special effects to graphics
      5m 4s
    7. Applying styles to graphics
      5m 40s
    8. Illustrating with charts: Inserting a chart from Excel
      8m 26s
    9. Illustrating with diagrams: Using SmartArt
      10m 22s
    10. Illustrating with screenshots: Capturing screenshots from your computer
      3m 17s
    11. Illustrating with WordArt
      3m 35s
  10. 34m 10s
    1. Understanding building blocks
      3m 41s
    2. Numbering pages and applying headers and footers
      6m 56s
    3. Adding cover pages and blank pages
      3m 50s
    4. Using text boxes for document design
      8m 16s
    5. Creating and saving custom headers and footers
      6m 21s
    6. Creating and saving Quick Parts
      5m 6s
  11. 23m 40s
    1. Setting page margins, page orientation, and paper size
      6m 30s
    2. Inserting sections to organize a document
      5m 17s
    3. Using columns
      5m 23s
    4. Using watermarks, page borders, and colors
      6m 30s
  12. 20m 15s
    1. Checking spelling and grammar
      5m 6s
    2. Setting proofing and AutoCorrect options
      7m 21s
    3. Using the Thesaurus and Research and Translation tools
      7m 48s
  13. 21m 3s
    1. Tracking changes and showing markup
      5m 29s
    2. Accepting and rejecting changes
      4m 35s
    3. Comparing and combining documents
      6m 42s
    4. Coauthoring documents with SharePoint
      4m 17s
  14. 40m 56s
    1. Trouble-free document sharing
      5m 38s
    2. Emailing a document
      4m 4s
    3. Saving a document to a Windows Live drive
      4m 8s
    4. Saving to SharePoint and sharing a document link
      3m 59s
    5. Using Word on the web
      3m 4s
    6. Blogging with a document
      4m 27s
    7. Finalizing and password-protecting a document
      3m 38s
    8. Restricting editing for all or part of a document
      6m 3s
    9. Digitally signing a document
      5m 55s
  15. 25m 18s
    1. Changing Word options
      5m 42s
    2. Customizing the Ribbon
      7m 22s
    3. Creating and playing a macro
      8m 8s
    4. Assigning a macro to the Ribbon
      4m 6s
  16. 31s
    1. Goodbye
      31s

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