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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've ever looked at a document that appeared to have text faded into the background or even an image for that matter, you know what a watermark is. Watermarks were built right into the paper in the old days before computers. So when you held it up to the light, for example, you could see an image or even text built right into the page itself. It made the paper very expensive, so when you put it through your typewriter you want to make sure you didn't make any mistakes. Well, nowadays with computers and Word 2007 we can create watermarks right on the electronic copy on our screen and just send it to a printer that has regular paper in it and create the effect of a watermark. Watermarks can take advantage of our sections in a long document and headers and footers as well as you are about to see.
We are going to continue to use the same document we have been working with in this chapter. So if you have been following along, you are ready to go. If you've jumped to this lesson, however and you do have the Exercise Files and you would like to follow along open up, HumbugFormatting3 from the Chapter 5 of those Exercise Files. Currently as we scroll through the pages you will notice that we don't have any watermarks. Nothing in the background at this point. Well, let's say this was a drafted document and it should say draft across every single page. Well in that case we would want to insert a watermark. Watch what happens when I go to page 1 here and just click anywhere on the page.
We'll go up to Page Layout, we will go over to Watermark, click the dropdown and you will notice we've got some presets and they are categorized. Under Confidential we see DO NOT COPY and the words CONFIDENTIAL. Some diagonal, some horizontal. Under Disclaimers there we have DRAFT and SAMPLE and there is another category Urgent with ASAP and the words URGENT in there as well. I'm going to go back up to the Disclaimers section and select DRAFT. And when I do that, I see the word DRAFT diagonally in the background faded into the background and as I scroll onto the next page, I don't see it there.
Well, if I scroll back up and I go up to my Home tab here and choose to unhide or show the paragraphs and other formatting symbols, there is a Section Page Break. That's why on the next page I don't see that watermark. I am going to scroll back up, I'm going to click my Undo button up here just above the Ribbon and that removes the watermark. Now I could have also gone to my Page Layout tab, under Watermark, select Remove Watermark from here as well.
Now I'm going to go back to the Home tab. Because I don't need to see those section breaks and paragraph markers, I'm going to turn those off by clicking the same button. And watch what happens when I go to the Page Layout tab, over to Watermark and this time choose a Custom Watermark. I am going to give it a click here. Currently you will see that I'm using No watermark. That's why that's selected at the top. It's one of the three options. Another option is to use a Picture watermark or a Text watermark. Let's go to Text first. Down below you can see the Language. The Text has a dropdown. I'm going to choose DRAFT just like we saw a moment ago. I could change the font. I could change the size. Right now it's automatically going to be sized to fit the page, but I could choose point sizes from here all the way up to 144 and I'll leave it set at Auto.
The Color can be changed as well. I like that light gray and it will be Semitransparent, meaning I'll be able to read right through it. That's the checkbox right there that can turn that on or off. By default it's Semitransparent. There is the Diagonal or Horizontal options. I'm going to leave it at Diagonal, and I'm going to click OK, which will insert it and close up this dialog box. If I click Apply, it will be inserted but it will leave the dialog box open if I want to try something different. I'm going to click OK. There is the word DRAFT just like we saw a moment ago when we selected the preset. As I go on to the next page, check it out. It's there, too, even though it's a new section. And as I go little further down into another new section here where I see my Table of Contents area, I see the word DRAFT. So if you need to have it appear on every single page in your document and your document is broken up into sections, use the Custom option.
All right, I'm going to click undo just to remove that and next I'm going to show you another option, which is the Picture watermark. So let's go up to the Watermark dropdown, we'll go down to Custom Watermark, but this time we will select Picture. Now this works just like a Text watermark, it's going to appear on every single page. I can select the picture by using the Select Picture button. If you've got those Exercise Files, navigate to the Chapter 5 folder and select DraftImage. If you don't have the Exercise Files, just try one of your own images. Down below we will choose Insert, which will just simply insert it here into the path.
Now we've got it selected, make sure Washout is selected, if you don't want it to interfere with the content on your page, and let's click OK. Now as I scroll down you can see it's the word DRAFT, but with a little caricature there, and as I scroll on to the following pages, it appears on every single page. There we go. All right, I'm going to click Undo one more time. Now what if you only wanted to appear on certain pages? You have a couple of different options in that case. We already know that if we are in a section and we use one of the presets, it's going to appear in that section only.
Now another option is to have it appear on every page and choose the pages where you don't want it. So let's go up to Watermark, down to Custom Watermark, select Text, I'm going to go with DRAFT again and I'm going to click OK. So there it is on the first page. Same thing for the Publisher's Note on the next page, which is a new section. Let's go down to our reserved space for our Table of Contents here. And let's say I don't want it to appear here. Well, I can't click on it to delete it.
What you can do though is just double- click up in the header or down in the Footer section. So as soon as your mouse pointer changes from an I-beam to an actual arrow, double-click, that opens up your -- in this case, odd page header for section 3, but it also allows you to click on the watermark itself. And if I wanted to remove it, I could right-click and choose Cut. When I choose Cut, it's cut from here. I'm going to double-click back on the page now. As I scroll back up to the previous page, it's still there. If I scroll past my contents, you will notice it's still there as well. So that's the easy way to turn off the watermark where you don't need it.
All right, I'm going to click Undo and then Undo again. This time I'm going to scroll down to pass the Publisher's Note, pass the Introduction and pass my Table of Contents area to the first chapter and I'm going to click right here anywhere in the chapter. Now when I double-click up here in the Header section, you will notice I have got a first page header for Section 4. It can be different from odd pages and even pages because of the way I have set it up here under Options, this is our review. But with this still open, I'm going to go up to Page Layout > Watermark, and let's just scroll down to DRAFT again.
When I choose DRAFT, it's inserted here on this page. If I go up to the previous page, it does not appear there, it's a separate section using a separate header. When I scroll down to the next page it doesn't appear there either. That's because this page is using the even page header and the even page footer. If I go down to Odd it's not there either. So let's say I want it to have it appear on the odd pages. In that case I'm going to click here in the header. This is an even page. Let's go up one.
That's my first page, okay. Let's go down to the odd page. Click anywhere in the odd page header. Again we will go to the Watermark dropdown, let's go down here to select DRAFT and notice it does appear down below. As I scroll up though, it doesn't appear on the even page. Just scroll a little further down, look at that, disappeared. As I go down to the next section, it's not there either. So it's a great way to control where the watermark is going to show up and where it's not.
I am going to double-click in my Content, close up the Header and Footer sections and scroll back up through my document, right up to the top. There we go. So working with watermarks can be very handy if you want it to show up in the background of every single page, and you can do a custom watermark. If you want it to be specific to a section or even more specific to a header or footer whether it be an odd, even or first page in a section, you can also use those controls to control exactly how your watermark is going to look and where.
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