The Page Setup dialog box allows you to adjust a wide variety of options that affect the general appearance of the pages throughout your entire document or in one or more document sections. These options include the document margins, the paper size, the vertical alignment of text on the page, and line numbering.
If you're creating a Web-page document, keep in mind that none of the settings you make in the Page Setup dialog box will affect the way the page appears in a browser.
To set any of these options, follow these steps:
In general, you can modify either the entire document or one or more document sections. The specific choices that appear in the Apply To list depend on the part of your document that you have selected and whether you have divided your document into sections. Note that if you choose the This Point Forward option (which appears if you didn't select text), Word will insert a section break at the position of the insertion point, and if you choose the Selected Text option (which appears if you selected text), Word will insert a section break at the beginning and at the end of the selected text. Choosing one of these options is a convenient way to divide your document into sections without having to manually insert section breaks.
To set the page margins, do the following:
Figure 11-3. The Margins tab of the Page Setup dialog box.
The pages will be printed one above the other if you choose the Portrait orientation, or side by side if you choose Landscape orientation. (Orientation is discussed in the next section.) This option is useful if you're planning to cut the sheets in half, perhaps to make a booklet.
Figure 11-4. The page margins that the Top, Bottom, Left, and Right boxes of the Page Setup dialog box set when you deselect the Mirror Margins and 2 Pages Per Sheet options.
If you selected Mirror Margins, the boxes will be labeled Top, Bottom, Inside, and Outside; the corresponding margins for a two-page spread are shown in Figure 11-5.
Figure 11-5. The page margins that the Top, Bottom, Inside, and Outside boxes of the Page Setup dialog box set when you select the Mirror Margins option.
If you're printing on both sides of the paper, you can also make the headers or footers symmetrical by selecting the Different Odd And Even option on the Layout tab of the Page Setup dialog box and formatting your headers and footers appropriately.
If you add a gutter at the left and select Mirror Margins, the gutter space will be added to the right margin on even pages and to the left margin on odd pages, as shown in Figure 11-6. If you add a gutter at the left but don't select Mirror Margins, the gutter space will be added to the left margin on all pages. (If you add a gutter at the top, you can't select Mirror Margins.)
Alternatively, you can adjust a page margin using a ruler. If you have divided your document into sections, place the insertion point in the section you want to modify, or select several sections to modify all of them. To adjust a margin, switch to Print Layout view (choose Print Layout from the View menu) or to Print Preview (choose Print Preview from the File menu), and drag the appropriate marker on the horizontal or vertical ruler. (If the rulers aren't visible, choose Ruler from the View menu. If the vertical ruler isn't visible in Print Layout view, choose Options from the Tools menu, click the View tab, and select the Vertical Ruler option.) Figure 11-7 shows the markers for adjusting the left, right, and top margins in Page Layout view. (The marker for adjusting the bottom margin is similar to that for adjusting the top margin.)
For information on changing the size or position of headers and footers, see "Sizing and Moving Headers or Footers."
Figure 11-6. The gutter space added to the left margin, with the Mirror Margins option selected.
Figure 11-7. Adjusting the left, right, and top margins using the rulers in Print Layout view.
ON THE WEB
The MarginDemo.doc Word document, used in the examples in this section, is on the Running Office 2000 Reader's Corner page. For information about connecting to this Web site, read the Introduction.
When you're adjusting the left or right margin, make sure the pointer has become a double-headed arrow. (Also, if you have ScreenTips enabled, the ScreenTip should read Left Margin or Right Margin.) You could otherwise inadvertently change the indent for the selected paragraph rather than the margin:
To see the exact margin measurements, hold down the Alt key while you drag a margin marker on a ruler.
Don't confuse the left and right margins with the left and right indents. A margin is the normal distance between the text and the edge of the paper, and it applies to an entire document or section. An indent is an adjustment to this distance that applies to one or more individual paragraphs. (It's a paragraph formatting attribute.) If the left or right indent measurement is 0, the paragraph text is aligned with the left or right margin. If the indent measurement is positive, the paragraph text is moved in from the margin, and if it's negative the text is moved out from the margin. See Figure 11-8.
For instructions on setting paragraph indents, see "Applying Paragraph Formatting Directly."
Figure 11-8. Margins and indents.
Word normally assumes that you're printing on 8½-inch by 11-inch paper. If you're using a different paper size, you must change the paper size setting. You can also change the orientation of the text on the page. To alter either of these settings, do the following:
If, for example, your document contains a wide table, you might place the table in its own section and assign the Landscape orientation to that section, leaving the other document sections in Portrait orientation. Word would then print the table sideways so that it would fit on the paper.
When you switch paper orientations, Word automatically swaps the current settings of the top and bottom margins for the settings of the left and right margins so that the text occupies the same portion of the page.
Figure 11-9. The Paper Size tab of the Page Setup dialog box.
If your printer has more than one paper bin, a manual feed slot, or another paper source, you can print the first page of the document (or of the section) on paper from one source and print all remaining pages on paper from a different source. You could use this technique, for example, to print the first page of a letter on letterhead stock and the remaining pages on blank stock.
To set the paper source, click the Paper Source tab of the Page Setup dialog box. (See Figure 11-10.)
Figure 11-10. The Paper Source tab of the Page Setup dialog box. (The contents of these lists depend on your current default printer.)
Finally, you can adjust a variety of page setup options by clicking the Layout tab of the Page Setup dialog box. (See Figure 11-11.) To control the location of the text at the beginning of the selected document section or sections, choose an item in the Section Start list.
For information on the Headers and Footers options, see "Varying Headers or Footers Within the Document."
You can choose an option in the Vertical Alignment list to affect the way Word arranges paragraphs—in the vertical direction—on pages that are not completely filled with text. Figure 11-12 shows the effects of the different options. You might, for example, choose the Center option for the title page of a report.
Figure 11-11. The Layout tab of the Page Setup dialog box.
Figure 11-12. The Vertical Alignment options.
To see the effect of whatever Vertical Alignment option you have chosen, you must be in Print Layout view or in Print Preview.
You can have Word print line numbers in the left margin within one or more document sections by clicking the Line Numbers button. In the Line Numbers dialog box (see Figure 11-13), select the Add Line Numbering option, and select the line numbering options you want. Line numbers are displayed only in Print Layout view and Print Preview and on the printed copy of the document; lawyers and publishers often use line numbering to facilitate discussion of specific lines among several people. Note that you can block line numbering for a specific paragraph by applying the Suppress Line Numbers paragraph formatting option, which you'll find on the Line And Page Breaks tab of the Paragraph dialog box.
For a description of the Paragraph dialog box, see "Applying Paragraph Formatting Directly."
Figure 11-13. The Line Numbers dialog box.
Finally, you can click the Borders button on the Layout tab to open the Borders And Shading dialog box, which lets you apply borders or shading to the selected paragraph or to add a border to all pages in the document or in a document section, as described in "Using Borders and Shading"
You can change the character formatting of line numbers throughout your document by modifying the Line Number character style, using the techniques given in Chapter 8, "Customizing Styles and Templates"