Lessons

Lesson Info

Segment 15 - Word - Page Layouts Part 1

So this segment is a really dynamic one because what we're going to start working with here are laying out the document so that it is actually presentable to the public and so cold with both this session and the following session is to create this kind of business plan that you could put in a binder that'll have a gutter down the middle a table of contents, eh? All the page numbering and the sections you'll see that the table of contents has room in numeral roman numeral numbers because it's part of the preface and that the number of restarts itself through the rest of the pages and so we're going to spend it even has an excel chart in it and so we're going to spend the next few hours taking the document that started completely as a text document and turning it into something that you can hand tio a banker or a financing agent for those of you who are just tuning in the document that we're working in is the jury kiosk plan that's in your downloaded files if for any reason you don't hav...

e the downloaded files you can make text toe work with by typing in this command equals rand twenty five comma five and what that will do so it's equals rant parentheses twenty five comma five that will make twenty five paragraphs of five sentences each just that you have some text two to work with if you are just getting started with the jury chaos plan, we have already done a little bit of work on it, so it won't look exactly like yours looks like now, but that's a great reason to purchase the course so that you can see what we did to get from there to here and so let's, go ahead and get started with it if you don't have it on already, make sure that you have on the non printing characters the show hide paragraph button because we are going to have to work with all of these little invisibles again. These weird little codes may look funny, but they're incredibly useful and they don't print out so you don't have to worry about them being in your finished product. So the last thing that we did in our previous session was to put in this page break right here, we need to make a change in that moving forward because of another technique that I want to show you. So one thing that I want to point out is if he want to get rid of this page break, it actually acts just like the letter a that you can be after it and backspace over it to get rid of it. You can highlight it, hit, delete, you could be in front of it and do a function to leave whatever you want to do to get rid of it. You can just treat it, I'll do it again. I'll do a command z to put it back again. Anything that you want to dio toe, get rid of it, it just goes away. What we're going to do instead this time is a section break, and the reason for that is when you're making a long document, your title page has its own requirements. It needs to be centred vertically on the page. It doesn't count in your page numbering it's, part of the preface materials, so we need a way of separating that title page and any other preface materials from the main document itself, which starts with the executive summary. So the mechanism that we used to create that distinction for word is called a section break. We're turning this into two sections, the main document itself, and in our case, everything that comes before it section breaks do have other purposes as well, which we'll see in some future steps, so what we're going to do right now is instead of just having a simple page break, which pushed us to the next page but still kept us in the same section we're going to do a section break that's a next page section break so two purposes I'm going to do that on the layout ribbon I'm going to come down to this break button I didn't mention first I need to be clicked right at the beginning of the executive summary right here and then I go break and notice that there's a whole area just four section breaks so I want a next page section break so again it's got two functions one is to desert meet that this material from here on is different from the material before and to force it to the next page at the same time, so I'll go ahead and click on section breaks next page and when I go back up to the title page, I can now see that I have this double line instead of single line that says section break next page so that's where the section change is happening good so far so far, so good before we get into the rest of the sections I want to show you a couple other tricks so the first one is on my title page I have a place holder here for the date, so I'm going to go ahead and highlight that date and delete it and I want to insert the date a different way go up to the insert menu up at the very top, and I have the third option for date and time, and I'll click on that and look at this. It gives me all sorts of different pre formatted dates, and I'm going to choose the one that reads april tenth, twenty fourteen, but before I click ok, I also want to mention this update automatically down here if you're generating a document or a template that you're going to use over and over again, and it would be handy toe have the current data on it every time you don't need to open it up and change the date every time you open up that document. If you made this update automatically, the next time you open that document, the date would update itself to that particular date in this case, that's not a good idea, because I need the actual date that this document was created and submitted, so I'm not going to check update automatically, but it's handy to know that that is there for future use. So I'm on april tenth, twenty fourteen, I'll click ok, and it drops the date into place. All right, so our next step is to create our margins, because we're going to be submitting the business plan in a binder I want to print it, double speak, double sided and I want to have a gutter in the middle so that I have extra room to put the whole punches or to put into the squeeze binder so that's what we're going to do next to our documents so we're still working on the layout tab because the layout tab is all about where things are on the page and there's a margins button right here and in the margins drop down there are several different presets that might suit your particular document we need it to be a little bit different so I'm going to go down to custom margins so that I can set these myself and I like the one inch margins all the way around but I need to make a change here down at the bottom it says mirror margins and that's what I want to dio to start because what that does is it now sets word to know that I'm going to have faces facing pages it's going to be open in a binder or a book with left side and right side and that's going to actually change different settings in different places it's going to change the headers and footers air now going to give me options for odd and even page numbers will now be look at this instead of left and right it now says inside an outside so I've got designations for the centers the inside and separate ones for the outside now this leads us to the gutter the gutters specific purpose is to create space for your binder so if I increase my gutter to a point five I'm adding an extra half inch in the center of the document for my hole puncher from my binding without affecting my one inch margins so I still have a one inch margin on the inside but it's moving it in a little bit more so that I have that extra room that I need so that's called the gutter and so any time you're doing reports double sided reports, books, magazines any kind of layout with facing pages that's how you make that facing pages middle part is that better right there so once I have mirror margins and gutter point five I'm done here and now one thing that I also want to point out is this says apply to this section because we now have multiple sections I've got two different areas in my document section breaks have the effect of allowing you to do completely different things above and below the line so I have to pay attention to this right now and I want my margins not just for this one page but I want these margins for the whole document so I'm going to change apply to whole document so that my whole document now is these margins with this gutter and then click ok and now you'll see the title page is moved over and on the right hand side of the executive summary, there's extra space on the rate on page three there's extra space on the left so you can see how it has affected this document. Your next trick is going to be centering your title page on the, um on the whole page. Now, before I do that, I want to make it look a little nicer than it looks right now, so go ahead and highlight the information on that first page, but not including the next page section break. In fact, I'm going to put one extra space in between my content and my section break. Like I said, I always like to have one space of wiggle room for my form, adding, so I'm going to highlight again from the date up through the jewelry store kiosk, and this is going to be our first introduction to styles. We're gonna go back to the home ribbon and on the right center of the home ribbon, I have a whole gallery four styles, and in a previous segment we saw how to do funny formatting but styles, or what word uses for ah, whole myriad of different techniques where it says, heading one, heading tio, heading three, depending on the width of your screen, you might not see the heading three. But when I hold my cursor over this and it gives me this little drop down arrow, I can open this up and see all of the different built in styles heading one heading to heading three in particular but all the way up to heading eight actually word he uses those as definitions for different things across the whole program we're going to see it come into play specifically with table of contents and exporting to power point and a few different techniques for our title page. We're going to use title so find title on your list you'll see big giant letters and go ahead and click on that and so it has changed the fund to calibri it has made it a size twenty six and it's put a bottom border underneath it. I want you also right now to center everything, so I'm going to use this center button here or the keyboard command is command e can't be comand see because that's copy so go ahead and make it the style title and center the content so now we've centered it from left to right now we want to center it from top to bottom, so what I want you to do now is go up to the format menu up at the very tippy top you can only get to this through dialogue box and then go down to document and we're back to the same margins we were on before, but this time we're going to go toe layout and I want you to pay attention to the vertical alignment and right now it says top, but we want this to be centered now because I don't want the whole document to be centered top to bottom I just want the title page that I'm clicked on right now where it says apply to I want to make sure that it's just doing this one section, so this time it's not whole document this time, it's just the selected section, so we're looking for vertical alignment center and apply to selected set this election selected section and click ok, and you can see the page move down a little bit and let's, make use of our thumbnail pain on the left hand side. If you don't have this column, go up to your view menu and go to side bar and choose thumbnail pain if you're already in it. Click on the first button over here that says thumbnail pain and now we can even see a little graphic right here that has the page centered. This is one of those times where it might turn off my paragraph mark my show, my non printing characters just so I can see what it looks like and that looks really nice, so I'll turn this paragraph marks back on and to confirm I also noticed that the rest of my pages are not centered top to bottom so I did it right yes how I've my wandering stars in between my wandering stars designs and wandering star designed the address there's not a space but if I want to do a return and put the space I get the line okay the warning is the long is because of the time the title thing it's doing that to it yeah is there a way to make the space and not get the line? Um do a shift return and what that's doing is just creating a line without creating a new paragraph okay, good all right, so we've applied our first style of title now we're going to go through our document and we're going to set the rest of our styles we're going to focus on heading one which are the main sections of the document heading to which are the subsections within that section from national demonstrate show it on my binder so if I look at page three aiken see here here are my business objective section and then here are my subheadings so this is what we're putting into place so what I want to dio is highlight executive summary and click on heading one and one of the first things you'll notice about stiles is it did a lot of things all at once it changed the fund to calibri it changed it to sixteen point it changed it too bold and it turned it blue so it did a whole lot of things that I would then have to do in four different steps all at once now scroll down tio business objectives and highlight business objectives again the easiest way is just to click in the margin now I could highlight this make it heading one find the next one make it heading one but let me show you something to actually save you some steps I have the first business objectives highlighted and then scroll down still the company description and hold down your command key and then highlight company description so holding down the command he allows us to dio multiple highlights all at one time so I'm also going to make a product out I'm sorry I'm going to make go down to page five and fine products and command click on products go down to paid six and command click on market analysis now go up to heading one and now you just made all of those heading one sections all at one time now we'll work on the head in twos we need these are all the subheadings so go back to page three and highlight mission statement and command click on guiding principles command click on keys to success give me a lot of these product description ownership legal form location and facilities startup summary now we're in the product section future products and services products sourcing inventory management we're almost done warehouse and fulfillment industry analysis market size and that's it and then we're going to make those heading to and if you are unable to follow all of those just pick a couple of them you can always go back later on and and pick the other ones, so now we've set up our some sections and down on the last page under market size we do have a couple heading three's some sub sub sections and so I'm going to go on page seven and I'm now going to hire highlight or I should use the word select industry participants and I'm going to command click on main competitors, direct competitors and in direct competitors and because those are sub subs, I'll make those heading three notice that it also changed the spacing for all of those heading three is it now also moved the text right next to the sections that they belong with now I don't actually like this heading three because of that indented I don't want it to be indented I wanted to be over on the left hand side so we've already seen the benefit of a style that it applies multiple formatting but the other nice thing about it is it also allows you to change all of the related headers all at one time in one click so highlight just industry participants and we're going to make this one exactly how we want it to be, so I'm going to move it back over to the margin so I can use this decrease in dent button right here and it moves over to the margin and it also changed the font it was khalid bree, so I'm going to come up to my funds use the drop down and I can secretly be right at the top because it's used in this document, so I'm going to make that calibri also, but it is smaller and I am going to leave it black, so because of now make these two changes I want this change to cascade down tio these other options or these other heading threes. So look at this. If I hold my cursor over, heading three here and I either right click with my mouse or two finger, click on my track pad or control click holding the control key on my keyboard. It pops up some options and one of the very top option is update to match selection and so now it's going toe update heading three so that everything that's already heading three now has those new formats applied? Yes, sure ok, so the first step was to take any one of the examples and make the changes to it so it looks like you want it to look anything you want to do to it then when you're done go up to the style definition appear no don't click on it yet hold down the control key or do to finger click on your track pad so that you get this pop up menu so instead of applying reapplying heading three I'm altering heading three and I'm going to update to match selection and boom it cascades down to all of them isn't that nice? And so if I had any changes I wanted to make to any of these as well if I made the change and then updated the selection, all of the heading two's would change you know? Let me actually do something with that here's another really helpful helpful technique that will roll into the styles as I'm looking at my document it occurs to me that it would look really nice if all of my heading ones were on their own page instead of scrolling through the whole document and inserting a page break before every single one of those headers I'm going to start up with the top with the I'm going to actually start with the business objectives on page two and I'm all I have to do is just click in it so find paige too and click anywhere in the business objectives and we're going to go to the window a window that we were in before I'm going to go back up to format and from format, I'm going to choose paragraph, and in this window, I'm going to go to line and page breaks, and I'm going to tell it to put a page break before this paragraph, so this is an alternative way of doing a page break whereon applying it to the paragraph instead of putting in the physical page break, and I can see that business objectives goes to the next page, which is pretty cool now here's, where it gets awesome now that I've made that change to the heading one to this example of heading one, I should say, I'm going to go up to the style gallery and don't forget to hold down your control key control. Click on heading one and updated to match the selection, and now, as you scroll through, all of your head and ones are on a new page. However, we hadn't side effect of our heading to czar on a new page to which will fix. But first just let's celebrate the fact that everything's on a new page because that's wonderful. The reason why the heading two's also went to the new page is because all the subsequent headings are all bay. The definitions are based on the heading that came before, so heading to is everything that heading one has except a little bit smaller in a little later. That's, the way that word thinks about them. So pick any of those heading two's the later blue ones, and we're going to go back into that same dialog box, which is a good review to format paragraph line in page break. And this time we're going to turn off the page, break before and click ok, and boom, it fixed itself. So now, when I look at page three, I can see the business objectives and all of its subsections, and then it ends. And then company description has jumped all the way down to page five with all of its subsections. So I just completely automated that process in just a couple clicks. Yes, yeah, I mean, this is why I'm a computer geeks. I think this stuff is fun.