Previewing and Printing a Document

Core Training for Microsoft Office Word 2003

Previewing Documents for Printing

1	To preview the active document, on the Standard toolbar, click the Print Preview button, as indicated.
2	To view multiple pages at the same time, on the Print Preview toolbar, click the Multiple Pages button, as indicated, point to the indicated 1 x 1 Pages option, and then click the indicated 2 x 3 Pages option.
3	To start adjusting the margins of the pages, click the File menu, and click Page Setup.
4	To increase the size of all four margins, for the purposes of this exercise, press SPACEBAR to have values typed for you in the Top, Bottom, Left, and Right boxes of the Page Setup dialog box.
5	To apply the new margins to the document, in the Page Setup dialog box, click OK.
6	To close the Print Preview window, click the Close button on the Print Preview toolbar.
7	To start changing the page orientation, click the File menu, and click Page Setup.
8	To orient the page so that it is wider than it is long, under Orientation in the Page Setup dialog box, click the Landscape icon, and then click OK.
9	To view the document with its pages formatted horizontally rather than vertically, on the Standard toolbar, click Print Preview.
10	To decrease the top margin, point to the border between the blue and white sections of the vertical ruler, and when the pointer shape changes to a two-headed arrow, drag up a half inch, as indicated.
11	To adjust the other margins, drag the bottom margin to the indicated location on the vertical ruler, and drag the left and right margins to the indicated locations on the horizontal ruler.

Controlling What Appears on Each Page

1	To view the document and check its current page breaks, click the Print Preview button on the Standard toolbar.
2	To scroll through the document and check the layout of each page, press the PAGE DOWN key four times.
3	To look at the document in Normal view again, on the Print Preview toolbar, click the Close button.
4	To select the entire document, click the Edit menu, and click Select All.
5	To start preventing paragraphs from breaking across pages, click the Format menu, click Paragraph , and then, in the Paragraph dialog box, click the Line and Page Breaks tab.
6	To finish preventing paragraphs from breaking across pages, click Keep lines together to select it, and then click OK.
7	To move to the location where you want to insert a manual page break, click the Next Page button at the bottom of the vertical scroll bar, as indicated, three times, and then click below the scroll box once.
8	To start inserting the page break, click to the left of the Hot or Cold? heading, click the Insert menu, and then click Break.
9	To finish inserting a page break, under Break types in the Break dialog box, make sure that the Page break option is selected, and click OK.
10	To verify that a dotted line indicating a manual page break has been inserted, in the lower-left corner of the window, click the Normal View button, and on the vertical scroll bar, click the up scroll arrow once.
11	To start creating a new section, click below the scroll box on the vertical scroll bar once, click to the left of the Composting DOs and DON'Ts heading, click the Insert menu, and then click Break.
12	To finish creating a section break, under Section break types in the Break dialog box, click the Next page option, and click OK.
13	To start creating a header on the first page, hold down the CTRL key and press the HOME key to move the insertion point to the top of the document, click the View menu, and click Header and Footer.
14	To add text to the header, for the purposes of this exercise, press SPACEBAR, to have text typed for you.
15	To center the text in the header, on the Formatting toolbar, click the Center button.
16	To change the header font, drag from left to right to select the words The Garden Company, click the Format menu, click Font, and then, in the Font dialog box, click the Font down scroll arrow four times, and click Verdana.
17	To apply more character formatting to the header, in the Font dialog box, click Bold in the Font Style list, click 11 in the Size list, click the Font Color arrow, and click the indicated color.
18	To spread out the header text, click the Character Spacing tab of the Font dialog box, click the Spacing arrow, click Expanded, double-click 1 in the By box, and then press SPACEBAR to have the value "10" typed for you.
19	To finish the formatting the header text, click OK.
20	To move to the next section in the document, on the Header and Footer toolbar, click the Show Next button, as indicated.
21	To be able to enter a header that is different from that of the preceding section, on the Header and Footer toolbar, click the Link to Previous button, as indicated.
22	To make the header for this section blank, drag from left to right to select the words The Garden Company, and press the DELETE key.
23	To create a footer for this section, on the Header and Footer toolbar, click the Switch Between Header and Footer button, as indicated.
24	To make this footer different from that of the preceding section, on the Header and Footer toolbar, click the Link to Previous button, and then click the Show Previous button, as indicated.
25	To paginate the pages in this section, press the TAB key twice to move the insertion point to the right, and on the Header and Footer toolbar, click the Insert Page Number button, as indicated.
26	To format the page number, drag from left to right to select it, click the Bold button on the Formatting toolbar, click the Font Color arrow, and then click the indicated color box.
27	To display the document in Normal view, on the Header and Footer toolbar, click the Close button.
28	To see the header and footer as they will appear when the document is printed, click the Print Layout View button in the lower-left corner of the window, click the Zoom arrow on the Standard toolbar, and then click Whole Page.
29	To check the headers and footers of all the document pages, press the PAGE DOWN key five times.

Printing Documents

1	To print one copy of the document using the default settings of your default printer, click the Print button on the Standard toolbar.
2	To start printing the last page of the document using custom settings, hold down the CTRL key and press the END key, and then click the File menu, and click Print.
3	To switch to a different printer, under Printer in the Print dialog box, click the Name arrow, and then click Printer2 in the list.
4	To print only the page containing the insertion point, under Page Range in the Print dialog box, click the Current Page option.
5	To print multiple copies of this page with the selected settings applied, under Copies in the Print dialog box, double-click 1 in the Number of copies box to select it, and press SPACEBAR to have text typed for you.
6	To print four instances of this page on one sheet of paper, under Zoom in the Print dialog box, click the Pages per sheet arrow, and then click 4 pages.
7	To preview this configuration, in the Print dialog box, click the Properties button, and then in the Printer2 Document Properties dialog box, click the Pages Per Sheet arrow, and click 4.
8	To close the Printer2 Document Properties dialog box and return to the Print dialog box, click OK.
9	To print the current page with the custom settings, in the Print dialog box, click OK.

Printing Labels and Envelopes

1	To begin creating a sheet with multiple copies of the same mailing label, click the Tools menu, point to Letters and Mailings, and then click Envelopes and Labels.
2	To set up the address for the labels, in the Envelopes and Labels dialog box, make sure the address in the Address box is selected, and then for the purposes of this exercise, press SPACEBAR to have a new address typed for you.
3	To specify the type of label to use, in the Envelopes and Labels dialog box, click Options, and in the Label Options dialog box, click the scroll bar of the Product number list four times, as indicated, click 5160–Address, and then click OK.
4	To print a full sheet of the specified label, in the Envelopes and Labels dialog box, click Print.
5	To start printing an envelope with the address at the top of the current document, click the Tools menu, point to Letters and Mailings, and click Envelopes and Labels.
6	To specify the envelope settings, in the Envelopes and Labels dialog box, click the Envelopes tab.
7	To modify the return address, in the Return address box of the Envelopes and Labels dialog box, drag from left to right to select Karen Berg, and press the DELETE key.
8	To print the envelope, in the Envelopes and Labels dialog box, click Print.