Creating and Formatting a Microsoft Word Document

Microsoft Word File Formatting

Formatting in Microsoft Word Document

The layout of a document does not have to be complicated to appear professional. MS Word is a tool for writing and publishing your work. However, people do not fully understand its usage. Numerous elements divert your attention from creating your content as you use MS Word initially.

 

Therefore, this blog will help you use basic formatting approaches for formatting MS Word documents if you wish to keep things simple when creating and revising your work.

 

Steps to Create and Format new document in MS Word

The random experimental instructions below can be leverages by Word 2007 users.

 

1. Open and save a new Word file.

MS Word includes a default document layout that you can modify to achieve a clean and professional layout:

1. 1. Open Word and press the “Ctrl+N” to open Word’s default blank document.
   2. To save this blank document, type “Ctrl+S”.
   3. Save the file as ‘My Document.docx’ to a particular location (such as Favorites) on your PC.

You’ve created a new document to save your chosen layout in.

 

2. Set the page margins

When you create a new document, the first thing you should do is specify settings for the document layout.

1. 1. To open the Page Setup dialogue box, click the tiny icon in the left bottom corner of the Page Layout ribbon’s Page Setup section.
   2. Select the Margins tab.
   3. Set the width of the Left margin to 3 cm.
   4. Click OK after selecting Portrait page orientation. Ensure that the drop-down box is set to the Whole Document before you click OK.

 

These page margin and orientation options will now be applied to the whole document.

 

3. Specify the page layout

 

1. 1. To print double-sided documents and fix their number and margins, select the Layout Tab in the same Page Setup window that you used in the above step.
   2. In the Headers and Footers section, select the different odd-even options. Then select the Different first-page option
   3. Ensure that the drop-down box is set to the Whole Document before you click OK.

The whole document would get updates based on these settings. These settings would change the page numbering for odd and even pages and fix the margin to bind your printed document.

 

4. Modify the normal text font

If you are not satisfied with the font styling of the text, make changes in the Styles list instead of choosing a different font from the fonts list. In a new Word document, the styles list will only show the default built-in Microsoft styles.

For viewing the Styles list:

1. 1. Select the Home ribbon.
   2. In the styles list that appears on the right, click the small icon in the bottom left corner.
   3. Move the cursor over “Normal style” and click the down-arrow that appears.
   4. Click modify on the drop-down list in the Modify Style window, set your preferred font and font size, and click OK.

You will never modify fonts in the text again if you change the font and paragraph settings in the Normal style.

All you have to do is apply the Normal style to your text.

 

5. Create your custom headings

You may configure the font and paragraph settings for headers similar to the way you did for the paragraph in the previous step.

On the left side, in the Styles list:

1. 1. Place your mouse over the Heading 1 style and then click the down-arrow that appears.
   2. On the drop-down list, click Modify.
   3. Select your chosen font and font size for the Heading 1 style, and then click OK.

When more header styles get added to the Styles list:

1. 1. At the bottom of the Styles window, click the Manage Styles icon.
   2. Select the “Recommend” tab, then click on “Heading 2” in the Styles list.
   3. Click the “show” button, such that it appears in the Styles list.

 

Make the adjustments described above to this style. You may also use this approach to add new styles to your document’s Styles list.

 

6. Add a cover page

Word 2007 includes several sample cover pages that you may use to customize your document.

To create a cover page of MS Word for your document, follow these steps:

1. 1. Place your mouse at the very beginning of your document.
   2. Then pick the Insert ribbon tab.
   3. Click on the Cover Page button in the pages section.
   4. To insert this cover page into your document, click OK after selecting your chosen page from the examples list.

 

7. Add page numbers

As mentioned earlier, there should be different headers and footers, and the first page should vary.  You may now apply alternative formatting to the headers and footers of the first page (the cover), odd pages, even pages using these options.

For instance, in a double-sided printing report, page numbers get removed from the cover page in the footer. Odd pages may contain page numbers at the bottom-right corner.

The setting Different first page makes sure that the formatting of the cover page can vary from the other pages.

For adding page numbers to the document’s even page footers, place the cursor on the next page after the cover page and:

 

1. 1. Click on the Insert ribbon tab
   2. Click the down-arrow next to the Page Number button.
   3. In the Ribbon’s Header & Footer section, click the down-arrow that appears after the page number button.

 

For adding the page numbers to the document’s odd page footers, place the cursor on your document’s next page and do the same thing for odd page footers. Page numbers will get inserted in the odd pages bottom right corner.

 

By structuring page numbers in this way, your entire document will have the same page numbering structure, regardless of how long it becomes.

 

8. Type in your main headings

The structure is essential when writing a clear and easy-to-understand document.

As a result, creating the section titles before writing the content is crucial for establishing a solid flow from the outset. When you start writing in MS Word, the text is formatted using the default style (such as Normal).

To format the section headers, use the heading 1 style.

1. 1. Place your mouse on the second line of the new page following the cover page and type.
   2. Enter the text for each of your primary headers on a new line, followed by a blank line.
   3. Place your mouse on the first heading.
   4. Click on the Heading 1 style in the style window on the right to change the Style of this paragraph.
   5. Repeat for each major heading.

Now, Heading 1 style to be applied to your document’s major headings and may begin writing content in each section below it withNormal style to be used.

 

9. Add a contents table to your document

An overview is just as vital as a solid structure. You will offer a crispier text to your writers if you strive to represent the “story” of your paper in its content and headers.

Insert a contents table in the document as soon as you generate the headings to retain an overview of your document handy as you write your project.

Word’s heading styles generate a contents table if they get used on headers.

For inserting a contents table:

1. 1. Insert the cursor after the cover page and before the first Heading 1 in your Word file.
   2. On the ribbon, the References tab is to be selected.
   3. Click the icon“Table of Contents”.
   4. Select Built-in Automatic Table 1.
   5. To place a page break after the contents table, press “Ctrl+Enter”.

 

It is important to note that you need to create at least one heading for inserting a contents table.

 

The table of content will now be shown, with three levels of headers. After you’ve added new sections and headers to your document, you may automatically update the contents table by placing the cursor anywhere inside the table of contents and then pressing “F9” from the keyboard. Word will automatically append all headers to which the heading styles 1, 2 or 3 were applied.

 

10 . Use Print Preview to view your document

If you have applied all the above steps, a clean document layout is available with you for double-sided printing.

Before printing the document, check the Print Preview:

• In the top left corner, click the Office button.
• See the print Preview, and then print the document.

From this point on, continue writing your paper. If you need to change the font, paragraph layouts, or headers in your document, always do so by using the Styles section.

Following these basic guidelines can save you a lot of time and ensure that your work is print-ready at any point during the writing process.

 

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