6 Preview, Print, and

Distribute Documents
In this chapter, you will learn how to

✔ Preview and adjust page layout.

✔ Control what appears on each page.

✔ Print documents.

✔ Prepare documents for electronic distribution.

When you finish developing a document, you’ll often want to distribute either
a printed version or an electronic version. Before committing the document to
paper, you should check that the pages are efficiently laid out and that there
are no glaring problems, such as headings that print on separate pages from
their text. Microsoft Word 2010 provides several tools you can use to
manipulate how much text appears on each page and to control page layout. It
also provides tools for finalizing an electronic document and ensuring that the
end product of all your hard work contains no traces of personal or
confidential information. When you are ready to print, you can control
precisely how many copies and what parts of your document appear on paper.

Previewing and Adjusting Page Layout

Usually while you’re creating a document, you’ll make decisions about the size
of the margins and the direction of the page (called the orientation) to best
suit your content. You can use the Margins and Orientation commands in the
Page Setup group of the Page Layout tab to make any necessary adjustments
to the document, and you can use the Size command to change the paper size.

You can also display the Page Setup dialog box, where you can make these
basic layout changes all in one place.
Working on your document in Print Layout view helps to ensure that the
document looks tidy on the page. However, before you print the document,
you’ll almost always want to check how it will look on paper by previewing it.
Previewing is essential for multipage documents but is helpful even for one-
page documents. To preview a document, you display the Print page of the
Backstage view and then page through the document displayed in the right
pane. This view shows exactly how each page of the document will look when
printed on the specified printer.
If you don’t like what you see in the preview pane of the Print page, you don’t
have to leave the Backstage view to make adjustments. The middle pane of the
Print page provides tools for making the following changes:

● Orientation You can switch the direction in which a page is laid out on the
paper. The default orientation is Portrait, in which the page is taller than it is
wide. You can set the orientation to Landscape, in which the page is wider than
it is tall.

● Paper size You can switch to one of the sizes available for the selected
printer by making a selection from a list.

● Margins Changing the margins of a document changes where information

can appear on each page. You can select one of Word's predefined sets of top,
bottom, left, and right margins, or set custom margins.

If your printer is capable of scaling the pages of your document, you’ll also see
an option to set the number of pages to print per sheet of paper, up to 16. You
might use this option to print a booklet with two pages per sheet that will be
folded in the middle. You might also be tempted to use this option to save
paper, but bear in mind that the smaller the pages, the harder it is to read
them.

You can also open the Page Setup dialog box from the Print page to make
multiple adjustments in one place.

Keyboard Shortcut Press Ctrl+P to display the Print page of the Backstage
view.

Under Settings in the middle pane, click Custom Margins.

The gallery of margin options appears.

Tip You can either type a new value or click the down arrow at the right end of
the box.
In the pages in the Preview area, the width of the outside margins decreases.

Controlling What Appears on Each Page

When a document includes more content than will ft between its top and
bottom margins, Word creates a new page by inserting a soft page break. If
you want to break a page before Word would normally break it, you can insert
a manual page break in one of three ways:

● Click Page Break in the Pages group on the Insert tab.

● Click Breaks in the Page Setup group on the Page Layout tab, and then click
Page.

● Press Ctrl+Enter.
If a paragraph breaks so that most of it appears on one page but its last line
appears at the top of the next page, the line is called a widow. If a paragraph
breaks so that its first line appears at the bottom of one page and the rest of
the paragraph appears on the next page, the line is called an orphan. These
single lines of text can make a document hard to read, so by default, Word
specifies that a minimum of two lines should appear at the top and bottom of
each page. However, on the Line And Page Breaks page of the Paragraph dialog
box, you can change whether page breaks are allowed to create widows and
orphans. You can also change the following options:

● Keep with next This option controls whether Word will break a page
between the paragraph containing the cursor and the following paragraph.

● Keep lines together This option controls whether Word will break a page
within a paragraph.

● Page break before This option controls whether Word will break a page
before the paragraph containing the cursor.
In addition to page breaks, you can insert section breaks in your documents. A
section break identifies a part of the document that has page settings, such as
orientation or margins, that are different from those of the rest of the
document. For example, you might want to put a large table in its own section
so that you can turn it sideways by changing its orientation to Landscape.

You insert a section break by clicking Breaks in the Page Setup group on the
Page Layout tab and then selecting from the following section types:

● Next Page Starts the following section on the next page

● Continuous Starts a new section without affecting page breaks

● Even Page Starts the following section on the next even-numbered page

● Odd Page Starts the following section on the next odd-numbered page
If formatting marks are displayed, a section break appears in Print Layout view
as a double-dotted line from the preceding paragraph mark to the margin, with
the words Section Break and the type of section break in the middle of the line.

Tip To remove a page or section break, click at the left end of the break and
then press the Delete key.

On the Home tab, in the Editing group, the Select button

the Paragraph dialog box launcher, and then in the Paragraph dialog box,

the Line and Page Breaks tab.

On the Insert tab, in the Pages group, the Page Break button

Keyboard Shortcut Press Ctrl+Enter to insert a page break.

Printing Documents
When you are ready to print a document, you display the Print page of the
Backstage view, and then, to print one copy on the current printer with the
settings shown, you simply click the Print button.

If you need to use settings other than the defaults, you can change the
following:

● Number of copies Click the arrows or type the number you need.

● Printer Switch to a different printer, or click Printer Properties to change

the printer options.

● Print range Print the entire document, the selected text, the current page,
or a custom range of pages. (Point to the information icon to the right of the
Pages box to see the format in which to enter a custom range.)

● Sides of the paper Print on one side or both sides, either manually or, if
your printer has duplex capability, automatically.
● Collation For multiple copies of a multipage document, print all the pages in
the document as a set or print all the copies of each page as a set.

If your printer has multiple paper trays or a manual paper feeder, you can
select the paper source you want to use, on the Paper page of the Page Setup
dialog box.

Preparing Documents for Electronic Distribution

When a document is complete, you can distribute it in two basic ways: on
paper or electronically. If you distribute it electronically, you need to ensure
that no private or inappropriate information is attached to the file and that it
can be viewed by the people to whom you are sending it.

Many documents go through several revisions, and some are scrutinized by

multiple reviewers. During this development process, documents can
accumulate information that you might not want in the final version, such as
the names of people who worked on the document, comments that reviewers
have added to the file, or hidden text about status and assumptions. This
extraneous information is not a concern if the final version is to be delivered as
a printout. However, these days, more and more files are delivered
electronically, making this information available to anyone who wants to read
it.

To examine some of the attached information, you can display the document’s
properties on the Info page of the Backstage view. You can change or remove
the information in either the Document Panel or the Properties dialog box.
However, Word provides a tool called the Document Inspector to automate
the process of finding and removing all extraneous and potentially confidential
information. After you run the Document Inspector, you see a summary of its
search results, and you have the option of removing all the items found in each
category.

Word also includes two other finalizing tools:

● Check Accessibility Checks for document elements and formatting that

might be difficult for people with certain kinds of disabilities to read.
● Check Compatibility Checks for the use of features not supported in earlier
versions of Word.

After you have handled extraneous information and accessibility and

compatibility issues, you can mark a document as final and make it a read-only
file, so that other people know that they should not make changes to this
released document.

Display the Backstage view, and in the left pane, click Info

In the right pane you see the properties that have been saved with the fle.
Some of the information, including the name of the author, was attached to
the fle by Word. Other information, such as the title, was added by a user.

In the right pane, the Properties button, and then Advanced

Properties.