Microsoft Word 2008: Printing Options for Specific Pages (Mac)

Printing Options for Specific Pages

You may not always want to print your entire Word document. There are times when you may want to print only certain pages. The Page Range section of the Print dialog box allows you to select or specify the pages that you want to print.

• Terminology
• The Print Dialog Box
• Specifying the Pages to Print

Terminology

The following is a short list of terms used within this document. Understanding them will help you to understand the instructions provided herein.

ContiguousNext to in sequence. For example, page 3 is contiguous to pages 2 and 4.

NoncontiguousNot next in sequence. For example, page 3 and page 7 are noncontiguous pages.

SectionIn Word, a document is separated into sections by a section break. Each section is referred to by number. For example, documents that are the result of a mail merge are individual sections.

The Print Dialog Box

To use the options described in this document, you must access the Print dialog box:

1. From the File menu, select Print...
   The Print dialog box appears.
2. In the Pages section, specify the pages you want to print
3. Click PRINT

Specifying the Pages to Print

The table shown lists options for printing and the selection or specifications that you must make in the Page Range section of the Print dialog box to achieve the desired results.

To print only selected text
Under Pages, select Selection
To print all pages of your document
Under Pages, select All
To print the page your insertion point is currently in
Under Pages, select Current Page
To print noncontiguous pages
Under Pages, select Page range Type the page numbers separated by commas
To print a range of contiguous pages
Under Pages, select From In the From text box, type the first page to print In the To text box, type the last page to print
To print a combination of noncontiguous pages and a range
Under Pages, select Page range Type the page numbers, separating the noncontiguous pages by commas and the range by a hyphen
To print a section of your document
Under Pages, select Page range Type s and the section number
To print noncontiguous sections
Under Pages, select Page range Type s and the section number for each section you want to print Separate the section numbers by commas.
To print a range of pages that crosses sections
Under Pages, select Page range Reference the pages and their respective sections by typing p before the page number and s before the section number Place a hyphen between the beginning page/section and the ending page/section.

 

 

 

 

 

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Microsoft Word 2008: Changing Word Default Settings

 Changing Word Default Settings

The default settings in Microsoft Word 2008 can be changed to your preferences. Working with Word can become more efficient and less time consuming if you set the program defaults to your preferred settings. This document will show you how to change the default font settings, save location, and user information in Word 2008.

• Font Settings
• Save Location
• User Information

Font Settings

If you frequently use a font setting that is different than the default setting, you may want to change the default setting to your preference. This section will show you how to change the font default.

1. From the Format menu, select Font...
   The Font dialog box window appears.
   
2. Make changes to the Font, Font style, Size, Font color, Underline style, Underline color, and Effects as necessary
3. Click DEFAULT...
   A confirmation dialog box appears.
4. Click YES
   The default settings are changed.

Save Location

The default save location identifies the first location where Word files will be saved when you click SAVE or SAVE AS. To change the default location, follow these steps.

1. From the Word menu, select Preferences...
   The Word Preferences dialog box appears.
   
2. In the Personal Settings section, click FILE LOCATIONS
   The File Locations dialog box appears.
   
3. In the File types category, select Documents
4. Click MODIFY...
   ORDouble click DOCUMENTSThe Choose a Folder dialog box appears.
   
5. Choose the desired location
6. Click CHOOSEYou are returned to the File Locations dialog box.
7. Click OK

User Information

The default User Information settings can be used to save your name or initials for use on documents. To change the default name and initials, follow these steps.

1. From the Word menu, select Preferences...
   The Word Preferences dialog box appears.
   
2. From the Personal Settings category, click USER INFORMATION
   The User Information dialog box appears.
   
3. In the First text box, type your first name
4. In the Last text box, type your last name
5. In the Initials text box, type initials
6. OPTIONAL: In the Address, City, State, Zip, Phone, and E-mail text boxes, type the appropriate information.
7. Click OK
   Your user information is saved.

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Microsoft Word 2008: Working with Summary Information (Mac)

Working with Summary Information

 

 

You can access important document information with document summaries. Document summaries contain information such as the filename, title, and author. The summary is contained in the document file and serves for future reference to the document.


    

• Using Properties
• Creating a Document Summary
• Printing Summary Information

Using Properties

 

 

The document's Properties information provides the user with a brief history and description of the current document. The Properties dialog box is divided into sections that simplify the process of creating a document summary. Included in the document summary are important bits of information about the writing process such as keywords or phrases, subject, author, and title. The bits of information can be used in future references about the document content and history, and also can act as a location tool for misplaced files.
Included in the most basic summary is the filename, directory, title, and the author (which automatically appears as the default user of the program but can be changed for each individual document). The following are additional summary descriptions that can be added at the author's discretion:

SubjectA brief subject description

AuthorThe name(s) of the author(s)

KeywordsTopical words that can help in locating the document

CommentsAny comments that may serve for future reference
 

Creating a Document Summary

 

The purpose of a document summary is to have a location for important information about your document.

1. From the File menu, select Properties...
   The Properties dialog box appears.
2. Select the Summary tab
   
3. In the fields provided, type the appropriate information relating to your document
4. To return to your document, click OK

Printing Summary Information

You can print Summary information separate from the document or along with the document itself.

Printing Summary Information: Separate from the Document

1. From the File menu, select Print...
   The Print dialog box appears.
2. From the Print Options pull-down menu, select Microsoft Word
3. From the Print What pull-down menu, select Document properties
4. Click PRINT
   The Summary information is printed.

Printing Summary Information: With the Document

1. From the Word menu, select Preferences...The Preferences dialog box appears.
2. In the Output and Sharing section, select Print
3. Under Include with document, select Document properties
4. Click OK

To print, from the File menu,

1. Select Print...
   The Print dialog box appears.
2. Make any necessary adjustment.
   NOTE: For more information, refer to Printing Options for Specific Pages.
3. Click PRINT
   The Summary information is printed with the document.
   WARNING: Summary information will be printed in the manner defined above until this print command is changed. To turn off the summary printing, repeat steps 1-4.

 

 

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Microsoft Word 2008: Inserting Fields (Mac)

Inserting Fields

Inserting fields into a Word document can save you time and hassle. Fields contain information that automatically updates whenever you save your document. Information such as the file name, last date saved, total number of pages, and user initials can be placed into a field in your Word document. You can insert a field into a header or footer or you can insert the field anywhere within the document. For a description of other field options, refer to Summary of Word Fields. If the following types of fields do not fit your needs, you may want to review the AutoText feature.

• Inserting the FileName Field
• Inserting the SaveDate Field
• Inserting the NumPages Field
• Inserting the UserInitials Field

Inserting the FileName Field

By inserting the FileName field, you will create a field which will insert the document's name and location.

1. Place the insertion point where the field should appear
2. From the Insert menu, select Field...
   The Field dialog box appears.
   
3. From the Categories scroll box, select Document Information
4. From the Field names scroll box, select FileName
5. OPTIONAL: To include the path (location) of the file in the file name field,
   1. Click OPTIONS...
      The Field Options dialog box appears.
   2. Select the Field Specific Switches tab
   3. Select \p
   4. Click ADD TO FIELD
   5. To close the Field Options dialog box, click OK
6. To close the Field dialog box, click OK

Inserting the SaveDate Field

By inserting the SaveDate field, you will create a field which will insert the date the document was last saved.

1. Place the insertion point where the field should appear
2. From the Insert menu, select Field...
   The Field dialog box appears.
   
3. From the Categories scroll box, select Date and Time
4. From the Field names scroll box, select SaveDate
5. OPTIONAL: To select a specific format for the date,
   1. Click OPTIONS...
      The Field Options dialog box appears.
   2. From the Date-time formats list, select a format
   3. Click ADD TO FIELD
   4. Click OK
6. Click OK

Inserting the NumPages Field

By inserting the NumPages field, you will create a field which will insert the total number of pages in the document.

1. Place the insertion point where the field should appear
2. From the Insert menu, select Field...
   The Field dialog box appears.
   
3. From the Categories scroll box, select Document Information
4. From the Field names scroll box, select NumPages
5. OPTIONAL: To select a specific format for the date,
   1. Click OPTIONS...
      The Field Options dialog box appears.
   2. From the Formatting scroll box, select a format
   3. OPTIONAL: From the Numeric formats scroll box, select a format
   4. Click ADD TO FIELD
   5. Click OK
6. Click OK

Inserting the UserInitials Field

By inserting the UserInitials field, you will create a field which will insert the initials taken from the User Information.

To make changes to the User Information:

NOTES:
Changes to the User Information will affect all documents.
For more detailed information regarding User Information settings, refer to Changing Word Default Settings: User Information.

1. From the Word menu, select Preferences...The Preferences dialog box appears.
2. From the list on the left, select User Information
3. Under User Information, make the appropriate changes
4. Click OK

To insert the UserInitials field:

1. Place the insertion point where the field should appear
2. From the Insert menu, select Field...
   The Field dialog box appears.
   
3. From the Categories scroll box, select User Information
4. From the Field Names scroll box, select UserInitials

OPTIONAL: To select a specific format for the initials,

1. Click OPTIONS...The Field Options dialog box appears.
2. From the Formatting list, select a format
3. Click ADD TO FIELD
4. Click OK

 

 

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Microsoft Word 2008: Setting Tabs (Mac)

 Setting Tabs

 

Tabs allow you to position text exactly where you would like it. To avoid problems with text alignment, use tabs rather than spaces. The default tab settings for Microsoft Word are every half-inch. If you do not like the Word settings, you can set your own tabs.

• Tab Types
• Working with Tabs from the Ruler
• Working with Tabs from the Tabs Dialog Box

Tab Types

Tabs come in different types which are defined by the way text aligns with the tab. The following table explains the different tab types.

Tab Type	Icon	Purpose
Left (Normal)		With the Left tab, text will begin at the tab position and continue to the right of the tab.
Right		With the Right tab, text will end at the tab and flow to the left.
Center		The Center tab works similar to centering a line of text but instead of centering between margins, text is centered at the tab location.
Decimal		The Decimal tab is used to align numbers and text with a period. This is useful for a group of numbers or a list of instructions.
Bar		The Bar tab is used to add a vertical line at that position. This could be used when you want to set off some text.

Setting a tab does not automatically align your text. You still have to press [Tab] at the appropriate places.

Working with Tabs from the Ruler

Working with tabs using the Ruler option is a quick and easy way to set and adjust tabs. The Ruler options allow you to set, move, delete, or change tabs.

Working with Tabs from the Ruler: Setting Tabs

1. Select the paragraph(s) that will receive new tab settings
2. Click the TAB TYPE icon
   The Tab Type pull-down menu appears.
   NOTE: For definitions of the different tab types, refer to Tab Types.
   
3. Select the desired tab type
4. On the Ruler, click where you want the tab
   NOTE: Be sure to click below any numbers or dash marks.

Working with Tabs from the Ruler: Changing Tab Type

To move a tab, click and drag it to the desired position on the ruler.
To change the tab type, you can either delete the tab and add a new tab of the correct type or you can use the Tabs dialog box.

Working with Tabs from the Tabs Dialog Box

The Tabs dialog box allows you to adjust the placement and type of tab. Although the Ruler option is a quicker way to adjust tabs, the dialog box allows you to use leaders and enter specific tab locations.
In the Tabs dialog box, you can set leaders for the tabs. Leaders are lines (solid, dashed, or dotted) that appear in the blank space created by a tab. The most common use for a leader is in a table of contents where a dotted line leads up to the page number. Leaders guide the reader's eye across the page.

To access the Tabs dialog box

1. Select the paragraph(s) that will receive new tab settings
2. Click the TAB TYPE icon
   The Tab Type pull-down menu appears.
3. Select Tabs...The Tabs dialog box appears.
   

Working with Tabs from the Tabs Dialog Box: Setting Tabs

1. Access the Tabs dialog box
2. In the Tab stop position text box, type the desired value (in inches)
3. In the Alignment section, select the desired alignment
4. OPTIONAL: In the Leader section, select the desired leader
5. Click SET
6. To set additional tabs, repeat steps 2-5
7. After all tabs have been set, click OK

Working with Tabs from the Tabs Dialog Box: Moving Tabs

Moving tabs in the Tabs dialog box involves adding a new tab and deleting the old one.

1. Access the Tabs dialog box
2. In the Tab stop position scroll box, select the desired tab
3. Click CLEAR
4. In the Tab stop position text box, type the new tab location
5. Adjust the tab alignment and leader if necessary
6. Click SET
7. Click OK

Working with Tabs from the Tabs Dialog Box: Deleting Tabs

1. Place the insertion point within the paragraph with the tab settings you want to delete
2. Access the Tabs dialog box
3. From the Tab stop position scroll box, select the tab to be deleted
4. Click CLEAR
   HINT: To delete all tabs, click CLEAR ALL
5. To delete other tabs, repeat steps 3-4
6. Click OK

Working with Tabs from the Tabs Dialog Box: Changing Tab Type

1. Select the desired paragraph(s) whose tab settings you want to change
2. Access the Tabs dialog box
3. From the Tab stop position scroll box, select the tab to be changed
4. In the Alignment section, select the new tab type
   NOTE: Depending on the text alignment, the tab position may need to be adjusted. For more information, refer to Moving Tabs.
5. Click SET
6. To change other tabs, repeat steps 3-5
7. Click OK

 

 

 

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