Spelling and Grammar, Page Formatting, Page Margins, Headers and Footers, Page Numbers (For CBSE, ICSE, IAS, NET, NRA 2022)

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Spelling and Grammar

  • The spelling and grammar checkers check for misspelled words or grammar errors. The red wavy lines will appear underneath misspelled words. The green wavy lines will appear underneath grammatical errors.
  • Word will automatically check for spelling and grammar errors as you type unless you turn this feature off. Spelling errors are noted in the document with a red underline. Grammar errors are indicated by a green underline.
  • To use the spelling and grammar checker, follow these steps:
    • Select button from the main tab bar or press F7 button on the key board.
    • The Spelling and Grammar dialog box will notify you of the first mistake in the document and misspelled words will be highlighted in red.
    • If the word is spelled correctly, click the Ignore button or click the Ignore All button if the word appears more than once in the document.
    • If the word is spelled incorrectly, choose one of the suggested spellings in the Suggestions box and click the Change button or Change All button to correct all occurrences of the word in the document. If the correct spelling is not suggested, enter the correct spelling in the Not in Dictionary box and click the Change button.
    • If the word is spelled correctly and will appear in many documents you type (such as your name) , click the Add button to add the word to the dictionary so that it will no longer appear as a misspelled word.
  • As long as the Check Grammar box is checked in the Spelling and Grammar dialog box, Word will check the grammar of the document in addition to the spelling. If you do not want the grammar checked, remove the checkmark from this box.
  • Otherwise, follow these steps for correcting grammar:
    • If Word finds a grammar mistake, it will be shown in the box as the spelling errors. The mistake is highlighted in green text.
    • Several suggestions may be given in the Suggestions box. Select the correction that best applies and click Change.
    • If no correction is needed (Word is often wrong more than it is right) , click the Ignore button.

Page Formatting

  • In this section, you will learn designing pages suiting to your needs. For instance, the page setup options which included paper size and page orientation etc. are normally set either by you or by default at the beginning of the opening a new document.
  • These options are available under Page Layout tab and can easily be changed at any time according to your needs.

Page Margins

There are two methods by which you can change the page margins of your document:

  • Using ruler and
  • Using Page Setup dial box.

Using Ruler

  • Move the mouse over the area where the white ruler changes to grey.
  • When the cursor becomes a double-ended arrow, click with the mouse and drag the margin indicator to the desired location.
  • Release the mouse when the margin is set.

Using Page Set-Up Dialog Box

The margins can also be changed using the Page Setup dialog box:

  • Select Page Layout Tab and click on the command on the menu bar and choose the Margins button under Page Setup sub task group to display the margin dialog box.
  • There are six predefined margins namely Normal, Narrow, Moderate, Wide, Mirrored, Office 2003 Default available for you to select. Either you can select any one of them as per the requirement or click on the Customized Margins button to enter margin values in the Top, Bottom, Left, and Right boxes. The Preview window will reflect the changes.
  • If the document has Headers and/or Footers, the distance this text appears from the edge of the page can be changed.
  • To apply the changes to the whole document click on the drop-down arrow next to the Apply to: list box and change the option to Whole document if it do not appear.
  • Click OK when finished.

Page Size and Orientation

Change the orientation of a page within the Page Setup dialog box.

  • Select Page Layout Size command on the main tab bar and choose from the available the Letter, Legal or A4 size as per requirement. Should need to look at more options, click on the More Paper Sizes from the size sub task.
  • Select the proper paper size from the drop-down menu.
  • Change the orientation from Portrait or Landscape by selecting the corresponding button under Orientation subtask in Page Layout in main tab bar.

Zoom in to the Page

  • Select View Tab Zoom sub task on the main tab bar. The Zoom dialog box will appear on the screen. Check-mark the many pages: box under Zoom to in the Zoom dialog box. Click OK.
  • You will see displaying multiple pages of your document on the screen. Select the pages to change the orientation.
  • Choose File Page Setup, and click on the Paper Size tab. Then click on the orientation option (Landscape or Portrait) you need for those selected pages.
  • Select Apply to: option in the drop- down box as selected text. Click on OK when finished.

Headers and Footers

  • A header is text that is added to the top margin of every page such as a document title or page number and footer is text added to the bottom margin. Follow these steps to add or edit headers and footers in the document:
    • Select Insert Header and Footer subtask menu on the main tab bar. Click on the Header or Footer options per the requirement.
    • On selecting Header option, header toolbar will appear and the top of the page will be highlighted.
    • Type the heading in the Header box. You may use many of the standard text formatting options such as font face, size, bold, italics, etc.
  • Similarly you can select the designated command for Footer and customized it as per requirement.

Page Numbers

Page Numbers

Follow these instructions to add page numbers to a document.

  • Select Insert Page Numbers from the main tab bar and the following dialog box will appear.
  • Select the Position of the page numbers by choosing “Top of page” or “Bottom of page” from the Position drop- down menu.
  • Click OK when finished.

Changing Start Value of Page Numbers in a Document or in a Particular Section of a Document

  • To change the starting value of page numbers of a document, follow the steps given below:
  • Place the cursor on a page of the document. (If your document consist two or more sections, you may have to place the cursor on a page in that particular section to change the page numbers from the beginning page of that section.
    • Select Insert Page Numbers subtask on the main tab and the Page Numbers dialog box appears.
    • Uncheck Show number on first page and click on Format in Page Numbers dialog box. The Page Number Format dialog box appears.
    • At the bottom of the Page Number Format dialog box, click on the Start at option box and increase or decrease the page number value or simply type a number in the Start at box.
    • Click OK to close Page Number Format dialog box and then click OK to close Page Numbers dialog box.

Inserting a Page Break

  • When you are typing along and reach the bottom of a page in a Word document, a page break will be inserted automatically. The paper size will determine where automatic page breaks occur.
  • If you wish to end one page and start another page before the natural page breaks, you should not press the ENTER key repeatedly in order to move to the next page. Instead, follow one of the ways given below:
    • Position the insertion point at the line where the page should end. Choose Insert ◊ Break command from menu bar. The Break dialog box appears. Check-mark Page breaks under Break types in Break dialog box. Click OK to insert a page break.
    • Position the insertion point at the line where the page should end. Press CTRL + ENTER keys to insert a page break.

Deleting a Page Break

The easiest way to delete page breaks is to find and remove the extra page break indicator in the document. To do this switch over to Normal view, click on the Page Break line and press DELETE key to remove the page break.

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