Display Settings in Word 2007
Display options determine how document content is displayed, on the screen and when printed. In order to set these options click on the ‘Office button’ and then select the Word Options. In the left pane you can see different categories, select the Display options and the right pane expands the options available. Following options could be set:
Page display options
Show white space between pages in Print Layout view shows top and bottom margins including the headers and footers. If this option is turned off then the Print Layout view will display the text flowing from one page to another with a simple line in between the two.
Show highlighter marks shows or hide any highlighter marks in the document on the screen as well as in the print out.
Show document tooltips on hover shows the tooltips that pop up as you hover over buttons or areas of text. You can turn off these tooltips by deselecting the check box.
Always show these formatting marks on the screen
You can choose from the list of various formatting marks, the ones which you would always like to be displayed in the document. You can show
Tab characters as ‘arrows’ and Spaces as ‘dots’ in the text.
Paragraph marks would show how many times enter was pressed while typing the text.
Hidden text is displayed as a dotted line under the text that is formatted as hidden.
Option hyphens displays hyphens that indicate where to divide a word at the end of a line.
Object anchors display objects anchors, which indicate that an object is attached to a specific paragraph.
Show all formatting marks, which would display all the above mentioned formatting marks on the screen.
Print drawings created in Word prints the document along with the drawings and text boxes created in Word. If this option is turned off the document is printed without the graphics and could see a blank box in its place.
Print background colors and images prints all the background colors and images.
Print document properties print the documents summary information on a separate page when the document is printed.
Print hidden text prints all text that has been formatted as hidden but does not print the dotted underline that is displayed under the hidden text on the screen.
Update fields before printing lets you to update all the fields before printing.
Update linked data before printing to update all linked information in a document before printing.
NOTE: All the settings that we set here are applied to all the documents.
Document Settings in Word 2007
I. Save Options
Save options allow you to customize how the documents would be saved. Following options could be set:
Save files in this format lets you choose the format in which you want to save the files. The default format is ‘*.docx’. Alternatively you can choose from the number of different formats listed in the drop down list. The most common format could be ‘Word 97-2003 *.doc’.
Save AutoRecover information every 10 minutes would let you specify how frequent you want the document to be saved. So if the power goes out and you are working on a document you could probably get most of the data except for last 10 minutes. You can enter any whole number in the range of 1 to 120.
AutoRecover file location gives the path where the autorecover documents are being stored. You can change this location by clicking on ‘Browse’.
Default file location is the path where all the documents are
stored by default; the default location is the Documents folder under the current user’s folder. You can change this location by clicking on ‘Browse’.
Offline editing options for document management server files
If you are working on Document Management System and you are sharing files that are stored on the server you can do some offline editing. Following are the options:
Save checked-out files to:
The server drafts location on this computer Check this option to save checked-out files to the folder mentioned in the Server drafts location box.
The Web Server Check this option to save checked-out files to the Web Server.
Server drafts location shows the default server drafts location. You can type a different path or click on browse and locate the new server drafts location.
Preserve fidelity when sharing this document
Preserve fidelity when sharing this document Select the document you want these settings applied to, from the list. By default the document listed is the current document; you can choose ‘All New Documents’ to apply the settings to all new documents you create.
Embed fonts in the file Select this to save fonts that are used in the document, in the file. For example, if you are sharing a document with another user who doesn’t have the fonts used in the document installed on his machine, then Word 2007 sends such fonts along with the document and embed them into the file. When you turn this option on following two options become active;
Embed only the characters used in the document (best for reducing file size):Select this option to embed only the fonts that you actually use in a document.
Do not embed common system fonts: Select this option to embed fonts only if they are not commonly installed on computers running Microsoft Windows and 2007 Microsoft Office system software.
II. Setup default Page Layout
At times you may want to change the default layout for the page for various reasons. If you find that your documents consistently use a different layout than the default you get with Word for example a one inch margin all around by an eight and a half inch by eleven inch paper. Then you may find it necessary to change the default page layout rather than change the layout per document every time you work on a new document. A simple technique to do this would be to modify the layout of a document and then save that layout as the default one. For this we would require a blank document so you can create one by, clicking New on the Office button and then choosing blank document. Then on the ribbon select the Page Layout tab and select Margins in Page Setup section to change the margins. In this menu Normal is selected which is the default page layout.
You can choose any other margin that suits your need, for example Narrow. Also note that every margin setting also describes the details next to it in this menu. Apart from margin you can change the size of your page. Click on the arrow next to Size in the Page Setup section. The default page size that is selected is 8.5 by 11 inches. You may set it to A4 or any other.
Next you can change the Orientation, can choose Portrait or Landscape. When you have completed all the settings all you have to do is set them as default in the Page Setup dialog box. Expand the Page Setup section.
You can see that all the changes we made to the margins and page size are reflected in this dialog box. Page size is shown as A4 and the margins as 0.5 inches all around, which was set as Narrow margins.
To set these are default, click on the Default button. This would prompt a warning as shown below:
When you click Yes your current document would be affected as well as all the new documents would inherit new page setup.
NOTE: If you don’t want to modify the default layout and you intend to modify the layout only for the current document then you don’t need to click on the Default button. All the changes you make in layout are applied only to your current document.
Now that you have read how to customize your display and save options you know where to lookout for options to modify your document settings. I hope this article will help you customize your document.
This article has been editorially reviewed by Suprotim Agarwal.
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