Using layout features for professional results

Word can create a professional looking newsletter using the page layout features and other tips. Here is an example for you to try out the tools:

The initial setup

1. Open a new document.

2. Go to Layout > Layout, click it Cut button and choose Legal 8.5 “x 14” from the drop-down list.

3. From the same location, click on the button. Orientation button and select Countryside from the drop-down list.

4. Then click on the Seen tab and choose the A page button so you can see the entire page.

5. From the same location, click on the button. Columns button and choose Two columns from the drop-down list. Since we plan to fold this page in half, this option actually gives us four pages.

JD Sartain

Define the format, orientation and columns of the paper

Return to Normal (100%) seen. Then add generic text to this newsletter.

6. Press Ctrl + Home to position your cursor at the start of the document.

7. Type = Rand (30.6) in the home position, then press the Enter key. (Note: As soon as you press the Enter key, the text falls). The first number is equal to the number of paragraphs (30) and the second number determines the number of sentences in each paragraph (6). This should be enough to create a sample newsletter. Otherwise, you can always edit it or add more.

To note: If you prefer Latin, type = Lorem (30.6), then press the Enter key.

02 use random text command to enter test data JD Sartain

Use the Random Text command to enter test data.

To help! = Rand () and = Lorem () do not work!

If you entered one of the random text commands followed by the Enter key and nothing happened, one of your autocorrect options needs to be changed.

1. Select To file > Options > Proofing.

2. When the Format the screen appears, click on the Auto correction options button.

3. Under the Autocorrect tab, scroll to the middle of the dialog screen and check the box next to the phrase Replace text as you type. Click on Okay, and the dialog screen closes. Click on Okay again, and the Options the screen closes.

03 change auto correction options JD Sartain

Change the auto correction options.

4. Return to the random text control, click the button. To finish to go to the end of the command, then press the Enter key and the text fills.


Note that the margins are too large and the gutter (where the page folds in half) is too small. Here’s how to fix it.

1. Go to Layout > Layout, click on the Margins , then scroll to the bottom of the drop-down list and click Custom Margins.

2. Under the Margins tab, note that the margins are set to Word’s defaults: Top, Bottom, Left, and Right set to one inch, Gutter set to zero, and Gutter position set to Left. Before you can change these settings correctly, you must first change the Multiple Pages setting (under Pages) at the book fold. This changes the margin options. Just click on the arrow next to Multiple pages field and select Book fold from the list.

3. Go to the next field, Sheets per booklet, and choose 4 (or as many pages as needed) from the drop-down list. You can also select All and let Microsoft do the final tally for you.

4. Note that the position of the top, bottom, gutter and gutter are the same (although Position of the gutter is grayed out), but Left and Right have become Interior and Exterior. Set the top, inside and outside to 0.65; set the bottom to 0.75; and set the gutter to 0.5 ″. Note the preview image of your document at the bottom of the dialog window. When you change the options, it reflects your changes. Click on Okay.

Note: The space margin between pages is the size of the gutter plus the inside (combined) margin.

04 set the margins of multiple pages and booklet sheets JD Sartain

Define margins, multiple pages, and a booklet sheet.

5. Now back to the document and – oops, something’s wrong. It looks okay on the preview, but the actual document is crooked because the default is set to start on an odd page. Click it Disposition tab on the Layout screen and under Section > Beginning of the section, Choose Even page from the drop-down list.

6. Then choose Insert > Footer. Scroll down and select a footer for the left and right pages.

7. With the footer guides still active / displayed (in Design mode), position your cursor on the left (even) page. Select the Page number button and choose Bottom of the page from the drop-down list. Scroll through the list of page number templates and choose one that displays the page number on the outside of the left page. Do the same for the right (odd) page.

8. Your document should now display pages 2 and 3 on the current screen, and pages 4 and 1 on the next screen (if not, you can make the setting when you print the newsletter).

05 insert footers and page numbers JD Sartain

Include footers and page numbers.

Insert captions and format graphics

Once you’ve inserted all of your stories / articles, it’s time to go back and place your charts, tables, and photos. Standard practice is at least one photo per story, but it’s not set in stone. The idea is to divide the text with graphic elements and try to balance the text, images and white space. Search online for “Newspaper Layout” under “Pictures” and you’ll discover hundreds of great ideas.

Design and layout are beyond the scope of this article; however, the instructions below explain how to insert and format graphics.

1. Place your cursor at the start of the second paragraph.

2. Select Insert > Photo. When the Insert picture dialog window will open, navigate to the applicable image, select that image, and click the button Insert button. Note that Word sizes the image to fit in the selected column.

06 insert an image from the ribbon menu JD Sartain

Insert an image in the Ribbon menu.

3. Place your cursor over the photo and click the right mouse button. To select insert Caption from the context menu. It is a lot easier if you enter the caption before choosing / setting Borders and shading Where Format image.

4. Under Options, select Figure, Equation, Where Table from the list menu.

5. Under Legend, enter a few words or a phrase to describe the image.

6. In the Position field, choose Above the selected item Where Below the selected item.

7. Click on the Numbering if you want to change the format of numbers in figures, tables or equations. For example, Figure IV (Roman numerals), Equation B (letters), Table A-7 (alphanumeric), etc.

8. When finished, click Okay.

07 insert a caption JD Sartain

insert Caption

9. Place your cursor over the photo again and click the right mouse button again. To select Format image from the context menu.

10. If you want to modify the properties of the image, click on the button. Format tab in the Format image dialogue window.

11. For Wrapping Style, choose the Greenhouse button. For horizontal alignment, choose the Left button.

08 format image packaging style alignment JD Sartain

Picture format: dress-up style and alignment

12. Click on the Advanced to display additional layout options, such as advanced image positioning and text wrapping.

13. Click on the Photo tab if you want to crop the image or change the color, brightness or contrast.

14. Click on the Cut tab if you want to change the height, width or rotation, or resize the image based on percentages.

09 modify the attributes of the image size alt text and colors JD Sartain

Change the image attributes, size, alt text, and colors.

15. The Alternative text The tab is used for websites, to enter an alternate text description (in case the image does not appear online).

16. The Colors The tab is used to define fill and line colors (and / or arrows) for graphic elements such as illustrations, tables, charts, etc.

17. Go through each of these dialog windows and test the different features. When you are finished, click Okay.

18. Note that the image has sizing handles. Grab the handle at the bottom right and stretch the image down and to the right until it extends halfway through the second column. Notice how the text automatically wraps perfectly around the photo.

You are almost done. Insert the rest of your graphics, add your headlines, logo and captions, then print the newsletter and pass it around.

10 Use the sizing handles to change the image size, then watch the text wrap around the photo JD Sartain

Use the sizing handles to edit the image, then watch the text wrap around the photo.