Microsoft Office Tips & Tricks

Print Preview and Formatting Marks

Tip #1: When creating a new document, it is usually easier to be in the Print Preview View, or Print Layout View depending on the version of Word you are using. There are a lot of formatting selections that cannot be done quickly or easily when in Normal View, Some not at all. Plus, Print Preview (Print Layout) lets you see just exactly how your document will print. For example, margins, top and end of page, selection marks, etc. If you have previously created a document in Normal View and want to chage it to Print Preview just open the document, switch to Print Preview then save the document.

The view buttons are on the left side of the horizontal scroll bar at the bottom of the window and can also be accessed through the View option on the menu bar.

Tip #2: When formatting, or especially when changing formatting on a document, it is always best to “turn on” formatting marks.  There should be a button on the Standard Toolbar for turning on/off the formatting marks in your document.  If not, here is how to add it to your toolbar: Right click on the Standard Toolbar; select Customize; select the Commands tab; click View in the Categories list.  With the left mouse button click and drag the Show All  button (¶) up onto the Standard Toolbar in any location you choose.  Close the dialog box when done.  Use this button to turn on/off formatting marks.

John Kahland
South Padre Office Center