Teaching Microsoft Word 2007 Using MAGic

Lesson 13: Printing

Concepts Covered

Upon completion of this lesson, your student will be able to master these five skills:

• Understand the difference between the Page Setup Dialog Box and the Print Dialog Box and when to use each.
• Change margins, orientation and paper size.
• Select a printer and number of copies and print a document.
• Use Print Preview to review the document before printing.
• Be able to quickly print a document, without changing any printing parameters.

Coaching Tips

In this lesson, printing and the various options associated with document output will be discussed. Your student will become familiar with changing paper size, margins and orientation to adjust the layout of the printout. Two important dialog boxes will be discussed, the Page Setup Dialog Box and the Print Dialog Box. Your student will also use the Print Preview Feature to see how a document would look before printing. This is valuable feature can help catch layout problems before paper is wasted.

Vocabulary

Collate: When multiple copies of a multi-page document are printed, collate means that the pages of the document will be kept in order within each set rather than printing two copies of page 1, then two copies of page 2, etc.

Landscape Mode: A type of View Setting where the page appears horizontally on the screen and when printed.

Margins: The distance between the text and the edge of the paper. Margin settings can be customized for each of the sides of the document: top, bottom, right and left.

Orientation: In printing, determines if the document’s longer side runs horizontally (landscape) or vertically (portrait).

Page Range Controls: Radio buttons that determine what pages of a multi-page document are printed. Options include All, Current Page or Pages. The Current Page Option will print the page where the cursor currently resides. The Pages Option will allow the user to type in a range of pages, with a dash or commas separating the pages. For example, 1, 3, 5-12.

Page Setup Dialog Box: Allows you to identify and customize the layout of the pages in a document including margin, paper size and orientation settings.

Portrait Mode: A type of view setting, where the page appears vertically on the screen and when printed.

Print Dialog Box: Used to specify settings related to printing such as output device, pages to be printed or how many copies of the document to print.

Printing: The process through which the document is transferred from the computer to the printer or output device.

Print Preview: A function that lets the author see the document on the screen as it will appear when printed.

6 Important Keystrokes Introduced

Windows Keys

• CTRL + P: Opens the Print Dialog Box.
• CTRL + P, then ENTER: Quickly prints a document without changing any printing parameters.

Word 2007 Keys

• ALT + F, then W, V: Opens Print Preview.
• ALT + P, then S, P: Opens the Page Setup Dialog Box.
• ESC: Closes Print Preview and returns focus to the document.
• PAGE UP and PAGE DOWN: Move between document pages when in Print Preview Mode.

Game Plan 13: Printing

Get Ready [4 items]

• Provide your student with a l ist of terms used in this lesson in an accessible format.
• Be sure the files Print Me.docx and Exercise in Printing.docx are readily available for your student.
• Make sure your student’s computer is connected to a functioning printer. Ensure that there is enough paper for several attempts at printing a one-page document.
• Stress that if at any time one is unsure of what document has focus because the Title Bar is not visible in the currently magnified area of the screen, then press MAGic Key + T to have MAGic read the Title Bar.

Get Set [5 Items]

Explain and discuss these items to prepare your student for the next hands-on section :

1. Most of the choices to be made concerning the printing of a document are included on two dialog boxes: the Page Setup Dialog Box which manages the layout of a document and the Print Dialog Box which governs printing parameters. The Page Setup Dialog Box allows the user to indicate the margins, orientation and paper size for a document to be printed, and the Print Dialog Box is used to select the printer to be used for output, which pages to print and how many copies to print.
2. Although the Ribbon’s Page Layout Tab contains sub menus to set margins, orientation, and paper size, in this lesson we focus upon the Page Setup Dialog Box instead since it contains the same features as well as additional advanced options. Also, this dialog box is the same as it was in Word 2003 so it is likely to already be familiar to many students.
3. Microsoft Office has a Print Preview Function that allows the author to see how a document will look before it is printed. This provides a great opportunity to check margins, orientation and the overall appearance of a document before committing it to paper. Stress with your student, that like proofreading, Print Preview is a necessary element in producing a professional finished product.
4. When determining your margins, keep in mind that many printers need at least about half an inch margin to print a page properly. If you set margins outside the printable area, a warning message will appear asking you if you would like to fix the margins or ignore the warning. Print Preview will come in handy because you will be able to see what text will not print and base your decision on the preview.
5. The following Windows shortcut keys will be used in the lesson in place of mouse clicks: CTRL + P, ARROW Keys, PAGE UP, PAGE DOWN, ESC. These keystrokes will work across Office applications and are much faster than using the mouse to perform the same tasks.

Go! Section 1: The Page Setup Dialog Box [16 Steps]

Have your student:

1. Turn on the computer.
2. Open Word with the Start Menu.
3. Open the file Print Me.docx.
4. Click on the Ribbon’s Page Layout Tab and select the small arrow in the lower right-hand corner or press ALT + P then S, P. The Page Setup Dialog Box will open.
   
   Page Setup Dialog Box
   
5. This is a multi-page dialog box with three different tabs: Margins, Paper and Layout. Use the mouse to move between tabs or press CTRL + TAB. Select the Margins Tab.
6. Focus will be on the first Margin Edit Spin Box. These controls determine how far the print will be positioned from the top, bottom, left and right edges of the paper. Use the ARROW Keys to set the top, bottom, left and right margins each as 1.5 inches.
7. Direct your attention to the Orientation Radio Buttons. Focus will be on the Portrait Option. Orientation determines if the left side of the paper is the shorter side (landscape) of the paper or the longer side (portrait). Click on Landscape or use TAB and then RIGHT ARROW Key to select.
8. The Multiple Pages Combo Box allows for more complicated printing methods for multiple page documents. Keep this combo box set its default, Normal.
9. The Preview Box on the lower half of the dialog box. As you make your changes to the margins, orientation, etc., the picture in the preview box changes to give you a quick idea of what the document will look like. This is not the main Print Preview Function, but it is useful nonetheless.
10. Below the preview is the Apply To Combo Box. This allows you to create settings for a section of the document, from a certain point and forward or the whole document. Keep this combo box set to its default.
11. Move to the Paper Tab with the mouse or press CTRL + TAB. The first control, Paper Size Combo Box, determines the size of the paper on which your document will print. Click in the box or TAB to it and use the ARROW Keys to review the choices. Leave the selection as “Letter”.
12. The Paper Source controls will allow you to send the first page of a document to a different printer than the rest of the pages. Leave this set as the default.
13. Move to the Layout Tab with the mouse or press CTRL + TAB. Review each of the controls. Note the Vertical Alignment Combo Box. This combo box has a useful Center Option which will allow the document’s text to be vertically centered on the page, regardless of the margins.
14. Click on the OK Button or TAB to the OK Button to save the new settings and press ENTER.
15. Press ALT + F, then W, V. This will open Print Preview. Review your document. To move between pages in Print Preview, press PAGE UP and PAGE DOWN. Close the preview and return focus to the document by pressing ESC.
16. Close the document and Word.

Go! Section 2: The Print Dialog Box [10 Steps]

1. Turn on the computer and open Word with the Start Menu.
2. Open the file Print Me.docx.
3. Use CTRL + P to open the Print Dialog Box. This box allows you to control all aspects of printing. The most important of these features are covered in the next few steps.
   
   Print Dialog Box
   
4. Focus will be on the Number of Copies Edit Spin Box. Use the ARROW Keys to select “2”. Directly below this, note that by default, the check box is checked to collate the document. When multiple copies of a multi-page document are printed, collate means that the pages of the document will be kept in order within each set rather than printing two copies of page 1, then two copies of page 2, etc.
5. Highlight or TAB repeatedly until you reach the Name Combo Box. Use the ARROW Keys to review the options. Leave the selection as the default printer designation.
6. Highlight or TAB to the Page Range Radio Button Controls. Focus will be on the Default Option, All. You may choose to print all of the pages, the current page or a range of pages within the document. The explanatory text shown on the dialog box describing the required format for entering the page range.
7. If using the mouse, click on the Current Page Button. If using the keyboard, use the DOWN ARROW Keys to move between the various Page Range Radio Button choices. When you reach the Pages Radio Button, focus will be on the Pages edit Box. Use SHIFT + TAB to move out of this edit box and the UP ARROW to choose the Current Page Button. Once focus reached this button, it will be selected.
8. Click on the OK Button or TAB to it and press ENTER. Printing will begin.
9. To quickly print a document without making any changes to printing parameters, press CTRL + P, then ENTER.
10. Save the document, exit Word and shut down the computer.

Assessment Tools

Lesson 13: Exercise 13: Printing

Have your student perform each of the 9 activities in the list below. The exercises are designed to use and practice skills taught in this and previous lessons.

1. Use the Start Menu to open Word 2007.
2. Open Exercise in Printing.docx.
3. Change the margins to 1.0 inches.
4. Change the orientation to Landscape.
5. Change the paper size to letter.
6. Change the vertical alignment to center.
7. Open Print Preview and review the document.
8. Print three copies of the second page of the document.
9. Save the file, close Word, and shut down the computer.

Lesson 13: Quiz 13: Printing

This is a vocabulary quiz. Answers may be given either orally or in writing. Your student should be able to answer 5 of the 7 questions successfully before you proceed to the next lesson.

1. What happens when you print a document? (The document is transferred from the computer to the printer and output to paper.)
2. What is the Page Setup Dialog Box? (A dialog box that allows you to review and/or customize the layout settings for the document as a whole, or specific pages.)
3. What is the Print Dialog Box? (A dialog box that controls to what output device and how many copies of the document will be printed.)
4. Which dialog box, Print or Page Setup, allows you to change the margins of the document? (The Page Setup Dialog Box.)
5. What is the difference between Portrait and Landscape Mode? (In Landscape Mode, the printed page appears horizontally on the screen. In Portrait Mode, the printed page appears vertically on the screen.)
6. What is Print Preview? (A function that lets you see the document on the screen as it will appear when printed.)
7. How do you close Print Preview? (The fastest way is to press ESC.)

Lesson 13: Progress Notes 13: Printing

For each task in Exercise 13, fill in the blank in the chart with the applicable skill level score. Remember, the numbers indicate if your student:

1 = Has no knowledge of how to perform the task.
2 = Can perform the task with help.
3 = Can perform the task with limited help, or by referring to notes.
4 = Can perform the task independently.

For the Vocabulary Quiz Score at the bottom of the chart, write in the number of definitions and terms your student was able to explain correctly.

See also:

• Teaching Microsoft Word 2007 Using JAWS
• Topics Covered
• Getting the Most From the TrainingWare™
• A Lesson on Printing, JAWS Version

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