Dawn Bjork Buzbee
The Software Pro®
Microsoft Certified Trainer (MCT)
Certified Microsoft Office 2010 Specialist (MOS 2010) Master Instructor
Certified Microsoft Office 2007 Specialist (MOS 2007) Master Instructor
Microsoft Certified Application Specialist (MCAS) Instructor
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Adding automation to save time and eliminating
steps in Word doesn’t just involve writing macros. A lot can be
accomplished with built-in features available to everyone. In this first
of a two-part series, learn how to customize your document formatting.
Changing Default Formatting
When you create a new Word document are you ready
to type or do you need to spend extra time changing the font, margins,
and other formatting? If most of your documents share a common look,
it’s easy to change the defaults you use. In the next two sections, you
will learn the simple steps to change font formatting and page layout.
Modifying Your Default Font
- Create a new, blank document.
- Choose Format > Font. Change the font from
the standard Times New Roman 12 point to the style and size you want
such as Arial 12 point.
- Next, don’t pick OK which only changes the current
document. Instead, choose Default.
- You will see a prompt asking if you want to change
the default font. This change will modify the normal template also
known as the normal.dot file which stores many of the Microsoft
Word settings. Select Yes to confirm the changes.
Customizing Page Layout and Margins
Ever since the days of Word 1.0, the default
margins for a document have been 1” for the top and bottom and 1.25” for
the left and right margins even though most people prefer 1” margins for
each side. It’s also easy to change the settings for margins regardless
of what you like to work with:
- Continue with a new, blank document.
- File > Page Setup, and pick the Margins tab.
- Change the margins to 1” all around or your own preference.
- Make other changes in these dialog tabs. For instance, you might
want to set a custom footer or make changes to the Paper
- To set your custom defaults for all new, blank documents, pick the
- As before, you will be prompted to confirm the change to the
normal template. Choose Yes to continue.
- To test your custom changes, just close the blank document. There
is no need to save this file; the new defaults are now part of Word’s
- This is a good time to exit Word which saves the changes to the
normal template. These changes do not affect existing
documents-only new documents.
- Start up Word again. The blank document on the screen will
automatically include your custom preferences for font and margins.
Type out some sample text to try it.
Other new, blank documents will also start with
your new formatting. You can, of course, always modify the formatting
whenever the defaults don’t work for a specific document.
Customizing your default formatting is a great way
to easily automate your work in Microsoft Word.
In the second
part of this series, find out how to automate
frequently used text entries with AutoCorrect and AutoText.
© Dawn Bjork Buzbee, MCT, The Software Pro®
Dawn Bjork Buzbee
is The Software Pro®
and a Microsoft Certified Trainer (MCT) as well as a certified Microsoft Office
Specialist (MOS) Master Instructor, certified Microsoft Applications Specialist
(MCAS) Instructor, and a certified Microsoft Office expert. Dawn shares smart
and easy ways to effectively use software through her work as a software
speaker, trainer, consultant, and author of 8 books.
This article and
more can be reprinted at no charge in your publications and website with
copyright and attribution.
more about how easy it is to share these valuable tips, tricks, and techniques.
in Microsoft Word - Part 2
More Microsoft Word Tips, Tricks & Handouts Too!
More Smart & Easy Software Tips, Tricks &
Techniques for You
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Pres [F7] to quickly check spelling.
|The default font in
Word is Times New Roman 12 point; this can be changed to the font of