Be able to edit page layout including page size, page orientation, page margins, number of columns, column width, spacing between columns, set and remove breaks (page, section and column breaks)

Topic 17: Document Production – Page Layout

In this section you will learn how to edit the layout of a document. The key elements are page size, orientation, margins, columns, column width, spacing between columns, and page/section/column breaks.

1. Page Size

Page size determines the physical dimensions of the printed page. Common sizes: A4 (210 mm × 297 mm), Letter (8.5 in × 11 in). In most word processors you can change the size from the Layout or Page Setup menu.

2. Page Orientation

Orientation can be Portrait (height > width) or Landscape (width > height). Changing orientation affects the layout of text and columns.

3. Page Margins

Margins are the blank space around the edge of the page. Typical margin settings: Normal (2.54 cm on all sides), Narrow (1.27 cm), Wide (3.18 cm). Margins can be set individually for left, right, top, and bottom.

4. Columns

Columns allow text to flow side‑by‑side. Common uses: newspaper layout, newsletters. Key parameters:

• Number of columns – 1, 2, 3, etc.
• Column width – width of each column.
• Spacing between columns – gutter.

The total usable width is calculated as:

\$\$

\text{Usable width} = \text{Page width} - \text{Left margin} - \text{Right margin}

\$\$

For n columns with gutter g, each column width w is:

\$\$

w = \frac{\text{Usable width} - (n-1)g}{n}

\$\$

5. Setting Columns in Word Processor

1. Open the Layout tab.
2. Click Columns and choose More Columns.
3. Enter the number of columns.
4. Set Width and Spacing (or leave default).
5. Click Apply to and choose Whole document or Selected text.

6. Page, Section, and Column Breaks

Breaks control where new pages, sections, or columns start.

• Page break – forces the following text onto a new page.
• Section break – starts a new section, allowing different headers, footers, or page layout settings.
• Column break – moves the following text to the next column.

To insert a break:

1. Place the cursor where you want the break.
2. Go to Insert → Break (or Layout → Breaks).
3. Select the appropriate break type.

To remove a break, click just before the break and press Delete or Backspace.

7. Example Settings Table