Word Processing: Formatting Documents

before you start

Have you ever noticed how inconsistent formatting makes a document look unprofessional? What impression does that create? Consistent formatting helps your work appear clear, professional, and reliable.

1. Page Setup and Dimensions

To keep your document looking clean and easy to read, it is important to set it up properly from the start. Page setup controls the document’s basic structure, including paper size, page orientation, and document margins (Microsoft, n.d.).

Paper size affects how much space you have to work with. Let’s review some common paper sizes.

Page orientation controls whether the document prints vertically (portrait) or horizontally (landscape). The table below compares these two options.

EXAMPLE

A marketing team prepares client proposals using 8.5 x 11-in. paper in portrait orientation so the pages print cleanly and fit neatly into standard folders and binders.

Margins add white space around the text, making content easier to read. The table below details common margin settings.

The screenshot below shows the Page Setup dialog box in Microsoft Word, accessed through the Layout tab. It highlights key formatting options, like margins, page orientation, and size.

try it

Open a blank document and adjust the page setup to match a common business scenario:

• Set the paper size to 8.5 x 11 in. (Letter).
• Choose portrait orientation.
• Set 1-in. margins on all sides.

Then, create a one-page mock report that includes a short title and two paragraphs of text. Observe how the layout looks with these settings.

Which types of documents would use these settings?

terms to know

Page Setup

Document settings controlling size, orientation, and margin specifications.

Paper Size

The physical dimensions of a printed page.

Page Orientation

The direction in which a document is displayed or printed.

Document Margins

White space boundaries between the content and page edges.

Portrait Orientation

Vertical page layout (height exceeds width), standard for text documents.

Landscape Orientation

Horizontal page layout (width exceeds height), optimal for wide content.

2. Headers and Footers

Once your page setup is in place, it is time to add details that appear on every page—without having to type them over and over.

Headers and footers provide consistent information across every page in multipage documents (Google, n.d.). The table below shows the common content of these elements.

Running headers and footers are repeating elements that automatically appear at the top or the bottom of every page. They eliminate the need to manually retype details like titles or page numbers on each page.

EXAMPLE

A student writing a research paper uses a running header to show the paper title on every page and a footer to display page numbers. This keeps the document organized and easy to follow.

The screenshot below shows the Header & Footer tools in Microsoft Word.

To add a header or footer, first make sure you are in Editing mode, as these are not available in Reviewing mode. Go to the Insert tab, click Header or Footer, choose a style or select Edit, type your text, then click “Close Header and Footer” on the toolbar to return to the main document.

try it

Create a multipage document using sample text. Apply these formatting tasks:

• Insert a header with the title “Training Manual – Safety Procedures” aligned to the left.
• Insert a footer with today’s date on the left and the word “Confidential” on the right.
• Use the Header & Footer Tools to adjust the layout if needed.

big idea

Strategic headers and footers transform individual pages into cohesive, professional documents.

terms to know

Headers

Text automatically repeated at the top of every page throughout a document.

Footers

Text automatically repeated at the bottom of every page throughout a document.

3. Page Numbering Systems

Once your headers and footers are in place, the next step is to add clear and consistent page numbers. This helps organize your document and makes it easier for readers to find information.

Page numbering helps readers navigate documents and reference specific information (Microsoft, n.d.). Effective numbering systems consider document type, length, and professional standards.

The following tables show common page numbering styles and placements.

EXAMPLE

A project report uses “Page 1 of 10” in the bottom-right corner so readers can easily track how far along they are while reading.

The screenshot below shows how to insert page numbers in Microsoft Word.

To insert page numbers, go to the Insert tab, click Page Number, and choose where and how you want the numbers to appear.

try it

Open a multipage document or create one with at least three pages of placeholder text. Add page numbers using the “Page X of Y” format and position them at the bottom-right corner of each page.

Ideally, page numbers should not appear on title pages as they can look unprofessional and distract from the document’s presentation. To exclude numbering from the title page, enable the “Different First Page” setting in the Header/Footer tools.

big idea

Well-designed page numbering systems enhance document navigation while maintaining professional standards.

term to know

Page Numbering

Automatic insertion of sequential numbers identifying each page in a document.

4. Document Styles

Now that you have structured your document with page setup, headers, footers, and page numbers, the next step is to ensure everything looks consistent.

Document styles are formatting templates that ensure consistent appearance throughout your documents (Google, n.d.). Styles combine font, size, color, spacing, and alignment settings (which we have already explored in the previous lessons) into reusable formats. Instead of formatting each section manually, you can apply a style to make everything match.

Using consistent styles makes headings and body text look uniform, which creates a professional impression. This builds on the paragraph formatting you learned in the previous lesson and extends consistency across the whole document.

Word processors provide both built-in styles and custom styles. The table below explains the differences between these two types.

EXAMPLE

Daiva uses built-in styles for headings and creates a custom style to match their company’s brand colors.

Using styles improves your workflow and helps others who use your document in the following ways:

• Screen reader users can navigate more easily.
• Tables of contents can be generated automatically based on heading styles.
• Document formatting remains consistent across different computers or software versions.

EXAMPLE

In a user guide, Rajan uses Heading 1 for main sections, Heading 2 for smaller sections, and Normal for instructions. When the company changes the font, Rajan updates the styles once, and the whole document updates automatically.

The screenshot below shows the Styles gallery in Microsoft Word and a document using built-in styles (Title, Subtitle, Heading 1–2, and Normal) to create a clear, professional layout.

You can apply styles by selecting text and then choosing a style from the Styles group on the Home tab.

try it

Open a blank document and add a title, two main sections, and a few subsections. Apply the following built-in styles:

• Title for the document title
• Heading 1 for main sections
• Heading 2 for subsections
• Normal for body text

Modify the Heading 1 style—for example, by changing the font color—and all text using that style will update automatically.

terms to know

Document Styles

Pre-formatted templates combining font, size, color, and spacing settings for consistent text appearance.

Built-In Styles

Ready-made formatting options provided by word processing software for common document elements.

Custom Styles

User-created formatting combinations tailored to specific organizational or project requirements.

5. Accessibility Standards

As you finalize formatting choices like styles, margins, and layout, it is important to ensure your document is usable for everyone.

Accessibility standards are rules that help make documents usable for everyone, including people with disabilities. These standards support the use of assistive technologies like screen readers, which read text out loud for people with visual impairments (WebAIM, 2020).

Let’s review some important accessibility guidelines for document formatting.

• Use proper document structure so screen reader users can follow the content in a logical order.
• Apply actual heading styles (Heading 1/Heading 2) instead of just bolding the text.
• Maintain a clear heading hierarchy to support keyboard navigation.
• Choose high-contrast colors between the text and the background to improve readability.
• Include alternative (alt) text for images to describe visuals for users who cannot see them.
• Use consistent margins and spacing to reduce eye strain and create a clean layout.
• Set page size, orientation, and layout to ensure the content is accessible and prints clearly across devices.

IN CONTEXT: Making an Onboarding Manual Accessible for All Users

A company is designing an internal onboarding manual that all employees can use, including those who rely on screen readers.

To make the manual accessible, the team uses proper heading styles, like Heading 1 and Heading 2, to organize content. It avoids simply bolding section titles.

Each image includes alt text, such as “A screenshot of an HR portal homepage with the Benefits tab highlighted.”

The team also chooses black text on a white background for strong contrast, uses consistent spacing, and sets margins evenly to reduce clutter.

These steps help all employees navigate and use the document with ease, whether reading on screen, printing it, or using assistive technologies.

try it

Open a multipage document or create a new one with placeholder text and images.

• Apply heading styles to structure the content.
• Check the color contrast between the text and the background to ensure it is readable.
• Add alt text to each image describing its purpose or content.
• Use consistent margins and spacing to improve clarity.
• Confirm that the layout looks correct in both print preview and digital view.

As you complete each step, observe how these changes make the document easier to navigate and more accessible to all users.

If a document is not accessible, some people may not be able to read or use it. For instance, screen readers will not work correctly without proper headings, and people with low vision may struggle to read low-contrast text.

Inaccessible documents can cause confusion, exclude users, and even break legal rules in some workplaces. Making documents accessible helps everyone.

big idea

Accessible documents are not just a courtesy—they are a necessity for equity, clarity, and legal compliance.

terms to know

Accessibility Standards

Official guidelines that make documents, websites, and other content easier to use for people with disabilities.

Assistive Technologies

Software and hardware tools helping people with disabilities access and interact with digital content.

Alternative (Alt) Text

Descriptive text accompanying images that screen readers announce to users with visual impairments.

REFERENCES

Google. (n.d.). Use headers, footers, page numbers & footnotes. Google Docs Editors Help. support.google.com/docs/answer/86629?hl=en&co=GENIE.Platform%3DDesktop

Microsoft. (n.d.). Change document layout. support.microsoft.com/en-us/office/change-document-layout-d8eae84b-756b-4e7d-8b3d-7fbcb41e50cc

WebAIM. (2020, April 14). Introduction to web accessibility. webaim.org/intro/