1. Introduction
Page formatting means adjusting the layout and appearance of a page before printing or sharing a document.
It includes setting up margins, orientation, paper size, headers/footers, page numbers, columns, borders, and breaks to make the document look professional and well-organized.
You can access all page formatting options under the “Layout” or “Page Layout” tab (depending on the MS Word version).
2. Page Setup Options
(a) Margins
- Margins are the blank spaces between the text and the edges of the page.
- They make the document easy to read and suitable for binding.
How to set margins:
- Go to Layout → Margins.
- Choose from predefined settings:
- Normal (Top: 1″, Bottom: 1″, Left: 1″, Right: 1″)
- Narrow, Moderate, Wide, etc.
- Or click Custom Margins to manually enter values.
Tip:
For college assignments and business reports, use Normal margins for a neat and professional look.
(b) Orientation
- Orientation determines the direction of the page.
- Portrait – Vertical layout (taller than wide). Common for letters and reports.
- Landscape – Horizontal layout (wider than tall). Useful for tables, charts, and presentations.
How to set:
- Go to Layout → Orientation → Choose Portrait or Landscape.
(c) Paper Size
- You can set the size of the paper according to your requirement.
Common options:
- A4 (8.27 × 11.69 inches) – Standard for most documents in India.
- Letter (8.5 × 11 inches) – Common in U.S. documents.
- Legal (8.5 × 14 inches) – For legal or longer documents.
Steps:
- Layout → Size → Select paper size.
(d) Page Borders
- Page borders add a decorative or professional frame around the page.
Steps:
- Go to Design → Page Borders.
- Choose Box, Shadow, 3D, or Custom style.
- Select color, width, and art if needed.
- Apply to Whole Document or This Section.
Tip: Use simple borders for reports, fancy ones for invitations or certificates.
(e) Page Color
- You can change the background color of a page.
Steps:
- Design → Page Color → Choose color.
Note: Page color is visible on screen and in digital copies, but usually not printed unless your printer supports it.
(f) Page Breaks
- A page break moves the text following the cursor to the top of the next page.
How to insert:
- Insert → Page Break or press Ctrl + Enter.
Types of breaks (Layout → Breaks):
- Page Break – Starts a new page.
- Section Break (Next Page / Continuous) – Divides a document into sections to apply different formatting (e.g., different headers on different pages).
(g) Columns
- Columns are used to divide text vertically — often in newsletters, brochures, or magazines.
Steps:
- Select the text.
- Go to Layout → Columns.
- Choose One, Two, Three, Left, Right, or More Columns to customize width and spacing.
Tip: For business reports, use one column; for newsletters, use two.
(h) Line Numbers
- Line numbers help reference specific lines in long documents or legal reports.
Steps:
- Layout → Line Numbers → Continuous or Restart Each Page.
(i) Indentation and Spacing
- Indentation defines how far text is from the margins.
- Line spacing defines space between lines of text.
Steps:
- Layout → Indent Left/Right to move text inward.
- Home → Line and Paragraph Spacing → 1.0, 1.5, or 2.0.
Standard spacing for assignments:
- Line spacing: 1.5 or 2.0
- Paragraph spacing: Before = 0 pt, After = 6 pt
(j) Header and Footer
- Header appears at the top of every page; Footer at the bottom.
- They can contain text like document title, date, author name, or page numbers.
Steps:
- Go to Insert → Header / Footer.
- Choose a style and add text.
- Use Different First Page option if you don’t want it on the title page.
(k) Page Numbers
- Add numbers automatically to each page.
Steps:
- Insert → Page Number.
- Choose Top of Page, Bottom of Page, or Page Margins.
- Format using Format Page Numbers (choose number style or start from a specific number).
(l) Watermark
- A watermark is a faint background image or text behind the main content (e.g., “Confidential”, “Draft”).
Steps:
- Design → Watermark → Choose a pre-set or create custom watermark.
(m) Hyphenation
- Helps break words at the end of a line to make text more even and neat.
Steps:
- Layout → Hyphenation → Automatic or Manual.
3. Applying Different Formatting to Different Pages
You can use Section Breaks to apply different layouts within the same document:
- Example: Portrait orientation for main text, Landscape for charts or tables.
Steps:
- Layout → Breaks → Next Page.
- Change formatting (orientation, header/footer, etc.) only for that section.
4. Previewing and Printing
Before printing, always check formatting:
- File → Print → Print Preview.
- Adjust Margins, Orientation, and Paper Size if necessary.
5. Importance for BBA Students
Proper page formatting:
- Makes reports, projects, and business plans look professional.
- Helps faculty and managers read documents easily.
- Reflects attention to detail and professionalism, a key business skill.
6. Summary Table
| Feature | Purpose | Menu Path | Shortcut (if any) |
|---|---|---|---|
| Margins | Set blank space around text | Layout → Margins | — |
| Orientation | Portrait/Landscape | Layout → Orientation | — |
| Size | Paper size (A4, Letter) | Layout → Size | — |
| Page Border | Add border design | Design → Page Borders | — |
| Page Color | Set background color | Design → Page Color | — |
| Page Break | Start new page | Insert → Page Break | Ctrl + Enter |
| Columns | Divide text vertically | Layout → Columns | — |
| Header/Footer | Text at top/bottom of pages | Insert → Header/Footer | — |
| Page Number | Numbering pages | Insert → Page Number | — |
| Watermark | Background text/logo | Design → Watermark | — |
✅ Conclusion
Page formatting is an essential skill in MS Word that transforms a plain document into a structured, readable, and professional report.
By mastering these features, BBA students can create impressive business reports, project files, and presentations suitable for academic and corporate use.