Page formatting means designing the overall layout of a document so that it looks clean, organised and easy to read. It controls how each page appears when viewed on screen or printed. Proper page formatting is important for assignments, reports, letters and project files because it makes the document professional and readable. Page formatting includes header, footer, margins, page size, orientation, columns, page border, page breaks and line spacing.
- Header
Header is the top area of a page. It is used to show information that repeats on every page. This may include the document title, chapter name, author name or date. In long documents, headers help readers understand which section they are reading. For example, in a project report, the header may show the project title. The header text is kept small and light so that it does not distract from the main content.
- Footer
Footer is the bottom area of the page. It is mainly used to show page numbers, file name, date or institution name. Page numbers are placed in the footer because it is the most common place readers check. Footers are very useful in printed documents because they help organise pages even if they get mixed. For example, in an office report, the footer may contain page number and the company name.
- Margins
Margins are the empty spaces on all four sides of a page. These include top, bottom, left and right margins. Margins make the document look neat and prevent text from touching the edges. Word processing software gives preset margins, but users can also set custom margins. Students often keep a wider left margin when pages need to be stapled or bound. Proper margins improve readability and give a balanced look to the document.
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Page Size
Page size means the physical size of the printed paper. The most common page size in India is A4. Other page sizes include Letter, Legal and A3. The correct page size must be selected before printing to avoid cutting or distortion of text. Page size is important when preparing applications, forms, official documents and assignments.
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Page Orientation
Page orientation shows the direction of printing. There are two types
Portrait orientation is vertical and is used for essays, letters, notes and regular documents.
Landscape orientation is horizontal and used for wide tables, charts, graphs and images.
Users can change orientation based on the content of the document.
- Columns
Columns divide text into vertical sections, similar to newspapers and magazines. Columns help save space and make the document more stylish. Word processing allows two or three columns depending on the requirement. Users can adjust column width and also place a line between columns to make them look clear. Columns are useful for brochures, newsletters and articles.
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Page Border
Page border is a line or decorative design around the page. It makes the document look attractive and formal. Borders are used in certificates, invitations, cover pages of assignments and project files. Word processing gives many border styles such as simple lines, double lines and artistic designs. Borders help highlight the content inside and give a neat finish.
- Page Break
Page break forces the text to start on a new page. It is used to separate chapters, sections or topics. Page breaks keep the document organised and prevent content from getting mixed. They are helpful in long reports, books, assignments and project files.
- Line Spacing
Line spacing means the distance between two lines of text. Proper line spacing improves readability. Common spacing options are single, 1.5 and double spacing. Students often use 1.5 or double spacing for assignments. Teachers and offices may use single spacing for compact documents.