Project 4: Report

Title: Jan's Illustrated Computer Literacy 101
Did you want: Working with Words: Word 2007,2010,2013,2016 or españolIcon: Change web

When your page is just a little too wide or a little too long, you can use some tools and tricks to shrink your document to use fewer pages.

  • Reduce line spacing, space before, space after
  • Resize tables and images smaller
  • Reduce font size 
  • Reduce page margins 
  • Shrink to Fit command

The Shrink to Fit command has one specific goal and uses one technique to get there. It tries to reduce the length of the document by 1 page by resizing all the text. This command works best with documents of just a few pages when there is just a small amount of text left on a page.

When you apply Shrink to Fit, you may lose the formatting you applied separately. You should use paragraph styles to help preserve your document formatting.

Report showing blank area and text overflowing to new page

Where you are:
JegsWorks > Lessons > Word97-2003

Before you start...

Project 1: Word BasicsTo subtopics

Project 2: Auto ToolsTo subtopics

Project 3: BrochureTo subtopics

Project 4: Report     
    MLA Guidelines
    Create ReportTo subtopics
    TablesTo subtopics
    Finish Report Subtopics display
    icon-footprintAdd Table
    icon-footprintTable of Contents
    icon-footprintFile Properties
    ExercisesTo subtopics  


Icon Step-by-Step 

Step-by-Step: Shrinking Document

 Icon Step-by-Step

What you will learn:

to reduce margins with Page Setup
to adjust line spacing
to use Shrink to Fit

Start with: Class disk Icon- Word with blank document, report-WorldTravel6.doc

Your report has left the last Heading and its paragraphs on a page by themselves. There is some blank space at the bottom of the preceding page, but not enough for the Heading plus the first line of the next paragraph. The Heading paragraph styles require that a heading stay with the next paragraph so you won't have a heading all by itself at the bottom of a page.

Page Setup

Since so much of the text is deeply indented in the main part of the report, you can reduce the page margins without the text looking too close to the edge. This will let your text use more of the width of the page, while keeping the indentions.

  1. Dialog -Page Setup 1 inch left and right marginsPut cursor on the first page of actual report text. (The page after the Table of Contents.)
  2. From the menu select  File  |  Page Setup... .
  3. On the Margins tab, change the Left and Right Margins to  1"  and choose to apply to  This section .
    The report template created several sections in the report so that you could have different page numbering and different headers and footers.

    Report Preview - reduced overflow after changing margin

    Hmmm. That helped, but there is still text left, looking rather lonely.

  4. Scroll through the document and look at the page margins in the ruler. The three pages of the report text and the Works Cited page should show 1 inch for all margins. The first two pages have left and right margins of .67" and 1.25". 

  5. Check the Table of Contents. The page number for the item The Future has changed to match its new starting point. Is this too cool??

  6. Class disk Save as  report-worldtravel7.doc   on your Class disk. 
    Full disk How to handle a full disk

Line Spacing

You need to create more space in the first part of the report to reduce the number of lines left over. It will take several small adjustments to move enough text off so that the Shrink to Fit command will work.

To reduce the blank spaces you can resize or remove blank lines. You can also adjust the spacing before and after paragraphs.

  1. Text - Table and blank line belowRemove the paragraph below your table. This change makes the following paragraph bump up too close to the bottom edge of the table.

  2. Dialog -Paragraph - setting space before to 6 pts.Move the cursor to the paragraph below the table. Right click and select  Paragraph...  from the popup menu.
  3. On the Indents and Spacing tab, change the Spacing Before to 6 pt and leave everything else the same.

  4. Text - adjusted space below tableClick on OK . There is now a nice gap between the table and the paragraph.

  5. Text - paragraph moved to bottom of page after adjusting space below tableScroll to the bottom of the page. Has more text has moved onto this page? If not, your table is probably a bit larger than mine.

  6. Text - Report - Space above title reducedMove your cursor to the title line  Our 10th Anniversary  on the first page of the report body (not the Cover page).
  7. Open the Paragraph dialog for this paragraph and reduce the Spacing Before from 11 pt to 6 pt .

    Even more text should now be on page 4, but not quite all. 

 Inspect Styles Used

You will be using the Shrink to Fit command shortly. To see what changes it makes you must first see what your styles are doing to start with.

  1. Document - blank styles listFrom the resources files, open the file  sizes.doc.
  2. Print icon Print  sizes.doc and close it.
  3. Fill in the first 2 columns. Put your cursor in each paragraph of your report. Look on the Formatting bar at the Styles and Size boxes to see what style and size are being used. There are at least 12 styles actually used. Don't forget the footnote!
    • Column 1 = paragraph styles that are used in the report 
    • Column 2 = font size used by each paragraph style
    • Column 3 = new font size after Shrink to Fit is applied later.

Shrink to Fit

A special command in the Print Preview window can help when you have just a few lines on that last page.

  1. Button - Multiple Pages - 2 x 3 paletteOpen the Print Preview.
  2. Click on Button - Multiple Pages the Multiple Pages button on the Print Preview toolbar and drag across the palette to select 6 pages. Now you can see all the pages at once. Page 5 has just a few lines. This document is now a good candidate for the Shrink to Fit feature.
  3. Message - Word cannot shrink documentClick on Button - Shrink to Fit the Shrink to Fit button to see if the report can be shortened by one page. 
    Error: Whoops! A message may appear that says Shrink to Fit failed. You need to move more text over yourself.

    Icon - Word 97 Icon: Word 2002In Word 97 and Word 2002 you are more likely to have success at this point. They shrink the font sizes more than Word 2000 does, so it is easier to shrink by one page.
  4. Close Print Preview. 
  5. Text - Report - final blank line before Works Cited pageRemove any blank paragraphs below the report text and before the Works Cited page. Do not remove the Page Break.
  6. Open Print Preview again and try the Shrink to Fit command. Success!!
  7. Close Print Preview.
  8. Check the Table of Contents. Shrink to Fit shortened the document by a page, but the Works Cited entry in the TOC is not updated until you exit Print View. Update the fields if necessary.
    TipThe Table of Contents entry in the Table of Contents shows its page number as 1 even though it prints on a separate page from the first page of actual text. Confusing?
  9. Inspect the results. What changed? Fill in column 3 of your styles list for the font sizes now being used for each paragraph style you found.

    Report shrunk to 5 pages

    All font sizes have been reduced. The different versions of Word reduce to different sizes in some cases.

    The paragraph style definitions have not changed. The changes were done "manually". New paragraphs will use the original paragraph styles. So, Shrink to Fit should be the last thing you do before printing.

    If you applied formatting manually instead of using the paragraph styles as the directions described, your formatting may have been lost.

    The footnote may be on the wrong page or may have vanished entirely! This can be caused by blank lines in the wrong place. Check for additional blank lines before the Works Cited page and delete them.

How to Un-Shrink

Suppose you decide later that you want to return your document or parts of it back to the unshrunken state. Undo won't work if you have closed the document. You can restore the original paragraph styles with a key combo. There are some limitations, of course. Any formatting applied separately from paragraph styles will be lost.

  1. Select whole document with the key combo CTRL + A. 
  2. Keyboard tip Use the key combo CTRL + ALT + Z. This will remove all manually added formatting (including what Shrink to Fit applied). The document returns to the paragraph styles assigned.

  3. Scroll through the document to see what has been restored.

  4. Check the style of the footnote. Did it return to the original formatting, too?  No. It was not selected apparently.

  5. Button - Undo - list of actions expandedClick on the arrow beside Button - Undo the Undo button to see the list of actions.  Your list may be somewhat different, depending on exactly what you have done.

    The action Reset Char is what your key combo did, but Update Fields also applied. Word checks to see if the Table of Contents numbers need to change. There may be several entries of Update Fields.
  6. Click on the item Reset Char to get the report back to the smaller number of pages with the Table of Contents still updated. The command you click on gets undone, plus any before it.
  7. Check the Table of Contents. Are the page numbers right? If not, check the Undo list again or just Update Fields yourself.

Manual Corrections

If you used manual formatting in the document instead of the paragraph styles that the directions called for, Shrink to Fit may have lost some of the formatting. Check the report carefully.

  1. Fix any formatting changes that Word made that you don't want to keep.

    For example, you likely have lost the Bold for the lines: "Goals for this promotion" and "Summary of results" and in the last line of table.

    If you didn't quite follow the directions about the various styles, you may have other spots that need correction.

  2. Class disk Save as  report-worldtravel7.doc   on your Class disk. 
    Full disk How to handle a full disk