Microsoft Word: Sections
1-hour
This workshop assumes some prior experience with Word. Topics include creating sections, deleting sections, headers and footers, different first page formatting, odd and even sections, creating a landscape page in the middle of a portrait document and changing section breaks.
Topics:
- Creating Sections
- Deleting Section Breaks
- Different First Page
- Odd and Even Sections
- Creating Different Setups
- Modifying Section Breaks
Worksheets:
Insert Breaks 1
Break Types 1
Section Breaks Types 1
Headers and Footers 2
Different odd and even 3
Different first page 3
Odd and Even Pages 4
Page Numbers 5
Print Preview 7
Page Setup 8
Margins 8
Paper Size 9
Paper Source 9
Layout 10
Columns 11
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Insert Breaks
Break Types
Page break – Inserts a manual page break where the cursor is blinking
Column break – Inserts a manual column break where the cursor is blinking
Text wrapping break – Ends the current line and forces text to continue below a picture, table or other item. The text will continue on the next blank line that doesn't contain a text wrapped object. (Not available before Office 2000)
Section Breaks Types
Next page – Inserts a section break and manually breaks the page so that the next section starts at the top of the next page.
Continuous – Inserts a section break and starts the new section immediately, without inserting a page break.
Even page – Inserts a section break and starts the next section on the next even-numbered page. If the section break falls on an even-numbered page, word leaves the next odd-numbered page blank. (Example: If you insert an even section break on page 4, the new section will start on page 6 and a blank page 5 will be printed.)
Odd page – Inserts a section break and starts the next section on the next odd-numbered page. If the section break falls on an odd-numbered page, word leaves the next even-numbered page blank. (Example: If you insert an even section break on page 3, the new section will start on page 5 and a blank page 4 will be printed.)
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Headers and Footers
A header is text that goes at the head or top of each page within a document (or section). A footer is text that goes at the foot or bottom of each page with in a document (or section). Headers and Footers can be accessed from the View menu. If you already have a header/footer on your document, you can double click on that header/footer to edit it.
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1. Insert AutoText – inserts a field containing text such as File Name, Path, Author, Page Numbering
2. Insert Page Number – inserts a field containing the current page number (it will update on each page)
3. Insert Number of Pages – inserts a field containing the total number of pages in this document (this only works well if the first page of the document starts with 1)
4. Format Page Number – takes you to the Format Page Number dialog box (this is where you can change the style of the number (a,b,c; i,ii,iii) and the starting page number)
5. Insert Date – inserts a field containing the current date (this will be a field that will update to the current date every day)
6. Insert Time – inserts a field containing the current time (as with the date, this will be the current time when the document is opened)
7. Page Setup – takes you to the Page Setup dialog box (also found under the File menu)
8. Show/Hide Document Text – will hide the document text, such that you can only see the header, or toggle back to showing the document text in the light gray format
9. Same As Previous – will create or break the headers/footers link between this and the previous section of the document (only works when there are multiple sections)
10. Switch Between Header and Footer – switches between the header and footer
11. Show Previous – takes you to the previous section of header/footer
12. Show Next – takes you to the next (following) section of header/footer
13. Close – closes the header and footer view and puts you back into the document
The Page Setup option, under the File menu has a special Headers and Footers section on the Layout tab.
Different odd and even
This option will create an even-paged header and footer, and an odd-paged header and footer. This is usually used for when pages will be printed double-sided. This option allows you to have mirror image header and footers for facing pages. (See more on the Even & Odd Page Worksheet.)
Different first page
This option will create a separate first page header or footer for the document or section. This is usually used for title pages.
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Odd and Even Pages
Microsoft Word allows you to have different Odd and Even Pages without having to set up separate sections for each page. From the File menu, choose Page Setup and on the Layout tab (the last tab) look for:
Check the Different odd and even box and press OK. When you edit the Header/Footer (from the View menu) you will see which header/footer you are editing:
If you need to start a new header, make sure you create a new section, and turn off the Same as Previous for the corresponding odd and even pages.
If you need to end a page, you can simply Insert a page break, but if you need to begin at the next Odd/Even page (i.e. starting a new chapter, but aren’t sure where this one is going to end) you can insert a Odd/Even section break.
Word 97 Word 2000
This will start the next paragraph at the top of the next Even page or the next Odd page. Word will insert a blank page in the print preview to compensate if the next odd or even page does not flow directly after the current page. (i.e. you are on page 5, you insert an odd page section break, such that you are now on page 7; when you print, Word will print a blank page 6 (including the even headers/footers).
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Page Numbers
You can insert page numbers into your document through the insert menu, or through the header and footer toolbar. Either way works just as well and will allow you to determine where you want the page numbers and how they should be formatted.
To insert page numbers automatically using the menu choose Insert->Page Numbers.
This window is only available through the insert menu. This allows you to skip viewing the header and footer and position and align the page number. You have two choices for Position: Top of page (Header) or Bottom of page (Footer). There are five choices for Alignment: Left, Center, Right, Inside, or Outside. The inside and outside alignments are relative to the binding side of the page. The Show number on first page option will turn on the Different First Page on the layout tab of your page setup, and thus allow the first page to have a different header/footer than the rest of the document.
This will insert just the page number. If you want your document to say Page 1, or Page 1 of 10, or other such formatting you will need to insert your page numbers manually.
To insert page numbers manually into the header/footer, choose View->Header and Footer.
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Button 10 will let you switch between the header and footer. Buttons 11 and 12 will allow you to move between sections. Button 9 will link the current header/footer with the previous section (not available if you are in the first section or only have one section.)
There are four page-numbering options under Insert AutoText (button 1). The Author of the document is determined by the properties of the file. The second and third option shown here on the right will left align the first word, center the page number and right align the date. The Author is determined by what is set under File->Properties. Page X of Y will display the 'current page number' of 'the total number of pages'.
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Buttons 2 and 3 of the header and footer toolbar are the Insert Page Numbers Buttons.
Button 2. Insert Page Number – inserts a field containing the current page number (it will update on each page)
Button 3. Insert Number of Pages – inserts a field containing the total number of pages in this document (this only works well if the first page of the document starts with 1)
To format the page number you can either click on the Format button on the Insert Pages window (shown on the previous page) or you can click on the fourth button on the Headers and Footers toolbar. Either method will open this window:
There are five different number formats: 1,2,3…; a, b, c…; A, B, C…; i, ii, iii…; I, II, III.
If you are using Word's style feature to keep track of your chapter headings, you can include a chapter number, with the page number. You have to be using one of the preset headings (Heading 1, Heading 2, Heading 3, Heading 4, Heading 5, or Heading 6).
You can also customize your page numbering to Continue from the previous section or to Start at: a customized letter/number.
It's often better to insert the page number using the Header and Footer toolbar (View->Header and Footer) because you have much more flexibility in customizing the format.
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Print Preview
This option is found under the File menu, or by clicking on this button on the standard toolbar. This will change the view of your screen so you can see what the document will look like when it’s printed.
Print Preview Toolbar:
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1. This button is the same as the Print button on your standard tool bar. It will print one copy of the document.
2. This button is the Magnifier. By default it is on when you come into print preview mode, such that your mouse is a magnifying glass allowing you to grow and shrink the view of your document with a simple click. If you turn it off, the mouse will change back to the arrow and when you click on the document you will be able to edit it.
3. This button is the One Page button. It will change the view to show just one page.
4. This button is called Multiple Pages. This allows you to see just one page or several pages side by side and top to bottom. When you click on the multiple page button you will get a drop down box where you can pick how to view the pages.
5. This button is a drop-down box for Zoom. You can choose a zoom level from the preset list or type in your own percentage and press enter to accept.
6. This button turns your Rulers on and off.
7. This button is the Shrink to Fit button. This will adjust the text sizes to shrink the document onto one less page. This works well if you have just a few lines wrapping onto the next page.
8. This button is the Full Screen button, it will remove all the toolbars, and title bars so that you can see more of the document. The only toolbar that should be there is the close full screen button.
9. This button is the Close button for the print preview screen. If you click it, it will take you back to the document.
10. The last button is called Context Sensitive Help, if you click on this button, it will change your cursor to an arrow with a question mark following it. If you click on any paragraph in the document, the computer will give you the formatting information for that paragraph.
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Page Setup
This option can be opened from the File menu, or by double clicking on the ruler. From here you can set margins, change the paper size, paper source and the general layout of the page.
Margins
A margin is the blank space bordering the written or printed area on a page. The Top, Bottom, Left, and Right margins are the areas you will not be able to type within at the top, bottom, left and right of the page. Minimum margins will vary depending on your printer. To find out what your minimums are, change all the margins to zero, and click ok, Word will give you an error message stating you are outside the printable area and allow you to "Fix" the numbers. If you fix, you will see your minimum allowable margins. The Maximum margins will vary according to your paper size.
The Gutter is the binding spacing, the amount of extra space along the margin to allow for 3-hole punches or plastic binders. Notice you can adjust the Gutter Position from the left side to the top of the page, depending on where your binding will be.
The Header and Footer on the Margins tab, allows you to set how close the header (repeated text on the top of each page) and footer (repeated text on the bottom of each page) are from the edge of the paper. Your headers and footers should usually be within the top and bottom margins.
When you check the Mirror margins option, your Left and Right margins will change to your Inside and Outside margins. This is specifically for when you are printing double-sided facing pages, to ensure the inside margins match. This is especially helpful when you are using a Gutter.
The 2-pages per sheet option allows you to print the second page of a document on the first page. This is usually used when the printed page will be folded in half, with the two pages on the inside. This will change your Top and Bottom margins to Outside and Inside, respectfully.
If you are using multiple sections in your document, beware what the Apply to option is set to. You can change the page setup for the whole document or for just this section. This applies to every tab.