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In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.
When you get to the end of a page, Word wraps the content to the next page for you automatically. Well most of the time that's great news. Sometimes you will want to control the page breaks yourself. May be you want to end a page before it reaches the bottom or maybe opposite. You want to keep some content together even if it means forcing the entire chunk onto the next page. Let's start by taking a look at manual page breaks, that's how you tell Word where to break a page. There are several ways of doing this. On the first page of my document, I have what I want to be on the Title page, and down here is the content for the first page of the document.
So I will click my cursor at the beginning of that content and I can do this from several places. I can go to the Insert tab and then click on the Page Break button on the ribbon. Now I have a title page and my content on Page 2. If you go to the Home tab and turn on your Show/Hide Paragraph button, you can actually see the physical page break here. If you don't want a page break, you can simply highlight it and delete it and it goes away. A second way of inserting a manual page break is to go to the Page Layout tab and on the ribbon there's a button for Breaks.
I will click on that and the first one is Page and it does the same thing. Now I am going to press Ctrl+Z and undo that. The third way is especially useful, if you're in the process of actually generating the content then you are typing, typing, typing and you get to the end of what you want on one page and you want to start a new page. Simply hold down the Ctrl key when you tap Enter and it forces a page break that's exactly like the other page breaks we've looked at. Now let's turn our attention to paragraph formatting and how Word controls what goes on one page and what goes on to the next page.
Let's go to Page 14. Now I want to remind you of a trick we learned earlier in the course, called Go To, where I'll click down here on the page numbers and it opens up a Go To window and all I have to do is type 14 and hit Enter and it jumps me right there. I don't have to go scrolling around looking for it. Now that I'm here, scroll down to the very bottom and in the second to last paragraph click at the end and I am going to add another sentence. We encourage employees to trade shifts instead of substituting so that we can maintain a balanced schedule.
Now note that the entire bottom paragraph moved on to the next page, instead of just the last one that didn't fit. This is because of something called Widow and Orphan control. I will go ahead and highlight these two paragraphs. Notice that I am clicked in the Selection Bar and I can just drag down, we talked about the Selection Bar in an earlier video. Now if you're on the Page Layout ribbon, you can click on the Paragraph Launcher, right here, and I am going to go to the second tab that says Line and Page Breaks and I see that I have a checkmark here for Widow/Orphan Control.
I am going to go ahead and turn that off. Now look what happens. That last line that had some space now has the first line of a paragraph. But this is called an Orphan, meaning that at the bottom of the page there's one line stranded all by itself. A Widow is the opposite. When you have most of a paragraph at the end of a page but just the first line abandoned by itself, and so in general you want to avoid that and that's why Widow and Orphan control is turned on by default. Now in addition to Widow/Orphan control, another approach that we can take here is called Keep lines together and it works with lines of one paragraph.
So I am going to go ahead and highlight this whole paragraph, I am going to hold my cursor inside the paragraph and click three times and that highlights it. I want to go back to the Paragraph dialog box by clicking on the Launch button and well, I could just turn on Widow/Orphan control, I want to demonstrate Keep lines together, so I will put a checkmark in front of that and click OK. The paragraph again jumps to the following page and I can also see that there's a little black square here alerting me that paragraph formatting has been applied.
Again, if you don't see the square, go back to the Home ribbon and turn on your Show Paragraph marks. To look at our next technique let's go to Page 5, again the fast way. Click on the Page Numbers in the bottom left-hand corner, type in 5, Enter and you are there. Scroll down to the bottom of the page and I can see here that my section header is Orphaned down at the bottom of the page, although it really belongs with my Heading 2 over here. I am going to click before the first letter in the heading and I am going to go back to the Paragraph Launcher.
Notice, I can actually get to the same place from the Home ribbon as well, by clicking on the Launch button in the Paragraph group. This time I am going to use Keep with next. The reason why Widow/Orphan control didn't work on this heading is because it's not one paragraph, this is two different paragraphs. So this one technically can be by itself but we don't want it to be. So we'll keep it with next and when I click OK, it will jump so that's together with the next section. And again, I can see a little black square very carefully right there.
For our last trick, let's go to page 12. Again, I will click on Page number 12, Enter, Close. Scroll down to the bottom and I can see here that my heading is separated from my text. So one other trick that I can do is to add a page break before this, but instead of actually inserting a physical page break, I am going to go back to that same dialog box by clicking on the Launch button and I am going to put a checkmark where it says Page break before and I will click OK. This time it inserted a page break up here and the content moved down here.
In the Styles chapter later in this course, we will add a Page break before to our Heading 1 style definition so that every time we style something as Heading 1, it will start automatically on a new page. Taking control of Word's automatic page breaks allows you to design your page layout so that the content flows from page to page in the way that you want it to.
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