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Word 2010 Power Shortcuts
Illustration by Neil Webb

Formatting page numbering for different document sections


From:

Word 2010 Power Shortcuts

with Alicia Katz Pollock

Video: Formatting page numbering for different document sections

Complex documents include a title page, front matter, the text itself, and end material. Title pages and front matter require special considerations in page numbering. The front matter is numbered with Roman numerals. The body starts numbering over again in Arabic regular numbers. Plus, the first page of both of the two sections should never have a Header or Footer at all. Let's take a look at the most efficient series of steps that you can take to format this properly. The first step is to separate the Front Matter from the Body Text, to do that we will divide the document up into sections.
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  1. 1m 39s
    1. Welcome
      51s
    2. Using the exercise files
      48s
  2. 44m 45s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 53s
    3. Using the Reveal Formatting pane
      4m 47s
    4. Clearing formatting
      1m 38s
    5. Adjusting paragraph spacing
      4m 58s
    6. Setting tabs using the ruler
      5m 59s
    7. Inserting horizontal lines
      3m 39s
    8. Using AutoCorrect to create abbreviations
      2m 12s
    9. Working with the text wrap features
      4m 58s
    10. Setting defaults for new documents
      5m 41s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
      51s
  4. 6m 23s
    1. Using KeyTips to select Ribbon commands
      3m 18s
    2. Using keyboard shortcuts and function keys
      3m 5s
  5. 6m 48s
    1. Splitting the screen
      2m 12s
    2. Navigating with Browse by Object
      2m 35s
    3. Using the Go To tab in the Find and Replace dialog
      2m 1s
  6. 25m 50s
    1. Inserting random boilerplate text
      44s
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
      45s
    5. Using Overtype mode
      2m 4s
    6. Cutting to the Spike
      2m 48s
    7. Using advanced Find and Replace techniques
      8m 0s
    8. Editing the dictionary
      2m 53s
    9. Refining grammar options
      1m 53s
  7. 38m 22s
    1. Marking inconsistent formatting
      1m 22s
    2. Applying theme colors vs. standard colors
      3m 30s
    3. Hiding text
      1m 56s
    4. Inserting symbols and special characters
      6m 3s
    5. Working with AutoFormat
      4m 36s
    6. Typing symbols with AutoCorrect
      1m 30s
    7. Inserting nonbreaking spaces
      1m 16s
    8. Inserting diacritical marks
      2m 38s
    9. Creating drop caps
      1m 31s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 33s
    1. Adding first-line indents
      3m 23s
    2. Controlling line and page breaks
      5m 59s
    3. Mastering columns
      5m 21s
    4. Inserting line numbering
      3m 7s
    5. Vertically centering a cover page
      2m 43s
  9. 10m 15s
    1. Modifying a heading style to include a page break
      2m 21s
    2. Using multi-level numbering in heading styles
      3m 15s
    3. Saving style modifications for future use
      3m 5s
    4. Assigning a keyboard shortcut to a style
      1m 34s
  10. 9m 24s
    1. Adding captions to tables, figures, and charts
      3m 28s
    2. Using advanced table features
      5m 56s
  11. 20m 29s
    1. Using a drawing canvas
      2m 50s
    2. Creating transparent colors and removing backgrounds
      4m 1s
    3. Editing clip art
      3m 5s
    4. Cropping a picture with a shape
      2m 24s
    5. Aligning, distributing, and grouping graphics
      3m 24s
    6. Compressing images
      4m 45s
  12. 5m 16s
    1. Inserting text from a file
      1m 4s
    2. Linking Excel objects
      4m 12s
  13. 32m 13s
    1. Setting up odd and even pages
      2m 27s
    2. Formatting page numbering for different document sections
      4m 16s
    3. Inserting bookmarks
      3m 6s
    4. Inserting cross-references
      4m 14s
    5. Customizing a table of contents
      4m 21s
    6. Creating citations and a bibliography
      4m 18s
    7. Using a style reference in a header
      3m 41s
    8. Mastering Outline view
      5m 50s
  14. 12m 48s
    1. Saving ink and paper when printing
      3m 46s
    2. Printing a booklet
      2m 28s
    3. Printing document metadata
      1m 8s
    4. Updating fields before printing
      3m 27s
    5. Embedding fonts in the file
      1m 59s
  15. 33s
    1. Goodbye
      33s

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Word 2010 Power Shortcuts
4h 0m Intermediate May 30, 2012

Viewers: in countries Watching now:

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.

Topics include:
  • Opening recent files
  • Using keyboard shortcuts and F keys
  • Utilizing the Navigation Pane
  • Inserting boilerplate text
  • Editing the dictionary
  • Inserting symbols and special characters
  • Using styles creatively
  • Replicating font formatting
  • Mastering columns
  • Adding captions to tables, figures, and charts
  • Working with graphics
  • Linking Excel objects
  • Setting up page numbers and cross-references
  • Printing a booklet
  • Printing document metadata
Subjects:
Business Productivity
Software:
Office Word
Author:
Alicia Katz Pollock

Formatting page numbering for different document sections

Complex documents include a title page, front matter, the text itself, and end material. Title pages and front matter require special considerations in page numbering. The front matter is numbered with Roman numerals. The body starts numbering over again in Arabic regular numbers. Plus, the first page of both of the two sections should never have a Header or Footer at all. Let's take a look at the most efficient series of steps that you can take to format this properly. The first step is to separate the Front Matter from the Body Text, to do that we will divide the document up into sections.

Let's start by setting up our interface. I am going to come up to the middle of the Home ribbon and turn On Show/Hide Paragraph Marks. I am also going to go to the View tab and turn on the Navigation pane. We talked about the Navigation pane earlier in the course. So in the Navigation pane click on Section 1 that takes us to Page 4. Now press Page Up on your keyboard and that will now take you up to the page break at the end of the page before. Hit Delete to remove the page break. It's okay that our content comes up.

What we are going to do now is go to the Page Layout tab and click on the Breaks button. We want to put in a Next Page Section Break, which does two things. Next page will force us to the next page exactly in the same way this page would here. But because it's a Section Break it will allow us to have different formatting above and below the line. So I will click on it and when I look back where I was, I see that now instead of a Page Break I have a Next Page Section Break and it's got a double dotted line. That's exactly what we want. Go back to Navigation bar and click where it says Contents.

That will take us to Page 2. Above us is our title page. Whenever I am working with headers and footers, I always start on Page 2, because if you insert a header on Page 1 and then change the different first page setting, you probably will have to recreate the header a second time. So by starting on Page 2, it will save you several steps. Go to the Insert tab and come over here to Header. I am going to choose a Blank header. This takes us up into the header section. I can see that my document is grayed out.

Now on your keyboard press your Left Arrow and that's going to take you out of the Type-text placeholder and move your cursor before it. And I want you to hit Tab twice on your keyboard. Notice on the Ruler that there is Tab Marks already set a center tab and a right tab over here. I want my page numbers on the right. Now I will back in that Placeholder again. Up on the ribbon I will go to the left side and click on Page Number. Now I could use Top of Page or Bottom of Page, but these tend to actually overwrite my entire header.

So I am going to go down to Current Position and the one that I am going to is now is Accent Bar 2. It puts in the Word page, a bar, and then the page number. Now I came up with Page 2 because of the title page and the title page does count as a page number as do any other pages you have ahead of your table of contents including any blank pages. We need to make this a Roman Numeral. So I'll highlight the number, right-click on it, and choose Format Page Numbers. I will change the Number Format to Roman Numerals and I will go ahead and click OK.

It jumped me back to Page 1. Let's go take a look at our page numbering. I will click on Contents and I have a Roman Numeral page 2. The Story Behind Two Trees is Roman Numeral Page 3. When I get to Section 1, there is nothing there. If I double-click in my header to go back into the Header's mode I can see here that it has different first page, and because we had a section break up here it recognizes that I really do want restart my page numbering, and because it says Different First Page it leaves it blank.

And sure enough when I go down to the next page there is my header as it should be with the regular Page 2. And I will double-click back in the body of my document to turn it off again. Because this is such a common task, Word 2010 has automated the entire process. In previous versions you had to perform much more manual labor to create document sections with different headers and footers.

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