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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
In most cases as you work with sections in a long document here in Word 2007 each time you create a new section you will likely choose to create that new section on a new page whether it be the next page, like we did in the previous lesson or an odd or even page like we're going to see in an upcoming lesson. There is a scenario, however, where you might want to create a section break on the same page. It's called the continuous section break. For example, when you're working with columns and only a portion of your document needs to be in columns and you wanted to continue on the same page, doesn't need to start on a new page, you would use a continuous section break. Same thing goes for changing the margins for that section.
So we're going to use this document I have already opened up called HumbugSections2. If you've got the Exercise Files, go to the Chapter 4 folder and open this one up if you would like to follow along. Currently there are no section breaks in this document. It's a one big section, but we're going to scroll down to the Publisher's Note here. You can see it's on the first page and I don't want to move it to the next page in this scenario. I just want to put it into two columns. You can see it continues onto the next page and then I want to go back to a single column like I see here on my introduction.
So I'm going to scroll back up here and I'm going to go to my Publisher's Note and I'm actually going to click just left of the first sentence. This is where I'm going to be using some of my formatting changes. I want that title to go across the entire page like that. So first thing I'm going to do is go up to my Page Layout tab, go to Breaks and choose to insert a section break but this time a continuous section break. That will insert a section break and start a new section on the same page. When I click on it, nothing really appears to happen.
However, there is a new break that appears here. I'm going to show you how to make that visible in a moment. First of all, let's scroll back down to our Introduction, because here is where we want the next section to begin. I don't want all of the changes to affect my entire document from that new section down. So again, I'm going to go up to Breaks and create a continuous so it stays on the same page. Again, nothing appears to have happened. However, if I go to the Home tab up here on the Ribbon and go to the Paragraph section and click this little symbol over here, which allows me to show and hide the various hidden formatting. I can click on that and you will see my section break right there, Continuous and as I scroll up, not only do you see the spaces and hard returns in my text but at the top, just below Publisher's Note is my first section break.
Now that means if I click in here anywhere in this section, I can change this into let's say two columns. To do that, I go up to Page Layout, down in the Page Setup section to the Columns dropdown, and I'm going to click on 2. Now as I scroll through, you can see that I have got two columns all the way down until I hit the next section break here for Introduction. You can see it ends at the end of that column now. All right, what about margins? Again, I'm anywhere in this section, so just clicking in the first paragraph for example allows me to go up to the Ruler.
If I want to go up here and see the double -arrow for the left margin, I can drag that out a little bit or inwards, it's up to you what you want to do with that margin and then when you change a margin, you are actually changing it just for that section. So go ahead and do that if you want. I'm going to leave mine just the way it is, but that's where you go to do it, same thing for the space in between your two columns. You could adjust that and it's only going to affect the section that you're in. Same thing for the right margin. If you drag the left one out a half inch, you might want to drag the right one out a half inch as well.
I am going to go back up to my Home tab here on the Ribbon, and turn off the symbol that allow me to see the formatting, so I can see what the document actually looks like. So there you can see I have got a new section right there on the same page and as I scroll down, formatting changes I made are only to that section and I'm back to where I began in the next section after that. So that's the advantage to using a continuous section break. Now when you are working with a book like we're here, which happens to be P. T. Barnum's Humbugs of the World, you may want to consider sections for the various chapters.
There are certain rules in publishing, for example, where a page begins in a chapter and where it ends or is it an odd or an even. In that case, inserting section breaks that allow you to create new sections on odd or even pages will become very handy. That's exactly what we're going to explore next.
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