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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.
One interesting feature in Word 2007 with regards to working with sections in a long document is the ability to also select whether or not that new section will begin on an odd or an even page. Now for consistency when you look at most books, you will see that chapters for example will always begin on either an odd or an even page. You have that option here in Word 2007 as you create the new section, so we're going to explore that right now. I'm using this file called HumbugSections3.
It's in the Chapter 4 folder of the Exercise Files. If you are following along with me, you'll need to close whatever you are working on and open this one up because as we scroll down passed our Introduction and Publisher's Note, we'll arrive at the very first chapter. Now the first chapter is on the same page where I have reserved some space for my table of contents. Now when I click on this page, you will notice down in the bottom-left hand corner, this is the real page 4 of the document, the fourth page down. But as I scroll down to the bottom of this page where I have turned page numbering on, you can see it's really page number 3.
This is because of how the page numbering is formatted and where it begins. So this is the third page and if I want for example my chapters to always begin on odd pages, clicking here in front of chapter and inserting a section break which would be a next page break would automatically put it onto the next page which would be my page 4. I wanted to start on the odd page, so I can do that by going up to my Page Layout tab here on the Ribbon and when I go to Breaks, come down here to choose Odd Page.
This will insert a section break and start the new section on the next odd numbered page. So when I click on it, you can see I get that section break. There is my old page 3, which is where my table of contents is going to go. As I scroll up here, you can see that's still there, but my first chapter, Chapter I which I wanted to start on an odd page as I scroll to the bottom of this page, look what I have got here now, Page 5. Now, I don't see the blank page inserted for me, but if I go to Print Preview, I'll see that this actually happen. I'm going to go up here to my Start button and go down to Print and over to the right and choose Print Preview. Now here you can see Chapter I is indeed page 5, I'm just going to zoom in there sure enough, and as I scroll up to the previous page, look at that, it's page 3 and there is my content.
So page 4 is this blank page and I'm just going to zoom back out now to see the whole page and scroll up, so you can see that there is indeed a blank page that got inserted with each click on my Scroll Bar here, I move from page 3 to page 4. Notice that there is no page numbering. That's an automatic format that I can change of course and there is nothing here on this page. It's a blank, it's reserved and that's because I chose to start my next section Chapter I here on an Odd page. I'm going to close Print Preview and I'm going to scroll down not to the next chapter. Chapter II is a few pages down and you can see as I scroll to the bottom of the Chapter II page, it starts on an even page. I really want it to start on an odd page.
I want this to happen throughout my book to keep it consistent. So I'm going to click in front of Chapter II, go up to Breaks and choose from the Section Breaks portion of this menu Odd Page. Now, you can see it's actually moved down onto page 9, so I scroll down. So it starts on an odd page. I can continue through this document doing the exact same thing for every one of these chapters and I'll have a consistent look and feel, something that the reader doesn't necessarily notice but might be distracted if I didn't see each chapter start consistently in this case on an odd page. There is Chapter III, the bottom of page 13. I need to insert a break here. I wanted to start on an odd page, so I choose Odd Page Section Break, and there we go.
As I scroll down to the bottom, you will notice that it's actually page 15, not 14. So if you want continue through this document doing the exact same thing for every chapter, when you're done, save it up and you'll have a consistent look and feel for your section breaks in your document.
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