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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.
If you are going to be creating your new long document using existing content, you have a couple of different options. In this lesson, we are going to explore two scenarios for creating a new long document using our existing content The Humbugs of the World by P.T. Barnum, at least the first 16 chapters, and one option is to take that content and place it into your newly formatted blank document, something we did in the previous lesson. You can see it's still here in front of me called NewBlankDocument. It's three blank pages that have been set up with a different paper size, different margin settings and this is where I want my content to start, on the third page.
I'm reserving the first page maybe for a title page, maybe a table of contents on the second page. Right here is where I want my content to begin. So I click on the third page and I could start typing or I do have that content already. I could copy it from the existing document and place it here in my newly formatted document. Now if you have jumped to this lesson and you do have the Exercise Files, you can get all caught up by going to the Chapter 1 folder of those Exercise Files and opening up NewBlankDocument. Click here on Page 3 before opening up the next document. We'll go up here to the top left corner and click our button to select Open. Ctrl+O is the keyboard shortcut. We will navigate to the Chapter 1 folder of the Exercise Files and there is my existing content in the PTBarnum_ch1-16 document right there. I'm going to give it a click and click Open.
So this opens up my second document down below you can see it down here on my task bar and now I have got all of the content I need on 110 pages, over 34,000 words. No formatting has been done yet but I have already started the formatting of new document, so it's just a matter of copying it from here and into the other document. Well, we know we can go into the margins and use a double and triple and quadruple clicking to select content. We could click-and-drag or if you are going to be selecting all of the content, there is a keyboard shortcut for going up to the Editing section here in our Ribbon under the Home tab. Notice under Select, I have got Select All. Ctrl+A on your keyboard will do the exact same thing, which is to select all of the content in this document.
With the entire content selected now, all I have to do is copy it. I can go up here under my Home tab to the Copy button or Ctrl+C on your keyboard, will copy it to the Clipboard. It's now waiting to be pasted. So now I'll flip back to my NewBlankDocument. I'm still on page 3. It says down here Page 3 of 3. I'm ready to paste. Now one important thing about copying and pasting existing content is the formatting of that content. We have formatted our document but the actual content itself had its own formatting. If you want to maintain that formatting you just go ahead and paste. If you want to use the formatting that's set up in your current document, which is our defaults, you can see a different font, different size, then you will want to go to the Paste dropdown button.
Don't click on the Clipboard. That just pastes it. Ctrl+V is the keyboard shortcut. Click on the dropdown and go down to Paste Special. This gives you some options. If you want it to be Unformatted Text, it means the formatting in the existing document will be stripped from the content and it will take on the new formatting of your current document, which is what I'm going to select, Unformatted Text. Now when I click OK it's actually inserted into my document and you can see this document is growing in the number of pages. Currently it says Page 3 of 3 here, but that's no longer the case and I have got my scroll bar here on the left.
Down at the bottom it looks like 129 pages. Ctrl+Home on your keyboard is the fastest way to get to the very top of your document. So there is my blank page at the top. I can click down here just below the slider on my vertical scroll bar to go down to the next page and then on the third page is where I start to see the actual content, begins right here on Page 3 of 129. Now it's just a matter of tweaking the formatting of this content. There is a whole bunch of things I'm going to want to do with this book such as the table of contents, headers, footers, page numbering and so on, but I have got the content in here.
Now the other option is to take the existing document. I'm going to switch back to it and de-select everything that's selected, just by clicking in a blank space on this document and now if I wanted to use the existing document and just format it, I could do that too. That's scenario number 2. If you are going to do that and you don't want to risk losing some of the original formatting and so on, you might then want to go up to the Save As command. Click here on the Windows button up here under Word. We will go down to Save As and I'm going to save this as PTBarnum. I'm going to take out chapters 1-16. I'll leave the underscore in there and call it Draft1.
I'm going to put it in my Documents folder. So I'm going to click over here on Documents and choose Save. Notice it's keeping the same type. It's a Word 97-2003 Document, not bumping it up to Word 2007. Now I can actually work with this draft copy of the original document. Looks exactly the same but now I'll go up to Page Layout for example. Make sure that my cursor is on the first page if I want everything to be affected here. Go up to Page Layout. Go down to my Page Setup icon in the bottom right corner to access the Page Setup dialog box. I'm going to go up to Paper. I'm going to change this to Custom. This time though I'm just going to come in here and take out the Width, which is 8.5, and change it to 6. Hit my Tab key, it takes me down to the Height field and highlighted for me so I can type in 9.
So automatically switched to Custom size. When I click OK, I have just reformatted the page layout for this document. Now you can see as I scroll down, it looks a little bit different than it did in its original format. I'm going to go back to Page Setup now. My cursor is still flashing up here at the top. Change some more things such as my margins. Here I've still got the defaults in there at an inch. First of all, I want multiple pages to be selected as Mirror Margins. So I can adjust the inside and outside as opposed to left and right.
The Top, I'm going to bring that down to 0.75. The Bottom, I'm going to change it to 0.6, backspacing over the existing value. The Inside, I'm going to take out the 0.25 and make it 1, and the Outside, I'm going to bring it down to 0.5. Now when I click OK, further adjustments are made to the existing document. I'm still missing those blank pages at the top where I'm going to want to put in certain things such as my table of contents, acknowledgments, maybe a title page.
You can see how the margins shift left or right here for my odd and even pages, which will be perfect when I go to print out this document and bind it down the center in a book format for example. So those are your two scenarios. We have got our PTBarnum_Draft1 now that we can save by clicking the Save button, we update it and we can close this up, takes us back to the one that we created using our new blank pages. The end result is something very similar. However, when you work with existing content, keep in mind that you are going to have to do some additional formatting to the content itself.
So I kind of like both scenarios, but typically I'll set up my document like we did in the first lesson of this chapter here where we set up our NewBlankDocument and just copied the contents in. It's a little bit easier to work with and it's going to have the look and feel you're after, but the choice is totally yours.
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