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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 of the most useful features for working with long documents in Word 2007, at least in my opinion, is sections. With sections you can break your document into separate pieces and those different pieces can be formatted differently from one another. So for example, if you wanted page numbering to appear at the bottom center of the first few pages where you have got title information for example and then other front matter like the table of contents and acknowledgments, maybe copyright information shouldn't have page numbering. And then when you arrive at the chapters in your book you want page numbering to start over, look different and appear in a different location. To do that you need to break it up into sections and that's exactly what we are going to talk about in this chapter.
Now there are different types of section breaks. In this lesson we are going to talk about the Next Page Section Break, which is very similar to creating a Page Break in your document. I have opened one up here called HumbugsSections1. If you have got the Exercise Files you will find this in the Chapter 4 folder and as I scroll down page 1 here, you can see I have got a Publisher's Note that begins in the bottom half of the page. This should really start at the top of the next page. So one option is to click in front of the P in Publisher's Note and create a Page Break. Now if you are accustomed to using the keyboard shortcut Ctrl+Enter or Ctrl+Return will insert a Page Break, you could also go up to the Insert tab, go over here to the left in the Pages section, insert a Page Break.
I'm going to do that. And you can see now Publisher's Note actually begins on the next page. That leaves my title all by itself up here on page 1. Now let's say I want page numbering to appear at the top right-hand corner of every page, just for this example. I'm going to click here on page 1 and I'm going to go up to Insert, make sure that tab is still selected. Move over to Page Number, click the dropdown and I want it at the top of page. So I move to that and then over here to the third option, which is in the top right-hand corner, Plain Number 3. When I click on it, you can see what happens, I have got a header section now at the top of my page with a 1 in it.
As I scroll down to the next page, at the top of page 2, I see a 2 and as I move onto the next page, same thing a 3 at the top right corner. And this will appear in the top right corner of every page in my document because basically I'm working with one big section at this point. Now what if I didn't want page numbering to appear in my Publisher's Note. Well I'll probably come in here and click on the 2, just selected the 2, highlights it. Go back to my Insert tab where I have got the Page Number dropdown, give it a click and remove page numbers.
Now unfortunately it doesn't just remove it for this second page because I'm in a header. That means if I go down to the next page it's gone from there, and if I scroll up to the top of page 1, it's gone from there as well. All right, so I'm going to double-click here in my document to get out of the header and as I scroll down I don't have any page numbering now but I still have that break. So I'm going to click my Undo button and I'm going to click Undo a couple of times until my Publisher's Note comes back up to page 1. I'm going to start over in effect. Instead of just a Page Break I want to start a new section at the same time. That's where the next page -- Section Break comes in. So still flashing down here, left of the P in Publisher's Note, this time I'm going to go up to Page Layout and from the Breaks section here, under Page Setup, I click that dropdown. Look at this. Section Breaks. There's different types.
The one I'm after is right at the top, Next Page. This will insert a Section Break and a Page Break, in other words the new section will begin on the next page. So when I click on Next Page, that's exactly what happens it looks a lot like a Page Break just like we did before but this time I have created a new section at the same time. So that means if I try exactly what I did last time by going to page 1 here, just click anywhere on the first page, go up to the Insert tab over to Page Number and choose top of page, the third option which is Plain number 3, appears in the top right corner, give it a click. You can see now it's not just Header; it's Header Section 1.
Top right corner as I scroll down, I'm now into Header Section 2 and you can see it's got 2 in the top right corner. It's the same as the previous. That's because by default Section 2, which is a new section, is linked to the previous section and that's why it doesn't start over at number 1 here and that's why it also appears in the top right corner. Now if I want to take that out I can click here and before I go to delete it, check out what happened up here in the Navigation section of my Ribbon under Design. Since I clicked left of that to Link to Previous appeared selected.
I mean this section is linked to the previous header and footer section so I'm going to click on that to delink them so to speak, and now when I go to Insert, over to Page Number and choose Remove Page Numbers, it's removed from the top right corner here in my second section, but as I scroll up to page 1, the very top right, you will notice the 1 is still there. So I'm going to double-click here in my document and now I have created two separate sections that I can format differently at least as far as page numbering goes but anything to do with headers and footers will also be affected.
Now let's do the exact same thing here. I'm going to scroll past my Publisher's Note over to my introduction here and click left of that. I'm going to go up to Page Layout. To start a new section on a new page, I go to Breaks, down to Section Breaks and click on Next Page. The Introduction just got pushed down into a new page. It's also a brand new section. So that means if I wanted to start up page numbering again I could do just that. I'm going to go up to Insert > Page Number.
Now if I choose, let's say Top of Page, Plain Number 3, remember this is by default linked to the previous section, so I'm going to have redo that deleting of the page numbering in Section 2. So before I do that I'm going to come up here to my Section 2 that starts with Publisher's Note and just up to the top where the header goes, I'm going to double-click. That gets me up inside the header. No page numbering there. Notice that when I move down now I pass Section 2 onto that new page which is my introduction, I'm now into Section 3.
Section 3 in here is Same as Previous. So if I click up here, where my page numbering is going to start I can turn off the Link to Previous and now insert my page numbering. So I'm going to go over to page number right from here, choose Top of Page, Plain Number 3, I see a 4 up here now because I'm on page 4, I double-click in the document and I'm going to scroll up now. So page 3, which is part of my Publisher's Note, has no page numbering, perfect! Same thing for page 2, but when I get back to the top of page 1, check it out. It's back. So I was only able to do that, thanks to the section breaks that I insert along with those page breaks.
Of course there are other types of section breaks that will come handy when working with a long document such as our book. For example, later on we will talk about odd and even and continuous breaks, if I want Chapter 1 to appear at the top of every Chapter 1 page, but I want Chapter 2 to appear at the top of every Chapter 2 page, I'm talking about some more sections. So as we continue on in this chapter we will move onto the Continuous Section Break. That's coming up next.
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