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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.
A long document that's been broken up into numerous sections will allow for a lot of flexibility when it comes to formatting that document. For example, if you want page numbering to appear in different places and different sections using different formats, it's all possible thanks to sections. If you are going to use headers and footers, you can then alter the content at the top of each chapter if you wanted to if it's in its own section. So we're going to start out in this lesson by exploring page numbering in greater detail. The document I'm working with if you are following along and you've got the Exercise Files is called HumbugFormatting1. You will find that in the Chapter 5 folder of your Exercise Files if you would like to follow along.
I am just going to scroll down to the bottom of this first page, so you can see there is no page numbering at the top or the bottom. There is a Publisher's Note and down at the bottom of that, you can see page numbering has been turned on and it's using the Roman numeral in lowercase for 1. Then we move on past the Introduction, there is the second page using Roman numeral. This is something we might call front matter in a long document, the content that leads up to the real need of our document. Now, on the next page, you will see that we have got an area for our table of contents. This is a separate section and as I look at the bottom of this page, I no longer see that page numbering.
So I'm just going to scroll back up here so you can see Contents at the top of this page and something I like to do when I'm working with multiple sections using headings like we have here in this document is to go to my View tab and turn on the Document Map. Doing this allows me to see each of those headings over here on the left hand side, so I can quickly move to the various sections. I'm going to go over here to Contents and you can see it takes me right there. All right, let's talk about some page numbering now. Let's say we want to use page numbering. Page numbering is going to appear either at the top or the bottom of our document if we use headers and footers, which is what we're going to do here. So if I want to insert page numbering at the bottom of my page, all I have to do is go up to the Insert tab here, go to Page Number and click the drop down and if I want that at the bottom of the page, I now have a number of choices for how that's going to appear. Not necessarily the formatting but the actual location here you can see in the bottom left corner, there is center, there is right, that's under the Plain heading.
As I scroll down, you can see there is some with Accents here. So the word Page for example with the number. As I scroll down we get into page number, the abbreviated spelling of page with the number itself in between a couple of dashes either on the left or the right. Do you want to say Page 1 of 1, Page 2 of 20 whatever, you have that option here as well where it's very good at figuring out how many pages there are and what page you're on. So it does all of that for you.
Little further down, you can see with brackets. I kind of like that one right there. There are many to choose from, some of them get quite elaborate. As we scroll way down here, you can see we have got some thick lines for example, thin lines, three lines, and we've got tildes here, lots to choose from. I am going to go back up though to the one with the bracket. So I kind of like that for my long document. Let's just go up a little bit further until we see that. There it is right there, Brackets 1. So I'm going to click on that and right away, you can see what's happened, I'm now down below here in my footer.
Now, I'm just going to close the Document Map for a second by clicking this Close button. So you can see I'm actually in Section 3 here. So Section 3 and I'm on Page 3. Now that's because if I scroll up, you can see there is the beginning of Section 3 where I have got my table of contents, its page 3. And then in Chapter 1 I start a new section but as I scroll down to the bottom of that page, you are going to see Page 5. Why? Because of this little tab you see here in the next section, Same as Previous.
Well, I actually don't want it to be the same as the previous. In other words, I want to start over with my page numbering perhaps and here for my table of contents, I want to just see that page number there all by itself using that format, there is my Contents heading up at the top. So I'm going to scroll down now to the next section and I'm going to click right in here down below in Section 4, I'm right on the 5 now and I don't want to link this to the previous section. So I'll choose Link to Previous.
Now, the 5 is still going to be there but it's no longer linked, so I can change that to a different format if I wanted to. So there is my 3. If I come down here and I change the format by clicking down here, go over to Page Number. And now I want to actually have page numbering appear in the bottom left hand corner of my odd pages, maybe the bottom right hand corner of my even pages before I choose a different format, I'm going to go back to my Ribbon over here under Options you can see the Header & Footer tools, the Design tab is selected because I'm inside a footer at this point. I'm going to choose Different Odd & Even Pages. Now, I'm going to go to my page numbering here and because I'm on an odd page, I can choose where I want it, I'm going to say Bottom, but I'm going to leave it on the left hand side and it's going to be Plain, Plain Number 1. There we go.
So this is an odd-page footer now for Section 4. As I scroll down to the next page, you can see I'm actually into a different footer here. This is the even page footer for Section 4. So I click down here, go up to my Page Numbering and again I want it at the bottom of the page but this time I want it to be on the right hand side. So when I choose Plain Number 3 here, that's where it appears. There is page 6, as I scroll down now I'm on an odd page, then at the bottom of that page my 7 appears in the bottom left hand corner and as I move down to the next section, you can see it's actually finished. And I have got an 8 here.
That's the blank page that was inserted for me and I'm into Chapter 2. Now Chapter 2 is set up Same as Previous, so when I scroll down here, you're going to see the page numbering continue. And I probably want that to happen. As for the header, maybe I do want it to be a little bit different for odd and even pages and for every section. So in the next lesson, we're going to talk about working with headers and footers, so we can get for example the chapter number, maybe the author and the title of the book showing up in different locations and different sections.
That's all coming up next.
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