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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.
As we explored page numbering in the previous lesson, we actually got a brief introduction to headers and footers. Because we chose to display our page numbering in the bottom of our pages, it actually used the space reserved for our footer. We also learned that we can have page numbering look different on odd and even pages. The same goes for your headers if you want to use content at the top of your pages. There is even another option. So we're going to explore headers and footers in greater detail in this lesson. You can close any documents you might have opened if you have been following along and if you've got the Exercise Files and you'd like to follow along now, go to the Chapter 5 folder, open up HumbugFormatting2 and you will see what I see which is the document that we've been working with here at the top of my first page. I have got nothing above the title and as I scroll down, I have got nothing at the bottom of the page either.
On the next page, I see the Publisher's Note and at the bottom of that page, I do see some page numbering. Looks to be like a Roman numeral in lowercase. Well, I'm going to scroll back up to the top of this page where the Publisher's Note appears, just click up there. And I want to see where my section breaks are. One way to do that is to go to the Paragraph section here of the Home tab on your Ribbon and click this little guy here which will allow you to show or hide the different paragraph marks and other hidden formatting symbols including where the section breaks are.
I don't see anything here but as I scroll above to the previous page, look at that, there is a section break right there. Meaning, whatever formatting I see on this page will be different on the next section, which is my Publisher's Note. And sure enough down at the bottom, I do see some page numbering. As I continue down, I don't see any other breaks and I do see a break actually when I get down here to the bottom of my Introduction and there is my Roman numeral 2. So that means here in the Contents, I see another section break, I can have different formatting and indeed I have got page formatting down here that looks different, it's got brackets and it's got dashes. Now remember, there is a section break right above that up here that affects the entire page. So if I go to the next page, I'll probably see some different formatting and sure enough I have got page formatting here in the bottom left corner, it's an odd page. And on page 6, as I scroll further down, I see the 6 in the bottom right hand corner and that's because we used a footer that set up differently for odd and even pages. We can do the same for our headers.
So I'm just going to scroll back up to the top of Chapter 1 right here and click before the C in Chapter 1. I'm going to turn off those symbols, so I don't see them any longer and I know that Chapter 1 has its own section. So it's a new section here, which means I can format it differently. There is another option when it comes to formatting your headers and footers and it is a first page header or footer. So not only do we have odd and even pages, we also have the first page. First page in a section can look different from the odd and even pages in the rest of that section.
So right here, where I see Chapter 1, as I move my mouse around, I see an I-beam pointer. As I move a little bit higher, you will see it turned into an actual arrow and that indicates this little space up here is reserved for our header. You'll also see at the bottom of the page when you hover over that area, an arrow indicates you are in the footer section. So to get inside there, all you have to do is move up here at the top of the page and double click. You can see when I do that I'm actually in the Odd Page Header for Section 4. Over here, you will notice that it's set up the Same as the Previous section. I don't want my formatting here to be the same as the previous section. So the first thing I'm going to do is turn off this Link to Previous. I see it in the navigation area here of my Design tab, notice the Header & Footer tools is automatically selected. Here is the Design tab automatically selected as well, the moment I double clicked in the header section. So I want to delink it by clicking Link to Previous. It's no longer linked to the previous section, which would be Section 3.
The other option I have up here is to use a different first page and I do want to do that. I'm thinking about my chapters. Here I have got Chapter 1. It appears at the top of the page. I also want the Chapter and the number to appear at the top of every page in the chapter but not this page. So I'm going to choose to have a different first page and when I click there you will see now I'm actually in the First Page Header for Section 4 right here. So in this case what do I want to appear up there? Nothing, nothing at all, it already says Chapter 1. As I scroll down now because I have chosen different first page, I have also got a First Page Footer for Section 4 and its set up the Same as Previous. I'm going to click in here and choose to delink that.
I don't want it to be the same as the previous or affect the previous section, for that matter. Now when I move down to the next page, I'm actually in the even header section. So in this case, I probably want to have the chapter number appear over here on the left hand side, so I click in there. Notice that it's the same as previous as well, I want to delink it and here for my Even Page Header, I'm going to type in Chapter 1 just like that. As I scroll a little further down to the next page, I'll be in my Odd Page Header for Section 4. I'm going to click in there. It's not linked, we already delinked that one and here instead of putting the chapter number, I'm going to put in the author's name. I want that to appear over here on the far right hand side. So I'm going to go up to my Home tab here on the Ribbon, choose right alignment from the Paragraph section, and just type in P.T. Barnum, just like that.
Perfect, now if I scroll down to the next page, notice that it says Chapter 1 on the next page even though it's blank and as I move to the next section, check it out, I'm now into Section 5. It does say P.T. Barnum here because it's linked to the previous section. If I go down to the next page, here you can see my Even Page Header for Section 5 is not linked as I click in here, so I don't see the chapter. So that's perfect because what I really want is it to say Chapter 2 here. Type in Chapter 2, scroll a little further down, there's my Even Page Footer, perfect, Same as Previous. Same thing here for my Odd Page Header, Same as the Previous section. That way I don't have to retype P.T. Barnum for every chapter. It just appears up there the same. However, down in the next page, I see Chapter 2 repeating itself.
So everything looks good. I'm going to go back up to my Design tab here, click here where it says Chapter 2, everything looks good. If I'm done, I can go up here and choose to close the header. Now just before I do that, I want to go back up to the chapter heading for Chapter 2 just to make sure one thing here and that is that I have got a different piece of formatting here. Notice that the top of Chapter 2, it's an Odd Page Header and it really should be a different first page.
I am going to choose Different First Page right here and it should be the same as the previous which shows nothing at the top of a chapter page and nothing at the bottom, perfect. Now, I'm ready to close the header and footer. When I do that, I'll want to save my changes. Then as I scroll through my document, I'm going to see Chapter 1 at the top left- hand corner in my even pages. I'm going to see the page numbering. See the P.T. Barnum in the top right-hand corner, page numbering alternating. That looks great and when I get into the next chapter because the sections are not linked to one another. I'm able to change the header to Chapter 2.
However, I have kept the odd pages the same, so it still says P.T. Barnum in there and my page numbering continues in the footer section. So you will want to save your changes and once you've got it looking exactly the way you want, you probably want to change your page numbering to be in the same corner as your header. So for example, I might want P.T. Barnum here to show up in the left hand side of the pages that have the page numbering in the bottom left corner. That's totally up to you. You can format it the way you want, but once you've got that formatted. It's good to know it's going to be consistent throughout your document. Thanks to the Sections and the ability to create headers and footers for a first page, an odd page, and an even page.
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