- As we saw in the previous video, using paragraph formatting is a good way to ensure that document parts or chapters begin at the top of a page. But it doesn't give you the same pagination control as simply inserting a page or section break. In this video I'll show you how to insert both kinds of breaks, and explain why you might want to use one instead of the other in your documents. I've got a fresh copy of our sample document on screen. It's called "Employee Manual 3," and you can find it in the chapter nine folder. Whenever you work with page breaks it's always a good idea to show hidden characters.
So I'll click the "Show/Hide Paragraph Marks" button. Maybe I want a page break after the table of tables. I can scroll to the third page and click right after the end of the table. Then I can click "INSERT," and click, "Page Break." Word inserts a page break at the insertion point. The Part 1 heading is moved to the next page. Unfortunately, it's not at the top of the next page. And if you're a perfectionist like me, you'll want to fix that.
Select the paragraph mark at the top of the page, and press "Backspace" to delete it. If you scroll back up, you can see the page break character. It looks like this. The reason you can see it is because hidden characters are displayed. If we turn them off, you wouldn't see the page break. I prefer to see them, so I'll keep that turned on. Because a page break is a character, you can delete it if you decide you no longer want it. Just select it, and press "Backspace." It's gone.
A section break can work the same way. A section break marks the end of a document section. It can be formatted a number of ways. Continuous, so there's no page break, start a new column, or start a new page. The index at the end of this document is formatted with section breaks, so it can appear in two columns, when everything else is in a single column. Let's take a look. I'll press "ctrl + end" to go to the end of the document, and point out the section breaks. There's one here at the end, which causes the columns to be even.
And if I scroll up to the beginning, you'll see that there's another one at the beginning. Word inserted both of these section breaks for us when we told Word that we wanted an index displayed in two columns. Setting different column options is only one of the things section breaks are good for. When you break a document into sections, you can set it up to have different page setup options, such as paper size, margins, and orientation in each section. You can even have different headers and footers in each section, as I discuss in another video.
As you might imagine, this gives you the ability to create very complex documents. Instead of putting a page break between the table of tables and part one of this document, let's put a section break formatted as a page break. That'll give us more flexibility when we create headers and footers. We'll do the same for the bibliography and the index, too. We'll start with the bibliography. Let me scroll up to the beginning of it. And I want to position the insertion point after the last paragraph in the text of the document.
That's right here. Then I'll click "PAGE LAYOUT," and "Breaks." There are four section break options. Next Page puts everything after the break on the next page. Even Page or Odd Page does pretty much the same thing, but it forces the next page to be either even or odd. This is especially useful for documents that are printed double-sided and bound, because it specifies which side of the book the text should appear on. We'll save that for the index. For now, just choose "Next Page." If we scroll down, we can see the top of the page, and again there's an extra paragraph mark we don't need.
Select it and press "Backspace" to get rid of it. We'll do almost the same thing for the index. Let's scroll down and click right in front of the word "Index." Now click "Breaks," and this time choose "Odd Page." If I scroll up I'll see the section break, "Odd Page" and sure enough, the index starts on its own page. We'll do the same thing near the beginning of the document, right after the table of tables. I'll press "ctrl + home" to get up there, and then I'll scroll down.
I'll click right at the end of the table, and I'll insert an Odd Page section break. And I'll delete that empty paragraph. So now the introduction begins at the top of a page. Let's turn off the non-printing characters again, and scroll through the document. I'll click "HOME," and then "Show/Hide Paragraph Marks." And then I'll press "ctrl + home" to get to the beginning of the document, and then we can scroll through. But the first thing you might notice is that the Introduction shows as "Part 2" in the Table of Contents.
That's because the Table of Contents was not updated after some number formatting options were changed. Updating automatically generated content, like a table of contents, should be one of the last things you do before finishing up a document. I'll show you how to do it later in another video. Scroll down, and you'll see that Part 1 starts at the top of a page. And if we scroll down to the end, we'll see that the bibliography, which is titled, "References," and also the Index, both begin at the top of a page.
The whole thing looks pretty good. So that's three ways to control pagination. Paragraph formatting, which we discussed in the previous video, and then page breaks and section breaks. Keep in mind that there's no reason you can't combine these techniques to get the pagination exactly the way you want it.
- Understanding challenges with long documents
- Exploring the process for building a long document
- Structuring a document with outlines and master pages
- Adding captions
- Working with footnotes and endnotes
- Inserting citations and managing sources
- Creating an index with a concordance file
- Numbering chapters and pages
- Formatting page breaks
- Including headers and footers
- Adding a cover page
- Setting the document theme
- Updating automatically generated content
- Formatting long-document components
- Printing a long document