Join David Rivers for an in-depth discussion in this video Working with sections, part of Pages 5 Essential Training.
Well, it's time now to take a closer look at the use of sections in your Pages documents, specifically longer documents where they can be very handy. I know people who like to create long documents, say a novel, for example, that's broken up into chapters. And they like to create separate smaller documents out of those chapters, so they can stay focused on one chapter at a time. Of course there are disadvantages to that. For example if you wanted to do a Find and Replace throughout the entire document, not just a specific chapter, you have to repeat the process for every chapter in that group of chapters.
Or maybe you want to have page numbering. Well the page numbering is for a document, it doesn't continue from one document to another. However, if you use sections in a long document, you can break apart those so called chapters, but keep the page numbering and be able to perform a search and replace through the entire document. So let's take a closer look now at sections as we continue working with our company bio document we've been building. You can open up NOBio0505 if you need to get caught up. We touched on sections earlier when we created a section break after page one.
If you're not seeing the page thumbnails down the left, just go to the View menu, and select Show page thumbnails, and select thumbnail Number one which is page one in our document. You'll notice the yellow border that goes around the outside. That indicates a separate section. And we want to do that, because this was going to be, for example, a title page, where we didn't want our headers and footers showing up. And then when we go on to page two, selecting that thumbnail, we see the yellow border extends around all of the remaining pages. They're grouped together, in the same section.
So, instead of a section break after page two here. We have what we would call a page break going into page two and three and four etc. So, that's how sections work to insert a new section, well it depends where you are, let's go to section two here. Anywhere, you can be on page two, three, four, it doesn't matter. When you go to the Insert menu, you'll see Section right at the top. And clicking it is going to add a new section to the end of your document. So we still have pages two through five in its own section. Then we get into a new section here that we just created a blank page on page six.
But, as you scroll down, want you to see, for example, when you click down below in the footer, it continues from the previous section. Look at the page numbering, though. It's restarted at page one, because it's a new section. So if you want the page numbering to continue from the previous section you need to know about the options that go with new sections and section breaks like this. Let's start by just clicking anywhere in the page itself and adding a second page to this section by going to Insert, and choosing Page break. Notice now down below, we have two blank pages but they're both part of the same section.
And then, when we go to page seven, there it is, it's actually page two because it's the second page in this new section. So anywhere in that section, you can click page six or seven, we're going to go over to the Document inspector. And you'll notice a Section tab at the top and give it a click. Notice for example that we have a page numbering section here where the format can be selected. But the numbering, you can see it starting at, page one. We want to continue from the previous section. By clicking that radio button.
And now, going down to page six, or page seven, and scrolling down to the bottom of that page, you can see the page numbering is correct. So, it continues from the previous section, which left off with page numbering for page four, which is the fifth page in our document, but this is a new section here. So, you can see how we can keep pages together, for example. If I tried to move this page in between four and five I can't. I pick up both pages when I start dragging it along the thumbnail pane here. So I'm going to leave it down at the bottom where it belongs.
Same thing for these pages in the section two through five. They're grouped together. So as we click and drag and try to move them around, they stay together. Another advantage to using sections. Right, so here on page two, we have a Company Bio, we have a header section at the top. When we move down to the next page, the header section at the top. There's nothing in the headers right now. We're only using down below, as you can see, we're using the footer section. And we have some text as well as page numbering. So let's go up to the top of page two here.
And in the header, we'll just add some text. Let's add it off to the right here, let's say it's just the word Draft for now. There we go, and when we click anywhere outside the header we're done editing. And when we go down to the next page you can see Draft at the top. And so on. And when we get into the new section, it's gone. So we don't see that header and footer showing up. What if we did want it there on those pages in the next section? Well, let's go to page six or seven.
Doesn't matter, as long as we're in that section when we go to the Document tab now, and look at headers and footers here. We can see that they are turned on, but there's nothing in there. That's because they're not continuing from the previous section. So when we go back to the Section tab, we can, match the previous section. We could even hide on the first page, but that's not necessary in this particular section. We just want to match the previous. There's the word draft now showing up on our new pages, easy as that.
Let's go back up to page two. Now this is the first page in the section if you didn't want to see draft up there, just on the remaining pages. Well, anywhere here by clicking on page two in this section we can hide, headers and footers on the first page of a section, by clicking that check box. Notice the footer does not appear at the bottom of the page, but every page after that we do see both the headers and the footers at the bottom. I don't think that's necessary for this document, so we'll deselect the check box to get it back.
There it is, draft at the top. And down below, don't be worried about what you're seeing, it may appear like things are getting cut off, but when it goes to print, just click inside there, you'll see everything. Click outside the footer, and that's just a little bug in this latest rendition of pages. When we see content overlapping those borders and we have something else in that third quadrant which is our page numbers not to worry. So that's a quick look at some additional options you have when working with sections, which can be very useful especially with longer documents.
- Opening, editing, and saving documents
- The basics of document setup
- Customizing the user interface
- Using auto-correction preferences, spell check, and Find and Replace
- Laying out a document with headers, footers, page numbers, and more
- Modifying templates
- Adding objects
- Formatting tables and using table calculations
- Exploring chart types and importing charts
- Printing documents
- Exporting to PDF, Word, and plain text
- Commenting on documents and tracking changes
- Sharing documents with others