Publishing Documents Using Microsoft Word

q Open your document, and set up the different sections to accommodate the landscape page (or section). With the insertion point in the landscape section, activate the Header/Footer dialog box, and click Same As Previous to make the header and footer for this page separate from the previous one. Repeat this proedure for the section following the landscape formatted section.

Position the insertion point in the landscape oriented section, click Header And Footer on the View menu, and use either of the following methods to create the header or footer:

Text Box Method

a. On the File menu, click Page Setup.

b. Click the Margins tab, and increase the right margin to a value that will give you room for the page number (text). For example, change the right margin from the default 1 inch to 1.5 inches. Change the other margins as needed. Then click OK.

c. On the Insert menu, click Text Box.

d. Using your mouse, draw a text box in the right margin area of the landscape page. Once the text box is drawn, it will remain selected.

e. On the Format menu, click Text Box. On the Color and Lines tab, under Line, change Color to No Line, and then click OK.

f. Click in the text box. On the Text Box toolbar, click the Change Text Direction button to change the text to the desired direction (orientation).

g. Type the desired header or footer text into the text box. To add the page number, type the word "Page," press the SPACEBAR, and on the Header And Footer toolbar, click the Page Number button.

h. Make any other desired formatting changes. On the Header and Footer toolbar, click Close.

Table Method

a. On the File menu, click Page Setup.

b. Click the Margins tab, change the Top Margin to a negative value. For example, if your top margin is 1.25 inches, change the Top Margin value to -1.25 inches (Note the minus sign).

c. On the Table menu, click Draw Table. You will now have a Tables and Borders toolbar.

d. Using your mouse, draw a table on the right side of the header that extends down the page. You will draw one large table cell that is in the expanded margin area. Then draw any additional cells by drawing lines to divide the large cell into smaller cells.

e. Click in a table cell. On the Table menu, click Select Table.

f. On the Format menu, click Borders and Shading. On the Borders tab, under Settings, click None, and then click OK.

g. Click the cell where you want your page number to appear. Type the word "Page" and then press the SPACEBAR once. On the Header and Footer toolbar, click the "Insert Page Number" button.

h. To rotate the text, on the Tables And Borders toolbar, click the "Change Text Direction" button until the text is in the desired direction. Then, on the Formatting toolbar, click the "Align Bottom" button.

NOTE: A table is affected by the bottom margin of a page. It is possible for text to be cut off (cropped) if the table is drawn in the bottom margin area. To correct this problem, either resize your table so it does not flow into the bottom margin, or change the bottom margin of the page.

Back to top

Using Field Codes

The easiest way to tell Word to display a page's number somewhere on the page is to insert a field code as follows:

1. Position the cursor where you want the number to appear. (Often, this is the header or footer. To position the cursor in one of these locations, choose Header and Footer on the View menu or double-click the location in Page Layout view.)

2. Press Ctrl+F9 to insert a pair of field braces: { }. (Don't just type them. You must use Ctrl+F9.)

3. Between the field braces, type “PAGE” without the quotation marks. (This will look as follows: { PAGE } )

4. To control the numeric format of the number, add a “switch” by continuing to type until your field code looks like one of the following:

{ PAGE \* Arabic }

{ PAGE \* alphabetic }

{ PAGE \* ALPHABETIC }

{ PAGE \* roman }

{ PAGE \* ROMAN }

5. Right-click anywhere between the braces and choose Update Field. If, having done that, the field code is still visible, switch field codes off by pressing Alt+F9 (or by going to Tools + Options + View).

The “PAGE” field code is as uncomplicated as it looks. It has no effect on Word's page numbering scheme. It simply tells Word to display the number of the current page at the field location. As noted above, the page's number is dependent on:

1. The “start at” value assigned to the document section.

2. The location of the page within its document section.

This raises a question: How can I get your hands on the all-important “start at” value? After all, what good does it do to insert a PAGE field only to find out that Word thinks the second page of your document is page 102 because the “start at” value has been set to 101?

To change the start at value, proceed as follows:

1. Position the cursor in the section of the document whose start at value you want to change.

2. Go into the Header or Footer.

3. On the Header/Footer toolbar, click the Format Page Numbers button:

4. Click Start At and enter the desired value.

5. Click OK to close the dialog.

This method usually works much better than using the Insert + Page Numbers dialog.

Fields in Pagination

Now that you know about { page } fields, you're just two steps away from some truly amazing possibilities, made possible by two other fields, the formula ( = ) field, and the If field. Want to force Word to display a number that's one higher than the real page number? Try using the following field, where braces are inserted using Ctrl+F9:

{ = { PAGE } + 1 }

Want to tell Word to display a page number on pages one, two, and three, but not on any other pages? Try using the following field, where braces are inserted using Ctrl+F9.

Note: Make sure to leave spaces around the “<” sign:

{ IF { PAGE } < 4 "{ PAGE }" "" }

Want to tell Word to put the “real” page number on pages one, two, and three, but a higher-by-one page number on all other pages? Try using the following field, where braces are inserted using Ctrl+F9:

{ IF { PAGE } < 4 "{ PAGE }" "{ = { PAGE } + 1 }" }

Want Word to insert “Continued/...” on every page except the final page, where you want it to display “- End -” instead? Use

{IF { PAGE } < { NUMPAGES } "Continued/..." "- End -" }

Caution: Just a word to the wise: consider carefully before using the following techniques. They can lead to problems in corporate documents, unless you include a warning to other uses that you are “calculating” the page numbers in this document. If you do not, great confusion can result, and other users may unsuspectingly ruin your page numbering or your document.

Sections

Section breaks store the following information:

The Headers and Footers (and their properties) for the section.

The Page Setup for the section.

The Columns settings for the section.

When you delete a section break, or move an entire section to another part of the document, you get what seem to be very strange results. For instance, deleting a Continuous section break causes the preceding Next Page section break to convert to a Continuous one, or deleting a section break causes an important Header to disappear from the document, or causes the entire document to become landscape.

Back to top

I agree it's confusing, but it's “by design”. These are the rules to remember:

1. A section break stores the formatting (page setup, header/footers etc.) of the preceding section.

2. The final paragraph of the document contains an invisible section break

3. When you delete a section break, the properties stored in the section break are deleted, and the text which formerly preceded the section break takes on the properties stored in the next section break.

4. A section break displays the “Continuous” or “Next Page” property of the following section!

So let's say you have 3 sections.

1. Section 1 has “Section Start Continuous” defined under Page Setup. The properties of section 1 are stored in the first section break. So the section break at the end of Section 1 stores the information “Section Start Continuous”.

2. Section 2 has “Section Start Next Page” defined under Page Setup. So the section break at the end of Section 1 displays the information “Section Break Next Page”. Meanwhile the section break at the end of section 2 stores the information “Section Start Next Page”.

3. Section 3 has “Section Start Continuous” defined under Page Setup. So the section break at the end of Section 2 displays the information “Section Break Continuous” and the invisible section break at the end of the document stores the information “Section Start Continuous”.

Now if you delete the second section break, the text which preceded it will take on the formatting of the next section (formerly Section 3, now Section 2), which has “Section Start Continuous” defined. So the first section break will now display “Section Break Continuous” whereas before it displayed “Section Break Next Page”.

Back to top

Using sections in Word

Word uses section breaks to specify parts of a document that have different page orientation, columns, or headers and footers. Section breaks allow the user to specify where the different formatting will begin and end. You might use section breaks in the following circumstances:

1. Different headers and footers. If the document you are working on needs to have different headers and footers on various pages, you would use section breaks to achieve this.

2. Different numbering schemes. If you are working in a document where the Table of Contents needs lower case Roman numerals, the contract needs Arabic numerals, and the Appendices need alphabetic numerals, you can achieve all of these with section breaks.

3. Different paper sizes. If you want a document to contain one portrait page and one landscape page, you'll need a section break between the pages.

4. Different margins. If the first page of a letter needs a two-inch margin, and the following pages need a different margin, you'll need a section break in the document.

5. Columns. You can use Word's newspaper column feature in the middle of a page, and place section breaks before and after the multiple columns. If you have text prepared and put it into a column format, word will automatically put in the section breaks.

Warning: Word's default is to always make the Header and Footer of a new section the Same as the Previous section. Turn off Same as Previous first, or else your changes will affect the previous section.

Back to top

Preserving section formatting when pasting between documents

The secret to preserving Headers and Footers, Next Page information, etc. when copying and pasting between documents is to temporarily add a section break at the end of the text you are going to paste or insert.

So for example, Instead of:

Some text

Some text

Some text

... add an extra section break temporarily, so it's like this:

Some text

Some text

Some text

Copy up to and including the temporary section break, which thus preserves the section formatting of the text preceding it. Now paste into the other document. Close the first document without saving.

If you really want to delete the temporary section break

Unfortunately, you can't then delete the “temporary” section break(s) from the document you pasted into, or you'll still lose the formatting. This can sometimes lead to a section break being the next-to-last character in the document, which can be awkward.

If you want to get rid of it, you first have to make sure that the section formatting of the final section is identical to that of the preceding one. To do this:

1. Go to the very end of the document, and go into the final section's header. If it's a continuous section break, you will first need to temporarily create a page break at the end of the document, so that you don't go into the previous section's Header.

2. Make sure that both the Header and Footer are set to “Same as Previous”. If they aren't, use the Header/Footer toolbar to set it to this. Then return to the main document.

3. Go to the penultimate section, select File + Page Setup... and press Return. (This makes Word “Remember” all the settings in the dialog).

4. Go to the final section and press F4 (repeat last command). This applies the “remembered” settings to the final section.

5. If there are differences in the column formatting between the two sections, you'll also need to use the F4 trick with the Format + Columns... dialog.

You can now safely delete the final section break (and the manual page break, if you inserted one).

Preserving section formatting when using Insert + File

The rules section breaks follow when using Insert + File are even more Alice-in-Wonderland than elsewhere; but the fix is straightforward: the files you plan to insert must contain a continuous section break at the start of the document, as well as at the end. (Alternatively, just stick to copy & paste, which works more logically).

If you're using Insert + File, Word inserts the saved version of the document, so you would need to save the file you're inserting, having inserted the extra section breaks, in order to have the temporary section breaks included when the file is inserted. You can, if you want, subsequently delete the temporary breaks and save the file again.

Here is some information that a source of mine at Microsoft found in the Office 2000 bug database regarding this

“We preserve the last section of the destination's section properties by copying them to the first section of the source. The workaround will work if the source document starts with a continuous section break. We can't fix this bug without breaking another scenario. I say we let it lie instead of reverting back to Word '95 behavior and breaking something else”.

I wrote back to him: “The workaround works, but I'm still trying to get my head around it! <g>”. He replied: “Don't bother trying to figure out the reasoning. I'm of the opinion that it really should work the way that you were originally trying to do it. There's just no way of getting a program manager to agree with me and change it now... :-)”

The problem you will get if you don't use this fix can be reproduced as follows:

1.	Create a new document (Doc1) and add a next page section break.
2.	Set up section 1 with 1" margins and section 2 with 2" margins. Save and close.
3.	Create a second new document (Doc2) and give it 3" margins.
4.	Select Insert + File, and insert Doc1 into Doc2.

What one would expect to get is as follows:

1.	The final paragraph mark of Doc2 originally contains section formatting of 3" margins, so the final section of Doc2 should still have 3" margins following the InsertFile.
2.	The section break inserted into Doc2 from Doc1 contains the section formatting of 1" margins, so section 1 following the insertion should have 1" margins.

In fact, after inserting Doc2 into Doc1, section 2 has 2" margins, and section 1 has 3" margins.

Inserting a section break at the end of Doc1 doesn't help. What happens then is that after inserting Doc1 into Doc2, section 1 has 3" margins, section 2 has 2" margins, and section 3 has 2" margins.

In other words, whatever you do, the section formatting of section 1 in Doc1 is lost when inserted into Doc2.

If you insert a section break into Doc2 prior to inserting Doc1, it makes no difference – the section formatting of Section 1 is lost whatever you do. And you don't get these problems if you copy and paste.

As previously mentioned, the only fix is to insert a continuous section break at the start of the document you want to insert.

Back to top

Merging sections

If you want to merge two contiguous sections within a document:

1.	If you want the section formatting of the second section to take precedence, no problem: it will, automatically.
2.	If you want the section formatting of the first section to take precedence, and if the second section is followed by a section break (that is, if the document contains three or more sections), just select the first section break, Edit + Cut, and, immediately before the next section break, select Edit + Paste. Then delete the next section break, leaving the one you just pasted in place. What was previously the first section's section break has now become the merged section's section break.
3.	If you want the section formatting of the first section to take precedence, and if the document only contains two sections, you can either cut the section break and paste it into an empty paragraph at the very end of the document (but then you're stuck with a redundant section break); or make sure that the section formatting of the final section is identical to that of the preceding one…You can then safely delete the section break.

Change Page Formatting in a Specific Section

To better understand how sections work, think of your document as a book with different chapters, and each chapter starts with page number one.

In the last exercise we created a document with three separate sections. We are now able to apply unique formatting to each section of the document. The exercise that follows will help you change the margins and the page layout in the document using section breaks.

Trouble in Sections, Headers and Footers, Page Numbering

Why is the spacing off in the footer of a landscape page?

6. Check first to see if there are section breaks setting off the landscape page.

7. Even though the footer will look the "same as previous," that option must be turned off.

8. After turning it off, move the center tab to 5.5 inches and the right tab to 10 inches.

9. Continue to the following section and, again, turn off "same as previous."

The page number was formatted to show A, B, C. It's not appearing in the footer.

Although the number was formatted correctly, it was not inserted. First format the number to get what is needed; then insert the number in the footer.

I can't see the headers and footers.

If you are in Normal View, it is necessary to click View > Header and Footer. If you switch to Page Layout View (Word 97) or Print Layout View (Word 2000) you will see them as unavailable. Double-click in the header or footer and the Header/Footer toolbar will be accessible.

The section break doesn't allow me to have both portrait and landscape text on the same page.

Unfortunately, Word will not allow this by the use of a section break. To achieve the desired effect, you must insert a text box.

I have the codes for Page 1 of 3 (x of y) in my header/footer. It is different on the screen from when it prints out. Or, I get Page 1 of 1, Page 2 of 2, Page 3 of 3, etc.

Unfortunately this feature doesn't work very well. There are a number of reasons for this, including background printing and the timing of field updates. The best work-around that I have heard of is to use a Cross-Reference for the "Y" of Page X of Y. Put a bookmark on the last page of your document - at the very end - and use Insert | Cross-Reference to insert the page number on which that bookmark may be found. Other things to do include:

3. Turn off background printing.

4. Turn off display of hidden text if you have any in your document.

5. View the document in Print Preview (Page Preview) mode including the last page of the document to force an update of the fields.

Back to top

Header or Footer

A header or footer is text or other information such as graphics that is stored at the top or bottom of the page throughout your document. You can use the same header and footer throughout a document or change the header and footer for part of the document. For example, you can use your corporate logo in the first-page header, and then include the document's file name in the header for subsequent pages.

To view Headers and Footers in Normal View, click View > Header and Footer. If you are in Page Layout View (Word 97) or Print Layout View (Word 2000), simply double click the visible header or footer that appears as gray text.

In either case, the Header/Footer toolbar appears.

Back to top

Different Odd and Even

The Different Odd and Even option allows you to format your headers and foo