Creating 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.

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.

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”.

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.

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.

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.

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.

Header and Footer toolbar

Different Odd and Even

The Different Odd and Even option allows you to format your headers and footers differently. For example, you may want the page numbers on the odd pages to be aligned to the right and the page numbers on the even pages to be aligned to the left when you are printing double sided documents. You can access this option from the Page Setup button on the Header and Footer toolbar.

Format Page Numbers

Word's default is to connect all the Headers in the document and all the footers in the document so they are all the same. It does this by using the Same as the Previous command. It is important to turn OFF the Same as Previous option FIRST before you make any other changes. This will prevent the previous section from being changed as well.

Page setup dialog with the Layout tab selected

The Break dialog for Word 2000 and Word 97, accessible from the Insert menu

For example: You may add a Table of Contents to your document and would like the page numbering to be in lowercase Roman numeral format. As long as your document is divided into sections, you can have differently formatted page numbers in each section of your document.

Page Number Format dialog

Customizing Numbering

When you choose a numbering format or use Word's default, it not only provides you with numbering settings (1,2,3 or A,B,C, etc), you also receive other formatting as well such as indents and tabs. In order to satisfy different user's styles of numbering, you may need to customize the list accordingly.

Customized Numbered List dialog

Note: Most of the formatting to numbered lists needs to be done from within the Bullets & Numbering dialog box. Otherwise, any change you make will only apply to the one paragraph instead of the entire list. The following table describes each of the items in the Customize dialog box and the function of each feature.

Field Option	Description
Number Format	Allows you to add text and punctuation to your number. For example, you can add parenthesis around the number or add a period. Even add the word INTERROGATORY if you want. Number Style Choose number formats such as 1, 2, 3 or I, II, III.
Start At	Determines what value the list should start at. For example, this document may be an addendum to another document and should start numbering at 25.
Number Position	This affects how numbers line up in a document, whether they are right, left, or center aligned. For example, you may want decimals to align for lists with double-digit numbering and thus would choose Right alignment. Settings in this area do not affect the text however.
Aligned At	This setting defines how far from the left margin the number should be aligned. This is similar to First Line Indent formatting.
Text Position	This setting is where you specify where you want the text on all subsequent lines to align (using the left margin). This feature is similar to a Hanging Indent.

Captions in the Main Document

· Insert > Reference > Caption.

· In the Label box, choose Figure.

· In the Caption box, type your caption text.

· Click Numbering, tick Include Chapter, and select Heading 1 from the drop down list of styles.

Tip: Avoid captions in text boxes!

If you have selected a floating (that is, not in-line) graphic or picture, and you then choose Insert > Reference > Caption, Word inserts your caption in a textbox. If your caption is in a Text Box, the Table of Figures can't see it. Solution: make sure you have not selected a picture when you choose Insert > Reference > Caption.

Captions in the Appendixes

On this webpage, we will assume that:

· The Heading 6 style is numbered "Appendix A".

· All Figures, Tables etc in the Appendixes are going to be labelled in the "Figure A-1", "Figure A-2", "Figure B-1" style. A and B refer to the first two Appendixes. Figures are numbered sequentially through an Appendix.

To create Figures in the Appendixes, you have to trick Word a bit and create a separate label that looks and feels like the "Figure" label you used in the body of the document. To do that:

· Insert > Reference > Caption.

· Click New Label. Type Figure_Apx, then OK. (Note: this label is saved in normal.dot. If you're later asked if you want to save normal.dot, say Yes.)

· You now have two labels for captions. One is called "Figure". It was built-in with Word, and you use it for the body of the document. The other label is called "Figure_Apx", which you will use for your Appendix captions.

· In the Caption box, type your caption text.

· Click Numbering, tick Include chapter numbering and choose Heading 6 from the drop down list of styles and click OK.

· Click OK. Your caption will look something like:

Figure_Apx A-1 This is the caption text for a Figure in an Appendix

· You'll see that the caption is introduced by "Figure_Apx". So delete the "_Apx". Don't change any of the field codes that create the numbers themselves; just change the introductory text. Your caption will now look like this:

Figure A-1 This is the caption text for a Figure in an Appendix

· You will have to delete the extra "_Apx" characters every time you create a caption in an Appendix. To avoid that, make an AutoText entry from your caption. To do this, in the caption you've just created, select "Figure A-1 ", choose Insert > AutoText > AutoText. Make sure that the Look in box refers to the template in which you want to store the AutoText. Give your AutoText a name (apxcaption is a good one). Thereafter, insert the AutoText to insert a caption in the Appendixes.

· If you prefer, you can then give your AutoText a shortcut key using Tools > Customize > Keyboard.

Tip!

Don't fall for the trap of creating the new SEQ list by changing the field codes directly. It won't work. You must use the Insert > Reference > Caption dialog and click New Label.

Quick review:

q Create a new label called "Figure_Apx" to add to the list of labels (the built-in list already has a label called "Figure").

q Use the Figure_Apx label to create a caption. Delete the extraneous "_Apx" in the text. Select the caption and turn it into an AutoText for easy use.

q Thereafter, always use the AutoText to insert captions in the Appendix.

Referring to captions for figures, tables etc

Use a cross-reference to your Figures when you want to have text like "as you see in Figure 4.2, above ...".

To refer to figures, use Insert > Reference > Cross-Reference. In the Reference Type box drop-down list, you'll see the labels Figure and Figure_Apx.

To refer to a figure in the body of the document, choose the first "Figure" label.

To refer to figures in an Appendix, choose the second "Figure_Apx" label.

Page Numbering with "Chapter" Numbering

If you want page numbers in the Appendixes to be something like "Page A-1".

If you follow John McGhie's rules, you will have a separate section for each Appendix. Appendix page numbers will then run A-1, A-2, A-3, ... B-1, B-2, B-3 etc.

For each section, you must visit the Page Number Format box, as described in John's article.

· For sections in the body of the document, in the Chapter Starts with Style box, choose Heading 1.

· For sections in the Appendixes, in the Chapter Starts with Style box, choose Heading 6.

Note that the page numbers affect what's shown in the Table of Contents, so read on!

Outline (Multi Level) Numbering

Understanding outline numbering and how outline numbering interacts with styles is crucial to your success in using Word with legal documents. Basic outline numbering can be handled much the same way as bullets and numbering. Seven default outline numbered lists come with Word. Three of the lists format the paragraphs with outline numbers. These lists are in the top row of the dialog box. The remaining four format the paragraphs with outline numbers and apply heading styles to the paragraphs and can be found in the bottom row.

To select outline numbering without changing the formatting of the paragraph, make sure that you select an outline numbered list that is not linked to the Heading Styles feature. Microsoft strongly recommends using numbering that is linked to styles. For more information on using styles in Word, see the Styles chapter.

The seven schemes displayed are in a gallery with each numbering scheme occupying a gallery position.

Bullets and Numbering dialog with the Outlined Numbered tab selected

Common Legal Customizations

Centering Text Under the Number

A very common numbering scheme involves the first level of the numbering scheme to be centered, with the text under it as shown in this example:

Article I.
Introduction

If you try to set up a numbering scheme to do this, you will notice that your number disappears when you press ENTER to type the text or the text may seem off-center. The following exercise walks you through centering text beneath a number.

Include Plain Text on Same Line as Heading

(And Only Have Heading Appear in the Table of Contents)

Word uses styles to create Tables of Contents. A common practice in law firms is to generate outline numbered styles that have bold or underlined heading text immediately followed by paragraph text on the same line. Because the paragraph is formatted with a style, Word tries to place the entire paragraph in the Table of Contents.

One solution is to format the heading with the style and follow it with a hidden paragraph mark. You should format the text in the next paragraph with a style that is not included in the Table of Contents. A hidden paragraph mark keeps the text together on one line when it is printed, even though it is actually two separate paragraphs. The Table of Contents command picks up only those paragraphs with heading styles and places them into the Table of Contents.

Create Sequence Fields for Interrogatories and More

A Sequence field tracks differently numbered lists within a document. Combining Sequence fields and AutoText entries give you a fast and easy way to insert Interrogatories, Requests for Production, and Requests for Admission.

Use Sequence Fields

Type INTERROGATORY NO. followed by a space.
Press CTRL+F9 to insert field characters.
Type SEQ Rog within the field characters.
The "Rog" in this example is the name of the Interrogatory numbering scheme. This name will keep this numbering scheme unique from any other schemes that may be running in the document. See Tip below for more information.
Press F9 to update the field. A number "1" should appear.
Select INTERROGATORY NO. 1, and press ALT+F3 to create a new AutoText entry.
Type rog for the AutoText entry name, and click OK.
Type Request for ANSWER followed by a space.
Press CTRL+F9 to insert field characters.
Type SEQ Ans within the field characters.
Select ANSWER 1, and press ALT+F3 to create a new AutoText entry.
Type Ans for the AutoText entry name, and click OK.
Type Ans and press F3. The next sequential number for an Answer appears.
Press ENTER and type rog and press F3. The next sequential Interrogatory appears.

To use the AutoText entry, simply type rog and press F3.

Tip

Follow the same steps (above) to create Request for Production or Request for Admissions. The only difference would be in Step 3, you would change the "rog" to "rpf" or "rfa". This will keep unique numbering schemes running in the same document. Therefore, you could have an Interrogatory No.1 as well as Request for Production No.1. Keep in mind that if you cut, copy or paste sequence codes, you'll need to select them and press F9 to update the field codes. They do not update automatically.

Document Merge

The first thing to remember is that this is not a mail merge! Document Merge is a powerful feature in Word that allows you to take a document that has been reviewed by a number of people and quickly incorporate or merge these edits into the original document.

Each editor's revision is marked in a different color. If there are more than eight people involved, the colors will be repeated. After you merge the changes into the original, you can then accept or reject each change.

Merging Documents

1. Protect the document by clicking Tools > Protect Document.

2. Choose Tracked Changes and add a password.

3. Remember that the password is case sensitive!

4. After the document has been protected, tell others it is ready for review. The document can be sent to all reviewers via e-mail or on a floppy disk.

5. After it has been reviewed and edited, the changes can be merged into the original document.

6. Open the original document.

7. Select Tools > Merge Documents.

8. Select File to Merge into Current Document

File open dialog in Word 2000 with a list of files

9. Double-click one of the documents containing changes or click Open.

10. Repeat step seven until all changes have been merged.

11. You now have a single document (your original) with all the merged changes.

12. Select Tools > Track Changes > Accept or Reject Changes.

Accept or Reject changes toolbar

13. Click the Find arrows to navigate through the document and choose to Accept, Reject, Accept All, or Reject All to incorporate these changes into your document.

NOTE: Using Word's Track Changes and then use CompareRite or DeltaView?

This is not a good idea as the document may become corrupt no matter which one is used first.

Inserting Comments in a Document

You can insert Comments into a document and either print or conceal them.

Insert => Comment.

In Word 97-2000 inserting a comment appears to highlight the preceding text (but the highlighting does not print) and moving the mouse cursor over the highlighted area displays the comment on screen as a tool tip.

In Word 2002- comments are displayed in an expanded margin in balloons, by default. This not only displays, but prints. You can change this back to the Word 97 method under the Track Changes options.

Tools => Options => Track Changes (tab)

Tell Word that you want balloons displayed Never.

Complex Documents

Creating a Table of Contents Spanning Multiple Documents

With RD fields (Option # 4), which are the oldest and most stable mechanisms in Word for this purpose. RD fields have been around at least since Word for Windows 2 and I think were available in Word for Windows 1.

When using RD fields, the normal approach is to have a separate document that contains your cover page for the entire document set, plus the Table of Contents and whatever other introductory material is needed. So, the first thing you do is create that document.

Now, because the cover page document contains no headings, the Table of Contents will probably display the following text. "Error! No table of contents entries found." Do not panic, this is expected.

The next thing that has to be done is to insert the RD fields. Press Alt/F9 to display the field codes in the document. The TOC field will now look something like this.

{ TOC \o "1-3" \h \z }

Now we have to insert the RD fields. The way to do this is to move the cursor to the end of the document, and press Ctr/F9. A fresh pair of empty field braces will be inserted, looking like this { }.

The cursor will already be positioned between the braces ready for you to type the field details. Type in RD \f chapter1.doc, so that the field looks like this

{ RD \f chapter1.doc }

This assumes that the first file you want to reference is called chapter1.doc, and that it is located in the same folder as the cover page document. If your first document has a different name, then set that instead. If there are spaces in the name, e.g. the file is called chapter 1.doc instead of chapter1.doc, then you must put quotation marks round the filename. Make sure that the quotes are not replaced with Smart Quotes when you type them. It should look like this.

{ RD \f "chapter 1.doc" }

If you are using Word 97, you will have to leave out the \f switch. The \f switch specifies that relative pathnames are calculated relative to the location of the document containing the Table of Contents, but this option was only introduced in Word 2000. Don't worry about it, we'll deal with that problem later.

Insert as many RD fields as you need. They must be inserted in the order in which you want them to appear in the Table of Contents. When you have finished, it will look something like this.

{ TOC \o "1-3" \h \z }
{ RD \f Chapter1.doc }
{ RD \f Chapter2.doc }
{ RD \f Chapter3.doc }

Now you are ready to update the Table of Contents. Press Alt/F9 to toggle the field codes. The RD fields will disappear (unless you are displaying hidden text from Tools/Options/View). Position the cursor on the Table of Contents and press F9 to update this field code. The Table of Contents will now contain entries for all the other documents.

Unfortunately, what has probably happened is that the page numbers on each document start at page 1, so the Table of Contents looks a real mess with the page numbers starting afresh at each document. You probably want the pages to be numbered consecutively throughout the document. If the cover page file including the TOC is 5 pages, then you want chapter1.doc to start at page 6.

To do this by hand is cumbersome, but do-able if you don't have too many separate files. Open chapter1.doc, and then go to Insert/Page Numbers. The following dialog will appear.

Image of Page Numbers dialog box.

Click the Format button and the following dialog will appear.

Image of Page Number Format dialog box, which is an extension of the Page Number dialog, showing the option selected to continue from previous section.

Click the Start at button, and enter 6 in the box to the right of it (or whatever you want as your starting page number), and then click OK to close the dialog. The Page Numbers dialog will have changed to that it now looks like this. (Note: The Cancel button is now a Close button.)

Image of the Page Number dialog again, now showing the Cancel button has changed to a Close button.

Click Close to clear the dialog. Don't click OK, as this will insert page numbers into the header. I'm assuming that the page numbers are already there and you don't need another set!

Now you need to move to the end of the document to find out the page number of the last page. Write it down, you will need it in order to set the starting page of the next chapter. Now save and close chapter1.doc.

You then open Chapter2.doc and repeat the whole process, adding 1 to the page number of the last page of current chapter, in order to set the starting page for the next chapter. Once you have been through all the chapters, you can then update the Table of Contents again, and provided you have made no mistakes anywhere, the page numbers in the TOC will all be straightened out.

As you can see, this is a somewhat laborious process if you have more than 2 or 3 documents in the set. Fortunately, this process is an ideal candidate for a bit of automation. (The code for this is also in the TechTrax Library, if you want to download it and import it directly into your template.)

Sub UpdateTocAndPageNumbers()

Dim oField As Field

Dim strCode As String

Dim iLastPage As Long

Dim oDoc As Document

ChDir ActiveDocument.Path

With ActiveDocument.ActiveWindow.View

.ShowAll = False

.ShowHiddenText = False

.ShowFieldCodes = False

.Type = wdPrintView

End With

ActiveDocument.Repaginate

Selection.Move unit:=wdStory, Count:=1

iLastPage = Selection.Information(wdActiveEndAdjustedPageNumber)

For Each oField In ActiveDocument.Fields

If oField.Type = wdFieldRefDoc Then

strCode = Trim$(oField.Code)

strCode = Trim$(Mid$(strCode, InStr(strCode, " ")))

If LCase$(Left$(strCode, 2)) = "\f" Then

strCode = Trim$(Mid$(strCode, 3))

End If

If LCase$(Right$(strCode, 2)) = "\f" Then

strCode = Trim$(Left$(strCode, Len(strCode) - 2))

End If

If Asc(strCode) = 34 Then

strCode = Trim$(Mid$(strCode, 2, Len(strCode) - 2))

End If

ChDir ActiveDocument.Path

Set oDoc = Documents.Open(FileName:=strCode)

oDoc.Activate

With oDoc.ActiveWindow.View

.ShowAll = False

.ShowHiddenText = False

.ShowFieldCodes = False

.Type = wdPrintView

End With

oDoc.Sections(1).Headers(wdHeaderFooterPrimary). _

PageNumbers.RestartNumberingAtSection = True

oDoc.Sections(1).Headers(wdHeaderFooterPrimary). _

PageNumbers.StartingNumber = iLastPage + 1

oDoc.Repaginate

Selection.Move unit:=wdStory, Count:=1

iLastPage = Selection.Information(wdActiveEndAdjustedPageNumber)

oDoc.Close SaveChanges:=wdSaveChanges

End If

Next oField

ChDir ActiveDocument.Path

ActiveDocument.Fields.Update

End Sub

You run this macro when your cover page document is open. It does the following:

a. Sets the document so that hidden text and field codes are not displayed. This makes sure that page numbers displayed on the screen match what will be printed.

b. Repaginates the cover page document, and finds out the page number of the last page.

c. Finds each RD field in turn. For each field it does the following:
a. opens the associated document,
b. sets the starting page to the appropriate value,
c. repaginates the document,
d. finds out the page number of the last page,
e. saves and closes the document.

d. When all the RD fields have been processed, it updates the fields in the cover page document, including the Table of Contents.

You may need to run this macro twice, initially. This is because the process of updating the Table of Contents may change the number of pages in the cover page document.

The macro will work even for Word 97, where you don't have the \f switch within the RD fields options. If this is the case, you must have all the documents of the set in the same folder. I'd recommend that you do this, anyway.

The same trick can be used to prepare a consolidated index. For the document that contains the INDEX field, you place the RD fields in the same document, but this time you put the RD fields in front of the INDEX field, so they look like this

{ RD \f Chapter1.doc }
{ RD \f Chapter2.doc }
{ RD \f Chapter3.doc }
{ INDEX }

If the Index is preceded by a heading, then the cover page document should include an RD field for the index file, so that the index heading is included in the Table of Contents. You don't need the same RD field in the index file, as it would then be referencing itself.

Once the documents have all been repaginated using the macro above, you can then open the index document and update the index one final time to make sure the page numbers are correct. Then save and close the document.

Now, there's one last thing that you might need to do in a hurry—print the complete document set, in the correct order of chapters. You can open each document in turn and print it, but there's lots of scope for getting it wrong. Fortunately, this can be automated as well. The following macro will do the job. Make sure your laser printer is well stocked up with paper, and that the cover page document is open, and then run this macro.

Sub PrintMultiFile()

Dim oField As Field

Dim strCode As String

Dim oDoc As Document

ChDir ActiveDocument.Path

ActiveDocument.PrintOut Background:=False

For Each oField In ActiveDocument.Fields

If oField.Type = wdFieldRefDoc Then

strCode = Trim$(oField.Code)

strCode = Trim$(Mid$(strCode, InStr(strCode, " ")))

If LCase$(Left$(strCode, 2)) = "\f" Then

strCode = Trim$(Mid$(strCode, 3))

End If

If LCase$(Right$(strCode, 2)) = "\f" Then

strCode = Trim$(Left$(strCode, Len(strCode) - 2))

End If

If Asc(strCode) = 34 Then

strCode = Trim$(Mid$(strCode, 2, Len(strCode) - 2))

End If

ChDir ActiveDocument.Path

Set oDoc = Documents.Open(FileName:=strCode)

oDoc.PrintOut Background:=False

oDoc.Close SaveChanges:=wdDoNotSaveChanges

End If

Next oField

ChDir ActiveDocument.Path

End Sub

NOTE: By the way, if your printer is capable of printing duplex, make sure that duplex printing is switched off before you run this macro. Each file will start on a fresh sheet of paper; and so, if you are printing duplex, there may be a few blank pages if an individual chapter has an odd number of pages. Print it all non-duplex, and then photocopy onto duplex if needed.

Include Plain Text on Same Line As Heading

(And Only Have Heading Appear in the Table of Contents)

Create a new blank document.
Type Agreement and press the SPACEBAR.
Format Agreement with Heading Style 1 (you can press ALT+CTRL+1).
Press ENTER.
Type This should not be included in the TOC.
Make sure that you are viewing non-printing characters by clicking the Show/Hide button on the toolbar (the button with on it). You should see paragraph marks next to the word Agreement if you are viewing these characters.
Select the paragraph mark that follows Agreement.
From the Format menu, choose Font. Check the option for Hidden and click OK.
Hide non-printing characters by clicking the Show/Hide button on the toolbar.

When the document is printed, it appears as though the heading text for the TOC and the plain text are on the same line.

Unique Techniques for Word

Where did I leave Off?

Press Shift +F5 as soon as you open your word document; the insertion point will return to the last place in your document that you edited.

Soft Returns vs. Hard Returns

1. Replace the soft returns with hard returns (use the ^l code in Find and Replace)

2. Word is programmed to know that when you reach the right margin your text should automatically wrap to the next line.

There may be times, however, when you want to end a line before you get to the right margin. In these instances, you can end a line in either of two ways. The first way is to press the ENTER key where you want the line to end. This results in a hard return being entered in the document.

The other way is to press SHIFT+ENTER; this results in a soft return, sometimes called a newline character or line break, being entered in the document. Hard returns are used to signify the end of a paragraph, whereas soft returns simply signify the end of a line.

If you have changed your view options so you can see all nonprinting characters, then a hard return appears on your screen as a paragraph mark (a backwards P), and a soft return appears as a down-and-left pointing arrow.

Beyond Print Preview

Word’s Print Zoom feature allows you to print multiple pages of your document on one page. You will find the Print Zoom in the lower right had corner of your print dialog box (File/Print). Choose the number of pages you want to appear on a page (even numbers up to 16 pages) then click on OK.

Changing Text Case

You can quickly change the case of your text by selecting the text and pressing Shift + F3. Shift + F3 will toggle between ALL CAPS, lower case, and Initial Caps. This works in PowerPoint as well.

Nablo: New Table Location

A “nablo” is a “New Table Location” for elements of your table. It moves elements of your table together, preserves formatting, and is quicker than insert/copy/paste.

Highlight one or more rows or columns

Press and hold Alt + Shift and

Use either the up or down arrow key to move elements

All the highlighted text will move in format to the location that you indicate by using the arrow key movements.

This looks especially nifty in a numbered list as Word renumbers the list each time you move the elements around. It's much easier than cutting and pasting the text because you can see the result with each keystroke.

Inserting a Tab in a Table Cell

When you use the tab key in a table the insertion point moves to the next cell in the table. If you want to tab inside a cell, press CTRL + Tab. You can set custom tabs within your table cells. For example, your table will contain a column of numbers and you want to align them with a decimal tab. Set a decimal tab exactly like you would outside of a table but place the tab stop on the ruler where you want it between the column markers of the table column.

Inserting a Horizontal Line in Your Word Document

You will find a command in the Format | Borders and Shading dialog box that will insert a horizontal line in your document. To insert the horizontal line:

Place your insertion point on the line in your document where you want to place the horizontal line
Open the Borders and Shading Dialog box (Format | Borders and Shading)
Click on the Horizontal Line button found at the lower left hand corner of the dialog box
Choose the style line you want to insert
Click on OK

Generating a Table of Authorities

Marking citations for a table of authorities is comparable to manually marking headings for a table of contents. Word looks for cases, statutes, rules, treatises, and constitutional provisions to generate a table of authorities. You can also mark any additional authority you need included.

Mark a Table of Authorities Entry

1. Open a document that contains citations that you want to mark for a table of authorities and place your cursor at the beginning of the document.

2. From the Insert menu, choose Index and Tables, and select the Table of Authorities tab.

3. Click Mark Citation.

4. The following dialog box will appear. Click Next Citation. Word searches the document for terms such as: in re, v., Id., Supra, Infra, Cong., Sess., and §.

The Mark Citation dialog for marking a Table of Authorities citation

5. After Word has found a citation in the document, click twice back in your document and select the full citation (e.g. Escobedo v. Illinois, 378 U.S. 478 (1964)). Click twice again, this time in the Mark Citation dialog box and the selection appears in the Selected Text field.

6. Choose a category for your citation (i.e. Cases, Statutes, etc.), and then edit the text in the Short Citation field to match the short citations in the rest of the document. This may be Escobedo v. Illinois, or just Escobedo. If you use just the first party, Word will find the party whenever it is referenced, for example, as "in Escobedo, the parties…".

The Mark Citation dialog with a Case citation selected

7. Now you can mark the citation by clicking Mark for just the long cite, or Mark All to find all of the references throughout the document.

8. Repeat steps 3 through 6 to mark the rest of the citations in your document. When you are finished, click Close to close the dialog box.

9. Leave this document open for the next exercise.

Generate A Table of Authorities

a. Place the insertion point where you want the table of authorities to be generated. From the Insert menu, choose Index and Tables. Select the Table of Authorities tab.

The Word 97 Index and Tables dialog, with the Table of Authorities tab selected

The Word 2000 Index and Tables dialog, with the Table of Authorities tab selected

b. The only difference between Word 97 and later versions in the Table of Authorities tabs is that the categories are no longer in a drop-down box.

c. Select a format for your table of authorities. Just as with the Table of Contents dialog box, as you change your selected format, the preview changes to reflect that format.

d. Uncheck the Use passim option. If checked and a citation is referenced on more than 5 pages, Word will put the word "passim" in place of the page numbers. If unchecked, Word allows all referenced pages to be listed, no matter how many there are.

e. Clear the Keep original formatting check box as well. This will insert the citations in the formatting of the table of authorities style. If the box is checked, all formatting of the citation will come from how it is listed in the document (e.g. underlined, italicized, etc.).

f. In the Category field, use the drop-down arrow (Word 97) to select what category of citations you want in your table of authorities. For this exercise, select All. (Word 2000 users can select All from the list of categories.)

g. If you want your entries to have dot leaders in the table, you have a choice of three different leader styles from the drop-down list. Alternatively, if you do not want them, you can select (none).

h. After you have made your choices with the options available, click OK and your table of authorities is generated.

Table of Authorities inserted in the document

Updating a Table of Authorities

If there have been edits to the document that has been marked for a table of authorities, and new cites have been added, you can repeat the steps for marking entries into the table of authorities that was in the exercise on marking entries. If new short citations have been made for a citation that had previously been marked, highlight the long citation, press ALT+SHIFT+I, and select Mark All.

Indices

After marking documents for table of contents and table of authorities, you are sure to be comfortable marking an entry for an index. It is done in the same manner as tables of contents and authorities.

Find and open a document that you want to index.
Find the first instance of text for the index and select.
From the Insert menu, choose Index and Tables, and select the Index tab. Click Mark Entry.
Your selected text is automatically placed in the Main entry field. Here you can edit the text to change the way that it will look in the index, if needed.

At this point, you can add a Subentry for your main entry. You can also select options for your entry: Cross-reference refers the reader back to another entry in the index, Current page refers to the page number of the marked entry, and Page range refers to a range of pages referenced by a bookmark.

Warning: Word is case sensitive with index entries. Your main entry text must match exactly what the document contains. If you select "Heading" as a main entry, Word will not pick up "heading," nor will it mark "Headings."

Click Mark to mark the first entry, or Mark All to have Word find all instances of this entry.

The Mark Index Entry dialog

Repeat steps 2 through 5 to mark all of the index entries.
Keep this document open for the next exercise.

Insert an Index

Place the insertion point where you want the index to be generated. From the Insert menu, choose Index and Tables. Select the Index tab.

The Word 97 Index and Tables dialog, with the Index tab selected

The Word 2000 Index and Tables dialog, with the Index tab selected

Select a Type for your index, whether you want it Indented or Run-in. The indented option places your subentries on separate lines; and the run-in option places subentries (separated by semicolons) on the same line.
Click the arrows in the Columns spin box to change the number of columns for the index.
Select Right align page numbers to change the alignment of the page numbers.
Select a tab leader style in the Tab leader drop-down box, or use (none) if none is desired.
Choose a format in the Formats box and take a look at it in the Preview pane. If it doesn't suit your needs, select a different format in this box.
Click OK to insert the index. Word will add a continuous section break at the beginning and the end of the index. This allows you to have the index formatted with multiple columns.

Working with Cross-references

To refer the reader to another part of the document, you can insert a cross-reference.

Cross-reference fields can refer to bookmarked text. Further, instead of simply providing a link or a page number for referenced text, cross-reference fields can reproduce that text. This is Word's primary way of repeating variable text in a document.

Insert a Cross-reference

Create a new document and type the following:
Introduction
Overview
Unsolicited Proposals
Solicited Proposals
General
The Proposal

Click anywhere within the first line, Introduction.
Click the Style drop-down arrow and apply Heading 1.
Select Overview, and apply Heading 2.
Select Unsolicited Proposals, Solicited Proposals and General. Apply Heading 3.
Select The Proposal and apply Heading 2 style, and after deselecting the text press Enter twice.
Your cursor is where the cross-reference is to be inserted.
Type something to the effect of, "For more information, see".
From the Insert menu, choose Cross-reference.

The Cross Reference dialog

In the Reference type drop-down list, select what reference type is appropriate for your cross-reference, for this example use Heading as the reference type. You can also use a numbered item, bookmark, footnotes, endnotes, equations, figures or tables.

The Cross Reference dialog with a Heading selected

In the Cross-reference dialog box, you also have a choice of how you want the reference to look. You could reference the heading text as shown above, or Page #, Heading #, Heading # (no context), Heading # (full context), and above/below.
Select Unsolicited Proposals and click Insert. The dialog box remains open for any other cross-references that you may want to add. If you do not want to add more cross-references, just click Cancel.
As you can see, your cross-reference has been marked. If you click "Unsolicited Proposals," Word takes you to the heading.

Jumping to a cross reference in a document

Updating Cross-references

If you have changed your text that is a cross-referenced passage in your document and the cross-reference has not updated, you need to update the field. You can alternate-click on the field code and select Update Field, or select the field code and press F9. This updates the field to reflect recent changes.

Note: If the material in a cross-reference displays a field in the original text, you may want to include the following "switch" in your cross-reference field code: \! This is the "lock result" switch and prevents a field like { DATE } in your original bookmarked text from updating in your cross-reference when you update the cross-reference field, unless it has been updated at the source. (Complex, I know, but you usually will want to use this switch.)