Table of Contents
PAGINATION.. 5
Portrait-Oriented Page Number on a Landscape-Oriented
Page. 5
Text Box Method. 5
Table Method. 5
Using Field Codes. 6
Fields in Pagination. 7
Sections. 8
Using sections in Word.. 9
Preserving section formatting when pasting between
documents. 9
If you really want to delete the temporary
section break. 10
Preserving section formatting when using
Insert + File. 10
Merging sections. 12
Change Page Formatting in a Specific Section.. 12
Trouble in Sections, Headers and Footers,
Page Numbering. 12
Header or Footer.. 13
Different Odd and Even.. 13
Customizing Numbering.. 14
Alignment 15
Captions in the Main Document 16
Captions in the Appendixes. 16
Referring to captions for figures, tables etc. 17
Page Numbering with "Chapter" Numbering.. 17
Outline (Multi Level) Numbering.. 18
Common Legal Customizations. 18
Centering Text Under the Number.. 18
Include Plain Text on Same Line As Heading.. 19
Create Sequence Fields for Interrogatories and More. 19
Use Sequence Fields. 19
Document Merge. 20
Merging Documents. 20
Inserting Comments in a Document.. 21
Complex Documents. 22
Creating a Table of Contents Spanning Multiple Documents. 22
Include Plain Text on Same Line As Heading.. 27
Unique Techniques for Word.. 28
Where
did I leave Off?. 28
Soft
Returns vs. Hard Returns. 28
Beyond
Print Preview.. 29
Changing
Text Case. 29
Nablo:
New Table Location. 29
Inserting
a Tab in a Table Cell 29
Inserting
a Horizontal Line in Your Word Document 29
Generating a Table of Authorities. 30
Mark a Table of Authorities Entry.. 30
Generate A Table of Authorities. 31
Updating a Table of Authorities. 33
Indices. 33
Insert an Index. 34
Working with Cross-references. 36
Insert a Cross-reference. 36
Updating Cross-references. 38
To create a portrait-oriented
page number on a landscape-oriented page, use the following steps:
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:
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.
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.
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.
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.
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”.
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.
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.
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).
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
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“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.
|
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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.
|
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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.
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.
|
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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.
|
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.
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.
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.

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.
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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.
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|
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.

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.
|
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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.
|
|
|
This setting defines how far from the left margin the number
should be aligned. This is similar to First Line Indent formatting.
|
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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.
|
·
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.
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.
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.
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.

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.
(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.
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.
- 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.
|
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.
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

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.

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.
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.
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.

Click the Format button
and the following dialog will appear.

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.)

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.
(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 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.
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.
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.
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.
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.
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.
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.
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
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.
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 §.

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…".

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.
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.


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.

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.
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.

- Repeat steps 2 through 5 to mark all of the index
entries.
- Keep this document open for the next exercise.
- Place the insertion point where you want the index to
be generated. From the Insert menu, choose Index and Tables. Select the
Index tab.


- 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.
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.
- 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.

- 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.

- 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.

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.)
|