Microsoft Word online training course

Word lesson 7, Document layout

Page break and section break

Microsoft Word automaticly adds a page break.
Sometimes such a page break is added on a inconvenient moment.
For example, on the end of a page there is a title and on the next page is the text that belongs with that title.
We cannot remove the automatic page breaks in Word, but what we can do is add a page break.
To manually insert a page break, we place our cursor on the spot where we want to have a page break and then push the "Ctrl + Enter" keys on your keyboard.
Or we click on "Insert" followed by "Break" in the menubar and choose the option "Page break" in the popup window, now click "Ok".

page break in word
A section break is allmost the same as a page break, but with a section break we can set different margins, headers, footers and alignments for every section.
There are three different types of section breaks.

page break options
"Next page" which is the same as a page break, but creates two different sections.

"Continuous" adds a section break, but starts the next section on the same page.

"Odd page" and "Even page" add a section break and start the next section on the next odd or even page.

We can see page break by clicking the "Hide/Show" word_small_27.jpg (986 bytes) button in the standard toolbar.
We can remove page breaks by double clicking them, so they are selected, followed by pushing the "Delete" key on our keyboard.

Footer and header text

We use the footer and header text to repeat certain elements on every page:

Click on "View" followed by "Header and footer" in the menubar.
Now Word will automaticly switch to "Page view".
We can see a dotted head and foot test border on the screen.

header text
footer text
This will also open the "Header and Footer" toolbar:

header and footer toolbar
Explenation of the buttons:

Switch: Will switch to from header to footer.
Previous and next: We move to the previous and next header and footer.
Page number: We enter a field for automatic pagenumbering.
Date and time: Is used to enter the current date and time.
Page setting: The window "Page setting" will be opened.
Make page number format: we can change the settings of the pagenation.
Number of pages: Displays the amount of pages in the file.
Insert Autotext: Is used to enter more information about the document like for instance the author.
Close: Closes the header and footer view.

When we are in "Header and footer" view we cannot alter the text in our document.
And when we are in "Normal" view we cannot alter the header and footer texts.

Adding header and footer texts

We can add the time, date, pagenation and other information by clicking on the corresponding button.
When we click on the button "Insert autotext" we will see a list with frequently used texts for the header and footer which we can use.

adding header and footer
And we can type text inside the header and footers.
We can use the same formatting for these as we also can for "ordinairy" text.

Different header and footer texts

We can use the "Page setup" window to add different odd and even page headers and footers.
To do this click on the "Page setup" button in the "Header and Footer" toolbar, or by clicking on "File" followed by "Page setup" in the menubar.

page setup header and footer
In the "Headers and Footers" section we check "Different odd and even".
When we made our choice we click on "Ok".
This brings us back to "Header and footer" view.
This is where we choose our different header and footer texts for the odd and even pages.

We can also change the settings in the "Page setup" window that we will have different header and footer texts for the first page.
You do this by checking the box that says "Different first page".

page setup different first page
When we click "Ok" we will be brought back to the "Header and footer" view where we can set the information for the first page and for the pages which follow.
If you wish to close the "Header and footer" view we click on the "Close" button in the "Header and footer" toolbar.

Page setup

To open the "Page setup" window we click on "File" followed by "Page setup" in the menubar.
In XP and 2003 we will have three tabs: Margins, Paper and Layout.

page setup orientation
In 2000 and 97 we have four tabs: Margins, Paper source, Paper size and Layout.

page setup 2000 and 97
In the "Margins" tab we set the different margins for the top, bottom, left and rightside of our document.
Below that we can set the Gutter and the Gutter position.
The Gutter is the space thats left open for binding the documents.

For the 2003 and XP version we have the "Landscape" and "Portrait" buttons which seem pretty obvious to me.
And we see a dropdowm button "Apply to" where we can choose between "Whole document" or "This point forward".

In the "Paper" tab for the 2003 and XP version we select the size of the paper which we use to print.
In 2000 and 97 we can find this on the "Paper size" tab.

We also choose which paper source we will set for the first and other pages in 2003 and XP.
In Word 2000 and 97 we can find these settings on the "Paper source" tab.

In the "Layout" tab we set the vertical outline for the text in our document.
We can also choose if we want linenumbers and borders here.