Header and Footer -
controlling them in Word
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For example, the first chapter begins like this
Page 1-1
and this in the table of contents:
Introduction to Cooking................1-1
Cooking Basics.........................2-8
Ordinarily, to get the header and the table of contents to use
the chapter number, you must also show the chapter number in the text, as in the
following:
Chapter One Introduction to Cooking
You can modify the Heading 1 style to be hidden text and format
a blank paragraph at the beginning of each chapter with this style. Heading 1 style must
be used, as it is the only heading style that Word will give a chapter number to.
NOTE: This method assumes you are not using the Heading 1 style
anywhere in the document. If you are using Heading styles, they must all be changed to the
next level.
TIP: If you are going to make a lot of changes, start with the
highest- numbered heading style first. If the highest heading level used is Heading 7,
change the Heading 7 paragraphs to Heading 8, then change Heading 6 paragraphs to Heading
7, and so on. This is the least confusing way to change the styles of the paragraphs.
Prepare the Document
- At the beginning of the chapter, insert a blank paragraph.
- Format the paragraph with the Heading 1 style.
- Repeat steps 1 and 2 at the beginning of each chapter.
Prepare the Style
- From the Format menu, choose Style.
- Select the Heading 1 style and choose the Modify
button.
- Choose the Format button and select Numbering.
- Choose the Numbering style you want to use. (If you
have already chosen a numbering style in the document, this will be preselected.)
- Choose OK.
- Choose the Format button and select Font.
- Select the Hidden box (that is, put an "X" in
the box).
- Choose OK.
- Choose OK again.
- Choose the Close button.
The blank paragraphs you inserted at the beginning of each
chapter will disappear, since they are now formatted as hidden text. Word now knows where
each chapter begins, and what number to assign to each chapter. Make sure the hidden
characters switch is turned off or you will see the number.
To insert chapter-page numbers in the header or footer
- From the Insert menu, choose Page Numbers.
- In the Position list, choose the location for the page
numbers.
- Choose the Format button.
- Select the Include Chapter Number button.
- In the "Chapter Starts with Style" list,
choose Heading 1.
- Select Start At, and choose "1" from the
list.
- Choose OK.
- Now move to the bottom of last page for Chapter 1
- Place the cursor next to the last Hard Return.
- Insert: Break - Next page break
- Now the next Chapter numbers will show 2-1 vice 2-3 or
4 or 5
- In other words if the last page of Chapter one was 1-3
- Your first numbers for Chapter two would be 2-4
- The second number (number 3) continues into the second
chapter.
- This (the actual page number) depends on what page is the last
one of Chapter one.
If you would like just " Chapter 1 " not " 1 -
1 "
- Place the I beam/text pointer to the left of the first 1 and
click.
- Now type "Chapter" without the quotes. (You
may have to make the box larger.)
- Now out side of the Header/Footer (back in your
document)
- Select Format: then Heading Numbering......
- Select second box with numbers then the Modify
button.
- Under Number format select Bullet or Number down
arrow and highlight (none)
- Choose OK
- Now it will read Chapter 1
- Chapter 2
- etc.
Chapter and page numbers now appear in the header or footer.
Because page numbers now include the chapter number, they will
be included automatically when you insert the index and table of contents.
To insert the table of contents and index, follow the usual
steps.
How to Use Heading Numbering with Chapters and Appendixes
Word 6.0 for Windows does not support multiple heading numbering
schemes in a single document or master document. When working with documents that contain
both chapter headings and appendix headings, the headings must not use the same heading
style level.
MORE INFORMATION
To Automatically Number Chapters and Indexes Using Heading
Styles
When designing a document that contains both chapter headings
and appendix headings, you can use different heading style levels to apply the different
number formatting to each section.
For instance, use Heading 1 for all chapter titles and use
Heading 7 for all appendix titles. The following steps will define a chapter and appendix
heading numbering scheme that looks like this:
- Chapter One: This is the title to the first chapter
- Chapter Two: This is the title to the second chapter
- Appendix A: This is the title to the first appendix
- Appendix B: This is the title to the second appendix
- From the Format menu, choose Heading Numbering.
- Select the Chapter One option.
- Choose the Modify button.
- In the Level <n> option box under the help button,
select Level 7.
- In the Text Before box, type "Appendix " (without the
quotation marks).
- From the Bullet Or Number list, choose "A, B, C, ...".
- Choose the OK button.
You can now apply Heading 1 to all paragraphs that are chapter
styles and Heading 7 to all paragraphs that are appendix titles.
Note: Heading styles are predefined with certain paragraph and
character formatting attributes. You may need to modify these styles using the Style
command on the Format menu to obtain the desired appearance.
To Insert Page Numbers That Correspond to Chapter and
Appendix Headings
To insert page numbers of the style "1-1",
"A-1" that work with these heading styles, perform the following steps:
- Make sure that the document contains a section break of some type
(usually Next Page) separating the main document area from the appendix area.
- Move the insertion point to the page containing the first chapter
title.
- From the Insert menu, choose Page Numbers.
- Choose the desired location for the page number using the options
provided in the Page Numbers window.
- Choose the Format button.
- Select the Include Chapter Numbers check box.
- In the Chapter Start With Style box, select Heading 1.
- Choose OK.
- Choose OK in the Page Numbers dialog box.
- Move the insertion point to the page that contains the first
appendix title.
- Repeat steps 3 through 6.
- In the Chapter Starts With Style box, select Heading 7.
- Choose OK.
- Choose OK in the Page Numbers dialog box.
To Build a Customized Table of Contents
To build a table of contents that includes both the chapters and
the appendixes and also uses the defined page numbering style:
1. Place the insertion point in the desired location for the
table of contents.
2. From the Insert menu, choose Index And Tables.
3. Select the Table Of Contents tab.
4. Choose the Options button.
5. In the TOC Level boxes, in the text box to the right of
Heading 7, type "1" (without the quotation marks). This will configure Word to
consider Heading 7 to be a level 1 entry in the table of contents.
6. Choose OK.
7. Choose OK in the Index And Tables dialog box.
REFERENCES
"Microsoft Word User's Guide," "Numbering
Headings," pages 157-158; "Numbering Pages," pages 243-247; "Tables of
Contents," pages 454-458
Microsoft Word for Windows (206) 635-7231
Using Section Breaks
To create a new section, click the Break command on
the Insert menu. In normal view, Word displays a double dotted line to indicate a section
break. The line is not printed. There are several types of section breaks to choose from.
The breaks and their purposes are described as follows.
Type Characteristics
Next Page Word breaks the page at the section break.
The new section starts on the next page.
Use this section break if you want to apply different
page numbers, headers and footers, orientation, vertical alignment, or paper size to the
sections in the document.
Continuous Word inserts a section break and begins the
new section on the same page. If the two sections have different settings for page size or
orientation, the new section begins a new page even if you select Continuous.
Use this section break if you want to have different
column formatting or margins on the same page. If there are multiple columns in the
previous section, Word balances the columns above the section break and then fills out the
page with the new section.
Odd Page Word begins the new section on the next
odd-numbered page.This section break is often used for chapters that begin on odd-numbered
pages.
NOTE: If the section break falls on an odd-numbered
page, Word leaves the intervening even-numbered page blank.
Even Page Similar to Odd Page, but Word begins the new
section on the next even-numbered page.
To Insert a Section Break
1. Click at the point where you want to start a new
section.
2. On the Insert menu, click Break.
3. Under Section Breaks, select the option that
describes where you want
the next section to begin.
4. Click OK.
To Delete a Section Break
1. On the View menu, click Normal.
The section break is represented by a double dotted
line with the words
"Section Break" in the center.
2. Select the section break, press the BACKSPACE or
DEL key on your
keyboard to remove the section break.
IMPORTANT!! When you delete a section break, you also
delete the section formatting for the text ABOVE it. That text becomes part of the section
that follows it, and it assumes the formatting of that section.
MORE INFORMATION
Helpful Hints
You can save a section break and the formatting it
contains as an AutoText entry for future use.
You can copy section formatting by copying the section
break in normal view. When you paste a section break into a new location, the text above
the section break takes on the formatting contained in the section break.
You can change the type of section break without
deleting the current section break by doing the following:
1. On the File menu, click Page Setup.
2. Click the Layout tab.
3. From the Section Start list, select the type of
section you want.
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