Working with Multiple Pages


When a document is more than one page long, you will usually want to add page numbers for clarity, and if a document is more than a couple of pages long, you might want to insert headers or footers as well. The document you have been creating in this chapter is just two pages long, so for demonstration purposes, let s add another page so that you can experiment with the elements you might need to add to a longer document.

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Keeping lines together

You can keep lines or paragraphs together on the same page by using the Keep lines together or Keep with next options in the Paragraph dialog box. Select the lines or click the paragraph, click Paragraph on the Format menu, and on the Line and Page Breaks tab, select the appropriate check box, and click OK. Sometimes longer documents can produce orphans (the first line of a paragraph printed by itself at the bottom of a page) or widows (the last line of a paragraph printed by itself at the top of a page). By default, Word controls orphans and widows to prevent this from happening. You can turn this feature off or on by deselecting or selecting the Widow/Orphan control check box on the Line and Page Breaks tab of the Paragraph dialog box.

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Inserting a Page Break

When you work on a longer document, Word automatically inserts page breaks as you fill up the pages. Because Word has no way of assessing the actual content of the document, these page breaks can occur in awkward places, and you occasionally might want to insert page breaks manually. Follow these steps to see how:

  1. Press Ctrl+End to move to the end of the document, and click Break on the Insert menu.

    Word displays this dialog box:

  2. Accept the default Page break option by clicking OK .

    You can also insert a page break by pressing Ctrl+Enter.

    Word inserts a page break at the end of the flyer, which as you can see in the status bar, now has three pages.

Adding a Header or Footer

It is customary to add a header or footer to documents that are longer than one page. Headers are printed in the top margin of the page, and footers are printed in the bottom margin. With Word, you have many header and footer options. For example, you can create identical headers and footers for every page, a different header and footer for the first page and the following pages, different headers and footers for left (even) pages and right (odd) pages, or different headers and footers for each section of a document.

Your flyer is currently three pages long, so we ll show you how to add a header to all the pages of the flyer except the first. Follow these steps:

  1. Press Ctrl+Home to move to the top of the flyer.

  2. On the View menu, click Header and Footer .

    Word dims the text of the document, outlines the space in which the header will appear with a dotted box, and displays the floating Header and Footer toolbar, as shown in this graphic:

    click to expand
  3. On the Header and Footer toolbar, click the Page Setup button.

    Word displays the Layout tab of the Page Setup dialog box, shown in this graphic:

    click to expand
  4. In the Headers and footers area, select the Different first page check box, and click OK .

    Word changes the header designation to read First Page Header - Section 1 .

  5. You re going to leave the first page header blank, so click the Show Next button on the Header and Footer toolbar to move to the next page, which begins Section 2.

  6. Click the Same as Previous button to toggle it off.

    When this button is turned on, Word repeats the previous header for the current section, but you want this header to be different from the first one.

  7. Type Redmond Business Environmental Action Team as the second page header, press the Tab key twice to move to the right margin, and type Page and a space.

  8. On the Header and Footer toolbar, click the Insert Page Number button.

  9. Select the entire header including the page number, click the Bold and Underline buttons , change the font size to 10 , and press Home .

    The header now looks like the one shown in this graphic:

    click to expand
  10. Click the Show Next button.

    Word displays the blank last page, which starts a new section. Because the Same as Previous button is toggled on, Word applies the header from the second section to this section as well.

  11. On the Header and Footer toolbar, click the Close button to return to Print Layout view.

  12. You want to check how your flyer looks, so preview the document by clicking the Print Preview button.

  13. Click the Multiple Pages button on the Print Preview toolbar.

  14. A drop-down list of pages appears.

  15. Point to the first page in the top row, hold down the mouse button, drag through the center page, and then release the mouse button.

  16. Word displays the first two pages of your document side by side, as shown in the following graphic:

    click to expand
  17. Press the Page Down key to see the blank third page, and then when you re satisfied that the flyer looks OK, click the Close button on the Print Preview toolbar.

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More about page numbers

If you simply want to print the page number on each page of your document, you don t have to create a header or footer. You can have Word perform this chore for you. On the Insert menu, click Page Numbers, and in the Page Numbers dialog box, specify whether the numbers should appear at the top or bottom of the page, how they should be aligned, and if a number should appear on the first page. When you click OK, Word inserts page numbers in the document s header or footer. Whether you add page numbers this way or by clicking the Insert Page Number button on the Header and Footer toolbar, you can format them by clicking the Format button in the Page Numbers dialog box or clicking the Format Page Number button on the Header and Footer toolbar. You can select from six numbering schemes: Arabic numerals (1, 2, 3), Arabic numerals with dashes (- 1 -, - 2 -, - 3 -), lowercase or uppercase letters (a, b, c or A, B, C), and lowercase or uppercase Roman numerals (i, ii, iii or I, II, III). You can also specify whether to include chapter numbers, and you can select a starting number.

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Online Traning Solutions - Quick Course in Microsoft Office XP
Online Traning Solutions - Quick Course in Microsoft Office XP
ISBN: N/A
EAN: N/A
Year: 2003
Pages: 116

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