How to create a New Text Style

Step 1:

Using the desired Font, Sizing, Text Format and Paragraph Spacing create Text (“Section 00101”). This will be the text used to create the new Text Style.

“Section 00101” is the text used in this

document to create the New Text Style

Note: The Section Number, “Section

00101” uses;

Arial Font, Size: 16, and

Step 2: Highlight you Text (“Section 00101”) with the cursor.

Highlight “Section 00101”

Step 3: Right click on the text > Select “Styles” > Select “Save Selection as a New Quick Style”

Right Click

Click: “Styles”

Click: “Save Selection as New Quick Style…”

Step 4: Name the New Style > then click “OK” Note: For this document we are just calling the New Formatting Style “Style 1” If you are going to use this style for Contract Document Header, you may want name this Style: “Selection” as that is the style name witch the other how to documents will reference.

Step 5: After clicking “OK” this should create a new style that can be found in the “Styles” Ribbon. In this step just confirm that it created the text style you created.

The Style Tool Bar

The New Text Style: “Style 1”

How to create a Page Break

Adding a Page Break

Step 1: Turning on the Page Break Symbol

In order to view any formatting symbols Show/Hide must be turned on. This can be turned on by clicking on (Show/Hide Symbol) in the Paragraph Section of the Home Ribbon, or you may press: (Ctrl+Shift+*)

To view formatting symbols press:

Show/Hide Symbol or (Ctrl+Shift+*)

Step 2: Place your cursor in the desired location of a Page Break

Place your cursor in

the desired location

Step 3: Click Page Layout Ribbion > then click the drop down arrow for Breaks > finally click Page under Page Breaks

Page Layout > Breaks > Page

Step 4: Once complete you can then turn off the formatting and paragraph symbols by clicking on (Show/Hide Symbol), or you may press: (Ctrl+Shift+*)

To stop viewing formatting symbols press:

Show/Hide Symbol or (Ctrl+Shift+*)

How to Create a Section Header A Section Header is the Text in the Document Header the gives the Section Number and Total Number of Pages.

Section Header

Section Number

Note: If you are using the City of Dubuque Contract Documents, the document should already contain the Text Style, titled, “Section”. This style will be used to create the Section Header, if your document contains this style continue with Step 2. If the document does not have the Text Style, titled, “Section”. Please follow, the how to

document titled, “How to Create a New Text Style”. Once your text style is created then

proceed with Step 2.

Step 1:

Using the Text Style titled, “Section” add a Section Number to the beginning of the Section which has been created.

Style: “Section” Home Ribbon Styles Tool Bar Section Number

Step 2:

Place the Cursor in the document Header Then click “Insert” Tab > Click on “Quick Parts” Icon in the Text Tool Bar, in the drop down menu click the “Field” drop down option

Place Cursor in Document Header

Click “Quick Parts”

Insert Tab Text Tool Bar Click “Field…”

Step 3:

The “Field” menu options will pop up. Select the following options: Categories: “(All)” Field names: “StyleRef” Style Name: Select the Text Style you wish to reference. In the Contract Documents this Style will be titled: “Section”

Then click “OK”

The Field Menu The Style you wish to Reference

“(All)”

“StyleRef” Click “OK”

Step 4:

After clicking “OK” confirm that it is referencing your Section Title

Section Title and Header

match

Step 5:

With the Cursor in the document Header Then click “Insert” Tab > Click on “Page Number” Icon in the Header and Footer Tool Bar, in the drop down menu click the option that most resembles this format:

For Each Section the Total Pages of that Section has to be manually typed in.

Insert Tab Click: “Page Number” How to create or Insert a New Section

Section Breaks

Note: A new Section is required when a new Division is to be added to the Contract Documents. It is also required after a Blank Page. To create Blank Page within the Contract Documents you may follow the set of Instruction on How to Insert a “Page Intentionally Left Blank” Page.

At the end of every Section and “Page Intentionally Left Blank” a Section Break is required.

Step 1:

Turning on the Section Break Symbol

In order to view formatting symbols Show/Hide must be turned on. This can be turned on by clicking on (Show/Hide Symbol) in the Paragraph Section of the Home Ribbon, or you may press: (Ctrl+Shift+*)

To view formatting symbols press: Home Ribbon Show/Hide Symbol or (Ctrl+Shift+*)

Step 2:

Place your cursor in the desired location of a Section Break

Place your cursor in the desired location

Step 3:

Click Page Layout Ribbon > then click the drop down arrow for Breaks > finally click Next Page in Section Breaks

Breaks

Page Layout

Section Breaks - Next Page

Step 4:

Once complete you can then turn off the formatting and paragraph by clicking on (Show/Hide Symbol), or you may press: (Ctrl+Shift+*)

To stop viewing formatting symbols press: Home Ribbon Show/Hide Symbol or (Ctrl+Shift+*)

How to Insert a Blank Page

Page Intentionally Left Blank

Note: Blank Pages are to follow every Section that does not end on an even numbered page. Doing this allows the beginning of every new

Section to start on the right hand side of the

spec book when the document is printed

double sided.

Step 1:

Turning on the section break and formatting symbols

In order to view any formatting symbols the Show/Hide button must be turned on. • Show/Hide button can be turned on by clicking on (Show/Hide Symbol) in the Paragraph Section of the Home Ribbon, - or - • You may press: (Ctrl+Shift+*)

Section Break Symbol

Show/Hide Button

To view formatting symbols click: Show/Hide Button - or - (Ctrl+Shift+*)

Step 2:

• Place your cursor at the very end of a Section requiring an Intentional Blank Page to be inserted.

Place your cursor in the desired location, which is at the very end of a Section.

Step 3:

• Click Page Layout Ribbon, then click the drop down arrow for Breaks, then click Next Page in Section Breaks

Page Layout

Page Layout > Breaks > Next Page

Step 5:

Add the following text to the new page: Press Enter, Enter, Enter, Enter, and type “[Page Intentionally Left Blank]”.

5. (Enter) (Enter) (Enter) (Enter) [Page Intentionally Left Blank Page]

Step 6:

Add an additional Section Break after the text that reads, “[Page Intentionally Left Blank]”. (See: Step 3.)

Add a Section

Step 7: First select the newly added text, then click Bold , select Arial Font, size 16 and Center Justification in the Home Ribbon.

Home Ribbon

Bold Selected Text Arial Font 16

Center Justification

Step 8:

Once complete you can then turn off the formatting and paragraph symbology by clicking on (Show/Hide Symbol) in the Home Ribbon, or you may press: (Ctrl+Shift+*)

To stop viewing formatting symbols click: Home Ribbon Show/Hide Symbol or (Ctrl+Shift+*)

Step 9:

If the Section Header appears in your document it can be removed by clicking on the header and following the remaining steps if the Section Header does not appear on your blank page the remaining steps can be ignored.

Section Header

Step 10:

Click in the Header and in the Design Ribbon click the Link to Previous Button

Design Ribbon

Click on the Link to Previous button

Step 11:

Highlight the Section Header and click Delete on your key board. Your Blank Page is now complete.

Highlight and click Delete