Paginating a Multi-Sectioned Document: Key Points

Benedda Konvicka 1

If you have ever tried to change the page numbering system or remove an unwanted page number on your cover, you know that MS Word will apparently do everything possible to thwart your efforts. Microsoft Word is not possessed. It may make the uninitiated FEEL like it is possessed, but all you need to know is the secret “uh-handshake.” Before you insert your page numbers, first make this one magic move:

You must click in the headers and footer of EACK SEPERATE section of your document looking for the words “Same as Previous.” PHYSICALLY DISCONNECT THIS LINK.

Be sure you understand these points: 1. The difference in a page break and a section break 2. How to disconnect headers and footers between sections

For this lesson, we are going to make these assumptions: 1. You already have a document with body/back matter 2. You have already created pages for your Cover, for you Table of Contents, for your List of Figures, and for your Executive Summary. 3. You have separated your Cover from your Front Matter by using a Section Break > Next Page. 4. You have separated your three Front Matter pages ONLY with page breaks. 5. And you have separated your Front Matter from your Body/Back Matter by using a Section Break > Next Page.

Now, the task that faces you is that you need to achieve these results: 1. You want your Cover to have no page number at all. It is not part of your document. 2. You want to use lower-case Roman numerals, centered at the bottom of the page in your three Front Matter pages. 3. You want your page number in a header in the top of your Body/Back Matter. 4. You what your Front Matter page numbers to be I, ii, and iii 5. You want the first page of the body of your document to begin with page number

The steps on the following page will help you achieve these results. Benedda Konvicka 2

In changing page numbering systems and page numbering systems between sections of a multi- sectioned document, there are two key points to remember

Key Points to Remember in Changing Page Number Systems and Placement:

1. Understanding Breaks Figure 1 will help remind you where page and section breaks would fall in a multi- sectioned document to be book formatted. This figure displays six pages: a Cover; three pages of Front Matter (a Table of Contents, a List of Figures, and an Executive Summary); and then two pages of Body/Back Matter shown. (See Fiureg 1)

Title on Cover Section Break TOC LOI separating cover from front matter Page Break Page Break

Figure 1: Breaks Ex Summary

Section Break

At end of document, insert a page break for any or all back matter pages. Benedda Konvicka 3

2. Disconnecting the Hidden Links between Headers/Footers

Three Key Points to Remember in Changing Page Number System and Placement:

2.1 Same as Previous First, never forget that you must turn off the “Same as Previous” function in every header and each footer of every section. Just do it. If you fail to do this, MS Word’s display of inserting page numbers will viciously let you think that all is well. (See Figure 2)

Figure 2: Same as Previous

2.2 Header & Footer Tab When you are working in your Header/Footer area of your document, a context sensitive tab will appear on your ribbon. (See Figure 3)

Figure 3: Context-Sensitive Header & Footer Tab

Benedda Konvicka 4

2.3 Formatting Page Numbers On this Header & Footer tab, use Header & Footer group, Page Number tool to format your page number system. (See Figure 4)

Format Page Numbers

Figure 4: Format Page Number Location

2.4 “Start at” Is Not Really Start At

When you are inserting page numbers, Microsoft Word will give you a display that makes it seem that you can begin a new numbering system.(See Figure 5)

Figure 5: Evil "Start at"

However, unless you have TURNED OFF “Same as Previous,” this will never work. If you have, within each header and footer, manually unlinked each section, this works like a charm. Be ready to amaze your friends and dazzle your employer.

Benedda Konvicka 5

Design Tab— Visible when you are in 2.5 Deslect “Different First Page” the page header/ footer

Turn off to “Different First Page””

Figure 6: Final Important Function Locations

Where to turn off “Link to Previous” Finally, there is one option that MS Word offers that works great for documents with memo headers, or with letters—with any document that will not have a number on its first page. However, if you have not checked to be CERTAIN that this “Different First Page” option is turned off, you will either have a page number ONLY on your first page or no page number on your first page—neither of which is what we’re going for here. (See Figure 6)