Controlling Page and Section Breaks
by Microsoft Corporation
2007 Microsoft® Office System Inside Out
- 2007 Microsoft® Office System Inside Out
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
- A Note Regarding Supplemental Files
- Acknowledgments
- About the CD
- Conventions and Features Used in This Book
- 1. Introduction
- 1. Getting Started
- 1. Overview of the 2007 Microsoft Office System
- 2. The 2007 Office System User Interface: What’s Changed, What’s the Same
- 3. Managing Security and Privacy in the 2007 Office System
- 2. Collaboration Essentials
- 4. Collaborating and Sharing with Others
- Understanding and Using the 2007 Office System Collaboration Environments
- Creating and Using Shared Workspaces with Windows SharePoint Services
- Creating and Using Groove Workspaces
- Using Office OneNote 2007 as a Collaboration Tool
- 5. Organizing and Finding Information in Microsoft Office OneNote
- Organizing a OneNote Notebook
- Adding Notes and Information to a Notebook
- Adding and Working with Text Notes
- Tagging Types of Notes
- Printing to OneNote
- Embedding References to Files
- Using Office OneNote and Office Outlook Together
- Inserting Audio or Video Recordings
- Adding Information to a Notebook from the Web
- Capturing Information on Your Windows Mobile–Powered Device
- Inserting an Image in a Notebook
- Creating a Drawing in OneNote
- Creating and Working with Tables in OneNote
- Finding Your Information
- Using a Notebook on More Than One Computer
- Working as a Team with Office OneNote 2007
- 6. Working as a Team in a Microsoft Office Groove Workspace
- 7. Sharing and Communicating Using Microsoft Office Groove
- 4. Collaborating and Sharing with Others
- 3. Word
- 8. Mastering Page Setup and Pagination
- 9. Outlining Documents for Clarity and Structure
- Outlining Enhancements in Word 2007
- Creative Outlining with Word 2007
- Eleven Reasons to Outline Your Next Complex Document
- Viewing a Document in Outline View
- Creating a New Outline
- Choosing Outline Display
- Working with Headings in Outline View
- Displaying Outline and Print Layout View at the Same Time
- Changing Your Outline
- Printing Your Outline
- Using the Document Map vs. Using Outline View
- 10. Advanced Layout and Formatting
- Layout and Design Fundamentals
- Using Backgrounds and Watermarks
- Controlling Text Placement and Formatting with Text Boxes, Shapes, and Frames
- Creating Text Boxes
- Inserting Text into Text Boxes and Shapes
- Using Floating Frames for Comments, Footnotes, Tables, and Fields
- Formatting Text Boxes and AutoShapes
- Linking Text Boxes to Flow Text from One Text Box to Another
- Moving Between Linked Text Boxes
- Copying or Moving Linked Text Boxes
- Breaking Text Box Links
- Deleting Linked Text Boxes Without Losing Text
- Switching Between Text Boxes and Frames
- Configuring Word 2007 Layout Options
- Commanding Attention with Borders and Shading
- Adding a Simple Border
- Creating Enhanced Borders
- Creating Partial Borders
- Using a Page Border
- Adding Borders to Document Sections and Paragraphs
- Adjusting Border Spacing
- Inserting Graphical Horizontal Lines
- Adding Borders to Pictures
- Adding Table Borders
- Applying Shading Behind Content
- 11. Revising Documents Using Markup Tools
- Benefits of an Organized Revision Process
- Familiarizing Yourself with Markup Tools
- Using the Highlight Tool
- Adding and Managing Comments Effectively
- Configuring Reviewers’ User Names
- Configuring Colors Associated with Reviewers
- Allowing Reviewers to Use Only the Comments Feature
- Inserting Standard Comments
- Configuring Comment Balloon and Reviewing Pane Options
- Reviewing Comments
- Deleting Comments
- Printing Comments
- Saving a Document with Comments as a Web Page
- Tracking Changes
- Comparing and Combining Documents
- 4. Excel
- 12. How to Work a Worksheet and a Workbook
- Moving Around Regions
- Understanding Selection
- Techniques for Entering Data
- Managing Worksheets
- Viewing Worksheets
- Protecting Worksheets
- Managing Multiple Workbooks
- Opening Multiple Windows for the Same Workbook
- Hiding and Protecting Workbooks
- 13. Building Formulas
- Formula Fundamentals
- Understanding the Precedence of Operators
- Using Cell References in Formulas
- Editing Formulas
- Understanding Error Values
- Using Functions: A Preview
- Working with Formulas
- Naming Cells and Cell Ranges
- Using Names in Formulas
- Defining and Managing Names
- Editing Names
- Workbook-Wide vs. Worksheet-Only Names
- Creating Names Semiautomatically
- Naming Constants and Formulas
- Creating Three-Dimensional Names
- Using Names in Formulas
- Creating a List of Names
- Replacing References with Names
- Using Go To with Names
- Getting Explicit About Intersections
- Creating Three-Dimensional Formulas
- Formula-Bar Formatting
- Using Structured References
- Naming Cells and Cell Ranges
- Worksheet Calculation
- Using Arrays
- Linking Workbooks
- Creating Conditional Tests
- Formula Fundamentals
- 14. Using Functions
- Using the Built-In Function Reference in Excel
- Exploring the Syntax of Functions
- Inserting Functions
- Understanding Mathematical Functions
- Understanding Text Functions
- Understanding Logical Functions
- Understanding Information Functions
- Understanding Lookup and Reference Functions
- 15. Analyzing Data with PivotTable Reports
- Introducing PivotTables
- Creating a PivotTable
- Rearranging PivotTable Fields
- Refreshing a PivotTable
- Changing the Numeric Format of PivotTable Data
- Choosing Report Layout Options
- Formatting a PivotTable
- Displaying Totals and Subtotals
- Sorting PivotTable Fields
- Filtering PivotTable Fields
- Changing PivotTable Calculations
- Grouping and Ungrouping Data
- Displaying the Details Behind a Data Value
- Creating PivotCharts
- 12. How to Work a Worksheet and a Workbook
- 5. PowerPoint
- 16. Introduction to PowerPoint 2007
- 17. Working with Text
- 18. Working with Objects, Diagrams, and Charts in PowerPoint 2007
- 19. Collaborating and Sharing
- 20. Working with External Data in PowerPoint 2007
- 21. Setting Up and Presenting a Slide Show
- 6. Outlook
- 22. Introducing Outlook 2007
- 23. Finding and Organizing Messages
- 24. Securing Your System, Messages, and Identity
- Configuring HTML Message Handling
- Protecting Messages with Digital Signatures
- Signing Messages
- Understanding S/MIME and Clear-Text Options
- Adding Your Digital Signature
- Setting Global Security Options
- Creating and Using Security Profiles
- Reading Signed Messages
- Changing Certificate Trust Relationships
- Configuring CA Trust
- Configuring CA Trust for Multiple Computers
- Viewing and Validating a Digital Signature
- Encrypting Messages
- Protecting Data with Information Rights Management
- 25. Collaboration with Outlook and Windows SharePoint Services
- Understanding Windows SharePoint Services Collaboration
- Setting Up Alerts
- Working with Shared Documents
- Working with Shared Contacts
- Linking a Team Calendar to Outlook
- Configuring Alerts in Outlook
- Using Outlook to Work with SharePoint Libraries and Files
- Connecting a SharePoint Library to Outlook
- Downloading Files from a SharePoint Library to Outlook
- Opening Files from a SharePoint Site in Outlook
- Editing Files from a SharePoint Site in Outlook
- Removing SharePoint Files in Outlook
- Removing SharePoint Folders in Outlook
- Using E-Mail to Add a File to a SharePoint Library
- 7. Access
- 26. Exploring the New Look of Access 2007
- Opening Access for the First Time
- Getting Started—A New Look for Access
- Understanding Content Security
- Understanding the New Ribbon Feature
- Understanding the New Navigation Pane
- Using the Single-Document vs. Multiple-Document Interface
- Modifying Global Settings via the Access Options Dialog Box
- 27. Creating Your Database and Tables
- Creating a New Database
- Creating Your First Simple Table by Entering Data
- Creating a Table Using a Table Template
- Creating a Table in Design View
- Defining Fields
- Defining a Primary Key
- Defining a Table Validation Rule
- Understanding Other Table Properties
- Defining Relationships
- Adding Indexes
- Setting Table Design Options
- Creating a Default Template for New Databases
- Printing a Table Definition
- Database Limitations
- 28. Creating and Working with Simple Queries
- Selecting Data from a Single Table
- Testing Validation Rule Changes
- Working in Query Datasheet View
- Moving Around and Using Keyboard Shortcuts
- Working with Subdatasheets
- Changing Data
- Working with Hyperlinks
- Sorting and Searching for Data
- Sorting Data
- Searching For and Filtering Data
- Using Find
- Filtering by Selection
- Using the Filter Window
- Using Filter By Form
- 29. Building a Form
- Forms and Object-Oriented Programming
- Starting from Scratch—A Simple Input Form
- Working with Quick Create Commands and the Form Wizard
- Simplifying Data Input with a Form
- 30. Constructing a Report
- 8. Microsoft Office Programming Primer
- 31. VBA Primer
- When and Why to Use VBA
- Introduction to the VBA Language and Code Structure
- Understanding and Using the Visual Basic Editor
- Writing, Editing, and Sharing Simple Macros
- Creating Modules and Starting Procedures
- Objects, Properties, and Methods
- Object Models
- Using Auto Lists
- Variables
- Constants
- Collection Objects
- Grouping Statements
- Loops
- Conditional Structures
- Operators
- Message Boxes and Input Boxes
- Running One Macro from Another
- Setting Macros to Conditionally Stop Executing Commands
- Running Macros and Compiling Projects
- Understanding Errors
- Creating Error Handlers
- Getting Help
- Saving and Sharing Macros
- Using VBA to Save Time on Document Production and Troubleshooting
- Introduction to Using Events
- Creating UserForms (Dialog Boxes)
- Next Steps for Working with Automation in Microsoft Office
- 32. Office Open XML Essentials
- Chapter Assumptions
- XML Basics for Reading Your Documents
- Getting to Know the Office Open XML Formats
- Editing and Managing Documents Through XML
- Customizing the Ribbon
- Binding Data to Content Controls
- Next Steps for Working with the Office Open XML Formats
- 31. VBA Primer
- A. Appendix: Installing and Configuring the 2007 Office System
- B. Index to Troubleshooting Topics
- C. About the Authors
- D. Choose the Right Book for You
- Index
- About the Author
- SPECIAL OFFER: Upgrade this ebook with O’Reilly
- 26. Exploring the New Look of Access 2007
If you’ve created any lengthy documents, you know that Word automatically adds page breaks at appropriate points to indicate page divisions and show you how printed pages will appear. Some Word features automatically add sections breaks for you when you insert particular elements, such as Cover Page Building Blocks. In Print Layout and Full Screen Reading views, an automatic page break looks like a space between pages—you can see where one page ends and another begins. In Draft view, page breaks appear as dotted lines. Often, situations arise when you want to add page breaks manually. In Word, you can easily add manual breaks to control pages, sections, and columns.
Note
If you see a solid line instead of the white space allocated to the page margins in Print Layout view, place your mouse pointer on the solid line and double-click the left mouse button to show the white space. You can also set the Show White Space Between Pages In Print Layout View option, which you can find in the Display category in the Word Options dialog box.
In some cases, you might want to add your own page break to control where content is positioned on the page. For example, you might want to insert a manual page break in the following instances:
To create a page containing minimal information, such as a cover page or acknowledgments page
To prevent a paragraph from being divided across two pages
To ensure that a figure or table and its caption appear on the same page
To begin a new section with a heading at the top of a page
To end a section when you don’t want anything else printed on the current page
To create a manual page break, place the insertion point where you want to insert the break and then do one of the following:
Click Breaks in the Page Setup group on the Page Layout tab, and then select Page in the Breaks gallery. (See Figure 8-6.)
On the Insert tab, click Page Break in the Pages group
Press Ctrl+Enter
Page setup options are applied to a section of a document as opposed to the pages themselves. By default, new documents based on your Normal template contain a single section. If your document requires a change to the page layout, such as varying page margins, orientation, or headers and footers (other than a different first page or a different header or footer for odd and even pages), you need to create additional sections in order to apply these changes.
Note
You can also use styles or text boxes to handle many formatting situations, instead of adding sections within your pages. For more information about text boxes, see Chapter 10. For more information about styles, see the Word 2007 online help.
The Breaks gallery, shown in Figure 8-6, provides a much needed visual improvement to the process of creating and modifying section breaks (a task that was often difficult to get right in earlier versions of Word). Now you can clearly see the type of break you want to use before you "experiment" with a dialog box option.
Note
To view the section number in the new, customizable status bar, right-click the status bar and then click Section.
To use the Breaks gallery to add a section break, position your cursor where you want to begin a new section and then choose an option in the Breaks gallery. The Breaks gallery includes the following section break options.
Next Page | Ends the current page and starts a new section. |
Continuous | Begins the new section at the insertion point. |
Even Page | Ends the current page and starts a new section. The new page will always print on an even page. |
Odd Page | Ends the current page and starts a new section. The new page will always print on an odd page. |
Note
To change page layout settings and insert a section break at the same time, place your insertion point at the location where you want to apply the new settings, or select the portion of the document that will contain the settings, and display the Page Setup dialog box. From the Apply To list at the bottom of any tab in the dialog box, select This Point Forward or Selected Text, respectively. After you make your modifications and click OK, section breaks will be inserted into your document as needed and your page layout settings will be applied to that section.
When you add a text wrapping break, Word forces a text break for layout reasons without starting a new paragraph. For instance, you might want to break text at a particular position so that the text appears before and after an inline table, graphic, or object, or you might want to present lines of poetry without applying the document’s paragraph style (including paragraph spacing) to each line of text. The Text Wrapping break option is similar to inserting a manual line break in your document, which you can add by pressing Shift+Enter. Frequently, text wrapping breaks are used to separate text from Web page objects or other text and are the equivalent of inserting a <br /> tag in XHTML code.
Troubleshooting: My document includes unwanted breaks
You finish your document and print a draft or you open a document for editing or review that was created by another individual. What’s this? The document is breaking at odd places or including unwanted blank pages?
The underlying problem is that no two printers are the same, and each paginates a document differently. A document that looks perfectly fine on one computer might not look the same if you view it on another or if you print the document using a printer other than the one you normally use. The primary issue is that manual page breaks were used in an effort to control document pagination, such as inserting a manual page break to keep paragraphs together on the same page or to keep a table or figure together with its caption. If you’ve ever used this method, chances are you’ve had an ongoing battle of deleting and reinserting manual page breaks. Instead of using manual page breaks, use pagination formatting instead. Pagination formatting allows you to keep paragraphs together on the same page or keep all lines of a paragraph on the same page. By using pagination formatting, you turn the hassle of continuously deleting and reinserting manual page breaks over to Word.
To resolve this problem, first locate and delete the unwanted manual page or section breaks. You may need to display formatting marks to see where these breaks are located. To do so, on the Home tab, in the Paragraph group, click Show/Hide (the button with the paragraph symbol).
Place your insertion point in the paragraph that needs to be formatted with a pagination option. On either the Page Layout tab or the Home tab, in the Paragraph group, click the Dialog Box Launcher to open the Paragraph dialog box. On the Line And Page Breaks tab, use the Keep Lines Together option to keep all lines of a paragraph on the same page and use the Keep With Next option to force a paragraph to stay on the same page as the following paragraph.
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