How do I set up a multi-page document?

[Jill]

I am trying to create a document that will have approximately 75 pages
not including the cover page. Each page is 5.5x 8.5 inches. I want to
print the pages to form a booklet that will be printed commercially.
So my problem is how to set up the pages so that I will be able to see
all the pages at one time, so that I can shift the text around.
Thanks,
~Jill

 

[Elliott Roper]

I am trying to create a document that will have approximately 75 pages
not including the cover page. Each page is 5.5x 8.5 inches. I want to
print the pages to form a booklet that will be printed commercially.
So my problem is how to set up the pages so that I will be able to see
all the pages at one time, so that I can shift the text around.

What CybetTaz says...

If you have the time and money, use InDesign CS from Adobé. (after
writing most of the copy in Word)

Another cheaper alternative is Pages in Apple's iWork suite. I have not
tried it yet, but I imagine it will be far easier to use but may lack
some features you require.

I strongly suggest that you confer with your printer/publisher early in
the production process. He will have definite views on how to achieve
the eventual imposition you require. Almost certainly, he will
refuse/charge extra if presented with a Word document. Almost
certainly, he will relish InDesign documents. Most base their business
round that or Quark Express, which is probably not as good for your
purpose and even more expensive.

You *can* do the job in Word, but it will be like herding cats.
If you can live with optically reduced type and your printer will
accept PDF, then, with aid of program like CheapImposter, you can get
the job out the door. Shifting copy from one page to the other and
'seeing' it all at one time is not part of Word's feature set however.
It positively frustrates any attempt to keep copy and pages sorted out.

 

[John McGhie [MVP - Word and Word Macintosh]]

Hi Jill:

As the others have pointed out, page layout is not a job Word is designed to
do. Word is a "word processor", which means it is designed to create the
raw copy. Word automatically flows text from page 1 to page last. "Pages"
are a foreign concept to Word: they do not exist in the file, it creates
them on the fly at output time.

A Page Layout programme, on the other hand, creates all 75 pages in the file
first, so you have somewhere into which to put your text.

However, assuming Word is what you have, and for cost reasons you are not
going to rush out and buy a page layout programme, then let's get started.

The first thing we need to know is how the commercial printer intends to
print your booklet. Chances are they're going to print it "two-up,
double-sided". We also need to know what size of Paper Stock they're going
to use. If you're in the US, this will probably be an Imperial size,
anywhere else it will be a metric size: whatever it is, we need to know it
now I'm guessing the printer will choose 9 x 12, but they may try to
get away with 8 1/2 x 11, which is more common.

Certainly you must know this before we go any further: 8 1/2 x 11 means no
trimming by the printer, saving you money, but it puts the acid on you and I
to ensure we do not have any elements of the page design too close to the
edge.

Each sheet will have page 1 and 4 side-by-side, and pages 2 and 3
side-by-side on the reverse. For this to work, your number of pages must be
evenly divisible by 4. So you can have 76 pages in your booklet, or 72
pages, or 80 pages. If you insist on 75 pages, you are going to need a
blank 76th page at the end.

So let's create a document and set its paper size using File>Page Setup.

Now we have to decide whether to use linked text boxes or a page impression
program. Daiya has an excellent article here discussing the pros and cons:
http://word.mvps.org/mac/bookletsfold.html

If you decide to use linked text boxes, get the information I mentioned
earlier about the impression layout and paper size and get back to us.
We'll tell you how to proceed from there.

Cheers

I am trying to create a document that will have approximately 75 pages
not including the cover page. Each page is 5.5x 8.5 inches. I want to
print the pages to form a booklet that will be printed commercially.
So my problem is how to set up the pages so that I will be able to see
all the pages at one time, so that I can shift the text around.
Thanks,
~Jill

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 (0) 4 1209 1410

 

[Jill]

Thanks to all three of you for the information and links. After
reviewing everything, and getting an idea of the possibilities within
the program, I am ready to go to the printer to see what they
require.Sorry, I forgot to mention that I will have this reproduced
commercially. It will be coil bound, so each page will be independent
from the others. I am going to visit the printer today to get the page
size, imposition information, etc. and then I will write again for
assistance if necessery.
Thanks,

 

[Jill]

John,
After speaking with the printer, I found out that they will be using
8.5 x 11" paper. The booklet will be printed 2-up, so that each page
will be 5.5 x 8.5. The printer requested that each page be printed with
same thing on each side. Then they will cut it in half and collate all
the pages together to make two exact and separate booklets.(Actually we
will be printing almost 300 total) They will be bound with a coil.

So, my thought is to get your advice on making the linked text boxes,
don't you think? I want each page to have the same margins and include
page numbers at the bottom. Any further advice on this would be
appreciated!! By the way, this is a membership directory, with names
and phone numbers on one side, and advertisements on the left side.
~Jill