Templates- setting up master headers and footers

[Daiya Mitchell]

See also:
http://home.earthlink.net/~wordfaqs/HeaderFooter.htm

Now use Insert>Page Number from the Header/Footer toolbar that appears.

Note *from the h/f toolbar." Click on the #, do not use the main menu.

DM

 

[mack]

Thank you, John, and Daiya.Imay have to re-do as I have a cold and
clammy feeling that tells me i did page numbers from the main menu.

 

[Bill Weylock]

I did page numbers within your footers.

Both your headers and footers have been redone

Thank you, John, and Daiya.Imay have to re-do as I have a cold and
clammy feeling that tells me i did page numbers from the main menu.

Panther 10.3.6
Office 2004
Windows XP Pro SP2
Office 2003

 

[Bill Weylock]

Avoid going backwards.

Advice people offered a day ago or even 12 hours ago may no longer be
relevant.

Or it may be.

Just do not go changing things unless John tells you to after seeing your
document or unless I tell you to.

Now that it¹s reformatted, try to keep from tinkering.


Best,


- Bill

Thank you, John, and Daiya.Imay have to re-do as I have a cold and
clammy feeling that tells me i did page numbers from the main menu.

Panther 10.3.6
Office 2004
Windows XP Pro SP2
Office 2003

 

[mack]

Okay, thanks to Bill Weylock for saving my bacon yet again!

 

[mack]

How did you know I was just about to put section breaks in to begin
each new chapter? OK, I promise I won't do anything until I hear from
John

 

[John McGhie]

If you did, you can discover that by opening the document and NOT going into
the Header Footer view. Try to select the page number. If you can, they're
in the document, not the footer. If you can't select the page number, it's
in the footer. To fix it if it is wrong, just delete them then put them in
properly.

It does not matter which menu you use to insert them, what is critical is
that the insertion point is in the Footer before you do so. If it is, the
{PAGE} field drops into the footer and becomes part of the header/footer
structure. If not, the field is inserted in a floating textbox that makes
it very difficult to control in a large document.

I DO wish the Help would explain that properly: it's the source of most of
the page numbering disasters we get here.

The default method is designed for weeny documents that don't HAVE a
header/footer structure to put the number in. Perhaps easier for newbies to
understand and use, but creates vexatious problems in long documents, so
pros almost always create a footer, even if the page number is the only
thing in it.

Cheers

Thank you, John, and Daiya.Imay have to re-do as I have a cold and
clammy feeling that tells me i did page numbers from the main menu.

--

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

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410

 

[John McGhie]

He knew that because we're getting used to the way you work

If that document contains ANY section breaks at all by the time you are
finished, I shall personally insert each one in a place you certainly would
not be describing in your books.

This procedure has been known to lead to physical discomfort in persons who
remain alive during the process. But there's a way to fix that

Seriously: You do not need section breaks if you are using StyleRef unless
you are using varying paper formats, and you're not! You do not need to add
any section breaks for that document.

For the curious: Every Word document contains a Master Section Break, which
is hidden at the bottom of the document below the last paragraph mark. It's
a required part of the document structure: Word inserts it automatically to
store all of the formatting and a lot of other things such as the headers
and footers.

A better way of saying that would be "A document *is* a section break, and
the structure always exists, whether the document yet contains any text or
not".

We encourage people not to use more section breaks than they need, because
each one is a large container of complex properties. Adding one is
equivalent to adding another document within the first. It makes Word work
harder. In teams of professional authors, section breaks are safe enough.
But unless you are skilled in their use, it's best to avoid them if you can:
your documents will be easier to manage and more reliable.

Mack, you can sit down now, and don't have any more of those naughty
thoughts please...

Hope this helps

How did you know I was just about to put section breaks in to begin
each new chapter? OK, I promise I won't do anything until I hear from
John

--

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

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410

 

[mack]

So obviously 'page breaks', when I want to shuffle text around e.g.to
get the tail-end of a 'chapter 1' into the beginning of 'chapter 2',
where it should be. (and if you think I feel dumb asking this question,
you're right-but not as dumb as I'd feel if the answer was 'NO!!!!!'
and I'd already gone ahead and done it- I will be editing on copies, by
the way)

 

[Daiya Mitchell]

I'm sorry. Mack, what is your question here? I'm confused.

To shuffle text around, use cut and paste.

I think your life would be easier if you had chapter titles (e.g. Chapter
One) in the text, for why, see also:

http://www.shaunakelly.com/word/numbering/UseBuiltInHeadingStyles.html

http://www.mvps.org/word/FAQs/Formatting/UsingOLView.htm
(hit refresh a few times in Safari, or use a different browser)

And here's some more good info on long doc formatting in Word:
http://home.earthlink.net/~wordfaqs/HeaderFooter.htm

http://word.mvps.org/FAQs/Formatting/NumberingFrontMatter.htm
(hit refresh a few times in Safari, or use a different browser)

Editing on copies is always a good idea--I generally do a Save
As...filename#5 if I am doing anything more than fixing typos.

I offer the links because you are clearly interested in learning, and they
do a very good job of explaining some aspects of how Word works.

Daiya

PS. The section breaks in Mack's doc were my fault, I think...mea culpa.

 

[John McGhie]

Hi Daiya:

If he's using my version of his document, and he has completed entering the
headings the way I told him, then he does have Chapter Headings in the
document.

If he's using Bill's version of the document, then he "may not" yet have
Chapter headings in the text.

Either way, I think what he wants is to get his chapters starting on a
right-hand page. In which case, this is the solution he wants:
http://www.word.mvps.org/faqs/tblsfldsfms/InsEvnPgEndChap.htm

But I "hesitate" to recommend this one to him. It may save us all a lot of
grief if Mack decides to use page breaks inserted manually.

Mack, if you decide to use the automatic method, you need to read every word
in that article: every character in that article is significant. If you
vary it, by as much as one space (yes, a space is a character) it won't
work.. At all. Computers are like that...

Cheers

I'm sorry. Mack, what is your question here? I'm confused.

To shuffle text around, use cut and paste.

I think your life would be easier if you had chapter titles (e.g. Chapter
One) in the text, for why, see also:

http://www.shaunakelly.com/word/numbering/UseBuiltInHeadingStyles.html

http://www.mvps.org/word/FAQs/Formatting/UsingOLView.htm
(hit refresh a few times in Safari, or use a different browser)

And here's some more good info on long doc formatting in Word:
http://home.earthlink.net/~wordfaqs/HeaderFooter.htm

http://word.mvps.org/FAQs/Formatting/NumberingFrontMatter.htm
(hit refresh a few times in Safari, or use a different browser)

Editing on copies is always a good idea--I generally do a Save
As...filename#5 if I am doing anything more than fixing typos.

I offer the links because you are clearly interested in learning, and they
do a very good job of explaining some aspects of how Word works.

Daiya

PS. The section breaks in Mack's doc were my fault, I think...mea culpa.

--

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

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410

 

[Bill Weylock]

John -


Despite the obvious sleep-deprived minor snit about your not using my stuff
(which I totally understand and would have done myself), I am almost sorry I
inserted myself into this. I had no idea you were going to do as much as you
did, so I figured getting his thing into shape would be a plus. I say
³almost² because it was fun.

Now, in addition to Matt¹s hyperkinetic and somewhat spasmodic efforts, we
have the interesting dilemma of whose model he is following (in his
fashion).

I hope he can and will use yours because it gives him exactly what he needs
in every respect. He seems like a nice guy, and the book is appealing if a
little hard to grasp. Hope he can work this all out.

By the way, after a bit more thought, I¹m going to grab your header template
for my future work. It¹s great stuff, and it makes me realize that my
expertise in Word to some degree amounts to a firm grip on the past.

Nifty stuff. Thanks a lot.


Best,


- Bill

Hi Daiya:

If he's using my version of his document, and he has completed entering the
headings the way I told him, then he does have Chapter Headings in the
document.

If he's using Bill's version of the document, then he "may not" yet have
Chapter headings in the text.

Either way, I think what he wants is to get his chapters starting on a
right-hand page. In which case, this is the solution he wants:
http://www.word.mvps.org/faqs/tblsfldsfms/InsEvnPgEndChap.htm

But I "hesitate" to recommend this one to him. It may save us all a lot of
grief if Mack decides to use page breaks inserted manually.

Mack, if you decide to use the automatic method, you need to read every word
in that article: every character in that article is significant. If you
vary it, by as much as one space (yes, a space is a character) it won't
work.. At all. Computers are like that...

Cheers

Panther 10.3.6
Office 2004
Windows XP Pro SP2
Office 2003

 

[John McGhie]

Hi Bill:

I think you are being to generous (in fact, I know you are...)

I am sorry I slung off at Mack, he had a problem that was really obscure and
very few people on this planet would have solved it, let alone someone who
is, as he readily admits, a beginning user of Word.

Even if he *is* hyperkinetic

Truth be, EITHER of our methods of constructing that document will work,
either is robust and scalable. Which you use is a matter of preference, but
I lean towards your method for beginning users because it's easier to
understand

Now, why don't you send me a direct email -- there's something I want to ask
you.

Cheers

John -


Despite the obvious sleep-deprived minor snit about your not using my stuff
(which I totally understand and would have done myself), I am almost sorry I
inserted myself into this. I had no idea you were going to do as much as you
did, so I figured getting his thing into shape would be a plus. I say ³almost²
because it was fun.

Now, in addition to Matt¹s hyperkinetic and somewhat spasmodic efforts, we
have the interesting dilemma of whose model he is following (in his fashion).

I hope he can and will use yours because it gives him exactly what he needs in
every respect. He seems like a nice guy, and the book is appealing if a little
hard to grasp. Hope he can work this all out.

By the way, after a bit more thought, I¹m going to grab your header template
for my future work. It¹s great stuff, and it makes me realize that my
expertise in Word to some degree amounts to a firm grip on the past.

Nifty stuff. Thanks a lot.


Best,


- Bill







Panther 10.3.6
Office 2004
Windows XP Pro SP2
Office 2003

--

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

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410

 

[mack]

Thanks once again for all your wonderful help. On the one hand, you
will probably grind your teeth in frustration that 'the idiot' (being
me) has decided to use either cut and paste/ or page breaks to fix
things- and after all your patient efforts! On the other hand, maybe
you'll get a chance to have a cup of coffee, or take a stroll, or
listen to the birds sing, which after all, is MUCH more important. I
HOPE I don't have to ask ANY more questions, I really do. Please
forgive me if I must, but let's hope not. Sorry to have bothered any of
you at all, actually, and thanks once more.

 

[John McGhie]

Hi Mack:

The choice depends on what you are going to do "next". In your case, you
want to send that document to the publisher and not have to work on it
again. Under those circumstances, I too would use cut-and-paste.

If you were building the kind of book I work on, which is updated and
republished on a quarterly, six-monthly or annual basis, then we would both
use the more sophisticated methods which are automatic and self-maintaining.

Two different methods: Cut and paste is simple to understand and quick to
learn. Use it for single-use documents. Nested fields require learning,
research and planning. They produce substantial labour-saving on the second
and subsequent updates, but may not justify the time taken to learn them for
a single-use document.

Cheers

Thanks once again for all your wonderful help. On the one hand, you
will probably grind your teeth in frustration that 'the idiot' (being
me) has decided to use either cut and paste/ or page breaks to fix
things- and after all your patient efforts! On the other hand, maybe
you'll get a chance to have a cup of coffee, or take a stroll, or
listen to the birds sing, which after all, is MUCH more important. I
HOPE I don't have to ask ANY more questions, I really do. Please
forgive me if I must, but let's hope not. Sorry to have bothered any of
you at all, actually, and thanks once more.

--

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

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410

 

[mack]

John,
I am attempting to follow your instructions about putting
chapter headings in the 'headers'. It's working, but, I STILL have the
'heading 1' style in the first paragraph of each chapter, AS WELL AS in
the header. Naturally I want to delete it from the first paragraph, but
when I do so, it also deletes it from the 'header'. I must have not
done something correctly- (though it also deletes from the beginning of
the document, and not just where I have 'fixed; it. Should I re-format
the '1st paragraph' heading to body text?- I want to break the link
between each 'double heading'- so that I don't have the same thing
printed twice.

 

[John McGhie]

Hi Mack:

Read the help. Carefully

The Heading 1 Style is the thing that places the text in the header.

The running header does not actually contain any text. The text that
appears there is the text from the body of the document that is formatted
with Heading 1 style.

So you MUST have the text of the running headers placed in the body text of
the document. Each one must be at the point in the book where you want its
text to begin appearing in the running header text at the top of each page.

If there is no text with a Heading 1 style in the document, there is no text
to appear in the header.

In this technique, the Heading 1 style is simply used as a label to identify
each paragraph belonging to a collection of paragraphs labelled "Heading 1".
The StyleRef field in the header then sucks in the closest member of the
Heading 1 collection and displays it in the header on each page.

You are supposed to have Chapter Headings in a book, are you not? Most
books do, you know. Please do not confuse the "Running Header" (the place
where you put the page header) with the "Chapter Heading".

I know the word sounds similar, but a Header is not a Heading. The Heading
is a signpost that tells the reader "This is where Chapter 1 starts." It
occurs on one physical page only, and it's big and black.

The Running Header is a "container" that tells the reader "you are currently
reading Chapter 1." It occurs across the top of EVERY page, and its content
varies chapter by chapter.

The Chapter Heading would normally be formatted with 20 pts Arial Bold and
right-aligned at the top of the first page of the chapter. The running
header would normally be formatted in nine point Times New Roman and centred
above EVERY page.

If you want the Headings that you are using to feed your running headers to
have different formatting, then change the format of Heading 1 style. If
you want to make them disappear, use a font colour of White. Do NOT use
Hidden font, it doesn't work with StyleRef fields.

Hope this helps

John,
I am attempting to follow your instructions about putting
chapter headings in the 'headers'. It's working, but, I STILL have the
'heading 1' style in the first paragraph of each chapter, AS WELL AS in
the header. Naturally I want to delete it from the first paragraph, but
when I do so, it also deletes it from the 'header'. I must have not
done something correctly- (though it also deletes from the beginning of
the document, and not just where I have 'fixed; it. Should I re-format
the '1st paragraph' heading to body text?- I want to break the link
between each 'double heading'- so that I don't have the same thing
printed twice.

--

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

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410

 

[mack]

Thank you John for that clear explanation. I have set up all my
'running headers' in 'heading 1' style, typing them into the paragraph
directly underneath the headers, and they have been copied by the style
ref field. Then I hid them by changing the font colour to white. If I
wanted a 'Big & Black' main chapter heading for the beginning of the
chapter, presumably I would just format it in another style, say
'Header', and the style ref field would NOT copy it into the header,
because it's only set up to copy 'heading 1' entries. Then I would be
left with a blank header & a large ;big & black' chapter heading at the
beginning. Then to make a 'running header, starting on the second page
of the chapter just insert a paragraph, format as 'heading 1' and the
styleref field will do the rest.

 

[John McGhie]

Hi Mack:

Yes, that's completely correct. You've understood perfectly.

However, don't use the style named "Header". That's a RESERVED built-in
style. Word uses it automatically to format the text within the running
headers. Format that style so your running header appears the way you like
it, and don't repurpose that style for anything else.

I normally use Heading 1 for the Chapter heading and Heading 2 for the
running headings (the level 2 headings in the book).

Cheers

Thank you John for that clear explanation. I have set up all my
'running headers' in 'heading 1' style, typing them into the paragraph
directly underneath the headers, and they have been copied by the style
ref field. Then I hid them by changing the font colour to white. If I
wanted a 'Big & Black' main chapter heading for the beginning of the
chapter, presumably I would just format it in another style, say
'Header', and the style ref field would NOT copy it into the header,
because it's only set up to copy 'heading 1' entries. Then I would be
left with a blank header & a large ;big & black' chapter heading at the
beginning. Then to make a 'running header, starting on the second page
of the chapter just insert a paragraph, format as 'heading 1' and the
styleref field will do the rest.

--

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

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410