Software Applications in Business

CONTENTS

1. Setting Margins ............................................................................................. 2

2. Sections and Section breaks ........................................................................... 2

2.1.Types of section breaks you can insert................................................... 2

2.2.Types of formats you can set for sections .............................................. 3

3. Insert Page Numbers...................................................................................... 4

3.1.Creating Different Page Numbers for Different Sections of a document.... 5

3.2.Inserting a Page break for a different page within a section .................... 6

3.3.Why Page Breaks are important.............................................................. 6

4. Delete a section break ................................................................................... 6

5. Table of Contents .......................................................................................... 7

Notes By: ERAM ABBASI Spring 09 1 of 7

 Software Applications in Business

1. Setting Margins
Certain documents require a particular set of margins. To set margins in Microsoft Word:

1. In the ribbon, select the Page Layout tab

2. Click on the Margins button
3. In Word 2007, the margins can either be selected as one of several presets, or custom
set by selecting Custom Margins.
4. If Custom Margins... is selected, a window will pop up. Adjust the margins
accordingly.
5. The "Gutter" setting will also be present in the Custom Margins... window.

2. Sections and Section breaks

You can use sections (section: A portion of a document in which you set certain page
formatting options. You create a new section when you want to change such properties as line
numbering, number of columns, or headers and footers.) to vary the layout of a document
within a page or between pages.

Section formatted as a single column

Section formatted as two columns

Just insert section breaks (section break: A mark you insert to show the end of a section. A
section break stores the section formatting elements, such as the margins, page orientation,
headers and footers, and sequence of page numbers.) to divide the document into sections,
and then format each section the way you want. For example, format a section as a single
column for the introduction of a report, and then format the following section as two columns
for the report’s body text.

2.1. Types of section breaks you can insert

The following examples show the types of section breaks you can insert. (In each illustration,
the double dotted line represents a section break.)

Next page inserts a section break and starts the new section on the next
page.

Notes By: ERAM ABBASI Spring 09 2 of 7

 Software Applications in Business

Continuous inserts a section break and starts the new section on the same
page.

Odd page or Even page inserts a section break and starts the new
section on the next odd-numbered or even-numbered page.

2.2. Types of formats you can set for sections

You can change the following section formats:

1. Margins
2. Paper size or orientation
3. Paper source for a printer
4. Page borders
5. Vertical alignment (alignment: The consistent positioning of text, graphics, and
other objects. Types of alignment include left, right, and justified.)
6. Headers and footers (header and footer: A header, which can consist of text or
graphics, appears at the top of every page in a section. A footer appears at the
bottom of every page. Headers and footers often contain page numbers, chapter
titles, dates, and author names.)
7. Columns
8. Page numbering
9. Line numbering
10. Footnotes and endnotes

Keep in mind that a section break controls the section formatting of the text that precedes it.
For example, if you delete a section break, the preceding text becomes part of the following
section and assumes its section formatting. Note that the last paragraph mark (paragraph
mark: The nonprinting symbol that Microsoft Word inserts when you press ENTER to end a
paragraph. The paragraph mark stores the formatting you apply to the paragraph.) in the
document controls the section formatting of the last section in the document — or of the
entire document if it doesn’t contain sections.

Notes By: ERAM ABBASI Spring 09 3 of 7

 Software Applications in Business

3. Insert Page Numbers

To create page numbers in a document

1. In the ribbon, select the Insert tab

2. Click on the Page Numbers button
3. Page numbers can be inserted in a variety of locations. The drop down menu will
offer several positions and styles. Experiment and choose the style that works best for
you.
4. Note that the page numbers themselves can be formatted by selecting Format Page
Numbers...
5. Within Format Page Numbers..., page numbers can be assigned to start at a specific
number, that means page numbers can begin at a number higher than "1". In addition,
the numbers can be formatted as numerals, letters, or roman numerals.

Figure 01: Page Number Formatting

Notes By: ERAM ABBASI Spring 09 4 of 7

 Software Applications in Business

3.1. Creating Different Page Numbers for Different

Sections of a document

Figure 02: Inserting a Section Break from the Ribbon

Select Page Layout, then select Breaks, then select Next Page under Section Breaks.

When starting a document, there may need to be a different kind of numbering system for
each section. In this case try the following.

1. Create a Next Page Section Break for each section. (see Figures 02 above)
2. Go to each footer (Select View then Footer) and unlink each one from the previous
section, i.e. Make sure Link To Previous is deactivated.
3. When the footer is selected, the Link to Previous button is represented as a button
inside the Word 2007 ribbon, under Navigation (see Figure 03)
4. At the start of each section created, insert a page number as described above.
5. For each page number inserted, go to the Format (Page Numbers) button/menu.
6. Adjust the type of page number as desired for that section...
7. Generally speaking, for a report, use roman numerals for the preliminary pages.
8. Use regular numbers for the content (body of report), beginning with page 1 on the
first page of text.

Figure 03: Link to Previous Button in Word 2007, as shown in the ribbon

Notes By: ERAM ABBASI Spring 09 5 of 7

 Software Applications in Business

3.2. Inserting a Page break for a different page within a

section
It's important to note the difference between a page break and a section break.

• A page break simply divides content from one page to the next. It does not break up
global formatting elements such as the page numbers and margins.
• A section break not only divides content from one page to the next, but it allows for
completely different formatting requirements within each divided section, including
page numbers or margins.

3.3. Why Page Breaks are important

A page break is necessary if a particular chapter, say, inside the content section, is
completed. This will allow the new chapter to begin on the next page while maintaining the
division between Chapter "one's" content and Chapter "Two's" content.

DO NOT use carriage returns (i.e. pressing the Enter key) to start a new chapter on the next
page. Carriage returns will alter the start of every subsequent chapter if one decides to make
some changes later on.

To insert a page break within a section

1. In the ribbon, select the Insert tab
2. Under Pages click on Page Break

4. Delete a section break

When you delete a section break (section break: A mark you insert to show the end of a
section. A section break stores the section formatting elements, such as the margins, page
orientation, headers and footers, and sequence of page numbers.), you also delete the
section (section: A portion of a document in which you set certain page formatting options.
You create a new section when you want to change such properties as line numbering,
number of columns, or headers and footers.) formatting for the text above it. That text
becomes part of the following section, and it assumes the formatting of that section.

1. Select the section break you want to delete.

If you're in print layout view (Print Layout view: A view of a document or other object
as it will appear when you print it. For example, items such as headers, footnotes,
columns, and text boxes appear in their actual positions.) or outline view (outline view:
A view that shows the headings of a document indented to represent their level in the
document's structure. You can also use outline view to work with master documents.)
and don't see the section break, display hidden text (hidden text: Character formatting
that allows you to show or hide specified text. Microsoft Word indicates hidden text by

Notes By: ERAM ABBASI Spring 09 6 of 7

 Software Applications in Business

underlining it with a dotted line.) by clicking Show/Hide on the Standard

toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To
display a toolbar, press ALT and then SHIFT+F10.).

2. Press DELETE.

5. Table of Contents
Once the document is ready to go (and provided each section gets a proper sub heading) the
user can provide a Table of Contents that populates automatically.

To insert a table of contents, create a blank page where you want to insert the Table of
Contents.

1. Click the “Table of Contents” button under the “References” tab on the Ribbon.
2. The Table of Contents can be set according to a template or it can be manually
configured as desired (see Figure 04 below).

Figure 04: Inserting a Table of Contents

Notes By: ERAM ABBASI Spring 09 7 of 7