LESSON 8 Page and Section Breaks, Headers, and Footers

LESSON
8
Page
and Section
Breaks, Headers,
and Footers
OBJECTIVES
MOUS
ACTIVITIES
In this lesson:
W2002 3-1
W2002 3-3
See Appendix E.
After completing this lesson, you will be able to:
1. Use soft and hard page breaks.
2. Control line and page breaks.
3. Control section breaks.
4. Use the Go To feature.
5. Add page numbers.
6. Add headers and footers.
7. Add a continuation page header.
Estimated Time: 1½ hours
Just as text wraps automatically from the end of one line to the beginning of the
next line, text flows automatically from the end of one page to the beginning
of the next page. This process is called pagination, and there are techniques for
controlling where pages break, particularly in long documents.
Long documents commonly include sections, which were introduced in Lesson 7.
Sections have a significant impact on pagination, and are discussed in this lesson
in greater detail. Page numbers, headers, and footers are useful additions to
long documents. A header is text that appears in the top margin; a footer is text
that appears in the bottom margin. Headers and footers can contain descriptive
information about a document, such as the date, title, and author’s name.
218
P
R
EP
A
RE
Point out to students that the learning objectives
show what they will learn in the lesson. Each
heading in the lesson correlates to a learning
objective.
Required Files:
CruiseFAQs1, DCGletter
T
EACH
Teaching Resources:
This text is supported by Classroom
Presentations in a PowerPoint format.
For this lesson, use Word Classroom
Presentation 8.

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 219
Using Soft and Hard Page Breaks
Objective 1
1
As you work on a document, Word is constantly calculating the amount of space
available on the page. Page length is determined by the size of the paper and the
top and bottom margins. For example, using standard-size paper and default
margins, page length is nine inches. When a document exceeds this length, Word
creates a soft page break. Word adjusts this automatic page break as you add or
delete text. A soft page break appears as a horizontal dotted line on the screen in
Normal view. In Print Layout view, you see the actual page break—the bottom of
one page and the top of the next.
W
O
R
D
EXERCISE 8-1 Adjust a Soft Page Break Automatically
FIGURE 8-1
Adjusting the
position of a soft
page break
1. Open the file CruiseFAQs1.
2. Scroll to the bottom of page 1. Notice the soft page break that splits the
paragraph beginning “A cruise is ideal for.”
3. In the fourth line of the paragraph, position the insertion point to the left of
the sentence beginning “You can also meet” and press e twice to split
the paragraph. Notice the adjustment of the soft page break.
b
Soft page break
Explain to students why learning to control
1pagination is important: without any control in
a long document, text will flow inappropriately from
the bottom of one page to the top of another. For
example, if a long document contains short chapters,
each chapter might need to begin on its own page.
In Word Classroom Presentation 8.
b

220 WORD
Unit 3 ■ Page Formatting
W
O
R
D
4. Press n twice to restore the original soft page break.
5. Change the document’s left and right margins to 1.25 inches. This changes
the soft page breaks throughout the document.
EXERCISE 8-2 Insert a Hard Page Break
1
When you want a page break to occur at a specific point, you can insert a hard
page break. In Normal View, a hard page break appears on the screen as a dotted
line with the words “Page Break.”
There are two ways to insert a hard page break:
● Use the keyboard shortcut Ç + e .
● Choose Insert, Break from the menu.
1. Working with the same paragraph, move the insertion point to the left of the
italic line above the paragraph (“Is a cruise good for single people”)
2. Press Ç + e . Word inserts a hard page break so the italicized paragraph
and the entire paragraph that follows are not divided between two pages.
3. Switch to Print Layout view and scroll until you can see the bottom of
page 1 and the top of page 2. (You might need to change the zoom setting
to Page Width.)
FIGURE 8-2
Inserting a hard
page break
Hard page break
b
Make sure students understand the difference
In Word Classroom Presentation 8.
1between a soft and a hard page break. b

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 221
4. Scroll to the bottom of page 2. If the italic “Do I need insurance” is by
itself at the bottom of the page, you’ll want to keep it with the paragraph
that follows it.
NOTE: Printer drivers sometimes affect pagination. Your page breaks
might differ from those shown in this lesson.
W
O
R
D
FIGURE 8-3
Break dialog box
b
5. Position the insertion point before “Do” and choose Break from the Insert
menu.
6. In the Break dialog box, make sure Page
break is selected and click OK. This is
another way to insert a hard page break.
Notice that this dialog box is used for other
types of breaks, as you’ll see later in the
lesson.
7. Scroll to the bottom of page 3. If the paragraph
“Is there laundry service onboard” is
by itself at the bottom of the page, insert a
hard page break before it.
EXERCISE 8-3 Delete a Hard Page Break
1
Objective 2
You cannot delete a soft page break, but you can delete a hard page break by
clicking the page break and pressing n or y .
1. Move the insertion point to the page break you just inserted by positioning
the I-beam over the page break and clicking.
2. Press y to delete the page break.
3. Scroll back to the hard page break you inserted at the bottom of page 2.
Place the insertion point to the left of “Do I need insurance” and press
n . The page break is deleted.
Controlling Line and Page Breaks
2
To control the way Word breaks paragraphs, choose one of four line and page
break options from the Paragraph dialog box.
● Widow/Orphan control
A widow is the last line of a paragraph and appears by itself at the
top of a page. An orphan is the first line of a paragraph and appears
at the bottom of a page. By default, this option is turned on to prevent
In Word Classroom Presentation 8.
b 1
There are several ways to delete a hard page break.
Depending on the position of the insertion point, you
can use the Backspace or Delete key. You might want to show
students how to select the hard page break (in Normal view
only) by double-clicking it or by positioning the pointer in the
left margin area and clicking when the arrow points to the right.
This lesson assumes that the Widow/
2Orphan Control option in the Paragraph
dialog box is turned on by default.

222 WORD
Unit 3 ■ Page Formatting
W
O
R
D
widows and orphans. Word moves an orphan forward to the next page
and moves a widow back to the previous page.
● Keep lines together
This option keeps all lines of a paragraph together on the same page
rather than splitting the paragraph between two pages.
● Keep with next
If two paragraphs need to appear on the same page, no matter where
page breaks occur, use this option. This option is most commonly
applied to titles that should not be separated from the first paragraph
following the title.
● Page break before
Use this option to place a paragraph at the top of a new page.
EXERCISE 8-4
Apply Line and Page Break Options
to Paragraphs
FIGURE 8-4
Line and Page Break
options in the
Paragraph
dialog box
b
1. At the bottom of page 2, right-click within the paragraph “Do I need insurance”
to open the shortcut menu. You are going to format the paragraph so
it will not be separated from the paragraph that follows it.
2. Choose Paragraph from the shortcut menu to open the Paragraph dialog
box and click the Line and Page Breaks tab.
3. Click Keep with next to
select it and then click
OK. Word moves the
soft page break, keeping
the two paragraphs
together. Notice that a
small black bullet
appears to the left of
the italic paragraph,
indicating that the
paragraph is formatted
with a line or page
break option.
NOTE: The small
square bullet is a
nonprinting character that
appears only if the Show/
Hide button is turned on.
In Word Classroom Presentation 8.
b

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 223
FIGURE 8-5
Applying the Keep
With Next option
4. Change to Normal view to see the soft page break. Display the Reveal
Formatting task pane. Notice that the Keep with next option appears in the
task pane as an applied paragraph format.
W
O
R
D
Soft page break
Small square bullet
b
Break
formatting
applied
TIP: You can click the Line and Page Breaks link in the task pane to
open the Paragraph dialog box, Line and Breaks tab, if you want to adjust
the formatting.
5. Apply the Keep with next paragraph option to the italic paragraph “Is there
laundry service onboard” at the bottom of page 3.
6. Locate the long paragraph at the bottom of page 4 that starts “Dining on
a cruise ship.” (You might want to close the task pane to make more room
for the document text.)
7. Toward the end of the paragraph, split the paragraph at the sentence that
starts “Most ships offer health-conscious” (insert a blank line before the new
paragraph). The new paragraph is divided by a soft page break.
8. With the insertion point in or at the beginning of the new paragraph, open
the Paragraph dialog box (Line and Page Breaks tab), choose Keep lines
together, and click OK. The soft page break moves above the paragraph to
keep the lines of text together.
NOTE: Keep lines together is used for lines of text within one paragraph.
Keep with next requires a minimum of two paragraphs but can be applied
to more than two paragraphs.
In Word Classroom Presentation 8.
b

224 WORD
Unit 3 ■ Page Formatting
W
O
R
D
FIGURE 8-6
Applying the Keep
Lines Together
option
b
Soft page break
Break
formatting
applied
Objective 3
9. Scroll to the italic paragraph “What are theme cruises” on page 7. Position
the insertion point in this italic paragraph, which you will format so it
begins at the top of the page.
10. Open the Paragraph dialog box, click Page break before, and click OK. Word
starts the paragraph at the top of page 8 with a soft page break before it.
11. Save the document as [your initials]8-4 in a new folder for Lesson 8.
TIP: Remember the various methods for moving within a long document. For
example, you can drag the scroll box on the vertical scroll bar and use the
scroll arrows to adjust the view. You can also use keyboard shortcuts: Ç + i or m
to move up or down one paragraph, π or ∏ to move up or down one window,
and Ç + h or Ç + u to move to the beginning or end of a document.
Controlling Section Breaks
1
In Word Classroom Presentation 8.
b 1
Section breaks separate parts of a document that have formatting different from
the rest of the document. You saw in the previous lesson how formatting selected
text resulted in a new section. For better control in creating sections, you can insert
a section break directly into a document at a specific location using the Break
dialog box. You can also choose from one of three types of section breaks:
● Next page
This default option starts a section on a new page.
Remind students of the purpose of sections and
show examples of publications that use different
margins on pages. Explain that sections are like
documents within a document. Sections can have their
own page numbering, margins, and page orientation.

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 225
● Continuous
With this type of section break, the section follows the text before it
without a page break.
● Even page or Odd page
Use to start a section on the next even- or odd-numbered page. This
feature is useful for reports in which chapters must begin on either oddnumbered
or even-numbered pages.
W
O
R
D
EXERCISE 8-5
Insert Section Breaks Using the Break
Dialog Box
1
1. On pages 9 and 10, select the text “What do I need to know about ship
terminology” and the list below it. Move the selection to the end of the
document. (Be sure to leave a blank line before the moved text.)
2. With the insertion point to the left of “What do I need,” choose Break from
the Insert menu.
3. Under Section break types, choose Continuous and click OK. Word begins a
new section on the same page, from the position of the insertion point.
4. Click above and below the section mark. Notice that the section number
changes on the status bar, but the page number stays the same.
FIGURE 8-7
Inserting a
continuous
section break
Section break
b 2
Section number
Page number
Remind students to watch the left corner of the
1status bar as they scroll through a document.
The left side of the status bar displays the current page
number.
In Word Classroom Presentation 8.
b 2
Point out the page and section numbering on the
status bar when students create a new section.

226 WORD
Unit 3 ■ Page Formatting
EXERCISE 8-6 Apply Formatting to Sections
W
O
R
D
After you create a new section, you can change its formatting or specify a different
type of section break. This is often useful for long documents, which might contain
many sections that require different page formatting, such as different margin
settings or page orientation. For example, you can change a Next page section
break to a Continuous section break or you can change the page orientation of a
section, without affecting the rest of the document.
NOTE: The formatting you apply to the section is stored in the section
break. If you delete a section break, you also delete the formatting for the text
above the section break. For example, if you have a two-section document and you
delete the section break at the end of section 1, the document becomes one section
with the formatting of section 2.
1. With the insertion point in the new section, choose Page Setup from the
File menu.
2. Click the Layout tab and click to open the Section start drop-down list. From
this list, you can change the section break from Continuous to another type.
FIGURE 8-8
Using the Page
Setup dialog box to
modify the section
b
3. Choose New page to start this section on a new page.
In Word Classroom Presentation 8.
b

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 227
4. Click the Margins tab and change the left and right margins to 1.5 inches.
Click OK. Notice that the new section now starts on a new page with a Next
Page section break.
5. Click within section 1 and open the Page Setup dialog box. Change the left
and right margins for this section back to 1 inch. (Make sure the Apply to
box says This section.) Click OK.
6. View the document in Print Layout view.
W
O
R
D
EXERCISE 8-7
Change the Vertical Alignment of
a Section
Another way to format a section is to specify the vertical alignment of the section
on the page. For example, you can align a title page so the text is centered between
the top and bottom margins. Vertical alignment is a Layout option available in
the Page Setup dialog box.
TABLE 8-1
OPTIONS
Top
Center
Justified
Bottom
1
1. Click within section 2.
2. Open the Page Setup dialog box and click the Layout tab.
3. Open the Vertical alignment drop-down list and choose Center. Click OK.
The text is centered vertically on the page.
4. Switch to Print Preview. Use the Multiple Pages button to view the
document two pages at a time.
5. With the last page of the document in the Print Preview window, open
the Page Setup dialog box. Change the vertical alignment of section 2 to
Justifi ed. Click OK. Word justifies the last page of the document so the text
extends from the top to the bottom margin.
Vertical Alignment Options
DESCRIPTION
Aligns the top line of the page with the top margin (default setting).
Centers the page between the top and bottom margins with equal space above
and below the text.
Aligns the top line of the page with the top margin and the bottom line with the
bottom margin with equal spacing between the lines of text (similar in principle to
the way Word justifies text between the left and right margins).
Aligns the bottom line of a partial page along the bottom margin.
Explain to students that centering or justifying
1text on a page are the most common changes
made to vertical alignment.

228 WORD
Unit 3 ■ Page Formatting
W
O
R
D
FIGURE 8-9
Changing vertical
alignment for
section 2
b
Section 2 with
justified vertical
alignment
6. In either Print Preview or Print Layout view, change the paragraph at the
top of page 8 (“What are theme cruises”) so it does not start on a new page
(clear the Page break before check box in the Paragraph dialog box).
REVIEW: To edit a document in Print Preview, click the Magnifier
button to switch to edit mode, position the I-beam, and use the menu to
open a dialog box.
1
7. At the top of the document, add another line below the title. Then format the
title as 14 points, centered, with 48 points of spacing before the paragraph.
8. Save the document as [your initials]8-7 in your Lesson 8 folder.
9. Print the document two pages per sheet.
Objective 4
Using the Go To Feature
2
The Go To feature enables you to move through a document quickly. For example,
you can go to a specific section, page number, comment, or bookmark. (Comments
and bookmarks are discussed later in this course.) Go To is a convenient feature
for long documents—it’s faster than scrolling and it moves the insertion point to
the specified location.
In Word Classroom Presentation 8.
b 1
The Gregg Reference Manual, 9th Edition (rule
1425) recommends centered and all-capital
letter formatting for a report title. In this case,
however, the title is uppercase and lowercase to make
“FAQs” more readable.
Explain to students that they should master
2using the Go To command, because it can save
time editing a long document.

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 229
Go To is a tab in the Find and Replace dialog box. There are three ways to initiate
the Go To command:
● Choose Edit, Go To from the menu.
● Press Ç + G or ∞ .
● Double-click on the status bar (anywhere to the left of “REC”).
W
O
R
D
EXERCISE 8-8 Go To a Specific Page or Section
FIGURE 8-10
Using the
Go To feature
1. Switch to Normal view and press ∞ . Word displays the Go To tab, located
in the Find and Replace dialog box.
b
2. Scroll through the Go to what list to review the options. Choose Section
from the list and click Next to move to section 2.
3. Choose Page from the Go to what list and click Previous. The insertion
point moves to the top of the previous page.
4. Key 2 in the Enter page number text box and click Go To. The insertion
point moves to the top of page 2.
5. Close the dialog box.
EXERCISE 8-9 Go To a Relative Destination
You can use Go To to move to a location relative to the insertion point. For example,
with Page selected in the Go to what list, you can enter +2 in the text box to move
forward two pages from the insertion point. You can move in increments of pages,
lines, sections, and so on. Another option is to move by a certain percentage within
the document, such as 50%—the document’s midpoint.
1. Double-click the word “Page” on the status bar to reopen the dialog box.
In Word Classroom Presentation 8.
b

230 WORD
Unit 3 ■ Page Formatting
W
O
R
D
2. Choose Line from the Go to what list and enter 1 in the text box. Click Go
To. The insertion point moves to the first line in the document.
3. Enter +40 in the text box and click Go To. The insertion point moves
forward 40 lines from the previous location.
4. Enter -40 in the text box and click Go To. The insertion point moves back
to the previous location.
5. Click Page in the Go to what list, enter 50% in the text box, and click Go To.
The insertion point moves to the midpoint of the document.
NOTE: You must select Page in the Go to what list to use a percentage.
dObjective 5
6. Close the dialog box.
Adding Page Numbers
Word automatically keeps track of page numbers—the status bar shows the current
page and the total number of pages in a document. But it’s important to add printed
page numbers to a multi-page document. The easiest way to add page numbers
is to choose Page Numbers from the Insert menu to open the Page Numbers
dialog box.
EXERCISE 8-10
Add Page Numbers
1. In the current document ([your initials]8-7), position the insertion point at
the top of the document.
2. Choose Page Numbers from the Insert menu. Word displays the Page
Numbers dialog box. Notice that the default setting for page number placement
is the bottom of the page, right-aligned. Also, by default, Word prints
page numbers on the first page.
FIGURE 8-11
Page Numbers
dialog box
b
Check to number
page 1; clear to
start numbering on
page 2.
Default position of
page numbers
dObjective 5 Assignment:
Exercises 8-17 and 8-18 (Lesson Applications)
can be assigned after completing Objective 5.
3. Click the down arrow to open the Position drop-down list. Choose Top of
page (Header). Notice the change in the Preview box.
In Word Classroom Presentation 8.
b

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 231
4. Open the Alignment drop-down list and choose Center. The Preview box
reflects the change.
5. Click OK; then switch to Print Preview to view the page numbers.
NOTE: You can see page numbers only in Print Preview, Print Layout view,
or on the printed page.
W
O
R
D
6. Click the View Ruler button to display the rulers. The page numbers
appear within the 1-inch top margin. Specifically, page numbers are positioned
0.5 inch from the top edge of the page.
FIGURE 8-12
Viewing page
numbers in
Print Preview
1-inch top margin
Numbers on
pages 1 and 2
b
7. Use the Magnifier pointer for a closer view of the numbers. Scroll to see the
page numbers throughout the document.
EXERCISE 8-11
Modify the Page Number Format
In Word Classroom Presentation 8.
b
Not only can you change the placement of page numbers and decide if you want
to number the first page, but you can also change the format of page numbers.
For example, instead of using numerals such as 1, 2, and 3, you can use Roman
numerals (i, ii, iii) or letters (a, b, c). You can also use different page number
formats for different sections.

W
O
R
D
232 WORD
FIGURE 8-13
Page Number
Format dialog box
b
Unit 3 ■ Page Formatting
1. While still in Print Preview, choose Page Numbers from the Insert menu.
2. Change the alignment to right. Clear the Show number on first page check
box so page 1 does not display a page number.
3. Click the Format button. In the Page Number Format dialog box, open the
Number format drop-down list, scroll to the bottom, and choose uppercase
Roman numerals (I, II, III…).
4. Click OK in the Page Number Format
dialog box and then click OK in the
Page Numbers dialog box. The numbers
are now right-aligned, starting
with Roman numeral II, and page 1 is
not numbered.
EXERCISE 8-12
Vary Page Numbers in Print Layout View
1
In Word Classroom Presentation 8.
b 1
In addition to using the Page Numbers dialog box, you can also vary page numbers
in Print Layout view. For example, you can:
● Apply character formatting such as bold or italic to page numbers.
● Add the word “Page” before the page number.
1. Display the document in Print Layout view.
2. Reopen the Page Numbers dialog box and change the number format back
to the 1, 2, 3 format.
3. Scroll to the top of page 2. The page number appears in gray on your screen
at the right margin.
4. Double-click the page number. This activates the dotted header pane (the
area at the top of the page that contains the page number), displays the
Header and Footer toolbar, and dims the document text.
NOTE: Notice that the header pane is titled “Section 1.” That’s because
this is a two-section document.
5. In the header pane, position the I-beam just before the number 2. If the
I-beam changes to a four-headed arrow, continue to move the mouse until
the I-beam is just before the number. Click to position the insertion point. A
shaded frame appears around the number.
Positioning the insertion point to the immediate left of a number can be
difficult. The pointer alternates between an I-beam and a four-headed
arrow. Stress that students should click only when they see the I-beam. The
four-headed arrow is used to move an object. Additionally, remind students that
a page number is a field. Fields have gray shading when clicked or selected.
Students should be careful when selecting this type of text, using only the I-beam
(not the four-headed arrow) to drag over the text.

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 233
FIGURE 8-14
Working with page
numbers in Print
Layout view
W
O
R
D
Header pane
Header and
footer toolbar
Position insertion
point before
number
b
1
6. Key Page and press ß once.
7. Scroll to the header pane on page 3 to view the revised header text.
NOTE: Changing one page number affects all page numbers.
8. To apply character formatting to the page number, drag the I-beam pointer
(not the four-headed arrow pointer) over the word “Page” and the number 3
to select both.
9. Using the Formatting toolbar, change the text to Arial italic.
FIGURE 8-15
Formatted page
number with
“Page” added
b
In Word Classroom Presentation 8.
b 1
Every time students key “Page” in a header
or footer, Word displays a ScreenTip for the
AutoText “Page X of Y.” Remind students of the
AutoComplete feature, which suggests AutoText entries
as you key. Advise students to continue the exercise; the
ScreenTip disappears.

234 WORD
Unit 3 ■ Page Formatting
W
O
R
D
10. Click the Format Page Number button on the Header and Footer toolbar.
This is another way to open the Page Number Format dialog box and change
the number format.
11. Close the dialog box without making changes.
TIP: The page number doesn’t have to be selected in the pane before you
use the Format Page Number button.
12. Double-click outside the header pane to return to Print Layout view.
13. Save the document as [your initials]8-12 in your Lesson 8 folder.
14. Print only pages 1–2 of the document.
EXERCISE 8-13
Remove Page Numbers in Print
Layout View
dObjective 6
To remove page numbers, delete the text in the header or footer area.
1. On page 2 of the document, double-click the page number text to activate
the header pane.
2. Select the text (“Page 2”) and press y .
3. Scroll to the header area of page 3. The page number is deleted on that
page as well.
4. Close the Header and Footer toolbar.
5. Close the document without saving.
Adding Headers and Footers
1
Headers and footers are typically used in multiple-page documents to display
descriptive information. In addition to page numbers, a header or footer can
contain such things as:
● The document name
● The date and/or the time you created or revised the document
● An author name
● A graphic, such as a company logo
● A draft or revision number
This descriptive information can appear in many different combinations. For
example, the second page of a business letter typically contains a header with
the name of the addressee, the page number, and the date. A report can contain
a footer with the report name and a header with the page number and chapter
dObjective 6 Assignment:
Exercises 8-19 (Lesson Applications), 8-21, and 8-23 (On
Your Own) can be assigned after completing Objective 6.
You might discuss header and footer type size
1with students. Generally, header and footer type
size should match the document’s type size and font.
Word uses the default document type size (12 points)
for header and footer text.

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 235
name. A newsletter can contain a header with a title and logo on the first page and
a footer with the title and page number on the pages that follow.
FIGURE 8-16
Examples of
headers and footers
Ms. Joyce Brimley
Page 2
November 9, 2002
Overseas Travel Page 7
W
O
R
D
Header for letter
Header and footer
for report
Duke City Gateway Travel
EXERCISE 8-14
Add a Header to a Document
1. Open the file CruiseFAQs1. This is the original one-section document.
2. Copy the title “Cruise Travel FAQs” (copy just the text, not the paragraph
mark). You’re going to use this text to create a header.
3. Choose Header and Footer from the View menu. Word switches temporarily
to Print Layout view and displays the Header and Footer toolbar. The header
pane is also visible.
4. Click the Page Setup button on the Header and Footer toolbar. The
Layout tab in the Page Setup dialog box appears.
5. Check the Different first page check box and click OK. This option will allow
you to create a different header and footer on page 1 than you’ll use for the
rest of the document.
NOTE: The Different first page option is often used when a document
contains a title page and you want to create a different header/footer for
the remaining pages.
6. Click the Show Next button on the Header and Footer toolbar to move
to the next header pane. The document contains two header panes. The first

W
O
R
D
236 WORD
TABLE 8-2
BUTTON
1
2
Unit 3 ■ Page Formatting
header pane is labeled First Page Header and the second header pane is
labeled Header.
7. Paste the Clipboard contents into the page 2 header pane. Use the Keep Text
Only paste option to turn off the bold format. The text now appears on every
page of the document except the first page.
8. Insert a tab character before the copied text. Notice that there are two preset
tab settings on the ruler: 3-inch centered and 6-inch right-aligned.
9. Press t after the title text. Key Page and press ß .
10. Click the Insert Page Number button on the Header and Footer toolbar.
Word inserts the page number.
11. Drag the 3-inch centered tab marker to 3.25 inches and drag the 6-inch
right-aligned tab marker to 6.5 inches.
NOTE: The preset tab settings are default settings for a document with the
default 1.25-inch left and right margins. In such a document, the 3-inch tab
centers text and the 6-inch tab right-aligns text. This document, however, has 1-inch left
and right margins, so it’s best to adjust the tabs.
12. Click the Show Previous button and notice that the first-page header
pane is still blank. Click the Show Next button to return to the header
you created.
Buttons on the Header and Footer Toolbar
PURPOSE
Insert common header or footer items, such as running
total page numbers (Page 1 of 10), the filename,
or the author’s name.
Insert Page Number
Insert the page number.
Insert Number of Pages
Insert the total number of pages in the document.
Format Page Number
Open the Format Page Number dialog box.
Insert Date
Insert the current date.
Insert Time
Insert the current time.
Remind students that if they key the number 2
1in the header instead of using the Insert Page
Number button, they will produce a document with the
number 2 on every page rather than the page number.
You might have students experiment with the Insert
2AutoText button to see exactly what is inserted into a
header or footer. For example, the “-PAGE-” AutoText inserts the
page number, centered, with hyphens to the left and right of the
number. “Author, Page #, Date” inserts the author (the name
entered on the User Information tab in the Options dialog box),
followed by a centered page number and a right-aligned date.
continues

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 237
TABLE 8-2
Buttons on the Header and Footer Toolbar continued
BUTTON
Page Setup
Show/Hide Document Text
PURPOSE
Open the Page Setup dialog box.
Display or hide the document text.
W
O
R
D
Same as Previous
Link or unlink the header or footer in one section to
or from the header or footer in the previous section.
Switch Between Header and Footer
Move between the header and footer.
Show Previous
Show the header or footer of the previous section.
Show Next
Show the header or footer of the next section.
1
EXERCISE 8-15
Add a Footer to a Document
If time permits, show students how to link and
1unlink headers and footers.
1. With the header on page 2 displayed, click the Switch Between Header and
Footer button to display the footer pane.
2. Key your name and press t .
3. With the insertion point at the center of the footer, click Insert AutoText on
the Header and Footer toolbar. Notice the types of AutoText entries you can
insert into a header or footer.
4. Choose Created on from the AutoText list. This AutoText entry inserts a field
that displays the text “Created on” plus the date and time the document was
created. For example, if you created and saved the document for the first
time on June 5, 2002, at 10:00 in the morning, the text “Created on 6/5/02
10:00 AM” would be inserted.
5. Press t , open the AutoText list again, and choose Filename. The document’s
name is inserted. This footer information prints at the bottom of
each page except the first. (See Figure 8-17 on the next page.)
6. Adjust the tab positions by dragging the center tab marker to 3.25 inches
and the right tab marker to 6.5 inches.
7. Click the Show Previous button to display the first-page footer pane.
8. Key Duke City Gateway Travel—Cruise Specialists in italic and centeralign
the text. Leave the first-page header pane blank.

238 WORD
Unit 3 ■ Page Formatting
W
O
R
D
FIGURE 8-17
Inserting AutoText in
a footer
b
AutoText insertion
dObjective 7
TIP: If you wanted to use the same footer text in section 2 that you used
in section 1, you would open the section 2 footer pane and click the Same as
Previous button . This links the section 2 footer to the section 1 footer, so the same
text appears in both footer panes.
9. Click Close to return to the document in Normal view.
10. Switch to Print Preview and view the document’s headers and footers.
11. Adjust page breaks as needed (for example, if an italic question appears by
itself at the bottom of a page).
12. Delete the portion of the document about ship terminology (pages 8–9).
Then save the document as [your initials]8-15 in your Lesson 8 folder.
13. Print the document 4 pages per sheet and then close it.
Creating Continuation Page Headers
1
It’s customary to use a header on the second page of a business letter or memo. A
continuation page header for a letter or memo is typically a three-line block of text
that includes the addressee name, the page number, and the date.
There are three rules for letters and memos with continuation page headers:
● Page 1 must have a 2-inch top margin.
In Word Classroom Presentation 8.
b
dObjective 7 Assignment:
Exercises 8-20 (Lesson Applications) and 8-22 (On Your
Own) can be assigned after completing Objective 7.
Instructions for creating continuation headers
1for memos and letters are based on The Gregg
Reference Manual, which specifies a 2-inch top margin
for the first page of a letter or memo, a 1-inch top
margin for continuation pages, a setting of 1-inch from
the edge for header text, and two blank lines between
header text and continuation page text.

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 239
EXERCISE 8-16
● Continuation pages must have a 1-inch top margin.
● Two blank lines must appear between the header and the continuation
page text.
Add a Continuation Page Header to
a Letter
W
O
R
D
The easiest way to create a continuation page header using the proper business
format is to apply these settings to your document:
● Top margin: 2 inches
● Header position: 1 inch from edge of page
● Page Setup Layout for Headers and Footers: Different First Page
● Additional spacing: Add two blank lines below the header text
By default, headers and footers are positioned 0.5 inch from the top or bottom
edge of the page. When you change the position of a continuation page header
to 1 inch, the continuation page appears to have a 1-inch top margin, beginning
with the header text. The document text begins at the page’s 2-inch margin and
the two additional blank lines in the continuation header ensure correct spacing
between the header text and the document text.
1. Open the file DCGletter.
2. Add the date to the top of the letter. (Key today’s date or use the Insert,
Date and Time command. Remember to clear the box that updates the date
automatically.)
3. On the fourth line below the date, add the following inside address:
Ms. Lisa Knapp
Napton Semiconductors
400 Sara Road
Rio Rancho, NM 87124
4. On the second line below the address, add Dear Ms. Knapp: followed by
one blank line.
5. Choose Page Setup from the File menu and click the Layout tab. Check
Different first page and set the Header to 1 inch from the edge.
6. Click the Margins tab and set a 2-inch top margin and 1.25-inch left and
right margins. Click OK.
7. Display the header pane. Click the Show Next button to move to the
header pane on page 2.
8. Create the header in Figure 8-18 (on the next page), inserting the information
as shown. Press e twice after the last line.

240 WORD
Unit 3 ■ Page Formatting
W
O
R
D
FIGURE 8-18
Ms. Lisa Knapp
Page [Click
[Current date]
for the page number]
TIP: If you use the Insert Date button on the Header and Footer toolbar,
Word inserts an automatically updating date field in the format 12/25/2002
instead of the format December 25, 2002 used in letters and memos.
FIGURE 8-19
Continuation page
header for a letter
Header is 1 inch
from top edge of
page
2 blank lines
b
9. Close the header pane and view both pages in Print Preview.
10. Add the letter closing (the letter is from Tom Carey, Senior Travel Counselor)
followed by your reference initials. Check Appendix F: “Standard Forms for
Business Documents” for correct spacing.
11. Save the document as [your initials]8-16 in your Lesson 8 folder.
12. Print and close the document.
In Word Classroom Presentation 8.
b

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 241
LESSON
1
8 Summary
➤ Pagination is the Word process of flowing text from line to line and from page
to page. Word creates a soft page break at the end of each page. When you edit
text, you adjust line and page breaks. You can adjust the way a page breaks by
manually inserting a hard page break (Ç + e ).
W
O
R
D
➤ Delete a hard page break by clicking it and pressing y or n .
➤ The Paragraph dialog box contains line and page break options to control pagination.
To prevent lines of a paragraph from displaying on two pages, click in the
paragraph and apply the Keep lines together option. To keep two paragraphs
together on the same page, click in the first paragraph and apply the Keep with
next option. To insert a page break before a paragraph, click in the paragraph and
choose the Page break before option.
➤ Use section breaks to separate parts of a document that have different formatting.
Apply a Next page section break to start a section on a new page or a Continuous
section break to continue the new section on the same page. Apply an Even page
or Odd page section break to start a section on the next even- or odd-numbered
page.
➤ Change the vertical alignment of a section by clicking within the section and
choosing File, Page Setup. On the Layout tab, under Vertical alignment, choose an
alignment (Top, Center, Justified, or Bottom).
➤ Use the Go To command to go to a specific page or section in a document. You
can also go to a relative destination, such as the midpoint of the document or
the 50th line.
➤ A header is text that appears in the top margin; a footer is text that appears in
the bottom margin. These text areas are used for page numbers, document titles,
the date, and other information.
➤ Always add page numbers to long documents. You can choose the position of
page numbers (examples: bottom centered, top right) and the format (examples:
1, 2, 3 or A, B, C). You number the first page or begin numbering on the second
page (you can also begin numbering the second page with “1” instead of “2” if
appropriate).
➤ Check page numbers in Print Preview or Print Layout view (they are not visible
in Normal view). In Print Layout view, you can activate the header or footer pane
that contains the page number by double-clicking the text and then modify the
page number text (examples: make it bold or add the word “Page” before the
number).
Encourage students to use the Lesson Summary
1to review the important concepts in the lesson.

242 WORD
Unit 3 ■ Page Formatting
➤ To remove page numbers, activate the header or footer pane that contains the
numbering, select the text, and then delete it.
W
O
R
D
➤ To add header or footer text to a document, choose View, Header and Footer. Use
the Header/Footer toolbar buttons to insert the page number, date, and time or to
insert AutoText for the filename, author, print date, or other information. You can
switch between the header and footer pane and move to the next or previous pane.
Sections can have different headers and footers.
➤ A document can have a different header or footer for the first page than for the
rest of the pages. Choose the Different first page option in the Page Setup dialog
box (Layout tab).
➤ Use the Page Setup dialog box to change the position of the header or footer text
from the edge of the page. The default position is 0.5 inch.
➤ Memos or letters that are two pages or longer should have a continuation page
header—a three-line block containing the addressee name, page number, and
date. Set the header to 1 inch from the edge, add two blank lines below the header,
and use a 2-inch top margin. Apply the Different first page setup option, leaving
the first-page header blank.
1
LESSON 8
Command Summary
FEATURE BUTTON MENU KEYBOARD SPEECH
Insert hard page break Insert, Break Ç + e
Apply line and page
break options
Insert section breaks
Format, Paragraph,
Line and Page Breaks
Insert, Break
Apply formatting to
sections
File, Page Setup
Go To Edit, Go To Ç + G
or ∞
Add page numbers
Insert, Page Numbers
Add header/footer
View, Header and Footer
Point out that the Command Summary lists a
1variety of ways to accomplish a specific task.
Students can decide which method they prefer to use.

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 243
e
TRUE/FALSE QUESTIONS
Concepts Review
Each of the following statements is either true or false. Indicate your choice by
circling T or F.
O
O
O
T F 1. You can delete a soft page break by pressing y .
T F 2. To insert a section break, press Ç + e .
T F 3. One way to insert a page break is to choose Break from the Insert
menu.
O
T F 4. The default position for page numbers is at the bottom right of
the page.
O
T F 5. A nonprinting character appears to the left of any paragraph to
which you apply the Keep with next option.
O
T F 6. Section breaks appear in the Print Preview window as double
dotted lines.
O
O
T F 7. Page breaks appear in Print Layout view as single dotted lines.
T F 8. You can use the Go To feature to move the insertion point from
one section to another.
W
O
R
D
SHORT ANSWER QUESTIONS
Write the correct answer in the space provided.
1. Which type of page break is automatically adjusted as you key text
Soft page break
2. Which type of section break does not start on a new page
Continuous section break
3. What is the term for the last line of a paragraph that appears alone at the
top of a page
Widow
4. Which option would you apply to a paragraph so it is not divided by a
page break
Keep lines together
Concepts Review:
Allows students to check their understanding.
C
L
O
S
E
e
Consider using the Test Bank to provide an
additional review of lesson concepts. It may also
be used as an assessment tool.

244 WORD
Unit 3 ■ Page Formatting
W
O
R
D
5. Which dialog box and tab would you display to change the vertical alignment
of a section
Page Setup, Layout tab
6. Which type of vertical alignment spaces text so the top line aligns with the
top margin and the bottom line aligns with the bottom margin
Justified
7. Which layout option do you use to begin a document header on the second
page and leave the first-page header blank
Different first page
8. On the Header and Footer toolbar, what is the purpose of the button
Move between the header and footer
CRITICAL THINKING
Answer these questions on a separate page. There are no right or wrong answers.
Support your answers with examples from your own experience, if possible.
1. Describe a situation where you would use a continuous section break.
2. What information do you think most businesses would include in the header
or footer of a business report Would this information differ from the
information found in a business letter header or footer
Critical Thinking Questions:
Answers will vary based on students’ preferences,
observations, experiences, and research.

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 245
EXERCISE 8-17
Lesson Applications
Work with page breaks and add page numbers.
a
1. Open the file DesertSW.
2. Delete the page break at the end of page 1.
3. Delete the heading that followed the page break, “Desert Southwest Travel
Guide.”
4. Using the Format menu, display the Styles and Formatting task pane. Then
apply to the following document headings the Word heading styles indicated
here:
“The Region” Heading 1
“Climate” and “History” Heading 2
“Destinations” Heading 1
“Parks and Monuments” and “Cities” Heading 2
“Phoenix,” “Flagstaff,” “Santa Fe,” and “Albuquerque” Heading 3
“Events” and “Transportation/Accommodations” Heading 1
5. Delete the blank lines before and after the styled headings.
6. Insert page breaks before all four headings styled as Heading 1.
W
O
R
D
TIP: Use the task pane to select all instances of the Heading 1 text, and then
choose the option in the Paragraph dialog box to apply a page break before
paragraphs. Include the Keep with next option.
7. Format the first page as follows:
● Make the first line (“Desert Southwest Travel Guide”) 20-point bold,
centered, all caps, with 72 points of spacing before the paragraph.
● Center the five lines of travel agency information.
● Format the two paragraphs following the travel agency information as
14-point justified with 1.5-line spacing. Insert an extra line before the
paragraph starting “One of the most.”
8. On pages 9 and 10, make the list of events fit on one page by formatting it
as a bulleted list with no blank lines between events. Delete the blank line
before the first event (“Various Dances”).
9. Insert page numbers at the top right, without numbering the first page.
10. Save the document as [your initials]8-17 in your Lesson 8 folder.
11. Print the document 4 sheets per page and then close it.
A
SSESS
Assessment Resources:
• Solutions Manual
• Test Bank
(in Assessment Manual)
• Portfolio Builder
Lesson Applications:
Provide independent practice for students and may be
used for assessment. Objectives are indicated for each
exercise.
aExercise 8-17:
Objectives: 1, 2, 5
Required Files: DesertSW
Solution Files: 8-17 in Solutions Manual and on Solutions
Disk.

246 WORD
Unit 3 ■ Page Formatting
W
O
R
D
EXERCISE 8-18
Work with page breaks and line and page break options, insert section breaks,
format sections, and add page numbers.
a 1
FIGURE 8-20
1. Open the file Mexico1. Edit the text on page 1 as shown in Figure 8-20.
to the land of tropical beauty, pristine
beaches, and quaint fishing villages— 1 M
The Riviera Princess leaves from Los Angeles on its way to the
You’ll cruise on a
elegant
Mexican Riviera. It is one of the smaller cruise ships, holding
just
829 passengers. The staterooms, however, are among the most spacious
and luxurious
on any cruise ship.
The ship features an extensive health and fitness center that
high-tech
includes state-of-the-art exercise equipment, saunas, steam rooms,
and a jacuzzi. Spa services are available for massage, and there are
fitness
regularly scheduled aerobics classes. The ship has a practice golf
batting cages
courts, a jogging track
tee, shuffleboard, paddle tennis, and a lovely pool.
including
step
aerobics,
kickboxing,
and yoga.
2
aExercise 8-18:
Objectives: 1–3, 5
Required Files: Mexico1
Solution Files: 8-18 in Solutions Manual and on Solutions
Disk.
2. Format the title with 72 points of spacing before the paragraph.
3. Format the paragraph “Sailing dates from Los Angeles are:” so it appears on
the same page as the paragraph following it (if it does not already).
4. Insert a hard page break at the bold heading “Stateroom Locations and
Rates” to start it on a new page.
5. Insert continuous section breaks before “The itinerary is as follows” on page
1 and before the paragraph that begins “Examine the rates in the enclosed
brochure.” (Tip: Position the insertion point to the left of the text and then
insert the section break.)
6. Format this new section (section 2) with 1.75-inch left and right margins.
7. Delete the hard page break before the heading on page 3 and insert a Next
Page section break.
8. Change the vertical alignment of the new section (section 4) so it is justified
between the top and bottom margins. Delete the blank paragraph mark
below the heading.
9. Insert page numbers at the bottom center of all pages including page 1.
10. Check page numbers in Print Layout view. If the last page is not numbered
“3,” double-click the page number, click the Format Page Number button
on the Header and Footer toolbar, and set page numbering to start at 3.
It’s sometimes difficult to number a multi-
document. Students are shown how to
1section
make sure this document’s last section is numbered
correctly. More complex page numbering and headers/
footers are taught in the Expert-level text.
This figure contains proofreading marks. You
2might want to review Appendix D:
“Proofreaders’ Marks” with students.

Lesson 8 ■ Page and Section Breaks, Headers, and Footers WORD 247
EXERCISE 8-19
11. View the document in Print Preview to check the pagination.
12. Save the document as [your initials]8-18 in your Lesson 8 folder.
13. Print and close the document.
Work with page and section breaks and insert a footer.
a
1. Open the file WestFest1.
2. Delete the page break at the end of page 1 (the title page) and insert a Next
Page section break in its place.
3. Format the title page attractively and center it vertically on the page.
4. Make the bold headings for the four music festivals described in this document
(“The Aspen Music Festival,” “The Santa Fe Chamber Music Festival,”
“The Santa Fe Opera,” “The San Francisco Jazz Festival”) start on a new
page, but not as new sections.
5. Check the rest of the document. If a page break separates any heading from
the paragraph it introduces, apply the paragraph formatting option to keep
the paragraphs together.
6. Create a footer that appears on all pages of the document and contains the
following three elements:
[Filename] Created by [your name] Page [page number]
Use AutoText for the first two elements (the filename and “Created by”).
Center-align the second element and right-align the last element.
7. Adjust the center and right tab settings in the footer to accommodate the
document’s 1-inch left and right margins. (Remember, the default tab settings
are designed for a document with 1.25-inch left and right margins.)
8. Format the footer text as 11 points.
9. Save the document as [your initials]8-19 in your Lesson 8 folder.
10. Print the document 4 pages per sheet and then close it.
W
O
R
D
EXERCISE 8-20
Challenge Yourself
Create a continuation page header for a business letter.
a g
aExercise 8-19:
Objectives: 1–3, 6
Required Files: WestFest1
Solution Files: 8-19 in Solutions Manual and on Solutions
Disk.
1. Open the files Robbins and Special3.
2. Format Robbins as a business letter to the following address. The letter will
be from Tom Carey, Senior Travel Counselor.
Ms. Donna Robbins
14 Big Horn Drive NE
Albuquerque, NM 87122
aExercise 8-20:
Objectives: 6, 7
Required Files: Robbins, Special3
Solution Files: 8-20 in Solutions Manual and on Solutions
Disk.
The completed document for this exercise
gmay be used in a student’s portfolio.

248 WORD
Unit 3 ■ Page Formatting
W
O
R
D
3. After the paragraph that begins “Choose your,” start a new paragraph by
keying You might also consider one of Duke City Gateway’s specialinterest
tours:
4. Switch to the Special3 window. Copy paragraphs 4 through 8 (from “Our
local” through “Salzburg”) and paste them below the text you just keyed in
the letter document. There should be one blank line before and after the
pasted text.
5. Format the copied paragraphs with bullets and a 0.5-inch right indent.
Leave the blank lines between the bulleted paragraphs.
6. Adjust page setup options for a continuation page header. Change the left
and right margins to 1.25 inches.
7. Create a three-line continuation page header that prints on page 2. (Use the
correct date format.)
8. Check the document in Print Preview. Save the document as [your
initials]8-20 in your Lesson 8 folder.
9. Print the document and close both documents.
On Your Own
In these exercises you work on your own, as you would in a real-life work environment.
Use the skills you’ve learned to accomplish the task—and be creative.
EXERCISE 8-21
Write a short report about your 10 favorite TV shows or movies. Include a document
title. Each show or movie should be a separate paragraph with a heading.
Adjust page breaks as needed to keep headings with their related paragraphs.
Include page numbers and document information (author, filename, date) in a
header and/or footer. Save the document as [your initials]8-21 and print it.
EXERCISE 8-22
Write a two-page letter (to a prospective employer, a friend, or whomever).
Create your letterhead in the first-page header pane and create a continuation
header in the second-page header pane. Save the document as [your
initials]8-22 and print it.
EXERCISE 8-23
Research a topic on the Internet that interests you. Copy several paragraphs
and assemble the text into a new document at least two pages long. Check
pagination. Add appropriate headers and footers and include page numbering.
Save the document as [your initials]8-23 and print it.
On Your Own Exercises:
These exercises are entirely free-form. They do not “hold
the student’s hand” or provide steps. No solution files
are provided. Encourage students to be creative. Some
exercises might be appropriate for inclusion in students’
portfolios. You might assign exercises as group projects.
Exercise 8-21:
Objectives: 1, 2, 5, 6
Required Files: None
Exercise 8-22:
Objectives: 6, 7
Required Files: None
Exercise 8-23:
Objectives: 1, 2, 5, 6
Required Files: None