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BuildingBooksWith MicrosoftWord:

TheEssentialFeatures ByBeauCain

Copyright July 2004 by Beau Cain

Copyright Notice
Copyright July 2004 by Beau Cain. All rights reserved. Microsoft Word, MS Word, and Word all refer to Microsoft Corporations trademarked word processing product, www.microsoft.com. The Chicago Manual of Style, 14th Edition, is copyrighted 1993 by The University of Chicago Press, Chicago 60637. The Chicago Manual of Style, 15th Edition, is copyrighted 2003 by The University of Chicago Press, Chicago 60637, www.chicagomanualofstyle.org

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Building Books With Microsoft Word

Dedication
I dedicate this series to my partner, Phillip, who loves books.

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Contents
COPYRIGHT NOTICE .................................................................................................III DEDICATION................................................................................................................. IV ILLUSTRATIONS........................................................................................................ VII FOREWORD................................................................................................................... IX ACKNOWLEDGEMENTS ........................................................................................... XI INTRODUCTION........................................................................................................XIII FIRST ESSENTIAL FEATURE: PAGE SETUP.......................................................... 1 SECOND ESSENTIAL FEATURE: FILE PROPERTIES .......................................... 3 THIRD ESSENTIAL FEATURE: SECTION BREAKS .............................................. 5 FOURTH ESSENTIAL FEATURE: SAP HEADERS AND FOOTERS................ 6 DISCONNECT BODY SECTION FOOTERS FROM FRONT MATTER FOOTERS ........................ 6 DISCONNECT BODY SECTION HEADERS FROM FRONT MATTER HEADERS ....................... 7 FIFTH ESSENTIAL FEATURE: INSERT FIELDS .................................................... 8 CHANGE PAGINATION STYLE IN FOOTERS ....................................................................... 8 Change Odd-page Numbering in Body Section .......................................................... 8 Change Even-page Numbering in Body Section......................................................... 9 Change Odd-page Numbering in Front Matter ........................................................ 10 Change Even-page Numbering in Front Matter....................................................... 10 CHANGE TITLE AND CHAPTER INFORMATION IN HEADERS ............................................ 11 Change Even-page Headers ..................................................................................... 11 Change Odd-page Headers....................................................................................... 12 SIXTH ESSENTIAL FEATURE: INSERT LINKED FILES .................................... 15 CONCLUSION ............................................................................................................... 17 INDEX.............................................................................................................................. 19

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Building Books With Microsoft Word

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Illustrations
All illustrations in this book are screen captures of Microsoft Word 2000 for Windows, running on Windows XP Home Edition. FIGURE 1: PAGE SETUP | MARGINS DIALOG ......................................................................... 1 FIGURE 2: PAGE SETUP DIALOG, WITH "ODD PAGE" SECTION STARTS, "DIFFERENT ODD AND EVEN" HEADERS AND FOOTERS, APPLIED FROM "THIS POINT FORWARD" ..................... 2 FIGURE 3: FILE PROPERTIES DIALOG, OPENED TO SUMMARY TAB .................................... 3 FIGURE 4: BREAK DIALOG, WITH "ODD PAGE" BREAK SELECTED ........................................ 5 FIGURE 5: HEADER AND FOOTER PALETTE .......................................................................... 6 FIGURE 6: HEADER AND FOOTER PALETTE, WITH FORMAT PAGE NUMBER INDICATED.... 8 FIGURE 7: "HEADER AND FOOTER" PALETTE, PLUS "PAGE NUMBER FORMAT" DIALOG, SET TO START PAGINATION AT "1" ...................................................................................... 9 FIGURE 8: "FIELD" DIALOG, WITH "DOCUMENT INFORMATION" AND "TITLE" SELECTED .. 12 FIGURE 9: "FIELD" DIALOG, WITH "LINKS AND REFERENCE" AND "STYELREF" SELECTED 13 FIGURE 10: "INSERT FILE" DIALOG, WITH "INSERT AS LINK" SELECTED ............................ 15

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Building Books With Microsoft Word

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Copyright July 2004 by Beau Cain

Foreword

Foreword
This small book contains descriptions of features of Microsoft Word 2000 that help authors, editors, and layout designers construct multi-chapter, multi-section books. The information is extracted from my textbook, Book Building With Microsoft Word. Being an extraction, this book doesnt pretend to be exhaustive. Rather, this book gives the author, editor, or layout designer an almost brief overview of the features that the author believes are necessary to construct a book-style document using MS Word 2000. Further, because the content is feature-oriented rather than strictly procedure-oriented, it doesnt offer the most efficient process for building books with MS Word. For that process, please read, Building Books With Microsoft Word: the Essential Procedure. As well, Im happy to hear from my readers, especially if they have suggestions or questions about the procedure I present herein.

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Building Books With Microsoft Word

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Copyright July 2004 by Beau Cain

Acknowledgements

Acknowledgements
I thank Marie Highby for giving me my big break by inviting me to teach at San Jose State Universitys Professional Development Center, and for having the vision to accept my proposal to teach Book Building With Microsoft Word for the first time. As well, I thank my students, especially my very first ones, who more than anyone else gave me the feedback I needed to write the larger textbook and quick reference guide that this book is drawn from. Those students are Diane Doehne, Patty Hair, Gwen Price, Liz Semmelmyer, Shelly Wills, and Celeste Wohl. Also, I thank the members of the Society for Technical Communication for giving me the motivation to pare down my fifteen-hour course to an hour and forty-five minutes, so I could present it at the Berkeley chapter, the Orange County chapter, the Silicon Valley chapter in both Santa Cruz and Sunnyvale, California, and the 2004 Region 5 conference in Salt Lake City, Utah. Finally, I thank all my colleagues who encouraged me to publish, and who helped me refine the process described herein.

Copyright July 2004 by Beau Cain

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Building Books With Microsoft Word

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Introduction

Introduction
Many employers insist on using Microsoft Word to produce their products' documentation, and we technical communication professionals can make ourselves more marketable to those employers by learning how to make MS Word produce complex documents that we can control. But MS Word isn't designed to lead us through the processes of making complex, controllable documents. Instead, it's designed so that almost anyone can produce a simple document just by responding to MS Words very general-purpose user interface. So, in order to produce complex, controllable documents using MS Word, it's important to know where Microsoft hides the features that allow professional writers to ply our design skills to their best advantage. This book describes how to use MS Words features that are essential for gaining predictable control over book-style documents. Those features, and their corresponding activities, as are as follows: 1. Page Setup: Designing a printed books layout 2. File Properties: Giving the files properties searchable, referable names 3. Section Breaks: Separating the books sections 4. SAP Headers and Footers: Disconnecting sequential headers and footers 5. Insert Fields: Referencing automated information 6. Insert Linked Files: Linking content from external sources

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First Essential Feature: Page Setup

First Essential Feature: Page Setup


MS Word controls a document's design layout through the first and most fundamental feature of document design, the "Page Setup" dialog. 1. Open the File menu. 2. Select Page Setup. The Page Setup dialog opens.

Figure 1: Page Setup | Margins dialog

3. Under the "Margins" tab, select "Mirror Margins". 4. Set the document's Gutter to compensate for the portion of the page that is made unusable by the book's binding. 5. Set the "Inside Margin" and "Outside Margin". 6. Click the "Layout" tab of the "Page Setup" dialog. The Layout dialog opens.

Copyright July 2004 by Beau Cain

Building Books With Microsoft Word

Figure 2: Page Setup dialog, with "Odd page" section starts, "Different odd and even" headers and footers, applied from "This point forward"

7. Select "Section Start | Odd Page" to help save time when applying MS Word's all-important Section Breaks to the beginnings of chapters. 8. Select "Different Odd and Even" headers and footers. 9. In the "Apply to field, select This point forward". Dont select "Whole document". Automatically applying odd-page section breaks to the whole document can produce unsatisfying results later when trying to apply "Continuous Page" breaks for such things as columns (as in an index) or for including a landscape-oriented page here and there. 10. Click the OK button near the bottom right corner of the dialog. The Page Setup dialog closes. 11. Save the file.

Copyright July 2004 by Beau Cain

Second Essential Feature: File Properties

Second Essential Feature: File Properties


The second essential feature, naming the file's Properties, gives the documents designer quick and reliable references to the document's title, subtitle, author's name, manager's name, and company name, as well as providing meta-level information about the file itself, such as keywords and comments. 1. In the File menu, select Properties. The File Properties dialog opens, which offers the document designer several key fields for defining the files identity.

Figure 3: File Properties dialog, opened to Summary tab

2. The File Properties dialog should open to the Summary tab. If it doesnt, click the Summary tab to open the Summary dialog. 3. Type the files name in the Title field, a document subtitle in the Subject field if appropriate, and all the rest of the information that can help identify the document when its published.

Copyright July 2004 by Beau Cain

Building Books With Microsoft Word

4. In the Keywords field, type all the terms that will help locate the file in an online search. 5. Click the Save preview picture check mark box to attach a thumbnail image of the first page of the document. The thumbnail will display in Windows Explorer when the file is highlighted, giving a graphic preview of the first page of the document, which can help the viewer determine whether its the file they seek before they open it. 6. Click the OK button near the bottom right corner of the dialog. The File Properties dialog closes. 7. Save the file.

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Third Essential Feature: Section Breaks

Third Essential Feature: Section Breaks


The third essential feature, the Section Break, is likely the single most important MS Word design feature. Section breaks allow the documents designer to change the running information in a flow in book-style documents. They're very easy to set. 1. Open the "Insert" menu. 2. Select "Break" (it's easy to miss--it's at the top of the menu). The Break dialog opens.

Figure 4: Break dialog, with "Odd page" break selected

3. Select "Odd Page" from the "Break" dialog that opens. 4. Click the OK button near the bottom right corner of the dialog. The dialog closes, and the Odd-page Section break displays immediately before the cursor. 5. Insert an odd-page section break at the beginning of every section of the document except the frontispiece, to guarantee that every section or every chapter will begin on an odd-numbered recto page. That way, you'll have the most control over the running information in each section in the front matter, body, and back matter of your book. 6. Save the file. If you insert cross-reference codes that place the chapter's number and title in the upper right corner of each recto in the body section, you'll need some kind of code that instructs MS Word to "stop using the information about the previous chapter, and start using the information about this chapter." Section breaks are the codes that instruct MS Word to change running information in headers and footers.

Copyright July 2004 by Beau Cain

Building Books With Microsoft Word

Fourth Essential Feature: SAP Headers and Footers


Headers and footers comprise the fourth and most complicated of the five essential features for building books with MS Word. It involves using one of the program's most notoriously aggravating features, the "Same as Previous" link, hereinafter abbreviated as "SAP". There are two important aspects of SAP headers and footers you need to remember in order to command MS Words essential book-building features. 1. First, by default, MS Words documents create all headers linked together, and all footers linked together, across the documents section breaks. For example, whatever is put into one odd-page header by default appears in all the other odd-page headers, even if those headers or footers are separated by section breaks. This default is unchangeable in MS Word unless the change is incorporated into a template. 2. Second, these links between all headers or footers are controlled by MS Words Same as Previous feature. This feature is available only through the Header and Footer palette. In a book designed according to the Chicago Manual of Style, the front matter's pagination is different from the pagination in the rest of the book. Therefore, its necessary to deactivate the SAP feature in the first odd- and even-page footers of the body section. Deactivating the SAP feature disconnects the header or footer from the previous header or footer.

Disconnect Body Section Footers from Front Matter Footers


1. Place the cursor in the first page of the documents body section. Remember that a document designed according to Chicago Manual of Style will have a front matter section, a body section, and a back matter section. Also, remember that with odd-page section breaks at the beginning of each section, the cursor will be on an odd-page recto. 2. Open the View menu. 3. Select Header and Footer. The document remains visible, but is disabled, and the cursor moves into the pages header. As well, the Header and Footer palette opens, and floats above the disabled document.

Figure 5: Header and Footer Palette

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Fourth Essential Feature: SAP Headers and Footers

4. In the Header and Footer palette, click the Switch Between Header and Footer button to move the cursor into that pages footer. 5. Click the Same as Previous button to disable the function, breaking the link between the first odd-numbered page of the body section and the last odd-numbered page of the front matter section. 6. Click the Show Next button on the Header and Footer palette to move the cursor into the body sections first even-page footer. 7. Click the Same as previous button to disable the function and break the link between the first even-numbered page of the body section and the last even-numbered page of the front matter section. 8. Click the Close button at the right end of the Header and Footer palette. The Header and Footer palette closes, and the cursor leaves the footer and returns to the text portion of the document. 9. Save the file. You can now change the footers in either the front matter or the body section of the document, without automatically changing the footers in the other section. See Change Pagination Style in Footers beginning on page 8 for those procedures.

Disconnect Body Section Headers from Front Matter Headers


1. Place the cursor in the first page of the documents body section. Remember that a document designed according to Chicago Manual of Style will have a front matter section, a body section, and a back matter section. Also, remember that with odd-page section breaks at the beginning of each section, the cursor will be on an odd-page recto. 2. Open the View menu. 3. Select Header and Footer. The document remains visible, but is disabled, and the cursor moves into the pages header. As well, the Header and Footer palette opens, and floats above the disabled document. 4. Click the Same as Previous button to disable the function, breaking the link between the first odd-numbered page of the body section and the last odd-numbered page of the front matter section. All the evenpage headers in the document will contain the same information, so theres no need to repeat this procedure for the first even-page header of the body section. 5. Save the file. You can now change the odd-page header in either the front matter or the body section of the document, without automatically changing the headers in the other section. See Change Title and Chapter Information in Headers beginning on page 11 for those procedures.

Copyright July 2004 by Beau Cain

Building Books With Microsoft Word

Fifth Essential Feature: Insert Fields


The fifth essential feature, Inserting Fields,k opens a world of possibilities for document automation. However, when using this feature to construct book-style documents, it requires careful execution of each step because of MS Words default SAP Headers and Footers.

Change Pagination Style in Footers


Changing the documents pagination style between sections involves setting the documents page numbering style and sequence on the oddand even-pages in each section before and after the change. This example describes how to make these changes between the Chicago Manual of Styles front matter and body sections.1

Change Odd-page Numbering in Body Section


1. With the cursor in the first odd-page of the documents body section, open the View menu and select Header and Footer. The document remains visible, but is disabled, and the cursor moves into the pages header. As well, the Header and Footer palette opens, and floats above the disabled document. 2. BEFORE MAKING ANY CHANGES IN THE FOOTER, verify that the SAP feature is disabled. See SAP Headers and Footers on page 6 for that procedure. 3. Click the Format Page Number button on the Header and Footer palette. The Page Number Format dialog opens.

Figure 6: Header and Footer palette, with Format Page Number indicated

The Chicago Manual of Style recommends no pagination on some of the foremost pages of the front matter section. However, those instructions arent in this document because the instructions for changing the page number format between the front matter and the body sections should instruct the reader about how to prevent page numbers from showing in other sections. 8 Copyright July 2004 by Beau Cain

Fifth Essential Feature: Insert Fields

Figure 7: "Header and Footer" palette, plus "Page Number Format" dialog, set to start pagination at "1"

4. In the Page Number Format dialog, expand the menu in the Number format field and select the style of pagination for the documents body and back matter. Usually, for body sections this will be Arabic numerals. 5. In the Page numbering section, select the Start at: button, and in the corresponding field to the right, enter the appropriate number at which to begin the pagination. For the first page of the documents body section, choose 1. 6. Click the OK button in the bottom center of the dialog. The Page Number Format dialog closes. 7. Save the file.

Change Even-page Numbering in Body Section


This procedure continues from the previous procedure. 1. With the cursor in the first odd-page footer of the body section, click the Show Next button on the Header and Footer palette. The cursor moves to the first even-page footer in the body section. 2. BEFORE MAKING ANY CHANGES IN THE FOOTER, verify that the SAP feature is disabled. See SAP Headers and Footers on page 6 for that procedure. 3. Click the Format Page Number button on the Header and Footer palette. The Page Number Format dialog opens. 4. In the Page Number Format dialog, expand the menu in the Number format: field and select the style of pagination for the documents body and back matter. Usually, for body sections this will be Arabic numerals.

Copyright July 2004 by Beau Cain

Building Books With Microsoft Word

5. In the Page numbering section, select the Start at: button, and in the corresponding field to the right, enter the appropriate number at which to begin the even-page pagination. For the first even-page of the documents body section, choose 2. 6. Click the OK button in the bottom center of the dialog. The Page Number Format dialog closes. The pagination style and sequence is set for the documents body section and back matter, and changing the footers in the front matter will not affect the footers in the body section and back matter because the SAP feature is disabled. 7. Save the file.

Change Odd-page Numbering in Front Matter


This procedure continues from the previous procedure. 1. In the Header and Footer palette, click the View Previous button to move the cursor from the footers in the body section to the first oddpage footer in the front matter. 2. Click the Format Page Number button on the Header and Footer palette. The Page Number Format dialog opens. 3. In the Page Number Format dialog, expand the menu in the Number format field and select the style of pagination for the documents body and back matter. Usually, for front matter this will be lower case Roman numerals. 4. In the Page numbering section, select the Continue from previous section button. 5. Click the OK button in the bottom center of the dialog. The Page Number Format dialog closes, and the page numbering should change for all previous even-page sections.2 6. Save the file.

Change Even-page Numbering in Front Matter


This procedure continues from the previous procedure. 1. In the Header and Footer palette, click the View Next button to move the cursor from the first odd-page footer in the front matter to the first even-page footer in the front matter. 2. Click the Format Page Number button on the Header and Footer palette. The Page Number Format dialog opens. 3. In the Page Number Format dialog, expand the menu in the Number format field and select the style of pagination for the
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Ive not been successful with this, so I invite you to read the accompanying Book Building With Microsoft Word Procedure document, which describes a different sequence of actions than does this document. This document describes the process feature-by-feature: the Procedure document describes a slightly more concise procedure. 10 Copyright July 2004 by Beau Cain

Fifth Essential Feature: Insert Fields

4. 5.

6.

7.

documents front matter. Usually, for front matter this will be lower case Roman numerals. In the Page numbering section, select the Continue from previous section button. Click the OK button in the bottom center of the dialog. The Page Number Format dialog closes, and the page numbering should change for all previous even-page sections.3 Click the Close button on the Header and Footer palette. The Header and Footer palette closes, and the cursor leaves the footer and returns to the text area of the document. Save the file.

Change Title and Chapter Information in Headers


Changing the documents title and chapter information in headers is only a little more complicated that changing pagination in footers. Presume that the headers in the versos (even-numbered pages) will display the book's title, and that the headers in the rectos (odd-numbered pages) will display that sections title (whatever is marked Heading 1 in that section, or marked Heading 1 Numbered in each section of the body).

Change Even-page Headers


1. With the cursor on the documents first even-numbered page (on a verso), open the View menu. 2. Select Header and Footer. The document remains visible, but is disabled, and the cursor moves into the pages header. As well, the Header and Footer palette opens, and floats above the disabled document. 3. Open the Insert menu. 4. Select Field. The Field dialog opens.

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Building Books With Microsoft Word

Figure 8: "Field" dialog, with "Document Information" and "Title" selected

5. In the Categories field, select Document Information. The Document Information list appears in the Field names field. 6. In the Field names field, select Title. In the Field codes: field, the code TITLE appears. 7. Click the OK button near the bottom right corner of the dialog. The dialog closes, and the contents of the Title field (in the File | Properties dialog) appears in the left corner of the versos header. The contents of the documents Title field appears in all the documents verso headers because all of the verso headers are linked by MS Words SAP feature. 8. Save the file.

Change Odd-page Headers


This procedure is lengthy, and begins where the previous procedure ends. 1. In the Header and Footer palette, click the Show Next button to move the cursor to the second odd-page header. 2. BEFORE MAKING ANY CHANGES IN THE HEADER, verify that the SAP feature is disabled. See SAP Headers and Footers on page 6 for that procedure. 3. Press the Tab key twice to move the cursor to the headers outside margin. 4. Open the Insert menu and select Field. The Field dialog opens.

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Fifth Essential Feature: Insert Fields

5. In the Categories field, select Links and References. The Links and References list appears in the Field names field.

Figure 9: "Field" dialog, with "Links and Reference" and "StyelRef" selected

6. In the Field names field, select StyleRef. The code STYLEREF appears in the Field codes: field. 7. Click the Options button in the bottom left corner of the dialog. The Field Options dialog opens.

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Building Books With Microsoft Word

8. In the Field Options dialog, click the Styles tab near the top of the dialog. The Styles dialog opens. 9. In the Name field, select Heading 1. 10. Click the Add to Field button on the right side of the dialog. Heading 1 appears in the Field codes: field next to STYLEREF. 11. Click the OK button near the bottom right corner of the dialog. The Field Options dialog closes, revealing the Fields dialog again. 12. Click the OK button near the bottom right corner of the dialog. The Fields dialog closes, and the contents of the sections first Heading 1 appears in the outside margin of the rectos header. The contents of each sections Heading 1 field appears in all the documents recto headers because all of the recto headers are linked by MS Words SAP feature. 13. Click the Close button on the right end of the Header and Footer palette. The Header and Footer palette closes, and the cursor leaves the header and returns to the documents text area. 14. Save the file.

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Sixth Essential Feature: Insert Linked Files

Sixth Essential Feature: Insert Linked Files


The sixth essential feature for using MS Word to build books is the Insert File as Link feature. It seems that more than any other feature, this is the one that document designers expect to encounter when building books with MS Word. Because MS Word doesnt automatically format the document as a book, document designers are usually surprised and dismayed that they must construct all of the formatting features of the book in order for the inserted files to work properly. 1. Place your cursor where you wish to insert the file. The file to be inserted can be a chapter, the companys legal disclaimer, boilerplate about how to reach Customer Support, or any file that is a topic for a section of the book. 2. Open the Insert menu. 3. Select File. The Insert File menu opens.

Figure 10: "Insert File" dialog, with "Insert as Link" selected

4. Find the desired file. 5. Open the Insert buttons menu near the bottom right corner of the dialog and select Insert as Link. MS Word links the file to the location in the book where the cursor is.

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Building Books With Microsoft Word

The link is one-way. That is, changes made to the external file (the file that you inserted) will update automatically in the book every time the book file is opened, but changes made in the inserted text in the book do not affect the external linked file. In fact, if you make changes to the inserted text in the book, they will be lost when the book is updated, because updating refreshes the link to the external file. 6. Save the file.

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Conclusion

Conclusion
This description is neither an exhaustive explanation of how to build books in MS Word nor the most concise sequence of steps for constructing a book-style document, but it does describe the most essential features that document designers can use to develop complex, controllable documents despite MS Word's unintuitive user interface. I'm happy to try to assist anyone in applying what they learn from this book or from its accompanying presentation. Also, I offer customized corporate training, as well as half-day workshops in applying Word as a documentation tool. Please contact me at bodiodo@yahoo.com.

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Index

Index
A author, 3 B break odd-page, 5 section. See section break breaks continuous page, 2 button continue from previous, 10 Continue from previous, 11 Format Page Number, 10 Show Next, 9, 12 Start at, 9, 10 View Next, 10 View Previous, 10 C comments, 3 company, 3 D dialog Field, 11, 12 Field Options, 13 File Properties, 3 Styles, 14 document information, 12 F field Heading 1, 14 insert, 8 Links and References, 13 options, 13 file external, 16 insert as link, 15 keywords, 3 L layout, 1. See page setup apply to, 2 link file, 15 M manager, 3 margin inside, 1 outside, 1, 12 margins, 1 gutter, 1
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meta-level information, 3 properties, 3 footer palette, 6, 10, 11, 12 SAP. See headers and footers footers different odd and even, 2 G gutter, 1 H header disconnect, 7 palette, 6, 10, 11, 12 SAP. See headers and footers switch to footer, 7 headers different odd and even, 2 heading Heading 1, 11, 14 Heading 1 Numbered, 11 Heading 1, 14 K

Building Books With Microsoft Word

mirror, 1 P page landscape, 2 number format, 8, 9 setup, 1 pagination, 8 Arabic numerals, 9 continue from previous, 10 Format Page Number, 10 Roman numerals, 10, 11 properties file. See file properties S same as previous. See SAP

SAP, 7, 8, 9, 12. See headers and footers disconnect, 6 section breaks, 5 start, odd page, 2 show next, 7 style, 14 StyleRef, 13, 14 subtitle, 3 summary, 3 T tab Summary, 3 title, 3, 12

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