Ms Office Tune Up

You’ve probably seen or read books where the introductory material displays page numbers using lower-case Roman numerals (i, ii, iii, and so on), whereas the rest of the book dis­plays page numbers using Arabic numerals (1, 2, 3, and so on). Using multiple page num­ber formats in this way is an easy method for differentiating two different sections of a book, and it’s a technique you can apply to your own Word documents.

The trick here is to create a section break between the parts of the document where you want to use the different page numbers. A section is a document part that stores page layout options such margins, page size, page orientation, columns, line numbering, and footnotes and endnotes. The transition from one section to another is called a section break. Sections also include headers and footers, and we’ll use that fact to set up our different numbering schemes.

The first step is to create the section break, which you do by following these steps:

1. Position the cursor at the point where you want the new section to start.
2. Choose Page Layout, Breaks. Word displays a menu of break options.
3. In the Section Breaks group, click the type of section break you want:

Next Page-Starts a new section on a new page.

Continuous-Starts a new section at the cursor. (Note that this command doesn’t create a page break, so you probably won’t use it in this context.)

Even Page-Starts a new section on the next even-numbered page.

Odd Page-Starts a new section on the next odd-numbered page.

TIP

To show the current section number in the status bar, right-click the status bar, and then click to activate the Section item.

You’re now ready to add your two different page number formats-one for each of the two sections in your document. The idea here is to add page numbers to the document and then break the link between the second section header and the first section header. This enables you to set up different page numbering schemes in each section. Follow these steps:

1. With the cursor in the same position as when you created the section page, choose Insert, Page Number, Top of Page (or another position, if you prefer, such as Bottom of Page) and then click a page number format. Word adds a header to the document and displays the page number.
2. Under Header & Footer Tools, choose Design, Link to Previous to deactivate the command. This tells Word that the header in section 2 should not be the same as the header in section 1.
3. Choose Insert, Page Number, Format Page Numbers. Word displays the Page Number Format dialog box.
4. Use the Number Format list to click the page number format you want to use in sec­tion 2 (such as 1, 2, 3…).
5. Click the Start At option and use the associated spin box to set the starting page num­ber for section 2. In most cases, you’ll want to start the new section’s page numbers at 1, as shown in Figure 1.



Figure 1 In the second section, you’ll most likely want to start the numbering over again at 1.

6. Click OK.
7. Under Header & Footer Tools, choose Design, Previous Section. Word displays the header and page numbers for the first section.
8. Choose Insert, Page Number, Format Page Numbers to open the Page Number Format dialog box.
9. Use the Number Format list to click the page number format you want to use in sec­tion 1 (such as i, ii, iii…).
10. Click OK.
11. Under Header & Footer Tools, choose Design, Close Header and Footer.

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