Microsoft Word 2007-2013 Part-9

Add a Contents Page to your Booklet

We'll insert a contents page on page 2 of our document. So click onto page 2. Type the word "Contents" at the top, and centre it. Change the font and font size. Again, hit the enter key a few times to give yourself some space. Your page will then look like this:

In the image above, we've hit the Enter key 8 times.

With your cursor flashing just before the Section Break, at the start of the line, click on the References tab at the top of Microsoft Word. On the References tab locate the Table of Contents panel. Click the Table of Contents item to see the following menu:

The bottom of the dropdown list is different in Word 2013. It looks like this:

As you can see, there are a few built-in styles you can use. But click the menu item at the bottom that says "Insert Table of Contents". (Word 2013 users need to click "Custom Table of Contents".) The following dialogue box should then appear:

The Heading 1, Heading 2 and Heading 3 refer to in-built styles. We didn't use any of these styles, but created our own. That means we need click the Options button at the bottom.

When you click the Options button, you'll see this dialogue box:

Notice there is an area called TOC level. TOC stands for Table of Contents, and the levels are for different sub headings. We don't have any sub headings, just the story titles. But the default settings are for Heading 1 to be TOC level 1, Heading 2 to be TOC level 2, and Heading 3 to be TOC level 3. We need to delete these numbers.

So click inside the text box with the 1 in it. Delete the 1 by hitting the backspace key on your keyboard. Do the same for the 2 and the 3. Now click inside of the Fairy_Tales_Title text box, which is our style. Type the number 1 and your dialogue box will look like this:

If we did have sub heading, we could have set them all to the Heading 2 Style. We would have then typed a 2 in the Heading 2 text box. This would get you a table of contents in this style:

Main Heading Level 1
Sub Heading Level 2
Sub Heading Level 2
Sub Heading Level 2
Main Heading Level 1
Sub Heading Level 2
Sub Heading Level 2
Sub Heading Level 2
But click OK when your dialogue box looks like ours above. You will be returned to the Table of Contents dialogue box:

There are a few areas to take note of here. "Show page numbers" means the page that the story starts on. These are shown on the right hand side because we have ticked the box below it.

A Tab leader is the area between the heading and the page number. The default is dots. You can change this from the Tab leader dropdown box.
The Formats dropdown box contains built-in content styles. Click the arrow to see the following:

We have selected Classic. The Print Preview at the top will then show this:

Click OK after selecting Classic and the dialogue box will disappear. Your contents page will then look like this:

If you wanted to jump to, say, the Puss in Boots story, hold down the CTRL key on your keyboard. Keep it held down and click with your left mouse button on that story title. You will jump to page 15 in your document. To get back either scroll up, or hold down the CTRL and Home key combination.

Another way to jump to different parts of your document is from the Home > Editing panel. Click the Find option, and then the Go To item:

You'll then see the following dialogue box:

(A quick way to bring up this dialogue box is by pressing the CTRL key on your keyboard then the letter G.)
Type a page number in the text box and click the Go To button. (The button will say Next before you type anything into the text box.) Or you could select the Section item on the list and type a section number text box.

Working with Sections

The reason why we set up sections in our Word document is so that each section can be formatted separately. We want one header on the even pages and a different header on the odd pages. We want to put the words "Fairy Tales" in one header and the name of the story in the other. However, we don't want anything at all on the first page of each story, where the title is. To do that we need a few more section breaks.

The section breaks you have used so far have been Next Page ones. These will insert a new blank page. We don't want that. We want a type of section break called Continuous. This is still a section break, except it doesn't insert a new page.

To set up a Continuous Section Break, move your cursor to the bottom of page 2 of your Cendrillon story (page 1 will have the Cendrillon title at the top). Position your cursor on the last line of this page, as in the image below:

Make sure your cursor can't go any further down this page. Ours is at the end of the line. If we were to hit the down arrow on our keyboard the cursor would move to the next page.

Click on the Page Layout tab at the top of Word. From the Page Setup panel, click the Breaks item again. From the menu, select Continuous under Section Breaks:

It will appear as though nothing has happened. But check the Section area in your Status Bar in the bottom left of Word. The page with the Cendrillon title should be Section 3. When you click anywhere on the second page of your Cendrillon story this should change to Section 4.

Now do the same thing for the next two stories in your document:

• Move your cursor to the bottom of page 2 of the story
• Insert a new Continuous Section break

Because our last two stories are only one page each, we don't need to set up new section breaks for them - they already have a Next Page section break.
With the Sections breaks all set up, we can now insert the headers.

Headers and Section Breaks

Inserting different headers into different section can be a bit tricky. Before we begin then, don't forget the Undo feature in Microsoft Word. The Undo icon is at the very top of Word, on the Quick Access Toolbar, which is just to the right of the round Office button in Word 2007:

There's no Office button in Word 2010 and Word 2013, but the Undo icon is still on the Quick Access Toolbar:

In both versions, you can click the little arrow to reveal a dropdown menu. This allows you to undo several steps at once:

With that in mind, let's add some headers to our booklet.

Click anywhere on your cover page to move your cursor into section 1. Now select the Insert tab at the top of Word. Locate the Header & Footer panel. Click on Header, then the Edit Header item from the menu:

When you click on Edit Header, you'll jump to the Header section on the cover page:

Notice, too, that a new tab appears at the top of Word, the Design tab. Locate the Navigation panel, and click Next Section (just Next and Previous in Word 2010 and 2013):

When you click Next Section, you cursor will jump to the header on the second page, which is Section 2:

Again, click Next Section on the Navigation panel, as we don't want a header on the contents page. Your cursor will jump to page 3, which is Section 3:

Notice that it says "Same as Previous" on the right of the header. This means the same formatting as the header in the previous section. We don't want this. So have a look at the Navigation panel and you'll see that "Link to Previous" is lit up:

Click this button to deselect.

We want different headers on the odd and even pages, so locate the Options panel (to the right of the Navigation panel). Select the item "Different Odd & Even Pages": (You may need to deselct Link to Previous agian, if it switches itself on.)

The Header on page 3 will then look like this:

We don't want any header on pages that have a title, so click the Next Section item on the Navigation panel. This will jump you to page 4 of your document:

Again, Same as Previous is showing on the right of the header. We want a new header here, so deselect Link to Previous on the Navigation panel. (It's important to do this before typing anything into the header, otherwise you'll have text in headers where you don't want it.)

Now type the words Fairy Tales into the header:

The text Fairy Tales will now appear on all the even pages of your document.
Click the Next Section button in the Navigation panel to jump to the Odd Page Header:

Again, we don't want Same as Previous, so deselect Link to Previous in the Navigation panel.
We'll right-align the headers in the odd page section. To do that, locate the Position panel:

Click the Insert Alignment Tab to see the following dialogue box:

Select Right, and click OK. Now type the name of the story, which is Cendrillon:

As you can see, the text in the header is now right-aligned.
Click the Next Section button on the Navigation panel to jump to your second story, Little Red Riding Hood:
The problem here is that it has the title Cendrillon in the header. To solve the problem, deselect Link to Previous in the Navigation panel. Now delete the text Cendrillon.
Again, we don't want any header on this page because it is one with a story title. So click the Next Section button. Your cursor will be flashing at the start of Fairy Tales on the next page. This is OK the way it is, so click Next Section again.
Deselect Link to Previous again. Now repeat the process for right-alignment, and then type Little Red Riding Hood. Your header will then look like this:

Click inside the Header on the page where your Puss in Boots title is. Deselect Link to Previous. Delete all the text from this header.
Click Next Section twice and then, again, deselect Link to Previous. Right-align, and type Puss in Boots.
Click Next Section and your cursor should be flashing in the header where you have your The Ant and Grasshopper title. It will say "Fairy Tales". We don't want this, so deselect Link to Previous. Now delete the text.
Click the Next Section button again, and your cursor will be flashing in the header where you have your The Crow and Fox title. Deselect Link to Previous and delete the text Puss in Boots.
Congratulations - you're done!
Click the Close button to return to normal:

To view all your hard work, click the round Office button at the top of Word (Word 2007 users only). From the menu, select Print > Print Preview. Word 2010 and Word 2013 users should click the File tab, and then Print. Your first three pages should look like this:

The next two pages should look like this:

Notice that we have the different headers on different sides of the page. Use the scroll bars to view the rest of your document. If everything went well, then the final three pages should look like this:

The final two pages should have no headers in them.

OK, all that was a bit tricky, so close Print Preview and we'll move on. Before we do so, it must be noted that if you were printing this document you'd want to print on both sides of the paper. If you did that, then the contents page would be printed on the back of the cover page. To solve this, you can insert a blank page after the cover page by clicking on the Page Layout tab. Then select Breaks > Page Break > Page from the Page Setup panel.