In this final installment of how to set up book pages for publishing, we look at section breaks in Microsoft Word. Section breaks let you do a number of things. The most important ones for our purposes are:

* Restart page numbers from section to section--between front matter and chapters, for example.

* Restart footnote and endnote numbers from chapter to chapter.

* Use different running heads from chapter to chapter.

Let's say you've got your whole book in one giant document. (Yes, that's how I like to work.) You'll now want to separate your chapters with section breaks. To do so:

1. If you're not already in Normal view, switch to it by clicking View > Normal. That will allow you to see the breaks you're going to insert.

2. Go to the first place you want to change page numbers, note numbers, and running heads. The first page of your preface will do nicely.

3. At the top of the page, insert a section break by clicking Insert > Break > Page break. Under "Section break types," select "Odd page" (if you want to go the traditional book-publishing route). Then click the OK button. Your document should now include a double-lined section break labeled "Section Break (Odd Page)." If you already had a manual page break there, get rid of it.

4. Repeat steps 2 and 3 at the beginning of each chapter in your book.

Microsoft, catering as usual to office workers rather than publishing professionals, has set up Word by default to have headers and footers from section to section be the "same as previous." That is, if you set up running heads in one section, they'll automatically continue into the next. But in book publishing you don't want them to be the same; you want them to be different.

One way to "unlink" them is to go to your second section (your preface, for example), click View > Header and Footer, and then click the "Same as previous" button on the Header and Footer toolbar. (To see which button is which, rest your mouse cursor over each button for a few seconds until the ToolTip appears.) Then repeat the procedure for each chapter (section) of your book. Failure to unlink headers and footers will eventually drive you mad.

An easier way to unlink them is to use the following macro:

Sub UnlinkHeadersFooters()
Dim curSection As Section, curHeader As HeaderFooter
For Each curSection In ActiveDocument.Sections
For Each curHeader In curSection.Headers
curHeader.LinkToPrevious = False
Next curHeader
For Each curHeader In curSection.Footers
curHeader.LinkToPrevious = False
Next curHeader
Next curSection
End Sub

If you don't know how to use macros like that one, you can find out here:

Once the headers and footers are unlinked, you can set up headers, footers, and page numbers for *each section* as explained in last week's newsletter:

http://lists.topica.com/lists/editorium/read/message.html?mid=1716147063

While you've got the Header and Footer toolbar available, click the Format Page Number button and tell Word how you want page numbering to work from the previous section to the current one. You can "continue from previous section" or "start at" a number you specify. If you're going from front matter (with Roman numerals) to a chapter (with Arabic numerals), "Start at" is the option you want to use.

And now for those note numbers:

1. Click Insert > Reference (in Word 2002+) > Footnote.

2. Select Footnote or Endnote as appropriate.

3. Click the Options button.

If you're using Footnotes, you can set note numbers to:

* Continuous (throughout the book--not recommended).

* Restart each section (chapter, that is; the traditional method).

* Restart each page (unorthodox but elegant).

With endnotes, only the first two options are available, since endnotes don't appear on each page.

Click the OK button to finish up.

_________________________________________

READERS WRITE

Hilary Powers wrote:

Jack, is there any chance of making MegaReplacer see Language settings? My latest oops is in U.K. English throughout, and it'd have been pleasant to use MegaReplace to fix the files in one fell swoop. (It turns out that AutoCorrect, where a lot of my shortcuts lurk, is language specific, so I can't wait to find out--but it'd be a real enhancement.)

I replied:

How about using MultiMacro to do this? You could record a macro that:

1. Selects all.

2. Sets language.

Then have MultiMacro run the macro on your files.

Hilary responded:

I recorded the guts of the macro you described, which turned out to be

Selection.WholeStory

Selection.LanguageID = wdEnglishUS

Application.CheckLanguage = True

and stuffed it into the macros I use (via MultiMacro, of course) to set the working template for each job at the beginning. Hey presto! No more need to think about language settings.

You can learn about MultiMacro here:

http://www.editorium.com/14844.htm

____________________

John Eagleson wrote:

I'm trying to do something that is a kind of variation on MegaReplacer, but I haven't yet found a tool in your arsenal that does it.

A simple example:

I want to search for "January," and when I find it I want to be able to stop and edit the term. Depending on the context I may want to precede it with a nonbreaking space (20 January), follow it with a nonbreaking space (January 21), abbreviate it, or leave it as is.

When I'm finished I want to then hit or some other key and find the next instance of January.

When I'm finished January I want the macro to do the same with February, and so on.

Do you have a way to do that?

I replied:

My Go2Text macro will kind of do what you need. You can use it to find a word, such as "January," and all succeeding instances of "January," but once the word was found, you'd have to make the changes manually.

http://www.editorium.com/freebies.htm (scroll to the bottom of the page)

You wrote that the replacement would depend on the context, so one way to approach the problem is to figure out what the context is in each case. For example, one context would be "January" preceded by a space and one or more numbers. Another context would be "January" *followed* by a space and one or more numbers. In wildcard terms:

Find what:

([0-9]{1,2}) (January)

Replace with:

12

Find what:

(January) ([0-9]{1,2})

Replace with:

12

And so on.

Then, once you've identified the various contexts, it's a fairly simple matter to set up the wildcard Find and Replace strings (with February, March, etc.) to feed to MegaReplacer.

If you need more information on Find and Replace with wildcards, see the paper on advanced searching that came with MegaReplacer.

You might also be able to use some of the information in this newsletter article:

John responded:

I think I found one way to do what I'm trying to do with MegaReplacer.

In my example of finding all the names of the months and pausing at each one to allow editing, I want to be able to do this without typing the names of the months each time.

Solution:

1. Set up a file with the names of the months:

January|

February| etc.

Only the pipe is needed here since I'm not going to be replacing anything yet.

2. Run MegaReplacer with Mark Automatically checked. Now all the months are marked.

3. Search for the CheckMe character style. I use CTRL+PGDN to move from one month to the next (aka BrowseNext).

Thanks for your help--and your marvelous macros!

You can learn about MegaReplacer here:

http://www.editorium.com/14843.htm

Many thanks to Hilary and John for their questions and solutions.

_________________________________________

RESOURCES

Steve Hudson's Indexing Add-in

Steve Hudson, the Word Heretic, has done it again, with his Indexing add-in for Microsoft Word. If you're creating indexes in Word, you know about the difficulties involved, not the least of which is having no way to jump from an index entry to the text it refers to. Steve has solved that problem; his indexing add-in creates *clickable hyperlinks* from index page numbers to the pages they refer to. Click on a hyperlink and jump to the text, where you can tweak and twiddle to your heart's content. In addition, the add-in highlights the entries so you can actually *see* them for a change. You can learn more--and download the complete documentation--here:

http://www.geocities.com/word_heretic/Indexing.html

If you're indexing in Word, you owe it to yourself to try this excellent new product. And while you're at Steve's website, be sure to check out his other products (notably his books) and his programming and writing services:

http://www.wordheretic.com

After you've set up the pages of your book (as explained in the last newsletter), you'll need to set up headers and footers. Using Microsoft Word, you might think you'd find headers and footers under the Insert menu. Not so; they're under View. Why? Because your document *already* includes headers and footers. Every Word document does. But they're empty until you put something in them. Here's how:

1. Click View > Header and Footer. You'll now find your cursor in the Header pane, with a nice little toolbar that lets you do various things:

Insert Page Number

Insert Number of Pages (so you can create a footer like "Page 7 of 123")

Format Page Number (1, 2, 3; a, b, c; i, ii, iii; and so on. Include chapter number [1-1; 1-A]. Continue from previous section [neat!] or specify a starting number.)

Insert Date (useful for creating slug lines)

Insert Time (ditto)

[Activate] Page Setup (handy!)

Show/Hide Document Text (to keep things uncluttered while creating headers and footers)

[Set header and footer to] Same as Previous [section] (in case you're using columns, for example, in one of your chapters; I almost always turn this off)

Switch between Header and Footer

Show Previous [header or footer]

Show Next [header or footer]

Close Header and Footer

2. Skip the header of your first page (labeled "First Page Header"), which will be the opening page of your chapter and thus doesn't need a running head. To do so, click the button to Switch between Header and Footer.

3. You're now in the footer (labeled "First Page Footer") of your chapter's opening page. Do you want a page number? I do. To get one, click the Insert Page Number button. (If this were front matter, you could click the Format Page Number button and set your numbering to use Roman numerals.) I *don't* recommend creating a page number with Insert > Page Number, because it puts the page number into a frame.

4. Decide whether you want the page number on the left, center, or right of your page and make it so. The easiest way to do this--and the most heretical, since it doesn't use styles--is to click Format > Paragraph > Alignment and pick your pleasure.

5. Move to the next page by clicking the Show Next button. This will take you to the next page's footer (labeled "Even Page Footer"). Since we previously set up our document to have different first, left, and right pages, you'll need to insert another page number here; it won't just continue the numbering from the first page. Again, format the number as left, center, or right. Since this is an even (and therefore left, or verso) page, you may want to put the page number on the left.

6. Repeat step 5 for the footer on the next page, which will be a right-hand (recto) page. You may want to put the page number on the right.

7. Move to the previous page's header (verso; labeled "Even Page Header") by clicking the Show Previous button and then the button to Switch between Header and Footer. Type the text of your header into the Header pane. In book publishing, items that are more inclusive go on the left; items that are less inclusive go on the right. A few options:

LEFT RIGHT

Author Name Book Title

Author Name Part Title

Author Name Chapter Title

Book Title Part Title

Book Title Chapter Title

Part Title Chapter Title

8. Again, the easiest way to put the running head on the left, center, or right of the page is to click Format > Paragraph > Alignment. Since this is an even page, you may want to put the running head on the left.

9. Move to the next page's header (recto) by clicking the Show Next button. Type the text of your header into the Header pane. Since this is an odd page, you may want to put the running head on the right.

10. Set the font and point size for your running heads and page numbers by modifying their styles under Format > Style. You want them to match the rest of your text, right? While you're in there, make sure they're not set up with an automatic first-line paragraph indent, which will make them look funny on the page.

11. Adjust the space between headers, text blocks, and footers by clicking the Page Setup button and the Margins tab. Then set the distance "From edge" (of the paper) of the header and footer. This may take some experimentation to get right, but when you're finished, your pages should look pretty good.

12. Click the Close button to get back to your document text.

To see your handiwork, click View > Print Layout and set View > Zoom to Whole Page. Wow! (Note that your folios [page numbers] and running heads are automatically repeated on successive pages.)

You'll need to repeat this whole procedure for each succeeding chapter, and if all of your chapters are in one document, you'll need to separate them with section breaks. More on that next week.

_________________________________________

READERS WRITE

Thomas C Dixon wrote:

I edited a book recently that showed two book pages per screen, with the pages numbered consecutively. I've read your article on page sizing, etc., but can't get this effect. How is it achieved?

I responded:

You can achieve what you're describing like this:

1. Click File > Page Setup.

2. Click the Margins tab.

3. Set Orientation to Landscape.

4. Set your document (under Multiple Pages in Word 2002) to 2 pages per sheet.

5. Apply to whole document.

6. Click OK.

7. Click View > Zoom.

8. Click Many Pages.

9. Select two pages.

10. Click OK.

Thanks, Thomas!

Dan A. Wilson wrote:

I think your position is the right one: it isn't a matter of TELLING people HOW TO ADJUST, but of REMINDING them TO REMEMBER to resize or zoom, or both. I, too, have seen countless cases of tennis-match-spectator neck syndrome caused by the use of a newly purchased monitor at full display max. Especially now that LCDs are so widely in use, it's important that users learn to adjust window sizes.

Almost all of my programs except Word and my browsers now run in windows that show my desktop wallpaper behind them on all four sides, because running them any larger than that on a 19" LCD is just plain silly unless you're viewing them from across the room. In Word, I either run single document pages at 80 to 90 percent zoom, or side-by-side pages at 75 percent, and the displays of the latter are STILL larger than those of pages at maximized display and 100 percent zoom on my 17" CRT on the other desk.

The advantage of the larger monitors today is that you can display MORE; using them to display the same old stuff LARGER is pointless for most programs, and an invitation to whiplash injuries.

Large LCD monitors have very high native resolution settings, and are optimized for those settings. Running a 17" LCD monitor at a resolution of 800 x 600 is not only bad for the monitor but bad for the eyes: even the best image available at that resolution on such a monitor will be fuzzy.

I use a 19" LCD with Word windows maximized but with my zoom set to 90% normally. Gives me a slightly larger-than-lifesize view of the page.

Most of the time, though, I use the taskbar right-click control to Tile Windows Vertically, so that I can have two different docs or two different views (or versions) of the same doc open side-by-side, each with its own toolbar. I set the zoom for each doc to 75% then, and the page on the screen is still about the size of an 8.5 x 11 sheet. This is great when I want to check text against the Biblio for presence and identity of entry info, for instance.

Thanks, Dan!

_________________________________________

RESOURCES

Ed Millis wrote:

Your readers might be interested in the Google search add-in. Previously only for Excel, it has now been updated in a Word form also [for both PC and Mac]. This is great! I use it all the time to search newsgroups for information on specific issues. You can find it here:

http://www.rondebruin.nl/Google.htm.

I must confess that, although I've used Word for many years, I've never really used all it could do. I love macros for doing repetitive stuff, but templates? styles? and all the other neat things? Never touched them. Your newsletter, I believe, is going to help me tremendously! Again, many thanks.

Thanks, Ed!