Templates- setting up master headers and footers

[mack]

Hi,
Firstly, thank you for the kind help so far in my 'confused about
templates' question. I have gotten up to page 15 in john McGhie's 'Word
Templates- a guide to their creation' doc. and I just wanted to clear
up a few things- idiot simple to those who know- not as easy as you'd
think for a beginner.

If you have the the document, it says in the 'Front Matter
Headers' section on page 15:-
'Now click in section 3 (the new one you are just creating)
and remove all of the headers and footers...' Does this mean click on
the TEXT in them? [i have already trashed them once by not having the
second section break, & do not want to do so again]. I will try to open
my doc as a copy and experiment. And post back with results. So far I
have 9 pages and it's looking good, apart from a blank page 2. I don't
need a TOC.
Thank you.

 

[Beth Rosengard]

Hi Mace,

First, make a copy of your document before you experiment. That way if
something goes wrong, you've got a complete backup.

Yes, remove the headers and footers refers to the text (and anything else
that's in them like graphics, if you used them).

--
***Please always reply to the newsgroup!***

Beth Rosengard
Mac MVP

Mac Word FAQ: <http://word.mvps.org/MacWordNew/index.htm>
Entourage Help Page: <http://www.entourage.mvps.org>

 

[mack]

Thank you, Beth. I have 'opened as a copy'- had to do it through
Project gallery. It seems that you are supposed to remove the text from
the headers and footers so you can use those pages as a table of
contents, but as I don't need one, I suppose it's fine. May need a
breather before deleting the page breaks- may open my copy as a copy
just in case- sounds very silly, I know... but after so much fuss...
Thank you.

 

[mack]

Definitely need help setting up page breaks- text won't import from old
files- can't move the pointer into the body text- it just won't do
anything when i click! This is straining my back muscles, & I feel like
a polar explorer lost in the frozen wastes. Am going to sanity break
now.

 

[Bill Weylock]

Beth seems to understand what you¹re trying to do, which I think should earn
her some kind of cash prize.

Your process is certainly yours to choose, but this seems much more
complicated and painful than it needs to be.

Do you have any interest whatever in explaining what formatting you are
trying to arrive at and just doing it?

If so, you need to be much more careful in your descriptions of what you¹re
working with and what you want to do.

You just mentioned three separate problems and didn¹t give enough
information about any of them for someone to help you.

Move pointer into body text from what?

It¹s quite possible that other people can give you better help with
following the instructions you are reading. I will bow out after this.

If you want to get this thing finished, I urge you to follow the initial
instructions I posted to you and then talk about what you want to add to the
result. When you¹re finished, save the thing as a template if you want.

³text won¹t import from old files² is the kind of problem I was trying to
talk you out of having.


Best,


- Bill

Definitely need help setting up page breaks- text won't import from old
files- can't move the pointer into the body text- it just won't do
anything when i click! This is straining my back muscles, & I feel like
a polar explorer lost in the frozen wastes. Am going to sanity break
now.

Panther 10.3.6
Office 2004
Windows XP Pro SP2
Office 2003

 

[Daiya Mitchell]

Heavens, yes, I'm confused too. Let's start over. Here's a good beginning,
from your first post.

I have about 60 textedit files that I want to put into a book. A
couple of them are complete chapters. The rest have to be stuck
together to make chapters. I don't need tables, footnotes, or anything,
as it's fiction. I would like page numbers, I suppose starting from the
second page as per 'Word Templates' by John McGie.

Can you add more detail about what you want the final product to look
like--e.g., what text in headers? What formatting does the text have? Do you
have chapter titles? Title page?

Second, tell us what happens when you copy and paste text from TextEdit into
Word, and what do you want to happen?

Don't worry about the McGhie article for now--it is designed to help people
with more complicated needs than you seem to have.

 

[Beth Rosengard]

Hi Bill,

Beth seems to understand what you¹re trying to do, which I think should earn
her some kind of cash prize.

You¹re giving me more credit than I am due! Why do you think I didn¹t jump
in at the beginning ;-)?

Your process is certainly yours to choose, but this seems much more
complicated and painful than it needs to be.

Agreed. But worth learning when time permits, as I said in my other post.Beth

P.S. I¹m off to the MacWorld Convention in San Francisco (horrid rainy
weather permitting), so don¹t look for me around these parts for several
days.

 

[mack]

Hi,
Firstly, my apologies for not being clear. When I wrote that post
it was after a VERY frustrating, fiddly, and
'do-things-over-15-times-with-absolutely-no-joy-at-all' kind-of-day!

Bill. I have written down your instructions & will follow them. I will
spend today pasting the chapters in. (The reason I got Word in the
first place is because I pasted all of them into a TextEdit document.
But now it won't open- I think Textedit will only accept documents of a
certain size, as I've had two large Textedit documents crash and
permanently refuse to open on a newish powerbook)

Daiya- More detail about the final product- Text in headers- I would
like Chapter title in the odd page headers, and book title on even
pages.

Body text= Times new Roman 14pt left indent 2cm, first line 1.27cm,
left, no space before, space after 6pt, widow, orphan control, single
spaced at the moment- will be double-spaced when i print. based on 'no
style' have clicked 'add to template' have not clicked 'automatically
update'- may as well click it and see what happens!

Heading 1=(the odd-page start to the book- i would like right-aligned
chapter titles on the odd pages, I suppose) body text + font Arial
16pt, kern, left indent none, right-aligned, space after 3pt, no widow,
orphan control, page break before, keep with next, keep lines together,
level one, tabs 7.5cm centred, 15cm right, this time have taken a guess
and clicked on 'add to template' & 'automatically update' -I'm not
sure whether I should do this for body text- I don't see why not,
but...?

Heading 2= (left-aligned book title on every even page, I suppose)
Heading one + font 14pt, left, level 2...I suppose I will have to
decrease the size of the chapter title font. I fiddled about with this
yesterday, and tried to increase the book title to 16pt, but it
wouldn't fit on one line. I suppose that 16pt is a bit intrusuve for a
chapter title font size anyway- will probably change it

A new problem I seem to be having is 'error-no text style selected',
when I try to enter the title in heading 2 as a field. I will try to
put the insertion point into the main text paragraph & select it as
heading 2 so I can 'Insert>field>links & references>style ref. If I
can do this, then I don't have to type the title every time! But no
luck yet!

If I could get some idiot-proof instructions on section breaks, I would
be laughing. But no joy so far. Microsoft should provide them, it's not
the responsibility of nice peeople like you. Thank you for your help.

 

[Daiya Mitchell]

Okay, great.

Some misconceptions that I see in your post--A header runs at the top of
every page. A heading style is used to format chapter titles or subtitles.
StyleRef fields are the key, but you set them up based on the style, not on
text. DO NOT check automatically update anywhere.

Here is how I would go about this. I'm going to get you started on the
structure before dealing with the body text. Read the entire thing first.

Get all the text into a fresh Word document (for today's purposes, just get
a few chapters worth). Select a chapter title. Go to Format | Style, and
select Heading 1. Format Heading 1 to look as you want your chapter titles
to look. Click Apply to apply Heading 1 to the chapter title. Select each
chapter title in turn, and apply Heading 1 to it (you can probably do this
via the dropdown menu on a toolbar or formatting palette). (To Format
Heading 1, select it in the left column, click Modify--for some settings,
you may need to use the Format dropdown menu in the Modify dialog. Do not
change any "level" settings).

I am going to assume you want a title page, cause it sounds like it should
have one. Type your title page at the beginning of the document, and end it
with a hard page break (Insert | Break, Page Break. NOT section break).

View | Headers/Footers.

Click the 1 on the header/footer toolbar. This will give you a First Page
Header and Footer. Leave them blank, those are your title page.

Click the 2/3 icon on the header/footer toolbar. This will give you an Odd
Header and an Even Header. In the Even Header, type the title of the book.
Click on # to insert the page number where you want it. Apply direct
formatting to the text in the even header so that it is the font/size, etc,
you want.

Cursor in the Odd Header, click Insert | Field. Select Links and References
in the left column, then StyleRef in the right column. Click on Options,
then on Styles tab. Select the style Heading 1 in the upper column, click on
Add to Field, click OK, OK. Click on # to insert the page number where you
want it. Go to Format | Style, and select the style Header and format it as
you want.

Click on the # with a hand icon, to bring up Format Page Number. Set page
numbers to start at 0.

View Page Layout and page through the doc. You should have a title page
with no headers/footers, as page 0. Page 1 should be the first page of the
text. You should have your book title on every even page, and in the odd
pages, the StyleRef field should pick up the last text that was formatted as
Heading 1, thus giving you the chapter title in the odd header. I think that
is what you said you wanted?

Fine-tuning this structure. You probably want each chapter to start on a
new odd page, and for there to *not* be a header on the page that starts a
new chapter. Fine. Go back to beginning of doc. Insert a Section Break-Odd
Page before each chapter heading, including the first. (first delete the
hard page break at the bottom of your title page, to replace it with section
break odd page).

Go back to beginning of doc. View Headers/Footers. Use the page/arrow icons
on the h/f toolbar to navigate to each section. In every section, click the
1 on the h/f toolbar. This will give you a first page header in every
section. Your odd and even headers should stay the same without you doing
anything. Note the icon with the dotted line connecting the two pages--this
is the "link to previous" icon and it tells you that your headers are linked
to the previous header, so that entering the StyleRef field in the first Odd
Header propagates it to every Odd Header. Your newly created First Page
Headers should all remain blank, as the very first one was blank.

Let me know if that worked, and where glitches arose, before dealing with
the body text and the concept of templates.

Daiya

 

[mack]

Hi,
Thank you Daiya. I have headers & footers with book title & ch
tiitles! Different odd & even. It worked! But 9 of my chapters begin on
even pages, so I changed 'book title' to chapter title on these pages
manually for each section, using the 'turn off same as previous' tip in
your post. thank you! The only problem is that for these even pages
the page numbers begin on the left-hand side. As far as I know (and you
may be able to correct me here) manuscripts are only printed one-sided.
I'm quite happy to print it double-sided, but there's no point if the
publishers don't accept double-sided manuscripts. I suppose I will set
the body text to double spacing as I believe you are supposed to submit
them double-spaced. Next step is to get the paragraphs indented. This
looks like another stumbling block for me at the moment. I typed them
indented, but all that seems to have disappeared! In a book, each new
paragraph is supposed to be indented!!!
Thank you for your kind help.

 

[Daiya Mitchell]

Glad that worked. Okay, for some reason I thought you were printing
double-sided. I don't know what publishers accept. Since you aren't, it
doesn't matter if your section breaks are odd page breaks or just next page
breaks, hope you realized that. Using Odd page breaks when you don't need
them may be accounting for the numbers starting on the left hand side. You
can change them by double-clicking the break to bring up the Format Document
menu, and changing the Section start menu.

The only problem is that for these even pages
the page numbers begin on the left-hand side.

Actually, I do not understand what you mean by this. Can you explain in
very simple language?

I hope you are either in Normal View (to easily see section breaks) or have
nonprinting characters turned on (click ¶ on standard toolbar) so that you
can see all the formatting marks and what is really going on.

Another thing that helps you see what is going on--In Normal View, go into
Word | Preferences, View tab, and enter "1" in the box for style area width.
This shows the style the paragraph is formatted in the margins of the doc.

Re your body text--all your body text is formatted in the Normal style, I
assume? What you want to do is define Normal style to match your desired
font, etc. You can include a setting for first line indent in the Normal
style, which will give you indenting without you typing tabs yourself.

More sophisticated strategy, which I would do. I avoid using Normal style
because Word depends on it for a lot of stuff and it's just easier not to
mess with it. So I would do a Find & Replace, with a blank Find box
formatted as Normal style, and a blank Replace box formatted as Body Text
style (or really any of Word's text styles). Then all your paragraphs will
be formatted in Body Text style. Then go to Format | Style and Modify the
Body Text style until it is exactly as you want it.

Let me know how that step goes.

 

[mack]

Thank you Daiya,
[ {The simplest way I can put the first
part of my question is:- 'on chapters which begin with even pages, e.g.
p.134., the page noumber is now on the left-hand side of the page. On
ALL other pages, the page numbers are on the RIGHT hand side of the
page, regardless of whether it's an odd or an even page.}]

I am happy to leave that for the moment, because formatting the body
text is what I am trying to do. I have tried to STYLE>FORMAT> Body
text- (which is based on 'no style'. It's indented to 2cm, but what I
need is for the first line of EVERY paragraph to be indented, so that
it looks like a book. When I turn on 'first line indent' of 1.27cm, the
only thing that happens is that the first line in the manuscript
indents. I want the first line of EVERY PARAGRAPH in the whole
manuscript to indent. I turned on the little paragraph icon, and it
shows the little 'reverse P' marks at the end of each paragraph, But
nothing at the beggining of each paragraph. I don't know if that's
where I am going wrong! I was thinking that the Word program might take
five minutes to do the whole document, and that I might not be patient
enough, or that I might have to select COMMAND-A to select all the body
text first, or that I might have to 'ADD to template, and automatically
update'- but I think you said not to check these boxes.

Re your body text--all your body text is formatted in the Normal style, I
assume? What you want to do is define Normal style to match your desired
font, etc. You can include a setting for first line indent in the Normal
style, which will give you indenting without you typing tabs yourself.

Thanks.

 

[mack]

Do I have to manually set a tab of 1.27cm as well?

 

[mack]

I changed the 'default paragraph style to 'body text' in
Word>preferences> Edit >Default paragraph style, but it doesn't do
anything. I would think I should 'add to template' and 'automatically
update' but I am wary of doing this.

 

[mack]

Daiya,
In answer to the first part- the section breaks immediately
before the 'bad guy' page numbers (on the LEFT hand side of the
footer are just 'next page breaks'. BUT The thing that's really bugging
me is that I can't get any paragraphs except the very first paragraph
in the document to 'first line indent.' I have a left indent of 2cm +
the first line indent of 1.27cm. I also have a margin of 3cm. If you
can help me to indent the first line of EVERY paragraph, that would
save about a week's work!

 

[Daiya Mitchell]

Thank you Daiya,
[ {The simplest way I can put the first
part of my question is:- 'on chapters which begin with even pages, e.g.
p.134., the page noumber is now on the left-hand side of the page. On
ALL other pages, the page numbers are on the RIGHT hand side of the
page, regardless of whether it's an odd or an even page.}]

Okay. Remember each section has a First Page Header? View Header/Footer,
find the first First Page Header that is wrong, and change the number
position. You broke the links between sections, I think you said, so you
will have to do this for all the wrong headers separately.

Daiya

 

[Daiya Mitchell]

I changed the 'default paragraph style to 'body text' in

Word>preferences> Edit >Default paragraph style, but it doesn't do
anything.

As expected. But the next time you open a doc, the default para will be in
Body Text instead of Normal. Matter of individual choice.

I would think I should 'add to template' and 'automatically
update' but I am wary of doing this.

"add to template" means that the changes you make are added to the template
and will still exist in the next doc you create. Generally desirable, and a
good idea in this case. One of the reasons *not* to use Normal style for
such custom formatting, because you don't necessarily want all these changes
added to your Normal style, but you do want to be able to add to template
instead of repeating the entire process later.

"automatically update" means that if you make a manual change to the style
later (say, you bold a paragraph for emphasis), Word will assume you wanted
to change the style to include bold and bold your entire doc. Not generally
desirable, certainly not on the text of the doc. Occasionally desirable on
styles used for headings/titles/tables of contents.

Regardless of box checking, changing the style will change its definition
for the doc you are in. Clicking "apply" applies the style to the paragraph
your cursor is in, and is often not necessary, if you are modifying a style.

DM

 

[Bill Weylock]

Mack -


You do realize that changing ³default paragraph style² doesn¹t do anything
to existing text. It affects new text that you enter manually.

I changed the 'default paragraph style to 'body text' in
Word>preferences> Edit >Default paragraph style, but it doesn't do
anything. I would think I should 'add to template' and 'automatically
update' but I am wary of doing this.

Panther 10.3.6
Office 2004
Windows XP Pro SP2
Office 2003

 

[mack]

Just managed to drag the page numbers over in header & footer view. I
dragged page 12 over to the right after an awful lot of wingeing and
carrying-on by the cursor, and then the others fixed themselves. Well
that's something! The little anchor showed it's face a few times, then
I managed to get it to exit stage leaft. I suppose it's a vitally
important time=saving dynamo, but I don't understand it. I will look it
up now.

 

[John McGhie]

Hi Mack:

Part of your problem may be that if you CAN drag the page numbers around,
YOU may be in Header/Footer View, but THEY are not

There are two places a page number can be: in the "Document", or in the
Footer or Header.

If the page number is in the "document", it's actually a floating graphic
object that is not in either the header or the footer. This is a mechanism
designed for simple "Letter to Mom" types of documents that do not have
headers and footers. It is very difficult to get such page numbers onto the
correct sides of a professional document designed for double-sided printing.

I know you have had a look at the article I wrote on how to make a template.
If you downloaded the template that is part of that article, the page
numbers are correctly inserted in the Footers and on the correct sides.

To do this yourself, first define THREE footers by choosing "Different First
Page" and "Different Odd and Even" in your Page Layout.

Then use View>Header Footer to get into the Header, and press the
"Header/Footer" button to place the insertion point into the footer.

Now use Insert>Page Number from the Header/Footer toolbar that appears.
This inserts the page number into the running footer for the document,
rather than in the document itself. Click Next to get to the next footer,
and click the Hash Mark/Pound Sign again to put a page number ion the Left
side footers. Click Next again and click the page number button again to
place a page number in the Right page footers.

Simple, once you know that the "Footer" is not part of the document text,
it's a special structure that is part of the document's outer structure, and
that there are THREE footers, one for the First page of each section, one
for the Left pages and one for the Right pages.

Hope this helps

Just managed to drag the page numbers over in header & footer view. I
dragged page 12 over to the right after an awful lot of wingeing and
carrying-on by the cursor, and then the others fixed themselves. Well
that's something! The little anchor showed it's face a few times, then
I managed to get it to exit stage leaft. I suppose it's a vitally
important time=saving dynamo, but I don't understand it. I will look it
up now.

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Consultant Technical Writer
Sydney, Australia +61 4 1209 1410