New to this Blog?...Let me Explain What I've Been Up To...

After Pattie said something to me about the readings she was getting on the blog, I started watching the statistics. There's a lot more reading of this blog than there has been in the past.

Since I'm posting about several topics and interspersing MS Word table instructions, I thought you might need a bit of background on my blog postings. I'm a technical writer by profession, and as a result, a heavy user of MS Word. I keep seeing Word sessions in many of the conference schedules. They can be as short as one hour or sometimes longer. Learning everything you need to know about using Word in such a short period of time isn't easy.

A little more than a year ago, I started posting bits and pieces about using MS Word with particular emphasis on how a genealogist would use Word to do many tasks, including writing a book. Through the year I've covered creating a template from scratch, using styles, and lots of other tasks. My thinking was that if my readers learned a little bit a few times a week that at the end of the year they would be getting along with Word much better than they had in the past. Based on my email, a few meetings with blog readers, and the steady increase I've had in readership, I seem to be meeting my goal of making Word easier for people to use.

One additional note...I've endeavored to explain why things work in Word, how many functions in Word are connected to other functions, and why you might care to learn to use this function or that one. One of my problems with my own profession is that you get good instructions to do a task, but if you don't know why you would care to do the task, why would you bother to learn it? I try to give you real world applications for how a genealogist would use functions in MS Word.

So, if one of your ambitions is to produce a book using MS Word, please read the sections labeled Template. If you read the posts in order and complete the instructions, you'll find that you wind up with a 26 page template that is ready for execution...that is, you adding your personal text to produce a book.

Also notice that as posting became more complicated, I started numbering the parts so that they could be read in order. You see that happening right now with the use of tables.

So, if you're new to this blog and staying a while to read, welcome, and thank you for your time and attention. I hope you find it useful. If you have questions, post a comment or write to me at info@technology-tamers.com. I'll send you a link to a posting or do my best to answer your question.

Setting Up a Book Template Part 17

Hope you figured out the footers with the lines. I didn't provide step-by-step instructions because I figure you've been in and out of the footer enough that you should be able to handle it with the mininal comments I made. If that isn't the case, post a comment and I'll add the instructions.

We've pretty much exhausted the topic of setting up a template. If you follow the parts 1-16, you should have a working template. More important, you should have a better understanding of what Word does with section breaks, Same as previous (on or not), and dealing with headers and footers, including automation.

Recently, we've been working with a copy of the Genealogy Book template. Don't forget to save the changes you've made--for example, adding and applying the style Header_Line--you need to save the instance of Genealogy Book.doc (or docx) as Genealogy Book.dot (or dotx). You already learned to do this task in Part 12.

The next task of course is yours; that is, writing a book. Open your template, add text, add chapters, update your table of contents, add index entries and insert an index, and finalize your document.
I'll be moving on to other topics...I'm not sure where I'll go. If you have something you'd like me talk about, please email me (info@technology-tamers.com) or post a comment with a suggestion or question.

Setting Up a Book Template Part 16

Adding a line to a header and footer creates a frame for the text on a page that is a decorative element of your layout. To create the frame, you add the line below the header and above the footer. The line can be any sort of line. I tend to like thin straight lines because I like the clean look of it. However, in family histories, particularly commemorative books, I’ve seen all sorts of lines. My favorites tend to be what I call the little town lines. Here’s an example.

This line is free Microsoft clip art that has been around in one form or another for years.

Using graphics software—something as simple as Paint—you can create your own line or string all sorts of copied bits together to create lines. You just need to make sure that your line isn’t too wide or too long for the space you have in a header or footer. This is of course art again…I avoid art because I can usually find the art I need online and free.

If this topic sounds familiar, it’s not your imagination. I’ve talked about these lines in an earlier post. See Frame Up Part One. When adding that post, I had not started this series about templates. However, now that we are here, there are a few things you should consider when adding these lines (and other element you might want to add to headers and footers) to make dealing with them in a template easier.

If It’s Art

When you add a graphic as the decorative element—for example, the little town line above—you can use the Same as previous (Link to Previous) in headers and footers to control where the line does or does not appear. You got lots of practice using these tools while setting up Genealogy Book.

In the case to the little town line, I would be inclined to add it to footers…all of my footers. Center it and add footer text below it. I would match the font color to the color used in the little town line. The graphic could work in a header too. My inclination there would be to place it above header text and make it the only decorative header/footer element.

If It’s a Style

Another option is to modify the header and footer style so that it includes a line below header text and above footer text. You can find the instructions for adding the lines in the Frame Up Part One.

When you look at the design of the template we’ve developed (Genealogy Book) most pages include footers and headers. The exceptions are the front matter of the book (cover, title pages, etc.) and the first page of a chapter (or section), which have no header. Hmmm…that isn’t quite true. The header and footer styles have been applied on all pages in all headers and footers; however, we used the Same as previous (Link to Previous) to suppress having any text appear. If we add line elements to headers and footer, we’re going to mess up that layout because lines will suddenly start appearing in headers and footers where we don’t want them to appear.

Styles to the rescue! A simple workaround is to create a second set of header and footer styles based on the existing header and footer styles. The only difference in the new styles is that they will have another name and a line element.

Creating Header_Line

When you want to create additional header styles, be sure to start the name with Header. Word isn’t going to care what comes after Header. It just wants to know what type of style it is and the word Header gives Word that piece of information.

Steps:

1. Open Genealogy Book. I’m assuming you still have the 30 page template.
2. Display the Styles (or Styles and Formatting) pane.
3. Scroll to the first page where you have the book title in the header, which should be ii (10 of 30).
4. Double-click in the header area to open the header. In the Styles (or Styles and Formatting pane), Word moves the outline that marks the selected style to Header.
5. Create a new style based on the Header style (selected by default) and name that style Header_Line. After you click OK to save Header_Line, Word applies it to the header text…a line appears.
6. Scroll toward the beginning of the document. You’ll find that none of the previous headers have the line.
7. Scroll toward the end of the document. You’ll find that the line has been added to each header that includes the book title.
8. Go to iii (11 of 30).  You can use Go To (Ctrl + G) and enter iii.
9. Double-click in the header and apply the style Header_Line.
10. Scroll toward the beginning of the document. You’ll find that none of the previous headers have the line.
11. Scroll toward the end of the document. You’ll find that only the place where you changed the header has the line. To get the line in the remaining headers (even headers), apply the Header_Line style to the headers on the following pages: 3 (15 of 30); 7 (19 of 30); 11 (23 of 30); 15 (27 of 30).
12. Preview your document and you should see no lines where you have the style Header applied and lines where you have the style Header_Line applied. If you need to make adjustments, close the preview and click in the header and pick Header or Header_Line as appropriate.

Create Footer_Line

Repeat the process above. Substitute the word footer, where you see header. Also, when you must select a line in the Boarder dialog, select the line above the text.

Analysis

All of this works be.cause you have isolated sections with section breaks, and you are using two sets of styles: Header/Header_Line and Footer/Footer_Line.

On the surface, this task looks complicated. However, if you go step-by-step, it's easy to see what is happening. Please post questions if you have any.

Setting Up a Book Template Part 15

In the last book-related post, I said we'd look at adding a StyleRef field code to automate chapter titles in headings. If you added the last StyleRef field, you should have an idea of how we're going to do this task.

Replacing Introduction with Introduction

1. Open your saved document Genealogy Book document. 
2. Scroll to the third page of the Introduction section (page 15/30). 
3. Double-click in the header area to open the header. 
4. Double-click the word Introduction. 
5. Display the Field dialog. For Word 2003, select: Insert, Field. For Word 2007/2010, select Insert, Quick Parts (Text group), Field.
6. In Field names, locate and select StyleRef. The field Properties updates, showing the Style name field with a list of all styles used in your document. 
7. In Style name, locate and select Heading 1. Introduction should replace the typed Introduction. 
8. Click anywhere in Introduction and you'll find that Word adds gray fill because what remains is a field code. 
9. Save your document. Later, we'll save it as a template and replace your current template.

Updating the Remainder of the Document

1. Scroll to the third page of chapter one (page 19/30). 
2. Triple-click the words Chapter 1: The First Generations, and then click Delete to remove the text. 
3. Link to the previous header. In Word 2003, on the View menu, click Header and Footer, and then Link to Previous. In Word 2007/2010, click the Header & Footer Tools Design tab, locate the Navigation group, and click Link to Previous. A confirmation message appears.
4. Select Yes. The text Chapter 1: The First Generations appears again. The difference is this time it's an automated field code. If you click anywhere in the text, Word adds a gray background to tell you that it's a field code.
5. Save your document. 
6. Repeat these instruction for each section you have in your document. Remember that section is the four-pages that appear between section breaks. 

Seeing the Field Code

1. Hold down the Alt ky and press F9. The field code replaces the text:
   {STYLEREF "Heading 1" \* MERGEFORMAT}
2. Hold down the Alt ky and press F9. Text replaces the field code. 

Seeing Why It Matters

1. Go to any chapter title and change it. It doesn't matter how you change it. 
2. Go look at the third page of the section. Your heading text updates automatically. 

Background Info

With the addition of field codes, the chapter titles you entered when creating the template truly are just place holders for the chapter titles you really want. You can update them as you write and never have to worry about what is happening in the headers because StyleRef has your back.

One caution: Use the Heading 1 style only for chapter titles. When Word executes the StyleRef field code, it looks for the first available Heading 1 above. If you add text using a Heading 1 style between your chapter title and the StyleRef field code, Word will place that intervening text in the header. 

That being said, you should be coming up with all sorts of uses for StyleRef. For example, how many times is an author's name mentioned in a document? If you create a style named Author, and then apply the style to the first instance of the author's name, you can StyleRef any subsequent mention of the author's name...including any special marks...spelled correctly...assuming you spelled it correctly the first time. And if you misspelled it the first time? Just correct the first instance, and all the StyleRefs are auto updated. 

One of the most counter intuitive aspects of Word is generally speaking it applies to what is above it, and not below it. For this reason, when something goes wrong in a document, you start fixing the problem from the end of the document working your way toward the beginning of the document. This idea doesn't always work but it works in enough circumstances that the idea is worth remembering. 

Next Post

We'll take your updated document (with the field codes) and save it so that it replaces your old template.

Setting Up a Book Template Part 14

Today we're going to tackle a field code. You won't find much on using field codes. It's considered an advanced use of Word. However, once you understand how to use field codes, you'll find them to be a handy addition to your toolbox. We're going to start with a very easy field code: StyleRef.

We're going to add a StyleRef field code to make the title of the document (McKee Family Tree) an automatic field. Then, we are going to change McKee Family Tree to McKee Family Saga. When we make that change, Word will automatically update all references in your document based on the field code.

Going to Where We'll Add the Field Code

1. Open a copy of your Genealogy Book template. If you need help, see Setting Up a Book Template Part 12.
2. Scroll to page 10/30 (or ii). (Shortcut: Ctrl + G, enter 10, and click Go To.)
3. Look in the header. This location is where you added the book title to the header. In my case, the title was McKee Family Tree. We're going to add a StyleRef based on the style Title.
4. Double-click in the header area to open it. Your cursor most like is in front of the first word of the book title. If it isn't click before the first word.

Adding the Field Code 

1. Display the Field dialog. For Word 2003 select: Insert, Field. For Word 2007/2010 select: Insert, Quick Parts (Text group), Field.
2. In Field names, locate and select StyleRef. The Field Properties updates, showing the Style name field with a list of all styles used in your document.
3. In Style name, locate and select Title.
4. Click OK. Now you have McKee Family TreeMcKee Family Tree.
5. Hold down the delete key to eliminate the second title (McKee Family Tree).
6. Click anywhere in McKee Family Tree that remains and you'll find that Word adds gray fill because what remains is a field code.
7. Save your document. Later, we'll save it as a template and replace your current template.

Because you have the headers set up with Same as previous, the field code cascades to all pages where the title was added to the header.

Seeing Why It Matters

1. Click in the body of the page to close the header and scroll to the first page of the document (1/30). (Shortcut: Ctrl + G, enter 1, and click Go To.)
2. Click in the title of your document and change the title of the book. I'm going to change McKee Family Tree to McKee Family Saga.
3. Scroll to the title page. (Shortcut: Ctrl + G, enter 3, and click Go To.)
4. Click in the title of your document and change the title of the book (Tree to Saga).
5. Look again at your header. (Shortcut: Ctrl + G, enter 10, and click Go To.)
6. Save your document. Later, we'll save it as a template and replace your current template.

Because you have the book title in the header set up as a field code, the title in headers update each time you change the title on the front cover and the title page. If you plan to use a field code for your title, you might want to:

• Change the style for the book title (page 1/1) on the front page.
• Make the title on the title page a field code.

Converting the Title on the Title Page
You can convert the title by:

• Repeating these instructions to replace the typed title with a field code
• Copy the field code from the header and replaced the typed title with the field code.

1. Scroll to page 10/30 (or ii). (Shortcut: Ctrl + G, enter 10, and click Go To.)
2. Double-click in the header area to open it.
3. Click at the end of the book title in the header and press the space bar once to add a space at the end. The space will prevent you from copying the header style hidden in the paragraph mark you can't see.
4. Run your cursor over the book title only, excluding the space and the hidden paragraph mark.
5. Copy it. (Shortcut: Ctrl + C.)
6. Double-click in the body to close the header.
7. Scroll to the title page. (Shortcut: Ctrl + G, enter 3, and click Go To.)
8. Click at the end of the book title in the header and press the space bar once to add a space at the end. The space will prevent you from copying the header style hidden in the paragraph mark you can't see.
9. Highlight the book title on the title page, excluding the space and the hidden paragraph mark.
10. Paste the field code.  (Shortcut: Ctrl + P.)
11. Save your document. Later, we'll save it as a template and replace your current template.

If you get unexpected results, do you know why? Because you picked up the Header style when you copied.

Go to the cover and change the title again, and then check each place where the book title appears. You'll find that it changes each time in each place where the book title appears.

Seeing Field Codes Word 2003

1. Display the View dialog...Select Tools, Options, and then click the View tab.
2. Click the Field codes option  to add a check mark. Remove the check mark when you want to hide field codes.
3. Click OK, and then save your document. Later, we'll save it as a template and replace your current template.

--OR--

1. Use the shortcut: Hold down the Alt key and press F9.
2. Here's what the field code looks like: {STYLEREF Title \* MERGEFORMAT}
3. Look at a footer and you'll see a field code that looks like this: {PAGE \* MERGEFORMAT}

Seeing Field Codes Word 2007/2010

1. Display the Word Options dialog...Select File, Options, and then click the Advanced option.
2. Scroll to the Show document content group, and then click Show field codes instead of their values to add a check mark. Remove the check mark when you want to hide field codes.
3. Click OK, and then save your document. Later, we'll save it as a template and replace your current template.

--OR--

1. Use the shortcut: Hold down the Alt key and press F9.
2. Here's what the field code looks like: {STYLEREF Title \* MERGEFORMAT}
3. Look at a footer and you'll see a field code that looks like this: {PAGE \* MERGEFORMAT}

Next Post

We're going to set up the same type of field code for chapter titles. I want you to see the many uses you can have for a StyleRef field code.

Setting Up a Book Template Part 13

Well, if you followed the last set of instructions, you ended up sorta where you started. You have a 30 page document. Now it's a matter of what you're going to do with this 30 page document.

If you don't have a copy of the template open, open one. We're going to execute the template. We're going to assume that in addition to the Introduction and Chapter 1, which is already there, you want to add five more chapters for a total of six chapters. You know this drill.

Adding Chapters 

1. Scroll to Appendix A.
2. Click in front of the A in Appendix.
3. Insert a Next Page break.
4. Hit the up arrow once to move your cursor to the previous empty line.
5. Type Chapter 2. 
6. Hold down the Enter key to add a total of four pages of empty pages. 
7. Scroll to the top of the third of the four empty pages.
8. Double-click in the header area and replace the header text (Appendix A) with Chapter 2. You just broke the Appendix A header but we'll fix it later.
9. Repeat steps 1 through 8 until you have a total of six chapters. You'll add a total of 20 pages and now you have a 50 page empty document...50 pages with working headers, footers, and sequential page numbers. 
10. Scroll to Appendix A, and then on to the third of the four empty pages.
11. Double-click in the header. You should see it saying Same as previous. 
12. Remove Same as previous from the header. I'm going to assume you know how to do this task.
13. Replace Chapter 6 with Appendix A: etc. 
14. From this point forward, you can click in any empty line in any chapter and begin to type text, insert graphics, or import information from genealogy reports. It doesn't matter where you work until you're ready to finalize your book. 

You can add all of these chapters when you're creating the template if you want to deal with a 50 page template. At work, I routinely deal with ten plus chapter templates. The point of creating a template is to give yourself a framework for a document with working page numbers, headers, and footers. Once they are working, you can stop worrying about the mechanics of dealing with software and concentrate on writing your book.  

Insert a Table of Contents

1. Scroll to the placeholder for the Table of Contents (TOC).
2. Click in the first empty line after the title Table of Contents.
3. Insert an electronic TOC. See Electronic Table of Contents and Styles for instructions.

You can add the TOC when you're creating the template, and then update it as needed. 

Insert an Index

Well you can't do much about this one right now because you don't have any index entries. However, after you have a few entries, complete these instructions.

1. Scroll to the placeholder for the Index.
2. Click in the first empty line after the title Index.
3. Insert an electronic index. See Creating an Electronic Index for information on adding entries and inserting the index in your document. 

Next Post

In the next post, I'm going to talk about cleaning up and finalizing your document. In the meantime, you can just write...sprawl all over the page...neatness doesn't count...we'll clean up later. As long as you don't put in any section breaks, your page numbers, headers, and footers will just come along for the ride.

This point is where I need to remind you that page breaking and the type of page breaking you do is important for results. If you need a refresher, see How Many ways can you break a page?. You're interested in methods 2, 3, and 4. Avoid method 1 because it's section breaking, which you don't want to do.

Setting Up a Book Template Part 12

Well, if you've stuck with me this long, you have a 30 page document that you saved as a template. Your next task is going to be finding the template and opening it up. When you complete this task, it is important that you understand that what you are opening is a copy of the template and not the template itself.

The distinction is an important one. When you open a copy, you can open more than one copy. Therefore, you can use one copy of the template to start one book and another copy of the template to start another book. When you do something dastardly to the one of your books...and you will...I have too...you can always open another copy of your template and create another book. The point is at all times you are working in a copy.

OK, so how do you get to that magical copy.

Word 2003

1. Click File, and then New. The New Documents pane appears on the right side of your screen.
2. Click On my computer... The Templates dialog appears.
3. Click Genealogy Book. A copy of the Genealogy Book you created appears on your screen.  
4. Next, you will execute the template. 

Word 2007

When I had you save your template in the last post, I gave you the barest of instructions. In this post, I'm going to give you some more specific instructions.

1. Open Genealogy Book, and then select File, Save As. 
2. Click Trusted Templates. 
3. Check your File name and Save as type (Word Template (*.dotx).
4. Click Save. 

To find your template:

1. Click File, and then New. The New Documents pane appears.
2. Click My templates... The New dialog appears.
3. Click Genealogy Book. A copy of the Genealogy Book you created appears on your screen.  
4. Next, you will execute the template. 

Word 2010
When I had you save your template in the last post, I gave you the barest of instructions. In this post, I'm going to give you some more specific instructions.

1. Open Genealogy Book, and then select File, Save As. 
2. Click Templates. 
3. Check your File name and Save as type (Word Template (*.dotx).
4. Click Save. 

To find your template:

1. Click File, and then New. The Available Templates pane appears.
2. Click My templates... The New dialog appears.
3. Click Genealogy Book. A copy of the Genealogy Book you created appears on your screen.  
4. Next, you will execute the template. 

Create New Options
If you look at the dialog that includes your template, you always see the options Document and Template.

• Document is selected by default because Word assumes you want to it to create a copy of your template--a document--that you can execute. 
• Template is the option you select if you want to edit the actual template. 

Next post will be about executing the template. You're finally ready to start writing a book, using a template you created!

Setting Up a Book Template Part 11

Open the document we've been working with (Genealogy Book) and confirm that the hidden codes are showing. Scroll to page 29.

Adding a back cover (Pages 29 and 30)

Click in the first empty line on page 29. If you haven't already done so, press Enter to add empty lines for two pages. Adding two pages gives you a page for the inside back cover (odd page) and a page for the outside back cover (even page).

Changing Headers and Footers for the Back Cover

Heading Page 29

Scroll back to page 29 and look at the header area. Since this page is an odd page and the beginning of a new section, the header should be empty.

Footer Page 29

Scroll to the bottom of page 29 and look at the footer. You should see a page number (17). You want the footer to be empty. 

1. Double-click in the footer area to open it. 
2. Remove Same as Previous from the footer.
   In Word 2003, on the View menu, click Header and Footer, and then click Link to Previous.
   In Word 2007 or 2010, notice that you've had a new tab turn up with the title Header & Footer Tools Design. Click the tab, locate the Navigation Group, and click the highlightedLink to Previous.
3. Highlight the page number and click the Delete key.

Header Page 30

Scroll to the top of page 30 and look at the header. You should see the book title. You want the header to be empty.

1. Double-click in the header area to open it.
2. Remove Same as Previous from the header.
3. Highlight the book title and click the Delete key. 

Footer Page 30

Use the instructions above to remove the page number (18) in the footer.

Your template is complete.

Save Options

As you've been following these instructions, you've been saving your work as a document. If you have extensions visible, your file name looks similar to these:

• Genealogy Book.doc
• Genealogy Book.docx

If this is a one-off document and you don't want to use it again--that is, you're going to execute the template (write your book), then saving it as a document is fine. 

You can also select File-->Save as, and save the document under a new name. Execute the template as a document and write your book. 

Or, if you think you're going to want to use this template again and again, you will want to save what is currently a document as a template. After a document is saved as a template, you can select it from a list of template and Word presents you with a copy of the document, which you can execute. When you're ready to start a new book, you can select the template again and Word presents you with the same empty 30 page document you saved as the template. 

To save a document as a template:

1. Select File-->Save as. The dialog appears. 
2. In the Save as type field, select Word Template (or Template or .dot).
3. Select the Save button. The system places a copy of the document in your templates (Yes, you have templates!). 

Next post we are going on a hunting expedition...looking for the damn template because Word buries them unless you're using Word 2010. 

Here's what mine looks like. In earlier versions of Word, it's not near this easy to find but we'll talk about it on the next post. We'll also start talking about executing a template...more fun. Also, we're to the point where I can start showing you some cool things you can do...for example, automating tasks using field codes. You won't find much written about field codes because it's an advanced use and lots of times people don't get far enough into using Word to encounter field codes. But you grasshopper will know. 

Setting Up a Book Template Part 10

Open the document we've been working with (Genealogy Book) and confirm that the hidden codes are showing. Scroll to page 25.

Adding Index (Pages 25, 26, 27, and 28)

1. Click in the first empty line on page 25.
2. Type Index, and apply the Heading 1 style to the text.
3. Double-click above Index to open the page header (page 25).
4. Check the header bubbles. They should say something similar to
   First Page Header -Section 6- and Same as Previous.
5. Double-click below Index to close the page header (page 25).
6. If you haven't already done so, press Enter to add empty lines for four pages. Adding four pages displays the running headers and footers so that you can see them and make changes as necessary.

Changing Headers and Footers for the Index

Header Page 25
Scroll back to page 25 and look at the header area. Since this page is an odd page and the beginning of a new section, the header should be empty.

Footer Page 25
Scroll to the bottom of page 25 and look at the footer. It should says 13 for page 13. 

Header and Footer Page 26

This even numbered page...page 14 for index but page 26 of the template is as it should be. The book title is in the header and the page number (14) is in the footer.

Header and Footer Page 27

This odd numbered page...page 15 for appendix a but page 27 of the template needs some work. The header says Appendix A: Scanned Census  Records but is should say Index.

1. Click in the header area.
2. Remove Same as Previous from the header. 
   In Word 2003, on the View menu, click Header and Footer, and then click Link to Previous.
   In Word 2007 or 2010, notice that you've had a new tab turn up with the title Header & Footer Tools Design. Click the tab, locate the Navigation Group, and click the highlightedLink to Previous.
3. Select the text Appendix A: Scanned Census Records and replace it with the text Index.
4. Scroll to the footer. It says page 15, which is what you want it to say.

Header and Footer Page 28

This even numbered page...page 16 for the index but page 28 of the template is as it should be. The book title is in the header and the page number (16) is in the footer.

Starting a New Section (Page 29)

1. Double-click in the body of page 28. The headers and footers close.
2. From the top of page 28 (16), click in the fourth or fifth empty line.
3. Add a Next Page section break. This creates page 29 of the template.
   --In Word 2003, click Insert on the menu bar, and then select Break. The Break dialog appears. Under Sections break types, select Next Page.
   --In Word 2007/2010, click Page Layout, and in the Page Setup Group, select Breaks. The Break dialog appears. Under Sections Breaks, select Next Page.

Your header disappears because this page is the beginning of a new section (Back Cover).

All we have left to do for the template is the back cover of the book. Then we'll talk about save options.

Setting Up a Book Template Part 9

Open the document we've been working with (Genealogy Book) and confirm that the hidden codes are showing. Scroll to page 21.

Adding Appendix A: Scanned Census  Records (Pages 21, 22, 23, and 24)

1. Click in the first empty line on page 21.
2. Type Appendix A: Scanned census Records, and apply the Heading 1 style to the text.
3. Double-click above Appendix A: Scanned Census  Records to open the page header (page 21).
4. Check the header bubbles. They should say something similar to
   First Page Header -Section 5- and Same as Previous.
5. Double-click below Appendix A: Scanned Census  Records to close the page header (page 21).
6. If you haven't already done so, press Enter to add empty lines for four pages. Adding four pages displays the running headers and footers so that you can see them and make changes as necessary.

Changing Headers and Footers for the
Appendix A: Scanned Census  Records

Header Page 21
Scroll back to page 21 and look at the header area. Since this page is an odd page and the beginning of a new section, the header should be empty.

If the header isn't empty, scroll to the bottom of page 20, click in the last empty line on the page, and enter a Next Page section break. See the end of the previous post: Starting a New Section (Page 21) if you need details.

Footer Page 21
Scroll to the bottom of page 21 and look at the footer. It should says 9 for page 9. Congratulations! You now have working page numbers. If by chance, you page says one, you simply need to change the number. See the last post for instructions. 

Header and Footer Page 22

This even numbered page...page 10 for appendix a but page 22 of the template is as it should be. The book title is in the header and the page number (10) is in the footer.

Header and Footer Page 23

This odd numbered page...page 11 for appendix a but page 23 of the template needs some work. The header says Chapter 1: The First Generation but you want it to say Appendix A: Scanned Census  Records.

1. Click in the header area.
2. Remove Same as Previous from the header.
   In Word 2003, on the View menu, click Header and Footer, and then click Link to Previous.
   In Word 2007 or 2010, notice that you've had a new tab turn up with the title Header & Footer Tools Design. Click the tab, locate the Navigation Group, and click the highlighted Link to Previous.
3. Select the text Chapter 1: The First Generation and replace it with the text Appendix A: Scanned Census Records.
4. Scroll to the footer. It says page 11, which is what you want it to say.

Header and Footer Page 24

This even numbered page...page 12 for appendix a but page 24 of the template is as it should be. The book title is in the header and the page number (8) is in the footer.

Starting a New Section (Page 25)

1. Double-click in the body of page 20. The headers and footers close.
2. From the top of page 24 (12), click in the fourth or fifth empty line.
3. Add a Next Page section break.
   --In Word 2003, click Insert on the menu bar, and then select Break. The Break dialog appears. Under Sections break types, select Next Page.
   --In Word 2007/2010, click Page Layout, and in the Page Setup Group, select Breaks. The Break dialog appears. Under Sections Breaks, select Next Page.

Your header disappears because this page is the beginning of a new section (Index).

So, have you seen the pattern yet? Starting a new section in a template always involves the same process. 

1. Enter a section break. 
2. Put in four pages of empty lines so that you can see what's in the headers and footers. 
3. Update the header on the third page...an odd page. 

Hint: Starting a new chapter in an executed template follows the same process...we'll talk about during the execution post.

All we have left to do for the template is the Index section and the back cover of the book. Then we'll talk about save options.

Setting Up a Book Template Part 8

Open the document we've been working with (Genealogy Book) and confirm that the hidden codes are showing. Scroll to page 17. 


Adding Chapter 1: The First Generation (Pages 17, 18, 19, and 20) 

1. Click in the first empty line on page 17.
2. Type Chapter 1: The First Generation, and apply the Heading 1 style to the text.
3. Double-click above Chapter 1: The First Generation to open the page header (page 17).
4. Check the header bubbles. They should say something similar to
   First Page Header -Section 4- and Same as Previous.
5. Double-click below Chapter 1: The First Generation to close the page header (page 17).
6. If you haven't already done so, press Enter to add empty lines for four pages. Adding four pages displays the running headers and footers so that you can see them and make changes as necessary. 

Changing Headers and Footers for the
Chapter 1: The First Generation Section

Header Page 17
Scroll back to page 17 and look at the header area. Since this page is an odd page and the beginning of a new section, the header should be empty.

If the header isn't empty, scroll to the bottom of page 16, click in the last empty line on the page, and enter a Next Page section break. See the end of the previous post: Starting a New Section (Page 17) if you need details.

Footer Page 17
Scroll to the bottom of page 17 and look at the footer. It probably says 1. For this section, you are going to want to change the number to 5; that is, you want the number to continue.

1. Double-click near the 1 to open the footer.
2. Notice the bubble Same as Previous. Remove Same as Previous from the footer.
   In Word 2003, on the View menu, click Header and Footer, and then click Link to Previous.
   In Word 2007 or 2010, notice that you've had a new tab turn up with the title Header & Footer Tools Design. Click the tab, locate the Navigation Group, and click the highlighted Link to Previous.
3. Select the 1 with your cursor if necessary. (My system auto selects the 1.)
4. Right-click the 1. A pop-up menu appears.
5. Select Format Page Number. The Page Number Format dialog appears.
6. Locate the Page number options, and select Continue from previous section. 
7. Click OK. The page number changes to 5. If you scroll through pages 18, 19, and 20, note that the page numbering has changed (6, 7, 8)  for these pages also.

Header and Footer Page 18

This even numbered page...page 6 for chapter 1 but page 18 of the template is as it should be. The book title is in the header and the page number (6) is in the footer.

Header and Footer Page 19

This odd numbered page...page 7 for chapter 1 but page 19 of the template needs some work. The header says Introduction but you want it to say Chapter 1: The First Generation.

1. Click in the header area.
2. Remove Same as Previous from the header.
   In Word 2003, on the View menu, click Header and Footer, and then click Link to Previous.
   In Word 2007 or 2010, notice that you've had a new tab turn up with the title Header & Footer Tools Design. Click the tab, locate the Navigation Group, and click the highlighted Link to Previous.
3. Select the text Introduction and replace it with the text Chapter 1: The First Generation.
4. Scroll to the footer. It says page 7, which is what you want it to say.

Header and Footer Page 20

This even numbered page...page 8 for chapter 1 but page 20 of the template is as it should be. The book title is in the header and the page number (8) is in the footer. 

Starting a New Section (Page 21)

1. Double-click in the body of page 20. The headers and footers close.
2. From the top of page 20 (8), click in the fourth or fifth empty line.
3. Add a Next Page section break.
   --In Word 2003, click Insert on the menu bar, and then select Break. The Break dialog appears. Under Sections break types, select Next Page.
   --In Word 2007/2010, click Page Layout, and in the Page Setup Group, select Breaks. The Break dialog appears. Under Sections Breaks, select Next Page.

Your header disappears because this page is the beginning of a new section (Appendix A: Scanned Census Records). I can hear the question now: But what about the other chapters? I'm going to explain how you get them when we talk about executing a template. However, we have to have a working template before we can execute a template.

As it is at the moment, you have the page numbering working. Getting page numbering that is working correctly is a big item. So the next post will be about appendices. 

Setting Up a Book Template Part 7

Open the document we've been working on (Genealogy Book) and confirm that the hidden codes are showing. Scroll to page 13.


Adding Introduction Section (Pages 13, 14, 15, and 16)

1. Click in the first empty line on page 13. 
2. Type Introduction, and apply the Heading 1 style to the text.
   Note: Don't like the way the default Heading 1 looks? Make a global change to the style. 
3. Double-click above the word Introduction to open the page header (page 13). 
4. Check the header bubbles. They should say something similar to
   First Page Header -Section 3- and Same as Previous. 
5. Double-click below the word Introduction to close the page header (page 13).
6. If you haven't already done so, press Enter to add empty lines for four pages. Adding four pages displays the running headers and footers so that you can see them and make changes as necessary.

Changing Headers and Footers for the Introduction Section 

Header Page 13
Scroll back to page 13 and look at the header area. Since this page is an odd page and the beginning of a new section, the header should be empty. 

If the header isn't empty, scroll to the bottom of page 12, click in the last empty line on the page, and enter a Next Page section break. See the end of the previous post: Starting a New Section (Page 13) if you need details. 

Footer Page 13
Scroll to the bottom of page 13 and look at the footer. It says i (Roman numeral). For this section, you are going to want to change the numbering format to Arabic numerals (1, 2, 3).

1. Double-click near the i to open the footer. 
2. Notice the bubble Same as Previous. Remove Same as Previous from the footer. 
   In Word 2003, on the View menu, click Header and Footer, and then click Link to Previous.
   In Word 2007 or 2010, notice that you've had a new tab turn up with the title Header & Footer Tools Design. Click the tab, locate the Navigation Group, and click the highlighted Link to Previous.
3. Select the i with your cursor if necessary. (My system auto selects the i.)
4. Right-click the i. A pop-up menu appears.
5. Select Format Page Number. The Page Number Format dialog appears. 
6. In Number format, select Arabic numerals. 
7. Click OK. If you scroll through pages 14, 15, and 16, you note that the page format has changed for these pages also. 

Header and Footer Page 14

This even numbered page...page 2 of your introduction but page 14 of the template is as it should be. The book title is in the header and the page number (2) is in the footer. 

Header and Footer Page 15

This odd numbered page...page 3 of your introduction but page 15 of the template needs some work. The header says Table of Contents but you want it to say Introduction.

1. Click in the header area. 
2. Remove Same as Previous from the header. 
   In Word 2003, on the View menu, click Header and Footer, and then click Link to Previous.
   In Word 2007 or 2010, notice that you've had a new tab turn up with the title Header & Footer Tools Design. Click the tab, locate the Navigation Group, and click the highlighted Link to Previous.
3. Select the text Table of Contents and replace it with the text Introduction. 
4. Scroll to the footer. It says page 3, which is what you want it to say. 

Header and Footer Page 16

This even numbered page...page 4 of your introduction but page 16 of the template is as it should be. The book title is in the header and the page number (4) is in the footer.  From this point forward, you should have no reason to alter even numbered pages. 

Starting a New Section (Page 17)

1. Double-click in the body of page 16. The headers and footers close.
2. From the top of page 16 (4), click in the fourth or fifth empty line.
3. Add a Next Page section break.
   --In Word 2003, click Insert on the menu bar, and then select Break. The Break dialog appears. Under Sections break types, select Next Page.
   --In Word 2007/2010, click Page Layout, and in the Page Setup Group, select Breaks. The Break dialog appears. Under Sections Breaks, select Next Page.

Your header disappears because this is the beginning of a new section (Chapter 1: The First Generation). Chapter 1 is also four pages with headers and footers; however, the section title changes from Introduction to Chapter 1: The First Generation and the page numbers continue so that the first page of this section is page 5. The page number is probably 1 at the moment. I'll tell you how to change it to 5 in the next post.