Simple Word Formatting

Tuesday, October 16, 2001, 3:30-4:30

Seminary N110

David Heise



1.    Document Margins. i

2.    Paragraph Format Properties. ii

3.    Document Sections. iv

4.    Page Headers and Footers. 1

4.1   Rules governing Headers and Footers. 1

4.2   Page Numbering. 2

5.    Table of Contents. 3

6.    Bibliographic Styles & EndNote. 4


1.   Document Margins

Parameter settings for pages, such as paper size, margins, header and footer placement, etc. are set in the File menu.


File -> Page Setup -> Margins tab


Page Setup for Document Margins

2.   Paragraph Format Properties

Layout properties for paragraphs, such as left and right indent, line spacing, spacing before and after the paragraph, etc. are set in the Format menu.


Format -> Paragraph


Paragraph Format Properties


Word stores paragraph formatting information in the end of paragraph mark.  You can make this character visible by clicking the Show/Hide icon (Show/Hide icon) on the tool bar or going through the Tools menu.  This is important to an understanding of how Word formats documents.


Tools -> Options -> View Tab -> Paragraph marks


Tools > Options > View

3.   Document Sections

Another fundamental characteristic of how Word formats documents is the notion of Sections.  If you are creating a document with different headers and footers and different page numbering conventions in different sections of the document, then you handle that in Word by inserting a new section each time you want to change the style.


Insert -> Break


Breaks - Document Sections


For a section break, you then click a radio button to select Next page, Continuous, Even page, or Odd page.


Then any document margins you set, as in point 1 above, can be made to apply to the current section, the whole document, or from this point forward.


[There is a section break here is this document now, and headers/footers are not the same as previous.  I have changed the numbering style, and restarted it from 1.]

4.   Page Headers and Footers

To edit your page headers and footers, you first need to switch from page mode to header/footer mode.  You get into header/footer mode using the View menu.


View -> Header and Footer


This toolbar then pops up.


Page Headers and Footers


You can also open an existing header or footer by double clicking on it (it will be grayed).  While you are in header/footer mode, the body of the page will be grayed.  You can return to page mode by clicking  Close or by double clicking on the body of the page.


When you open header/footer mode, the cursor will be positioned in the header.  You can move between header and footer using the cursor keys or the mouse, or click Switch Between Header and Footer (Switch Between Header and Footer) in the Header and Footer toolbar.

4.1Rules governing Headers and Footers

4.2Page Numbering

You can use the Insert menu to insert page numbers, but to get any kind of control over the format and placement of page numbers, you need to get into header/footer mode.


There are 3 icons for page numbers in the Header and Footer toolbar:

Page number icons


You will usually use tabs to center or right-align page numbers and other elements in your footers.


The Format Page Number icon allows you to specify the number format (1, 2, 3, …, a, b, c, …, A, B, C, …, i, ii, iii, …, I, II, III, …).  It also allows you to specify whether numbering should continue from the previous section, or start at some number you specify.

Page Number Format

5.   Table of Contents

The key to building tables of contents is very simple – Use STYLES!!!


Word has built-in styles for different level headings (Heading 1, Heading 2, etc.)  If you use these styles, Word can also build and maintain your table of contents for you, in a variety of formats.


Insert -> Index and Tables -> Table of Contents tab


Table of Contents specs

You can indicate whether to show page numbers, and if you right align them, what kind of tab leader character to use.

6.   Bibliographic Styles & EndNote

The easiest way to format your references and bibliography is to invest in a software package like EndNote.  This gives you a number of benefits.


But the formatting is not difficult to do manually.  As with all the styles, the Turabian style specifies the sequence in which components of each bibliographic reference must appear.  The name of the book or magazine or journal is in italics.  Each entry is a separate paragraph with a half inch hanging indent.


Format -> Paragraph


Paragraph Hanging Indent



Abramhamson, Eric. 2000. Change without pain. Harvard Business Review July-August: Page 75.

Bridges, William  and Susan Mitchell. 2000. Leading transition: A new model for change. Leader to Leader 16.

Carte, Traci Ann. 1999. The impact of "publicness" on executive information systems development (organizational theory, systems development). Ph.D.

Covey, Stephen R. 1992. Principle-centered leadership. New York: Fireside Simon & Schuster Inc.