MASSEY
UNIVERSITY
MICROSOFT WORD 2010
Microsoft Word III
Long Documents
Massey University
Table of Contents
*All tips are based on Microsoft Office 2010.
Table of Contents ....................................................................................................... 1
Understanding page break & section break ............................................................... 2
Inserting page break ......................................................................................................................... 2
Inserting section break ..................................................................................................................... 3
Deleting page break/section break .................................................................................................. 3
Different page numbers for different sections ........................................................... 4
Headings and Numbering ........................................................................................... 9
Creating a table of contents ..................................................................................... 16
Viewing style area while creating table of contents ................................................. 17
Marking entries for a table of contents .......................................................................................... 19
Inserting a table of contents ........................................................................................................... 20
Updating the table of contents....................................................................................................... 21
Creating list of figures / tables ................................................................................. 22
Inserting captions for list of figures or tables ................................................................................. 22
Inserting list of figures .................................................................................................................... 25
MS Word III
Page 1
Understanding page break & section break
What is the difference between page break and section break?
 Page Break
It simply separates content between pages. After the page break, the following text will always start at the
beginning of the page.

Section Break
It splits your document into sections and allows you to have multiple different headers/footers in your
document. Each section can have its own header/footer formatting. For example, margins, page numbering,
header/footer, portrait/landscape orientation, and page border. (See next page for more information)
Show/Hide
This toggle button is an essential tool while working with page break and section break. It indicates to you where the
breaks are and where you have pressed ENTER and SPACE key.
Show/Hide
Note: Show/Hide mark will NOT be printed.
Inserting page break
1.
Click where you wish to insert a page break
2.
Page Layout > Breaks > Page
Tip:
3.
Click Page
MS Word III
Shortcut key for inserting a page break is
Page 2
Inserting section break
1.
Click where you wish to insert a section break
2.
Page Layout > Breaks > Next Page
3.
Click Next page
NB:
Section breaks are strongly related to Different First Page and Different Odd/Even Headers and Footers (File
> Page Setup > Layout tab).
When you insert a Next page section break in your document, the new section will also have a Different
First Page setup.
Use the Different First Page option if you want a different heading on your first page than on the rest of your
document. However, if you need more than just a different heading on your first page, you need section
breaks.
Deleting page break/section break
Page and Section breaks can be deleted as normal text with the DELETE or Backspace keys. Show/Hide needs to be
turned on in order to see where page break/section break is inserted.
Place the curser adjacent to section break > Press DELETE or Backspace key
NB: Be aware that when you delete a section break, the formatting for the preceding section will be also deleted.
Show/Hide
MS Word III
Page 3
Different page numbers for different sections
A typical academic essay consists of two different page number formats:
Roman numerals (i, ii, iii etc…) after your cover pages, executive summary, table of contents.
Arabic numbers (1, 2, 3 etc…) after above, e.g. essay body, chapters.
Question: How to have two different number formats in one file?
Answer: Section breaks will help you to do this. Your document will have a few segments but Microsoft Word still
treats it as one single file.
There are several ways of doing this but here is an example. Let’s assume we would like to have the following page
numbering.
Title Page
The first page has no page number.
Section One
Section Break
Roman numbers (i, ii, iii, …) starts from the
second page until essay body begins.
Abstract
Section Two
i
The preliminaries often contain:
abstract
preface and/or acknowledgements
table of contents
list of illustrations, photographs,
figures and or table
Executive summary etc…
Section Break
Chapter One
Section Three
Arabic numbers (1, 2, 3…) starts from
the main body of the work, i.e., essay
body and chapters.
1
MS Word III
Page 4
1. Before you start, it is easier to do if you can see where you create section breaks. Click Show/Hide (this
button is orange when on). When this is on you will be able to see your inserted section breaks.
1
2. Insert a Section Break Next Page at the bottom of the Cover page > Page Layout > Breaks > Next Page
2
3. Edit the footer of the second page, double click on the footer or Insert > Footer > Edit Footer
3
MS Word III
Page 5
4. Click on Link to Previous to un-link this section. This will
create two independent sections. (Note this button is
Orange when on.)
4
5. Insert Page numbers on the second section. Place the
5
cursor in the Second Section footer > Insert > Page
Numbers
6
6. Choose position and alignment of the page numbers, for more advanced options click Format Page
Numbers...
7. Page Number > Format Page Numbers…
7
8. Change Number format to Roman numerals (i, ii, iii…) > Type “i" in the Start at box. Or use the drop
down menu > Click OK to return to your document.
8
Start page number at “i"
MS Word III
Page 6
9. Insert another Section Break Next Page at the end of section two e.g. before the first chapter so the
page before the page to be numbered 1.
9
10. Click on Link to Previous to un-link this section. This
will create three independent sections. (Note this
button is Orange when on.)
10
11. Insert Page numbers on the Third section. Insert > Page Numbers
11
12. Choose position and alignment of the page numbers.
13. Change the number format > Insert > Page Number > Format Page Numbers…
MS Word III
Page 7
14. Change Number format to Arabic numerals (1, 2, 3, …) > Type “1” in the Start at box. Or Use the Drop
down Menu > Click OK to return to your document.
Select Arabic numbering
14
Type 1 in the Start at box
Click OK
Done!
Title Page
The first page has no page number.
Section One
Section Break
Roman numbers (i, ii, iii, …) starts from the
second page until essay body begins.
Abstract
Section Two
i
The preliminaries often contain:
1. abstract
2. preface and/or acknowledgements
3. table of contents
4. list of illustrations, photographs, figures
and or table
5. Executive summary etc…
Section Break
Section Three
Chapter One
1
MS Word III
Page 8
Headings and Numbering
Correct numbering in word 2010 allows for Chapter numbering and caption chapter numbering (for figures
and Tables) in one multilevel numbering list. It also allows automatic generation of a Table of Contents.
These instructions will create this numbering style
MS Word III
Page 9
1. Type out your list (depending on the number of levels you
require as shown) Do this anywhere on a current
document, perhaps at the start or on a new document.
2. Highlight the list and apply the following
Multilevel numbering style shown:
2
Click
3. Format the different levels to appear how you want them
to (change font type, colour, bold, italics etc.)
3
4. Select the list once again and
Go to multilevel list > Define new multilevel list
4
MS Word III
Page 10
5. Change the number style for the first number to “One, Two, Three …”
5
6. Type the word “Chapter” before the number in the number format text box, you can also change
the separator after the number One.
6
7
7. Click on the More
MS Word III
Page 11
8. On the More >> button, tick “Use legal style numbering” for the remaining levels (Each level apart
from 1)
8
Click Ok
MS Word III
Page 12
9. Insert Tab stops (TAB key or Increase Indent button) to indent the levels of the headings. (Place cursor
between number and heading or with the number selected.)
One tab
Two Tabs
Three Tabs
Four Tabs
Five Tabs
10. At this point (as shown in above picture) you may notice that the gap between the number and the heading is
not the same for all levels. To make this distance consistent, select the list again and Click on Define New
Multilevel list again.
11. Change the Follow number with drop down to Space
instead of Tab. Because Tab stops can be different sizes. Do
this for All Levels
10
11
MS Word III
Page 13
12. The distance between the number and heading should now be uniform.
13. You may also like to select the Line spacing and paragraph spacing for these headings. Select the list at once
and adjust if they are all to be the same, or select individually and adjust if they have different spacing
options.
MS Word III
Page 14
14. Select each Heading level and right click on the corresponding Heading style (at the top of the Home menu)
and click on Update Heading (x) to Match Selection to update the Styles (one at a time) and do this for all
heading levels.
14
15. Once this is done the styles should have the appropriate numbers and you can now remove the text used to
create these.
15
This text can now be deleted as it was
used only to create the heading styles
The Heading styles should look like this and you can use
these styles for your heading throughout your document.
MS Word III
Page 15
Creating a table of contents
MS Word creates a table of contents or index for your document. It is a list of the headings and it is essential to mark
text that you wish to include in your table of contents.
For example, you can apply Heading 1 for main heading (level 1), Heading 2
for sub-main heading (level 2), and Heading 3 for sub-sub heading (level 3).
To change how these headings appear Right click on a heading style and select Modify
If you would like set up numbering on your styles see the above section
Heading and Numbering.
If your headings haven’t had a Heading style applied, it won’t appear in your table of contents.
Heading 1
Chapter One
Introduction
Heading 1
Chapter Two
Consumer needs
Heading 2
2.1. What is motivation?
Heading 2
2.2. Needs
Heading 2
2.3. Goals
Heading 1
Heading 2
Chapter Three
Consumer behaviour
3.1. Ethics in marketing
3.1.1. The social responsibility of
marketers
Heading 3
3.1.2. The consumer movement
Heading 2
MS Word III
3.2. Advertising and public policy
Page 16
Viewing style area while creating table of contents
Viewing the style area may be useful while applying Heading styles because you can see where all of your styles are
applied and what level they are. You can increase the viewing style area.
This can also be very helpful for finding problems in the TOC, e.g. if there is text that is showing in your TOC that you
don’t want it is most likely formatted as a heading style or if the numbers are not working or suddenly show number 0
there may be an “empty” line somewhere formatted as a heading style.
NB: To view the style area, you have to be in Draft view, View > Draft
This isn’t a vital step to create a table of contents but it can help when things go wrong.
Style view area
1.
Click on the File Button
2.
Go to Word Options
1
2
View > Draft to view the style
area.
Print Layout view doesn’t
show the style area.
MS Word III
Page 17
3.
Click on Advanced
4.
Scroll down to the Display Section
5.
Type any width size, e.g. 2cm in Style area pane width to 3cm
6.
Click OK
3
4
5
6
MS Word III
Page 18
Marking entries for a table of contents
1.
Select a heading, e.g., main heading
Tip: A quick way of selecting a heading
Mouse over to the left margin > click next to the heading. This should highlight the entire
heading.
2.
Select a Heading style, e.g., Heading 1
Click here to format selected text to Heading 1
3.
4.
(‘1. Introduction’ is now set as Heading 1 style.)
Continue to do this to all headings that you would like to show in the Table of Contents
MS Word III
Page 19
Inserting a table of contents
1.
Place the cursor where you wish to insert a table of contents.
2.
References > Table of Contents
3.
Table of Contents should appear similar to the example below.
MS Word III
Page 20
Updating the table of contents
When you have made changes to your Headings in the Table of Contents, after inserting the TOC, you can simply
update the TOC.
1.
Right click on the table of contents > Click Update Field
]
2.
Click Update entire table > Select Update entire table > Click OK
Tip: F9
Updating table of contents
shortcut key is F9! (TOC must
be selected)
MS Word III
Page 21
Creating list of figures / tables
A caption is a numbered label. For example, when you insert a table, you may wish to
have a title for it. Rather than just type the title manually, insert a caption. So then
Microsoft Word automatically inserts a list of tables for you.
The caption is inserted as sequential caption number.
Figure 1
Inserting a table of list/figure is similar to Table of Contents but adding captions are
different.
Inserting captions for list of figures or tables
1.
Place your cursor where you wish to insert a caption label
For example, right after a figure.
2.
References > Insert Caption
MS Word III
Page 22
3.
Select a Label type from the drop down list > Click OK
This is your
caption label.
Label:
The other standard labels are
Equation and Table.
Advanced Numbering
For Chapter Numbers
1. (A caption is inserted.)
2. Type the rest of caption title after the label.
3. To include chapter number for figures and tables
captions select Numbering and select Include
chapter number.
This requires and number to be in the Heading Style see
Headings and numbering section
MS Word III
Page 23
4. To change the Style for the Captions
5. After you have inserted at least one Caption you will see the Caption style in the style menu at the top of the
Home Ribbon.
6. Right click on this and select Modify
7. Any changes here will change all captions
MS Word III
Page 24
Inserting list of figures
1.
Place your cursor where you want to insert Table of Figures.
2.
References > Insert Table of Figures
3.
4.
Select the Label of the list you are generating from the drop down list. Table or Figure
Click OK
Tip: Updating your list of captions
When you have made any changes to your Table of Figures after you inserted it, you can simply update it.
The same as the table of contents – Right Click –Update Field or F9
.
MS Word III
Page 25
Section 1
Cover Page
Section Break
Section 2 header
Acknowledgement
i
Page Break
Section 2 header
Table of Contents
ii
Page Break
Section 2
Section 2 header
List of Figures
iii
Page Break
Section 2 header
List of Tables
iv
Section Break
Section 3 header
Body
……..
Section 3
1
Section 3 header
…….
2
MS Word III

View > Header and Footer > Break the
“Link to Previous”

File > Page Setup > Layout > Un-tick
“Different First Page”
Page 26