Word 2013 lengthy document typesetting case tutorial

1 Preface

Usually occasionally encounter the need to make lengthy documents, such as papers, manuscripts, etc., need to carry out some complex editing, such as setting the level title, section display page number, cover, title, Table of contents, header, footer, references and so on, many students for this worry, especially non-computer professional friends often ask me for help. In fact, as early as more than 10 years ago, Microsoft has released a video tutorial based on Office 2003 lengthy document production, and I learned some complex typesetting methods from that video. Now, Office has grown to version 2013, and no new tutorials have been found for Microsoft. In fact, the general process and principles are similar to Office Version 2003. I think it is necessary to summarize the relevant techniques and techniques so that more people learn to use them. After all, the technology is not pressure.

This article will take a book manuscript as an example, to explain in detail the typesetting techniques involved. This article also explains a lot of word basics and how-to tips.

We assume that the basic formatting requirements of the manuscript are:

Overall requirements: In double-sided printing format to layout, require cover, order, directory without header, the text and reference footer is on the outside to display the page number, the text of the odd page header for the current chapter title, even header for title, each chapter starting position is the next odd page.

1, the cover, the cover does not display the page number, the content custom

2, preface, do not display the page number, from the cover of the odd page start.

3, the table of contents, on the outside of the footer display uppercase Roman numeral format page number, catalog content is automatically generated by word, the style in the TOC can be customized

4, the body, can be set three-level title, style customization; the body of the paragraph principle requires the first line to indent two characters, the footer on the outside side display page numbers, Arabic numerals, starting from 1.

5, the body of the chart, table, chart and table no indentation center, the chart title is centered, other style customization; the graph title is located below the chart, and the table title is located on the table.

6, the reference document, the request body in the format of [1], in the end of the text by the end of the note to indicate the details of the cited documents, serial number by Word automatically generated, do not endnote separator and endnote Continuation separator

I will also introduce the layout of lengthy documents in order of the above requirements.

2. Set the desired style

As with web design,Word can also implement styles and content separation . That is, we only enter the content in the page, and then create a different style of formatting requirements, in the text in the paragraph to apply the corresponding style, you can call this style to decorate the paragraph text. The advantage of this is that you can quickly implement the paragraph text content style settings, and one set, multiple calls, if you need to modify, only modify the style, apply this style will automatically update the style after the style is modified, This way, you never have to select the content to set the style so tired to vomit blood inefficient work. Styles can be defined all by themselves, and styles already in the system can be modified.

2.1 Ways to create/modify styles

After we create a new Word document, we recommend that you save it now. And in the process of editing documents, must be habitually in time to save, Ctrl+s.

In the Start menu, in the Style toolbox, there are already a lot of system preset style names, of course, this is only part of the display, click the small arrow in the lower right corner of the toolbox, pop up the "Styles" pane, where you can see more styles, we can modify the existing style, You can also create a new style from your own.

You can modify an existing style by right-clicking on the displayed style name (whether in the style toolbox or the Style pane), selecting Modify, and then re-setting the style value in the popup window;

To create a new style, click the first button at the bottom of the style pane, the new Style button, and name the style in the popup window (not the same as the existing style), and set the style value to OK.

In this article, the styles we need to set are:

1. New body style with the first line indentation, according to the method of the new style above, set the style "name" to "indent body", "style datum" to "body", meaning to create this style on the basis of "body", select "Indent Body" in "subsequent paragraph styles", It means that the body of this style is applied, and subsequent new paragraphs continue to apply this style by default, then set the first line indent in their paragraph, and set the style values such as other fonts, so that you can see our new style in the Style list and style pane.

2. The new chart title style is the same as the new indent body style, the style name is set to chart title , the Style datum is set to body, and the subsequent paragraph style is set to indent body, that is, the subsequent new paragraph of the style defaults to the indent body style.

3, modify the level heading style, because the system has a default level heading style (that is, the style list in the Title 1, Heading 2 , respectively, corresponding to a level title, two headings, etc.), but its style may not meet our requirements, so we need to follow the above method to modify the style of Heading 1, It is important to note that in addition to resetting the values of these styles, the following paragraph style is set to indent body.

4. Create a reference list style. The reference list is usually hanging indent, so we also need to create a new style, refer to the new "indent body" style, the name is "Reference ", to note that in "paragraph" set "hanging indent", according to experience, the indentation value of 1.5 characters is the most appropriate.

After the operation finishes, the effect in the style pane is as follows:

If you find that the content settings for some styles are inappropriate, you can also modify them by modifying the styles described above.

At this point the desired style has been basically done, waiting for us to enter the content.

3. Page Setup

Page Setup is a set of global settings for the entire document or for the entire section. There are two ways to open the Page Setup window: One is by clicking on the menu, such as

Second, through the quick operation, in, double-click on the white paper outside the upper left corner of the gray area , you can directly open the Page Setup window. As shown in.

3.1 Page margin settings

On request, in this window, we first select "Symmetric margins" in the drop-down menu after "multi-page", then in the "preview" area below we can see the symmetrical page-flipping effect like our book-flipping, and then set the specific value in "margins" above. For example, we set the bottom margin of 2.54cm, the left and right margin is 2cm, the binding line is 1cm. You can see the settings effect in real time in the preview area.

3.2 Paper Type selection

Click on the "Paper" tab, where you can choose the paper type, usually A4, but you can also choose a different paper type depending on your actual needs, or even customize the paper size.

3.3 Layout Settings

Click "Layout", where you can set the starting position of each section, and whether you need odd and even pages, each section of the first page layout is different. Based on our pre-set requirements, we set the section's starting position to "odd page" and set "odd and even page differences". In addition, if the format requirements also mention that each section of the first page style and other pages are different, then you need to choose "first page different."

After this, the work on the Page Setup section is complete.

4. Make cover

According to the requirements, the cover does not need to display the header, footer, page number, the content customization, so better than the implementation. In actual use, the layout is usually controlled by a table that does not display a border, which makes it more neat. I set the cover as follows:

5. Preface

According to our actual experience, the back of the cover (i.e. the second page) is nothing, the prologue should start from the third page, that is, the next odd page, so we need a section break of the odd page type at the end of the cover.

For the first time in the operation, the concept of "festival" has been formally appeared, here to explain. in Word, a section is a very important editing operation, and the section can actually be understood as a relatively independent part, a document can be divided into sections, each section can be set different from other sections of the layout, such as the ability to rewrite page numbers, set different headers, footers and so on. the types of sections have the next page, continuous, even pages, odd pages, where the next page type of section is similar to the normal paging effect, the continuous type of section inherits all the layout of the previous section by default, and we most commonly use odd-page sections, meaning that the content of the section will start with the nearest odd page , Even pages meaning that the content of the section will start with the most recent even page. Each insertion of a new section break in the document, the contents of the section break are divided into sections. The specific methods of sub-sections are:

1. First place the cursor at the end of the cover page

2, click the menu "page layout"-"separator"-"Odd page", you can create a new odd page start section, when finished, click on the "Start" menu "paragraph" toolbox, the "Show/Hide Edit Tag" button, you can see the cover page after a new page, and at the end of the cover pages can see " Edit tag for section break (Odd page).

Open Show/Hide edit markers. It is recommended that this button be in the pressed state during document editing.

Effect of inserting odd page section breaks

At this point, we can make a preface in the following page. This page is actually the third page, but here we see it is the second page, the page behind the cover we are here and do not see the effect, click "Print Preview" before you can see that there is actually three pages, behind the cover of the blank page (that is, the second page) can only be seen here. When the layout is well designed, we can write some content casually. Text in the body of the prologue, we use the "indent body" style that we created earlier to decorate it. The effect is as follows:

6. Catalogue 6.1 New sub-section

After the prologue has been made, the catalogue is next. Because the contents of the current directory does not have content (because the content of the directory is composed of the title of the body), so here we first design the format, and so on after the content is determined, and then let Word automatically generate the table of contents.

At the end of the prologue, we insert an odd page section. and enter "Table of Contents" as the title in the new section's page.

6.2 Setting the footer

In the table of Contents click on the Menu "insert"-"footer"-"Edit footer", or in the Table of Contents page footer position directly double-click, you can make footer editing status. such as:

It is important to note that:

1, if you do not see the "Odd Page footer section X", then the page setup in this section is not set "odd and even page different", to quickly set up a bit.

2, in here do not rush to insert page numbers immediately, but should first cancel "link to the previous header", in the "Design" menu can see this:

By default, each new section is automatically "linked to the previous header," meaning that this section automatically calls the header and footer of the previous section. According to the requirements, the table of Contents section of the footer has page numbers, and its preamble is no page number, that is, the two sections of the footer is not the same, so we want to immediately cancel the "link to the previous header", if not canceled, then you set the footer here, its front of the preamble will also display the same footer.

After you unlink to the previous header, we can set its own footer for the section where the table of contents is located, and we insert the uppercase Roman numerals that appear on the outside as footers. Or under the "Design" menu, we click on "page number"-"format page number", as shown:

When determined, then click on the menu "Design"-"page number"-"bottom of page"-"Normal number 3" (that is, displayed as the page number on the right side of the footer), you can see the page footer has "I", this is only the number of odd pages set, if you create a new page after this page ( do not use a bunch of , can be implemented with Ctrl+enter, or the menu "page layout"-"Separator"-"page break", pagination is not a section, page breaks before and after pages are still in the same section , you will find that the new page does not have any footer, because it is an even page, we have not set it yet.

On this new page, double-click the footer position and go to edit state to see:

or do you want to cancel "link to previous header" first? Then no longer set the page number format, directly click on the menu "Design"-"page number"-"bottom of the page"-"Normal number 1" (that is, displayed as the page number on the left side of the footer), you can see the footer has appeared in the "II", which set the number of even pages.

Here, we set up the directory section of the odd page footer and even page footer, no matter how many pages of the contents of the final directory can be displayed normally, do not believe you continue to create a few pages to see it.

At this point you click on the print preview, you can see the initial setting effect, is not a little excited? I also posted my print preview.

7, Body 7.1 New sub-section

Since the text starts with different header and footer content, we need to split the section. At the end of the catalog section, insert an odd section break and enter "Here is the body" in the new section with the following effect:

7.2 Setting the Body footer

In the format requirements for the preamble of this tutorial, the footer of the body is the Arabic numerals displayed on the outside, and starts at 1. However, when you finish the section, you will see the edit state of the body footer:

It is still shown that the Roman number I is capitalized. Why is it? Because as mentioned earlier, the new section defaults to "link to the previous header", that is, the header footer of the new section automatically inherits from the previous section. This makes it clear why the page numbers in the table of contents are still displayed here.

So, the first thing we need to do is cancel the link to the previous header!

After the cancellation, the automatic inheritance of this Roman numeral page number is deleted, and then reset the text page number format of the section:

And then insert the new page number

Similarly, we add another page (Ctrl+enter) to this section, and then set the footer for even pages. Be careful to cancel "link to previous header" First!

7.3 Setting the body header after you set the footer as described above, the header setting is also more convenient. Double-click the header section of the body page (that is, Odd page) to edit the status,"link to previous Header" is canceled first, and then enter the title of the first chapter in the header area:

Then create a new page (Ctrl+enter), double-click the header portion of the new page (that is, even pages), go to edit state, first Cancel "link to previous Header", and then enter the name of the book in the header area:

At this time the body part already has two pages of content, you can enter some text casually, then preview a bit! I just post a preview of the body part

When the setting is complete, the header and footer are displayed in the current style, regardless of how many pages are in this section. In addition, it doesn't matter whether you set the header or the footer first, just remember to cancel "link to previous header" first.

This only sets the style of the first chapter of the body, the style of subsequent chapters, which can be set according to the same process:

1. Insert an odd page section break at the end of the previous section, create a new section, and add another page in the new section (so that the new section will have two pages, an odd page, an even page.) If the page settings are also checked in the "first page is different", then you need to create a new page here, so that the first pages of this section is the home, the second page of this section is the first even page, the third page of this section is the first odd page )

2. Header editing status for Odd page entry

3. Cancel "link to previous header"

4. Enter content in the odd page header

5. Edit status of footer on odd page

6. Cancel "link to previous header"

7. Set page number format in odd page footer and insert page number

8, then enter the header editing state of even pages

9, you can not cancel the even page header "link to the previous header"note, because the format requirements of the body of all even-numbered pages of the header is the same, that is, the book name, so when the first chapter of the even header is set, the next chapter of the even page header can not be canceled "link to the previous header", This way the even page header of the subsequent chapter automatically inherits the even page header of the previous chapter, which makes it easier. If you explicitly require that the even page header of each chapter be different in the format, you must cancel "link to previous header"

10. Enter content in the even page header

11, enter the footer edit state of even page

12. Cancel "link to previous header"

13. Format page numbers in even-numbered page footers and insert page numbers

2-7 are headers and footers that set odd pages, and 8-13 are headers and footers that set even pages, which can be reversed in order.

To sum up: if the two adjacent parts of the header and footer are not the same, then they will need to sub-section (as to the type of section breaks, can be selected according to the specific requirements), and the subsequent sections of the header and footer cannot be "linked to the previous header", if you require odd and even page header footer is not the same, You also need to set the first odd page and the first even page of each section, and if the formatting requirements explicitly define a portion of the adjacent two sections (header or footer), then the corresponding position does not have to be "linked to the previous header". Different to cancel, the same does not cancel.

7.4 Setting the style of body content

This is easier to achieve. We only use the input body text, put the cursor in the paragraph (do not select the target text), in the Style Toolbox or Style pane, click on the selection of the corresponding style name, you can implement the call style to decorate the target text. We need to set the level headings in the body, indent the body, chart titles, and so on.

8 References

References can be purely hand-crafted, but very laborious, both to adjust the format, but also to pay attention to the serial number, more painful is, once the serial number has increased or deleted, then the sequence number must be a manual to change. Fortunately, Word gives us the endnote function, we can use this function to achieve the production of parameter literature, whether you are in the middle of new or delete endnotes, the serial number will be automatically updated; even if you copy text with endnotes into another text, all of its endnote information will be copied in the past, And the callout number in the target text is also re-adjusted according to the position, consistent with the endnote ordinal already in the target text.

8.1 Insert the first endnote ordinal

Position the cursor first in the body where you want to insert the reference callout, and the first time you insert it, you need to click the small arrow in the footnote work box in the "References" menu to pop up the detailed Setup window.

In the window, complete the settings, click "Insert", you can insert a text at the cursor at the top of the index number 1, which is the auto-generated endnote callout number. At the same time the page jumps to the end of the document, let's enter the specific reference information.

This is the case in the body:

At the end of the document is this:

We'll just enter the reference information here. Double-click the "1" at the end of the document to jump to the position labeled 1 in the body, and double-click the superscript "1" in the body to jump to "1" at the end of the document.

8.2 Inserting subsequent endnotes

Complete the insertion of the first endnote, when you want to continue inserting a new endnote in the subsequent body, you do not need the detailed setup of the previous step, just click "Endnote" in the "footnote" toolbox to achieve the same endnote with the "1" format, the sequence number 2, and so on, can be implemented to insert all endnotes.

8.3 Add the endnote number []

After the above steps, you can achieve the insertion of the endnote ordinal, but we know that the paper is usually required to refer to the reference number is surrounded by a pair of brackets, where we take advantage of Word's search and replace function implementation. "NOTE: This part of the work must be put in all the reference labels are determined not to modify the later to do, otherwise it will cause some inconvenience."

Place the cursor before the first endnote callout ordinal in the body (be sure to do so, otherwise you can't replace all!) It is recommended that you press Ctrl+home to move the cursor to the beginning of the entire document. ), press Ctrl+h to open the Find replacement window, enter "^e" in the "Find what" text box, "NOTE: No quotation marks, meaning to find all endnote information in the text", enter "[^&]" In the text box with "NOTE: no quotation marks, i.e. a pair of brackets [] To enclose the contents of the search. " Ok. The following results are done:

8.4 Modifying the style of the endnote ordinal at the end of a document

Although you have seen the effect in the previous step, but careful observation you will find that after the text of the endnote number is also superscript form, we also need to remove the superscript style. To do this, select all endnotes at the end of the document, right-click the font, and set the check box to unchecked before the superscript, OK. Here is my revised style, you can compare it, it is obvious.

8.5 Delete endnote delimiter and endnote continuation separator

In the process of doing this, there is a question that must keep flashing in your mind: there is a black line before the end of the document, delete it!

Yes, I did not forget, then I will explain how to delete this line-the endnote separator.

1. Switch to draft view "Note: In versions 2003 and 2007, there is no draft view, to switch to outline view"

2. Click "Show Notes" in the footnotes toolbox in the "References" menu

3, in the "Endnote" drop-down menu below select "Endnote Separator", you can see that line, here to manually delete it

4, then switch back to the page view "or Normal view", you can see that line is gone!

So what is the "endnote continuation delimiter"?

When the number of endnotes at the end of a document is greater than one page, a long black line appears at the top of subsequent pages, which is the endnote continuation delimiter. The method of removing it is similar to the above method of removing endnote separators, except that the "endnote delimiter" is not selected in the drop-down menu of the 3rd step, and the "Endnote Continuation separator" is selected, and then it is removed manually, and the long black line is not found after switching back to Page view.

9. Automatic Directory Generation

When the content is fully determined, the catalog can be generated. The content of the table of contents is that Word automatically extracts those paragraphs with level headings from the document. That's why we set the level heading style at the beginning.

The specific method is to place the cursor in the location where the directory needs to be inserted (for example, the page we made before), click on the menu "References"-"directory"-"Custom Directory", in the popup window, click the "Modify" button, you can customize the style of headings in the table of contents, Of course you can also use the system default directory style. Set it up and click OK to see the auto-generated catalog!

The proposed catalogue should also be made after the content of the text is determined. In the case where the directory has been determined, if the text in the body related to the directory needs to be adjusted, you can right-click on the generated directory to update the domain to implement the directory refresh.

10. Concluding remarks

This tutorial is a summary of my many years of experience, and when you see this, I believe you have a general understanding of word-length document layout. My experience also told me that the first time after reading the tutorial, soon forget, because the process is really complicated, we need to pay attention to too many points, we need to operate more, more pondering, more summary, in order to gradually master this skill. If you want to ask, you should read more! Buxie!

Word 2013 lengthy document typesetting case tutorial