Page Formatting in Microsoft Word

Introduction

When writing a dissertation or any document, it is useful to format the pages properly.  Page formatting in word is easy, and some of the tricks used at Graduate Division can work for any document desired.

Margins

Certain documents require a particular set of margins.   To set margins in Microsoft Word:

Word 97-2003

1. Select File, then Page Setup...
2. Adjust the margins as desired.  Margins can be adjusted for the top, bottom, left, and right side of the page.
3. There is also a "Gutter," which allows an additional space for bound book or a hold punch.

Word 2007 and beyond

1. In the ribbon, select the Page Layout tab
2. Click on the Margins button
3. In Word 2007, the margins can either be selected as one of several presets, or custom set by selecting Custom Margins... from the drop down menu.
4. If Custom Margins... is selected, a window will pop up that looks similar to the Page Setup windowfrom Word 97-2003.  Adjust the margins accordingly.
5. The "Gutter" setting will also be present in the Custom Margins... window.

 

Page Numbers

To create page numbers in a document

Word 97-2003

1. Select Insert, then Page Numbers
2. In the pop up window, select the location and...
3. The page numbers themselves can be formatted by selecting the Format... button inside the window (see Figure 1 below). 
4. Page numbers can be assigned to start at a specific number, i.e. it can also be a number higher than "1".  In addition, the numbers can be formatted as numerals, letters, or roman numerals.  See Figure 2, below.

Figure 1, Page Numbers Window (Word 2003)

 

Figure 2, Page Number Format

Word 2007 and beyond

1. In the ribbon, select the Insert tab
2. Click on the Page Numbers button
3. Page numbers can be inserted in a variety of locations.  The drop down menu will offer several positions and styles.  Experiment and choose the style that works best for you.
4. Note that the page numbers themselves can be formatted by selecting Format Page Numbers...
5. Within Format Page Numbers..., page numbers can be assigned to start at a specific number, that means page numbers can begin at a number higher than "1".  In addition, the numbers can be formatted as numerals, letters, or roman numerals.

 

Creating Different Page Numbers for Different Sections of a Dissertation

Figure 3, Inserting a Section Break from the Menu Bar (Word 2003)

Figure 4, Inserting a Section Break from the Ribbon (Word 2007 only)

Select Page Layout, then select Breaks, then select Next Page under Section Breaks.

 

When starting a document, such as a dissertation, there may need to be a different kind of numbering system for each section.  In this case try the following.

1. Create a Next Page Section Break for each section.  (see Figures 3 and 4 above) 
2. Go to each footer (Select View then Footer) and unlink each one from the previous section, i.e. Make sure Link To Previous is deactivated. 
3. When the footer is selected, the Link to Previous button is shown on the footer toolbar in Word 2003 and is represented as a button inside the Word 2007 ribbon, under Navigation (see Figures 5 and 6)
4. At the start of each section created, insert a page number as described above.
5. For each page number inserted, go to the Format (Page Numbers) button/menu.
6. Adjust the type of page number as desired for that section...
7. Use roman numerals for the preliminary pages, beginning with iii on the first page after the signature page.
8. Use regular numbers for the content, beginning with page 1 on the first page of text.
9. Do not insert a page number on the title page or signature page.  If a page number exists, simply remove it.  [Make sure the section footer is not linked to any other sections]

 

Figure 5, Link to Previous Button in Word 2003, highlighted in a blue box

Figure 6, Link to Previous Button in Word 2007, as shown in the ribbon

 

Inserting a Page break for a different page within a section

It's important to note the difference between a page break and a section break.

• A page break simply divides content from one page to the next.  It does not break up global formatting elements such as the page numbers and margins.
• A section break not only divides content from one page to the next, but it allows for completely different formatting requirements within each divided section, including page numbers or margins.

Why Page Breaks are important

A page break is necessary if a particular chapter, say, inside the content section, is completed.  This will allow the new chapter to begin on the next page while maintaining the division between Chapter "one's" content and Chapter "Two's" content. 

     

DO NOT use carriage returns (i.e. pressing the Enter key) to start a new chapter on the next page.   Carriage returns will alter the start of every subsequent chapter if one decides to make some changes later on. 

To insert a page break within a section

Word 97-2003

1. Click where you want to start a new page
2. On the Insert menu, click Break
3. Click Page Break

Word 2007 and beyond

1. In the ribbon, select the Insert tab
2. Under Pages click on Page Break

 

Table of Contents

Once the document is ready to go (and provided each section gets a proper sub heading) the user can provide a Table of Contents that populates automatically.

To insert a table of contents, create a blank page after the after the abstract but before the first page of your first chapter.

1. On this page, place the cursor towards the top where the TOC should appear.
2. Select Insert then select Reference >> Index and Tables
3. Select the Table of Contents tab
4. The Table of Contents can be set according to a template or it can be manually configured as desired (see Figure 7 below).

Figure 7, Inserting a Table of Contents