Microsoft Office Tutorials and References
In Depth Information
Styles, section formatting, and paragraph formatting
For example, suppose you want an interior set of paragraphs to be formatted in three
columns, while the adjacent areas are formatted as a single column. Select the paragraphs
you want to differentiate and then set up the columns as described later in this chapter.
Word automatically inserts Continuous section breaks before and after the selected text to
cordon it off for the distinct formatting.
Sometimes, but not always, Word will insert the wrong kind of section break before and/or
after the selected text. It’s never quite clear why, but when that happens the best recourse is
to press Ctrl+Z to undo the attempt, bracket the target text with the desired type of section
breaks, and then apply the formatting to the section you want formatted differently.
Styles, section formatting, and paragraph formatting
Styles can contain font and character- and paragraph-formatting attributes. However, they
cannot contain section-formatting attributes. Therefore, for example, you cannot create a
style that would enable you to format a given selection with three columns and 1.5-inch
left and right margins. Stand by for a few minutes, however, and you’fill see how you can
indeed effectively create a style for section formatting, although it’s not really a style.
Recall that in Chapter 6, “Paragraph Formatting,” you learned that the paragraph mark is
the repository of paragraph formatting. Similarly, the section break is the repository of
section formatting. If you delete a section break, the current section adopts the formatting
of the section that follows — that is, the section whose section break is still intact.
Where is the section break in a document that has only one section? In fact, most
documents have only a single section, so this is a serious and valid question. There is an
implied section break at the end of the document, so if you insert a section break into a
single-section document, the formatting for section one resides in that section break, and
the formatting for section two effectively resides in the permanent paragraph mark at the
end of the document. (If you create a new, blank document with nonprinting characters
displayed, you’fill see that it contains a paragraph mark you cannot delete.)
Saving section formatting for reuse
If section formatting can’t reside in a style, then how can you save it for later use? Suppose you
often use a precise set of section formatting attributes — margins and columns, for example —
and want to save them for use in other documents. There is a way, but it doesn’t involve using
what’s traditionally called a style. Instead, use a Quick Part or a Building Block. To do this:
1. Create a new blank document.
2. Insert a Continuous or Next Page section break, as needed — to bracket the
area to be formatted. Leave the formatting prior to that fi rst section break as
vanilla or typical as possible. This fi rst section break will shield existing text from
the new formatting when the Building Block or Quick Part is inserted into an
existing document. If it’s inserted at the beginning of a document, the fi rst section
break can then be deleted.
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