University of North Texas Technical Writing Lab

ENTW 2700 - Use Microsoft Word to Format a Manual

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Format a Table of Contents Page

You will need to format some headers and footers differently. For example, front matter (e.g., the Table of Contents) is usually numbered with lower-case Roman numerals, while other pages use Arabic numbering. If you are formatting headers and footers for body pages, go to Format Headers and Footers for directions.

Use the following directions to


Table of Contents Pages

Format the Table of Contents header (odd page)

  1. On your first page, from the Word toolbar, select View>Header and Footer.
  2. In the header, type "Table of Contents."
    The text above the header should read: "Odd Page Header. "
  3. Align the text with the right margin.
 

Format the Table of Contents footer (odd page)

  1. On the Header/Footer toolbar, click the Switch between Headers/Footers icon.
    The text above the footer should read "Odd Page Footer - Section # _."
  2. On the Header/Footer toolbar, click the Format Page number icon.
  3. In Number Format, use the drop down menu to select lowercase Roman numerals (e.g., i,ii,iii).
  4. In Page numbering, choose Start at: and enter the Roman numeral iii.
    (The manual's title page would be pages i and ii.)
  5. Click OK.
  6. On the Header/Footer toolbar, click the Insert Page Number icon.
    Always insert page numbers from the Header/Footer toolbar.
  7. Align the page number with the right margin.
  8. Click Close.

 


The Header/Footer Toolbar

Switch between Headers/Footers icon

Format Page Numbers icon

Insert Page Number icon


Format the Table of Contents header (even page)

If the Table of Contents will run longer than one page, format an even page. If not, leave the back of the Table of Contents page blank.

  1. Align the text cursor after any text on the Table of Contents odd page.
  2. On the Word toolbar, select Insert>Break.
    Select Page break because you will not begin a new section.
  3. In Breaks, choose Page break.
  4. On the even page of the Table of Contents, on the Word toolbar, select View>Header and Footer.
    The text above the header should read, "Even Page Header - Section #_" and "Same as Previous."
  5. On the Header and Footer toolbar, click the Same as Previous icon to turn it off.
    Always turn off Same as Previous when you format a new header.
  6. In the header, type "Table of Contents."
  7. Align the text with the left margin.
 

Page Break

Same as Previous icon


Format the Table of Contents footer (even page)

  1. On the Header/Footer toolbar, click the Switch between Headers/Footers icon.
  2. On the Header/Footer toolbar, click the Same as Previous icon to turn it off.
    Always turn off Same as Previous when you format a new header.
  3. On the Header/Footer toolbar, click the Format Page Number icon.
  4. In Number Format, use the drop down menu to select lowercase Roman numerals (e.g., i, ii, iii).
  5. In Page numbering, choose Start at, and enter the Roman numeral iv.
  6. Click OK.
  7. On the Header/Footer toolbar, click the Insert page number icon.
  8. Align the page number with the right margin.
  9. Click Close.


The Header/Footer Toolbar

Switch between Headers/Footers icon

Same as Previous icon

Format Page Numbers icon

Insert Page Number icon

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Insert a line into a header or footer (optional)

If you choose to use lines in your headers or footers, be sure that you are consistent with their length, weight, and position.

  1. From the Word toolbar, select View>Header and Footer.
  2. From the Word toolbar,select View>Toolbars>Drawing.
  3. Click the line icon.
    A box will appear on the page that says "Create your drawing here."
  4. Place the cross-hair marker outside of the box, aligned with the left margin.
  5. Left-click and hold the mouse button while you press the Shift key.
  6. Drag the cross-hair marker across to the right margin.
  7. Release the mouse button and the Shift key.
  8. Use the mouse to adjust the width of the line.

 

The Drawing Toolbar

 Line icon


Move the line

  1. Move the cursor over the line until it becomes a four-way arrow.
  2. Left-click and hold the mouse button.
  3. Drag the line to the desired position in relation to the header or footer text.
 
 

Select the Line

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