How to Structure Microsoft Word Documents
Use Sections, Headers, Footers and Headings to Format Layout
Aug 30, 2009
A well designed Microsoft Word document can be restructured with minimal effort. Produce a professional word-processed document by using the features of Microsoft Word that allow a good structure to be designed from the outset.
Document Sections
A document can be broken down into different sections. For example, a title page, the main document and appendices. Sections can start on a new page or can be within a page. Each section can be formatted differently, for example, the page layout can be landscape in one section and portrait in all others.
A new section can be started by inserting a break. In Microsoft Word 2007 choose ‘Page Layout’ ‘Breaks’ and in earlier versions ‘Insert’ ‘Break’ 'Section Break'.
Word Page Headers
A header is displayed at the top of every page and within a section it will be formatted the same way. Typical headers include the title of the document, but could also include a field such as page number or maybe a report identifier.
A header can be amended in Microsoft Word by choosing ‘Insert’ ‘Header’ – in Word 2007 the header can also be amended in the 'Print Layout' view by double clicking the top of a page.
Page Footers in Microsoft Word
A footer is displayed at the bottom of every page. Footers often include the date the document was created and page numbers. Fields can be added to a footer in the same way as a header.
Footers are amended in Microsoft Word by choosing ‘Insert’ ‘Footer’ – in Word 2007 the footer can also be amended in the 'Print Layout' view by double clicking the bottom of a page.
Use Headings for Structure
Headings are more than just formatted text (for example, a bold, larger font) inserted to aid clarity for a reader. When headings are formatted as heading ‘style’ (a feature of many word processors) they can also be used to restructure a document without having to cut and paste large portions of text.
Microsoft Word allows multiple levels of heading to be defined. For example:
- Heading 1, could be used for the main parts of a document (introduction, problem description, possible solutions, recommendations)
- Heading 2, is a level below heading 1 (possible solution 1, possible solution 2)
- Further heading levels also exist
In Microsoft Word, type in the heading text, select it and use the formatting drop-down box to choose ‘heading 1’ – or 'heading 2', etc.
It is possible to change the format of each heading – so heading 2 can be a smaller font than heading 1 (for example). To change the format of headings, use ‘Styles’.
Outline View Works With Headings
The Outline View allows the headings to be displayed (with or without the associated text). It is also possible to choose how many heading levels are shown. For example, only level 1 headings.
Selecting a heading and moving it (either click & hold and drag with the mouse, or select and cut & paste) moves not only the heading, but all heading levels below and the text – allowing documents to be restructured easily.
Using sections, headers, footers and headings allows Microsoft Word documents to be restructured easily and a well structured document can also be used as the basis for a word processor template.
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