Author Archives: Liz Dexter

Today we’re going to be talking about adding section breaks in Word documents.

Why would I want to add a section break?

Section breaks are used if you want to have different formatting in different parts of your document. For example, you might want to …

• have your page numbering in Roman numerals for part of your document and Arabic numerals in the rest of it
• have some pages in portrait and some in landscape (for example if you’re including wide tables or images in your document)
• include watermarks for branding or protection in parts of your document but not other parts
• have different headers and footers associated with different parts of your document

Basically, if you want to change parts of your headers, footers, background or page layout for parts of your document only, you will need to divide up those parts using Section Breaks.

We’re going to use a document where one page should be in portrait and one in landscape for demonstration purposes.

What happens if you don’t use Section Breaks?

In this example, we want Page 1 to be in portrait and Page 2 to be in landscape orientation.

If you don’t enter any section breaks, even if you have your cursor on Page 2, changing its orientation to landscape …

… will change the orientation of Page 1, too:

Where is the Section Break menu in Word 2007 and Word 2010?

The good news is that the Section Breaks menu is exactly the same in Word 2007 and 2010.

Go into the Page Layout tab, and you will find the Breaks menu in the Page Setup area:

Note that you can apply Section Breaks to automatically happen continuously and on every odd or even page. I’ve never needed to do that: what I have done many times is insert a section break and start the next section on a new page.

How do I insert a Section Break into my document?

Make sure that your cursor is flashing where you want your Section Break to appear (i.e. at the end of your current section). Then select Section Break – Next Page:

Once you’ve done this, the section break will have been inserted at the point at which you had your cursor. But you can’t see it – it’s one of those hidden messages that is only displayed if you use the Paragraph Mark button (see this article for further information):

Once you’ve pressed the Paragraph Mark button, you will be able to view your section break:

If you look at your Header and Footer, you will see that they also show that Page 1 is part of Section 1, and Page 2 is part of Section 2:

This is a good way to check which parts of the document belong to which section.

What effect does inserting a Section Break have?

Now that your document is divided up into Sections, you can apply different formatting to different sections of the document. Page numbering is covered in this post, and in order to have Section 2 in landscape, all we need to do is make sure that the cursor is in Section 2, and select the landscape option:

Now that it has been separated off into Section 2, Page 2 will change to landscape, while Page 1, in Section 1, will stay in portrait orientation:

How do I add more sections to my document?

There is no limit to the amount of sections you add to a document, however, it’s worth keeping track of them and remembering that your formatting will need to be set individually for each section – if you’ve changed everything in Section 2 into landscape, if you add a new section, it will stay in landscape and you will need to change it back to portrait if that’s how you want it to orientate.

How do I delete a Section Break?

To delete a section break, simply turn on Paragraph Marks so you can see the section breaks (see above), put the cursor next to the break and press the Delete button on your keyboard.

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In this article you have learned about Section Breaks, what they are used for, how to apply them, and how to use them to change the page orientation in your document. If you’ve found it useful, please share!

Other useful posts:

Proper page breaks

Page numbering – how to have different page number formats in different parts of your document

Changing between Landscape and Portrait (to come)

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

As part of my series on protecting your document, which has looked at Applying Watermarks and Protecting Word 2010 Documents, today we’re going to look at the features for protecting your document offered by Word 2007.

Why would I want to protect a document?

We covered this in more detail in the post on Word 2010, but in summary, it’s useful to be able to protect your documents because …

• You can stop the wrong people from opening the document (including if you’re sending it via email etc.)
• You can stop the wrong people from editing the document (protecting what you’ve written and/or changed)

Where is the menu for protecting documents in Word 2007?

You will find the menu for protecting documents under the Start button at the extreme top left of your screen. Once you’ve clicked on the round button, you will see a menu starting with New, Open …

Click on Prepare and you are given a menu to do with preparing the document to be sent, protecting it, and editing its properties:

How do I add a password to a Word 2007 document?

The most simple way to protect a document is to add password protection. This means that no one without the password can open it (so if you email it to someone, it can’t be intercepted and opened, or people who aren’t meant to see confidential information can’t open a confidential document).

Go to the Encrypt Document entry on the menu and click on it:

You will then be asked to enter a password (twice). Do remember this, and remember to share it with anyone else who might be permitted to open and read it.

This is what happens when you or anyone else tries to open the file:

How do I make a Word 2007 document read-only?

Another way to protect your document from unwanted edits is to make it read-only. Of course, anyone can “save as” the document and make all the changes they want, but your original document, with its file name, is protected, and often people don’t realise that they can save as, anyway.

To do this, select the Mark as Final entry from the menu:

Now, when someone opens this document, they will be told that it is read-only and they cannot edit it.

How do I restrict editing in a Word 2007 document?

Another option is to restrict certain types of editing in your document.

Confusingly, this is in a different area of the menus to the rest of the protection features. You will need to go to the Review tab, then the Protect section, which consists of a single button marked Protect Document. Click on the button itself or, if you must, the little arrow at the bottom right of that button (this has exactly the same effect. Why did they add that little arrow? Who knows!) to bring up the menu:

Click on Restrict Formatting and Editing to be given a list of options: Formatting restrictions, Editing restrictions and Start enforcement:

Formatting restrictions

This option allows you to select what formatting other people can apply to the document (you will want to do this after you have done all your own formatting to make sure that you can do what you want to do). Click on the tick box and then Settings to choose what formatting can be changed:

You are given a dialogue box with lots of different options. Note that you can allow the AutoFormat to override the formatting restrictions if you want to. But this is where you can choose what can be amended and what cannot be amended. This is particularly useful if you want to ensure that the Headings Styles that you’ve carefully set up will stay the same in the document.

Editing restrictions

You can edit what changes other users can make to your document in terms of textual changes, too. Have a look at the Editing restrictions section, tick the tick-box, and drop down the menu to see the options:

Editing restrictions allow you to choose whether the document becomes Read only or will allow tracked changed editing only or adding comments or filling in forms. Some of my clients make the documents that they send me tracked changes only so they can see exactly what I change in their documents. It’s a good way to remind people to keep Track Changes on if you’re working together collaboratively. Filling in forms is useful if you want people to fill in your form but not change the actual form.

Restricting editors

It is possible to restrict the ability to make changes to certain people if you’re working in a multi-user, networked environment:

These permissions can be restricted to individual editors; however, see the next section for details on this option, as it needs to run alongside other network options that you may or may not be using..

Start enforcement

When you want to put these restriction in place, click on the Start enforcement button that appeared as soon as you click or change anything:

How do I add individual editing permissions to a Word 2007 document?

The Restrict Permission part of the original menu we’ve been talking about, under the top left button and Prepare, allows you to add individual editing permissions to your document (this can also be accessed in the Review – Protect menu as discussed in the section above):

This is a Windows option that allows you to set permissions for different people, and is usually used within an organisation. You need to use Microsoft’s Information Rights Management Service alongside it and be signed up to Windows Live. The message that comes up if you click Restricted Access or Manage Credentials explains in more detail:

Most larger organisations have rights management systems that inform their procedures and file/drive setups, and these will usually allow you to set permissions and protect your document in that way. As this is outside the scope of this article: you will need to talk to your administrator or  IT support department.

But this option is here for you to use, and can be done if you have the relevant signups.

Be careful: Contact IT or your systems administrator before signing  up for something that can affect access to documents on a shared organisational system.

How do I add a digital signature to a Word 2007 document?

Adding a digital signature to a Word document can protect it to an extent and mark it as yours, plus an increasing number of companies request this if they’re signing you up to their pool of contractors, etc. Once again we’re in Start button – Prepare territory – this time we want the Add a Digital Signature section:

In order to use this feature, you need to purchase a signature service from the Office Marketplace, as Word will tell you if you click on this option:

Alternatively, you can sign up to a third-party digital signature service which will apply your digital signature to documents via an uploading and downloading service.

How do I print to PDF using Word 2007?

Making a Word document into a PDF is still the best way to protect it. A PDF is like an image of the document that can’t be edited, a bit like a photocopy or a picture taken of it.

Unlike with Word 2010, you can’t actually print direct to PDF using Word 2007. If you want to turn Word 2007 document into PDFs, you will need to download a PDF printer such as Adobe or CutePDF Writer.

Once you have got a PDF writing program installed, you can “Print” to PDF by hitting the Print button as usual then selecting your PDF writer as the “printer”:

Once you’ve pressed OK, you will then be asked to choose a filename and a path under which to save the document:

Note that, as in the above picture, you can password protect your PDF at this stage. This is a good idea, as software is now available that will let people edit PDFs, something that was not previously easy to do. We’ll talk more about using PDFs to protect your document in the next article.

In this article, we’ve learnt how to use the features of Word 2007 to protect your document, using passwords, read-only status, editing restrictions, permissions and digital signatures.

———————

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Related posts:

Applying Watermarks

Protecting Word 2010 Documents

(coming soon)

Protecting your document using PDF

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

A friend got in touch recently in a bit of a panic. All sorts of odd marks had appeared in her Word document. It looked something like this:

What were all these funny symbols? Where had they come from and, more importantly, how could she get rid of them?

Showing paragraph marks and other hidden formatting symbols

Word gives you the option to view paragraph marks and other hidden formatting symbols. Basically, this means that you can see where the author of a document has pressed the Return key or Tab or Space, or inserted a forced break or some other formatting. Why is it useful? It means that if you are editing or otherwise tidying up a document, you can see what’s been done in order to resolve it. For example, in this document, I can see that the author has used the Return key to force text to appear on a new page (instead of using Ctrl-Enter to force a page break):

and when I’ve done it properly, I can see the page break marked:

So, how did I get to see these funny marks? In Word for both Mac and PC, you can find a button with the paragraph mark on it which will make them display:

Show Paragraph marks in Word for PC

Go to the Home tab and you’ll find it half way along. Press the button, it will go orange, and your formatting marks will display.

I’ve actually put this button onto my Quick Access Toolbar (find out how to do that) as it’s a very useful button for an editor/proofreader!

Show Paragraph marks in Word for Mac

In Word for Mac, the Show Paragraph marks button is handily already in the top toolbar. Press the button and all your formatting will become visible.

How do I hide the Paragraph marks and other formatting?

If the marks appear and you want to hide them, simply find the Paragraph Marks button and press it again. It should stop being orange, and your formatting marks will no longer be displayed.

Thanks to Linda for the inspiration and Mac screenshot!

———————

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …

In a previous article, we talked about protecting your Word document using a Watermark (watermarks can also be used to extend your corporate or other branding through your documentation). Today we’re going to look at other, stronger ways to protect your Word 2010 document and prevent people from making changes to it.

Why might I want to protect my Word 2010 document?

Protecting a Word 2010 document means that anyone apart from you can either only access the document by using a password or is unable to make certain, or any, editorial changes to the original document.

Why would I want to stop people opening a document?

• If you are storing confidential documents on a shared drive in a company-wide network
• If you want to send a document to someone who shares an email address with a number of other people (for example a general email address at your accountant’s office)
• If you want to send a document to someone but need to ensure that anyone intercepting it cannot open the document

Why would I want to stop people editing a document?

• You’ve completed a final version of a document and want to make sure no one does any more edits
• You are sending something like an invoice or a contract and want to make sure the recipient does not change anything
• You’ve created a procedural document to be saved on a shared drive and don’t want your colleagues to make unauthorised changes

Where is the menu for protecting documents in Word 2010?

To access the menu for protecting documents, select the File tab at the extreme left of the row of tabs (remembering that it’s Home that is automatically selected), then visit the Info area, where you will find a section titled Protect Document:

Click on the Protect Document button and you’ll be presented with a list of options:

We’ll go through these in turn. Some of them are not applicable if you’re working on your own, with only one computer on your network, but we’ll take a quick peek at them anyway.

What are my options for protecting my document?

Taking the options in turn …

Mark as Final

The Mark as Final option creates a read-only version of the document which will be marked as final and which will not let anyone make any changes. Access it via the menu we discussed above:

Click on the button and you’re given a dialogue box to click on:

Note: it’s a good idea to save this under a new file name.

You will then need to go and set the document to being Read-Only, which you can see how to do below in the Restrict Editing section.

Note 2: No one else can edit the read-only document, however they could possibly “save as” and then edit it (only turning a document into a PDF protects it from all changes).

Encrypt with Password

The second option allows you to apply a password to the document. This will mean that no one can open it without having the password, whether on your standalone computer, a shared network drive, or a copy of the document that you have emailed to them:

When you click this button, you will be asked to enter a password:

You will then be asked to enter the password again (the dialogue box looks the same).

When you or anyone else tries to open the document, this box will appear:

If you want anyone else to be able to access the document you will need to let them know the password. If you’re sending the document as an attachment to an email, common sense tells you not to send the password in the body of the email …

Note: Once the user has accessed the document using the password, they will be able to edit and save it freely unless you have also applied one of the other levels of protection.

Restrict Editing

The next option, Restrict Editing, allows you to choose what parts or aspects of the document can be edited:

Click on this option and you are able to choose what levels of the document anyone else can edit. It will return you to your original document and give you a sidebar on the right hand side of your document:

Lots of options here, but looking at them in turn, you can …

Limit which styles can be edited – you will be given a list of options. This is useful if you have carefully set lots of headings styles and don’t want them to be changed:

Or allow only certain types of editing to be done:

This is where you can make the document Read-Only, i.e. it cannot now be edited.

Once you’ve made your selections here, you will need to press the Start enforcement button to initiate this. I believe that you cannot then make restricted edits yourself, although clearly you can go in and change these settings on your own document.

I suspect that almost no one knows about these settings, by the way, so if you are setting such restrictions, it might be polite and save time in the long run to let the recipient know that you’re doing this.

Restrict editors

This is a Windows-specific option that can allow you to set permissions for various people, usually within an organisation.

This involves using Microsoft’s Information Rights Management Service and being signed up to Windows Live. The message you get if you try to click Restricted Access or Manage Credentials explains it in more detail:

As the message says, many organisations (and all of the ones that I’ve worked in) have their own rights management systems embedded in their procedures and file/drive setups. It’s fine to set permissions and protect your document in that way, but that’s outside the scope of this article: you will need to talk to your IT support people or a knowledgeable administrator in your department. But this is there, and can be done if you have the relevant signups (again, contact IT or your systems administrator before signing yourself and others up for something that can affect access to documents on a shared organisational system).

Adding a digital signature

This last option is another one where you have to sign up for something extra …

This is another useful way to protect your document, however, you will need to purchase a signature service from the Office Marketplace or you can sign up for a third-party service which will apply a digital signature to your document.

I have signed up to a third-party system which applies a digital version of my signature which I have previously uploaded onto documents, which some of my clients insist on me doing when signing contracts, etc. I am not entirely sure how this would hold up legally in a court of law if you were trying to protect your document, however.

Creating a PDF using Word 2010

The best way to protect your document from being changed is still to convert it into a PDF. A PDF is a copy of a document, a bit like a photocopy, which cannot be edited and changed. Well, that’s not strictly true nowadays: the VERY best way to protect a document is to turn it into a PDF and password protect it so it can only be opened by the recipient and make it read-only so it can’t be edited. I’m going to publish an article on PDFs soon, so look out for that.

You used to have to use a separate programme to create a PDF from a Word document; however, from Word 2010 onwards, you can create a PDF directly within Word.

In the Save and Send menu under the File tab, choose Create PDF/XPS Document:

What is an XPS document? Open XML Paper Specification (also called OpenXPS) is an open specification for a page description language and a fixed-document format, developed by Microsoft. It’s kind of an equivalent standard to PDF. If you’re asked to send someone a document in this format, now you know what it is (I’ll admit here that I have never done this myself).

Hit the Create PDF/XPS button and you’ll be taken to the Save As screen to save your document as a PDF (note that it might well take you to a temporary file folder and you’ll need to navigate to whichever folder you’ve saved your original document in).

You can also use the Save As menu directly from the Home tab for this function:

I’ll go into more detail about how you can protect that PDF further in my article on PDFs.

For now, we’ve learned how to protect a document in Word 2010, including information on why you’d want to do that, where you can find the menus, and what you can do.

Related articles

How to Watermark your document

How to protect your document in Word 2007

(coming soon):

Protecting your document using PDFs

———————

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Word currently in use – Word 2003, Word 2007 and Word 2010, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here …