Header Hell doing Different Even and Odd and First page.

[T. Duprex]

Using Word 2002
I've run into a header hell. I was attempting to put in even and odd page
headers with a different first page into the last two sections of a long
document that has six sections (I used Section Break Next Page). It was my
first attempt and after a few problems and tries I got the hang of it. My
problem now is that when I made the first attempts, I've obviously done
something that keeps changing either the even or the odd page, so that when
I make a change or correct something it creates another missing even
header, removes the Different Even and Odd checkmark and puts old entries
back in the header.

I've removed all the headers by emptying them and clicking same as
Previous, and unchecking Different Even and Odd and Different First Page in
Page Setup. I've removed all Section breaks and put them back. I then start
at the top of the document and put the regular header in for the Body of
the document, which is okay for the first four sections. Then when I
attempt to put the different first page, even and odd, it seems to go okay
except when I "show previous" headers using the toolbar icon or go to print
preview I might have only the odd page header on all pages of the latter
sections., If I go back to that section I will find that only Different
First Page is checked in page setup. When I do click Different Even and Odd
pages a header appears but has different wording I erased previously.
Every attempt I've made to correct what comes up results in another problem
that is related to entries I made previously.

Is there a way to really clear out all header information to have this
cycle come to an end so I can start with a clean header slate?

TIA

 

[Suzanne S. Barnhill]

The easiest way to clear the decks is to remove all section breaks. This
will give you a single First Page Header/Footer, Odd Page Header/Footer, and
Even Page Header/Footer. Start over with this knowledge:

1. In a given section, you can have a First Page Header/Footer or not (that
is, you can enable or disable "Different first page" on a section-by-section
basis), but when you enable "Different odd and even," you are doing it for
the entire document.

2. When you insert a section break, the headers and footers in the new
section will inherit the content and settings of the headers/footers in the
previous section. If you want different content (or no content) beyond what
can be achieved with StyleRef fields, you need to break the link between the
Section 2 header or footer and the corresponding header or footer in Section
1. That means that you have to turn off "Link to Previous" (or "Same as
Previous") in each header or footer in Section 2 that you want to change; if
you have both "Different first page" and "Different odd and even" enabled,
that means you have six separate headers and footers that may need to be
unlinked.

3. Even if the content is the same, if you have restarted numbering in a
given section and want it to be continuous in the following section (or vice
versa), you'll need to change that through Format Page Number.

For more on headers and footers, see
http://home.earthlink.net/~wordfaqs/HeaderFooter.htm

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

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[T. Duprex]

http://home.earthlink.net/~wordfaqs/HeaderFooter.htm

My gosh, I can only begin to comprehend what kind of trouble I was
creating. I was just blindly doing Different even and odd and Different
First page for two sections and only removing "same as previous" on the
first page.. I did not know that Different Even and Odd was for the whole
document. It is most likely what was causing me grief. Suzanne, thanks for
the response. I'll pursue the reference you provided.

I was trying to header two sections of Appendix with the first page in each
section with no header (Different first page blank) with Even header saying
"Appendix A" and ODD with a "contents of A". This probably requires a
manual work around that sections each of the individual pages of the
Appendix and creating individual duplicate headers. Seems like a lot of
work.

 

[Suzanne S. Barnhill]

If you use StyleRef fields to pick up the Appendix A, B, C heading and the
appendix title, you won't need to change any of the headers in the appendix
section.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[T. Duprex]

If you use StyleRef fields to pick up the Appendix A, B, C heading and
the appendix title, you won't need to change any of the headers in the
appendix section.

Suzanne,
Could you expand on your last message; I need a little help to
understand what I'd be trying to accomplish. I do not know what you mean
when you say StyleRef fields would pick up the Appendix A, B, and C heading
and appendix title. Right now I removed all headers.

Appendix Headings A, B, and C associated with a heading style and are
sectioned. What would using a StyleRef field do? What exactly would I do
once I have the Field screen displayed with my insertion point at the
Appendix A heading and StyleRef is selected? There are six Field Options
available l,n p,r,t,and w.

 

[Charles Kenyon]

The styleref field will pick up the latest use of a style (i.e. Heading 1)
in a document and show the text from that style in your header. See the
StyleRef and textboxes tutorial at http://addbalance.com/word/download.htm.
--

Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide) http://addbalance.com/usersguide

See also the MVP FAQ: http://www.mvps.org/word which is awesome!
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from my ignorance and your wisdom.

 

[T. Duprex]

The styleref field will pick up the latest use of a style (i.e.
Heading 1) in a document and show the text from that style in your
header. See the StyleRef and textboxes tutorial at
http://addbalance.com/word/download.htm.

I just finished going through the StyleRef Field Tutorial, at least the
part I think you and Suzanne are talking about. What I now understand and
worked out with a few mock examples would result in me still manually
doing the Appendix but instead of typing all the entries I would use
STylRef for the Appendix Title and Subjects. For example:

At Left margin on even page: Appendix A which is a Heading 1 style now
would be modified to say a Heading 1,A Style. I would then put a StyleRef
in the even page header just to have a consistant "Appendix A" in the
even page headers for that section.

On each of the odd pages I would have: StyleRef for say, Style 9,A1 that
I make up from a Style 9 Heading that contains the wording
"Requirements" for example.

Unless I'm missing something, the StyleRef technique would only ensure
that the header entires are all spelled and formatted the same. I'd still
have to do a header on each even and odd page along with section page
breaks if I wanted to create a "Different Even and Odd" for the Appendix
sections of my document..

For a few pages of Appendix that might be okay but anything more than
that still seems to be a lot of work. I can't believe that there isn't a
simpler way, especially if you are dealing with a big Appendix. I'm still
learning. If I got it wrong please let me know.

TIA

 

[Suzanne S. Barnhill]

If you are using Heading 1 for all your appendix numbers (Appendix A,
Appendix B, etc.), then a single StyleRef field will pick up these numbers
and change as they change. If you are using the same style for all your
appendix titles, you use a StyleRef field to pick up that style, and it will
change when a new instance of that style occurs. If you are not using a
consistent style for the appendix numbers and titles, then you should be. If
you are using autonumbering for Appendix A, B, C, then you need to include
the StyleRef switch that picks up the paragraph number.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Daiya Mitchell]

Yes, if you want each section to have three different headers, you need to
set up three separate headers. But I've done it, and it isn't that much
work (say 5 mins?), and it has nothing to do with how many pages the
appendix is. It will be more work if you have multiple appendices, each
with their own section, as then you might have to set up three different
headers for each section.

StyleRef helps in that second situation. What a single StyleRef field will
do is change the even header as needed from Appendix A to Appendix B to
Appendix C without section breaks between the appendices, OR without having
to unlink the headers and set them up separately for each section.

I was trying to header two sections of Appendix with the first page in each
section with no header (Different first page blank) with Even header saying
"Appendix A" and ODD with a "contents of A".

Even the manual way isn't that much work. Use the header/footer toolbar to
navigate the headers/footers easily (icons for next/previous).
Section 1 and 2--First Page Header, Same As Previous.
Turn on Odd and Even Page Headers, turn off Same as Previous for both
sections.
Section 1, type Appendix A in Even Page, type Contents of Appendix A in Odd
Page.
Copy these to section 2, then change A to B.

Alternatively:

Appendix A and B in same section, title Appendix A formatted as Heading 1.
Turn on First Page and Odd/Even Headers.
Even Header: {styleref "heading 1"}
Odd Header: Contents of {styleref "heading 1"}

Granted, you asked for "contents of A" but "contents of Appendix A" makes
more sense anyhow than "contents of A" though my personal opinion is that
your doc would look better without Even/Odd Headers and just Appendix A,
Appendix B as the header throughout (except the first page), and I would put
Appendix B in its own section to take advantage of blank first page header
on its first page.

"contents of A" without manually typing the A would require using Word's
numbering.

If that doesn't help, could you restate exactly what your doc has and what
you need? Some of your statements are confusing me, and looking back over
the thread hasn't helped too much.

DM

 

[Suzanne S. Barnhill]

I think by "contents of A" he means the appendix title. At least that's what
I assumed. And note that using StyleRefs won't obviate the necessity of
having section breaks between appendixes if you want "Different first page"
in each appendix, but it does keep you from having to unlink the headers and
change them in each section.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Daiya Mitchell]

It seemed just barely conceivable, though ill-advised, that each appendix
did *not* start on a new page. Like said, the thread confused me.

Is this what you were picturing, Suzanne?

Title: Appendix A: Bend Word to Your Will
Even Header: Appendix A
Odd Header: Bend Word to Your Will

That does make sense and look nice (though only in book layout)--and makes
the non-styleref method slightly more trouble. And on reviewing, I see I
could have figured that out.

But I'm still confused by how he appears to believe modifying the style name
is necessary to use a StyleRef field, and why he thinks the number of pages
is at all relevant. I'm not entirely sure we aren't all talking at
cross-purposes.

DM

 

[T. Duprex]

I think by "contents of A" he means the appendix title. At least
that's what I assumed. And note that using StyleRefs won't obviate the
necessity of having section breaks between appendixes if you want
"Different first page" in each appendix, but it does keep you from
having to unlink the headers and change them in each section.

First off, I really appreciate the responses. In that spirit I hope this
post clears up what I've done, and what running head scheme I'm trying to
implement. I do obviously not understand what StyleRef can do for me in
this situation, but I'm committed to learn. Thank you Folks.

I am using/used heading Style 1 for my Appendix headings.

Next: Below is an example of the running heads I wanted to implement for
my Appendix Sections.
Since I am only doing even and odd for the Appendix section, which rules
out using Different Even and Odd, headers doesn't it? It is my
understanding borne out by experiment the odd/even headers go through the
whole document and don't honor section breaks. I do not have or want even
and odd headers in the body of the document. That being the case, would I
still then Page Section each page and use StyleRef to place the even and
odd page headers? What does StyleRef buy me? For the relatively small
appendix I have it would be less work just to do the Page Section for
every page in the appendix and manually do each header.

The running heads I'm trying to implement for my Appendix is described in
Chicago Manual of Style 15th edition, section 1.98 page 32. Is there
really no simple way to implement this in Word?


1st page of appendices - recto no header with a title: "Appendix
A/Drawing Requirements"
2nd Page of Appendix even page (verso), header : "Appendix A"
3rd Page of Appendix -odd page (recto) header: "Drawing
Requirements"
and so on for several pages then
1st page of appendix B (could be even or odd page) no header w/title:
"Appendix B/ Forms"
2nd page of appendix B if verso header : "Appendix B"
then 3rd page of appendix B would be recto header : "Forms"
and so on.


Note: I used a slash to indicate that Drawing Requirements would be
centered and below Appendix A. I

 

[Daiya Mitchell]

Eeek! There is NO WAY you need to Page Section each page! That's the most
work and a VERY BAD idea. You cannot trust close page breaks to stay
consistent in Word, which means you are likely to be constantly readjusting
your sections unless you are totally done editing and will only ever print
from the exact same printer/computer/operating system; plus unnecessary
section breaks just increase the chances of corruption. All efforts should
be aimed at avoiding such a "solution." However, I now understand why you
think the number of pages is relevant.

The more usual way to handle that issue would be to turn on Even/Odd for the
entire document and just copy the Even header in earlier sections into the
Odd header so that they are identical. I'd say it's less work and *less
prone to trouble* than turning each page into a section, although I'd admit
that page sectioning could seem vaguely rational if you have 50 chapters and
only 4 pages of appendix (and you didn't use StyleRef to set the headers for
the 50 chapters).

If you are setting up the header for each page individually and they
alternate, pretty much nothing is going make your life easier, including
StyleRef, nor Same As Previous. You would still have to copy the StyleRef
field in every header--all it would do is save you manually changing the
text you copy for Appendix B.

For two sections, appendix A and appendix B, styleref would save you from
having to mess with appendix B at all. You would just set up appendix A and
leave the headers/footers in Appendix B set to Same as Previous. Your
Appendix B does need to be a new section, so that you can use the First Page
Header on the first page of it (although if that weren't a requirement,
StyleRef would let you eliminate the section break between A and B
entirely).

Although, StyleRef might get tricky in this situation unless Appendix A and
Drawing Requirements are in different styles. Or if they are in the same
style, I think it would work to have the Odd StyleRef field be regular,
picking up the first instance of Heading 1; and the Even StyleRef field
would use the \l switch to tell it to pick up the last instance of Heading
1. This assumes Appendix A and Drawing Requirements are different
paragraphs.

You can email (e-mail address removed) to request that Even/Odd headers be a
per-section as well as a per-document setting, though don't expect a
response or any action.

Note that sometimes efficiency in Word is not about doing less, but about
making completely sure you only have to do it *once*. That's why I say
copying 50 odd headers into the even header is better than page sectioning 6
pages, because you wouldn't have to go back and fix it later. And if you
had used styleref for the 50 chapters, you would only have had to copy the
odd header into the even header in the first chapter (doing it *once*).

Hope that helps,
DM

 

[T. Duprex]

Daiya: Thanks for the detailed response. It helped my understanding a lot.
It looks like I have a few decisions to make (I will avoid the multiple
section approach). The game might not be worth the candle in that I am not
being required to implement the even odd running heads in the Appendix. I
thought since it is a standard format it would be of part of Word's
repertoire, and would look quite professional.

You did confirm what became apparent to me in that sectioned even odd
running heads requires some creative work around. I'm just working on two
local town government projects. I would have thought that with all the Word
authors/users out there a sectioned even odd running heads would have been
implemented by now.

I finally did get my feet wet jumping into Fields/StyleRef and will
continue to explore what that can add to my documents.

Thank you all.

 

[Suzanne S. Barnhill]

I'm going to duplicate some of what Daiya has said but concentrate on the
main points:

1. Different Odd and Even is a per-document setting, but that doesn't mean
that the odd and even headers can't be the same. If all you want in the
headers in your main document section is a page number, so be it. Put the
page number in the Odd Header and in the Even Header. When you get to the
appendix section, unlink both the Odd Header and the Even Header from the
previous section so that you can have different content in the appendix
headers.

2. I'm still not 100% clear whether "Appendix A" and "Drawing Requirements"
are two separate paragraphs in two separate styles (the simplest case to
deal with) or a single paragraph with "Appendix A,B,C" numbering and a line
break after the number. Let's for the moment assume that they are two
separate styles (which I believe you have previously implied). For purposes
of illustration, let's call the respective styles Appendix Number and
Appendix Title. So this is what you would have:

a. On the first page of each appendix (with an *empty* First Page
Header):
]Appendix Number[
]Appendix Title[

(where ] [ indicates centering

b. In the Even Page Header: { STYLEREF "Appendix Number" }

c. In the Odd Page Header: { STYLEREF "Appendix Title" }

When you get to Appendix B, you do not change anything! All you do is insert
a Next Page section break and let the StyleRef fields pick up your new
Appendix Number and Appendix Title. And so on for any subsequent appendixes.

The easy way to insert the StyleRef fields is to do Insert | Field: StyleRef
and pick your style from the list Word will provide of the styles in use.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[T. Duprex]

Suzanne:

Thanks for the detailed instructions.

To answer your first question: yes Appendix A and Drawing Requirements are
two separate paragraphs in two separate styles derived/modified from
Heading 1 style.

It looks like I'll do the whole document as Even/Odd as you suggest. I'll
be trying this scheme out on a practice document tonight.

 

[T. Duprex]

Suzanne:

I just went through a 20 page mock document with three Appendices, with
different first page, even odd, and except for my getting confused on what
goes on the even or odd page for a one Appendix section it worked fine.
When I do the real thing, I will have a piece of paper in front of me
listing what headers are is supposed to go on each page so as I move up and
down the headers I'll have the blueprint in front of me.

I finally understood what StyleRef did. (I went to a half dozen sites and
got different explanations and examples of StyleRef). The next big key was
finally realizing from your post I could create a new style by just
changing the name of “Heading 1” to “Heading 1 title” for example. The last
thing I didn't realize or understand was that StyleRef took only the text
in the referenced style and put it in the header and used the header's
font, etc.

Time to call it a day,

Thank you and all the MVPs that responded to "Header Hell"