Chapter 6 How to Create a Booklet in Microsoft Word

Downloading the Stories

In this section, we're going to create a booklet. Our booklet will have a cover page, a contents page, page numbering, and some clip art. You'll also learn about section breaks, and about Word Styles.

The contents for the booklet can be found in the Extra_Files folder that you need to download. They are a series of short tales that we have translated from the original French. Before doing so, however, if you don't know how to save and access a zip file, read below.

Get the Stories for your Booklet

How to Save and Open Zip Files

Click on the link above with your right mouse button. From the menu that appears select Save Target As (or Save Link As if you use Firefox to browse the internet). You'll then see a dialogue box where you can choose a location on your computer to save the file:

In the image above, we've created a new folder called Extra_Files, which we've placed in the Downloads folder. We're saving the zip file to this folder. Click the Save button and the file will be downloaded:

Click the Close button, and not the Open or Open Folder buttons.

Now that you have downloaded the zip file, you need to unzip it. Open up an explorer window by clicking the round Start button in the bottom left of Windows 7 or Windows Vista. From the menu, select Computer.

Navigate to where on you computer you saved your zip file to:

To unzip this, right click the file and select Extract All.

You'll then see a dialogue box asking you where you want to save the extracted files to:

If you want to select a different location to the one in the box, click the Browsebutton. But click Extract and you'll see this:

Double click the Extra_Files folder to see inside it:

The contents of the folder are the five stories that will make up your booklet.

With the files downloaded and extracted, we can make a start.

So click the Office button and click the New item from the menu, if you have Word 2007. If you have Word 2010, click the File tab then the New item on the left menu. From the dialogue box that appears, select the Blank document template. Then click the Create button in the bottom right.

Save your new blank document with the name Fairy Tales.

Inserting a Story

The first thing to do is to insert the stories.

Click the Insert tab at the top of Word and locate the Text panel. Click the arrow next to the Object item, and select Text from file:

When you click on Text from file a dialogue box will appear. Navigate to yourExtra_Files > Stories folder and select the Cendrillon file:

Click the Insert button to insert the file into your blank document.

Click back on to the Home tab, and note the Font. It will probably be the default Calibri at a size of 11 points.

Creating your own Style

The Home tab contains the Styles panel, which is quite large. Styles refer to the font and formatting options that you can use to quickly change some text on your page. Some Inbuilt ones are Heading1, Heading2, Normal, and Title. What we'll do is to create our own styles, one for the titles of the stories and one for the body text.

We'll set up a style for the titles first.

Highlight the title of the story, which is Cendrillon. Now select a font and font size. We've chosen Verdana at a size of 24 points, but feel free to select a different font and font size.

From the Paragraph panel on the Home tab, centre your title. Your page should then look like this: (Make sure you don't deselect your heading.)

From the Styles panel click the bottom arrow on the list of styles, circled in red below:

When you click the arrow, you should see a list appear. Select the item that says "Save selection as a new quick style":

You should then see a dialogue box appear. Type a name for your style. We've called ours Fairy_Tales_Title:

Click OK and your style will be added to the list:

But the point about creating a style of your own is that you can then highlight some text and choose it from the list. Your selected text will then be formatted to match the style you set up.

Click anywhere in your document to deselect the heading.

Adapting an inbuilt style

You can also adapt a style that has already been set up. We'll adapt the Normal style, shown on the list above, the second item on the top row. The Normal style refers to all of the body text. In other words, all the text that is not a title.

To adapt a style, click with your right mouse button on the style you want to change. In our case that is the Normal style:

From the menu that appears, select Modify. When you click Modify, you'll see a dialogue box appear. This one:

The Name of the style you're modifying is at the top (Normal, for us). Under the Formatting heading, you'll see a font dropdown box, along with a size option. You can also use the Bold, Underline, Italics, and alignment buttons.

But select a different font and font size from the dropdown boxes:

We've gone for Century Gothic as a size of 12 points.

Before you click OK, make sure to select the option in the bottom left that says "Only in this document". In other words, you only want to change the Normal style for this particular document, and not for every document you create.

Click OK and the body text of all seven pages of the story will change. (If you've chosen the same font and font size as us, there will now be eight pages to your story.)

Page Breaks and Section Breaks

When we add a new story, we want it to begin on a new page. To do this, you can add breaks. There are two types of breaks, page breaks and section breaks. Section breaks allow you to format things like headers and footers differently. For example, we don't want headers on pages with a title, but we do want them on other pages. Section breaks are ideal for this. If you didn't have them, each page would have the same header.

Scroll to the end of your first story, and left click on a new line. You should see the cursor flashing:

Click on the Page Layout tab at the top of Word. Locate the Page Setup panel and the Breaks item:

Click on Breaks to see the following menu:

The one we want is Section Breaks > Next Page. What this does is to add a new page to your document, and a new section. Your cursor should now be flashing on the new blank page.

To check that you have indeed added a new section, have a look in the bottom left of word. You should see a Section area on your Status Bar:

If you can't see the Section area, right click on the blue bar. From the menu that appears, click on Section:

If you were to click onto, say, page 1 of your story, the Section part of the Status Bar will read Section 1 instead of Section 2.

But with your cursor flashing on your new blank page, and in section 2, insert a new story just like you did for the first one.

You should find that all the text in your new story is formatted to the same as the first one. In other words, it will be formatted to the Normal style that we modified. This is fine, but the title isn't.

So highlight just the title of your new story. To change the style to the Fairy_Tales_Title style you set up, click back on the Home tab to see all the styles. Although you could select the style from the list, click the small arrow in the bottom right of the Styles panel, circled in red in the image below:

You should find that a menu will appear on the right of your screen, and stay there. To get rid of it, click that small arrow again. But the list displays all the styles that have been set up, including the one we want. So, with your title highlighted, click the Fairy_Tales_Title style from the list:

Your title of the second story will then change to match the first one in your booklet.

Add the remaining three stories in the same manner as you did for the second one:

• Insert a Section Break
• Insert the story
• Change the style of the title

When you're done, you should have a document with 5 stories. You should have 5 sections and 19 pages. (If you used a different font and font size than the one we used you may have more or fewer pages.)

We'll add a cover page and a contents page next. But we need two blank pages at the start. So move your cursor to the very start of your document, on the top line. (Hold down the UP arrow on your keyboard until it can't move any further.)

Now insert two more section breaks. (Page Layout tab, then Breaks > Section Break > Next Page.) Your first story will then start in Section 3. The first blank page will be Section 1, and the second blank page will be Section 2.

Add a Cover Page to your Booklet

There are actually a few inbuilt cover pages, on the Insert tab, Pages panel. You can use one of these, if you like. However, reformatting them to suit your needs is a bit tricky. So we'll do our own. First, we can check that the Section breaks are in the right place.

Click back on the Home tab, and locate the Paragraph panel. Now look for the backwards P:

The backwards P is used to show or hide paragraph and symbol formatting marks. Click it once to activate it. You should see this at the top of your two blank pages:

You can zoom out using the plus and minus symbols in the Status Bar in the bottom right of Word. That way, you can see two pages on the screen at once. Or click theView tab, and then the Two Pages item on the Zoom panel.

You can change the margins for a single page. They are a bit too big on the cover page, at the moment. So we'll change them.

With your cursor flashing at the top of the cover page, click on the Page Layout tab. Locate the Page Setup panel. Click on the Margins item to see a menu appear. Then select Custom Margins at the bottom:

When you click on Custom Margins you'll see a dialogue box appear. This one:

Change the margins to the following:

Top: 1 cm

Left: 1 cm

Right: 1 cm

Bottom: 1 cm

(If your measurements are in inches, use 0.4 instead of 1 cm.)

Look at the bottom of the dialogue box and locate Apply to. Set it to "This Section".

Your dialogue box should look like this before you click OK:

We'll set a border for our cover page. Before doing that, create some space on your page by holding down the Enter key on your keyboard. Keep it held down until the Section Break is at the bottom of your page: (If you go too far, hit the Backspace key)

You can now hide the formatting marks by clicking the backward P again (Home tab, Paragraph panel.)

To set a border for the cover page, click back on the Page Layout tab. Locate thePage Background panel and click the Page Borders item:

When you click on Page Borders, you'll see the following dialogue box appear:

From the Setting list on the left, click on Box. You can create a Box type border by using the four items in the middle: Style, Colour, Width, Art. We'll use the Art item. So click the arrow to see the following list:

You can select any one you like, but we've chosen a fancy one from the middle of the list.

Now locate the Apply to dropdown box on the right and set it to This Section:

Before clicking OK, your dialogue box should look like this:

When you're done, click OK. Your cover page will then look like this:

You can still type onto this page. Click your left mouse button about half way up the page, and type a title. Type Fairy Tales. Change the font and font size.

Be careful of where your Section Break ends up when you change the font size. Click the backwards P again to check it's still at the bottom. If you add clip art or an image that is too big it will push the section break down onto page 2, and give you a border on this page as well. Use your backspace key to get the section break back onto page 1. Any border that appears on page 2 will then disappear.

Your page may now look something like this:

We used an Arial Black font at a size of 48. The title was then centred. We also changed the font colour. To change the colour of a font click the underlined A in the Font panel on the Home tab:

With your title highlighted, select any colour you like.

You could add some clip art at this stage, just to liven the cover page up a bit. We'll leave ours, though. Again, be careful of where your section break ends up if you insert clip art.

Add a Contents Page to your Booklet

We'll insert a contents page on page 2 of our document. So click onto page 2. Type the word "Contents" at the top, and centre it. Change the font and font size. Again, hit the enter key a few times to give yourself some space. Your page will then look like this:

In the image above, we've hit the Enter key 8 times.

With your cursor flashing just before the Section Break, at the start of the line, click on the References tab at the top of Microsoft Word. On the References tab locate the Table of Contents panel. Click the Table of Contents item to see the following menu:

As you can see, there are a few built-in styles you can use. But click the menu item at the bottom that says "Insert Table of Contents". The following dialogue box should then appear:

The Heading 1, Heading 2 and Heading 3 refer to in-built styles. We didn't use any of these styles, but created our own. That means we need click the Options button at the bottom.

When you click the Options button, you'll see this dialogue box:

Notice there is an area called TOC level. TOC stands for Table of Contents, and the levels are for different sub headings. We don't have any sub headings, just the story titles. But the default settings are for Heading 1 to be TOC level 1, Heading 2 to be TOC level 2, and Heading 3 to be TOC level 3. We need to delete these numbers.

So click inside the text box with the 1 in it. Delete the 1 by hitting the backspace key on your keyboard. Do the same for the 2 and the 3. Now click inside of the Fairy_Tales_Title text box, which is our style. Type the number 1 and your dialogue box will look like this:

If we did have sub heading, we could have set them all to the Heading 2 Style. We would have then typed a 2 in the Heading 2 text box. This would get you a table of contents in this style:

Main Heading Level 1

Sub Heading Level 2

Sub Heading Level 2

Sub Heading Level 2

Main Heading Level 1

Sub Heading Level 2

Sub Heading Level 2

Sub Heading Level 2

But click OK when your dialogue box looks like ours above. You will be returned to the Table of Contents dialogue box:

There are a few areas to take note of here. "Show page numbers" means the page that the story starts on. These are shown on the right hand side because we have ticked the box below it.

A Tab leader is the area between the heading and the page number. The default is dots. You can change this from the Tab leader dropdown box.

The Formats dropdown box contains built-in content styles. Click the arrow to see the following:

We have selected Classic. The Print Preview at the top will then show this:

Click OK after selecting Classic and the dialogue box will disappear. Your contents page will then look like this:

If you wanted to jump to, say, the Puss in Boots story, hold down the CTRL key on your keyboard. Keep it held down and click with your left mouse button on that story title. You will jump to page 15 in your document. To get back either scroll up, or hold down the CTRL and Home key combination.

Another way to jump to different parts of your document is from the Home > Editingpanel. Click the Find option, and then the Go To item:

You'll then see the following dialogue box:

(A quick way to bring up this dialogue box is by pressing the CTRL key on your keyboard then the letter G.)

Type a page number in the text box and click the Go To button. (The button will say Next before you type anything into the text box.) Or you could select the Section item on the list and type a section number text box.

Working with Sections

The reason why we set up sections in our Word document is so that each section can be formatted separately. We want one header on the even pages and a different header on the odd pages. We want to put the words "Fairy Tales" in one header and the name of the story in the other. However, we don't want anything at all on the first page of each story, where the title is. To do that we need a few more section breaks.

The section breaks you have used so far have been Next Page ones. These will insert a new blank page. We don't want that. We want a type of section break calledContinuous. This is still a section break, except it doesn't insert a new page.

To set up a Continuous Section Break, move your cursor to the bottom of page 2 of your Cendrillon story (page 1 will have the Cendrillon title at the top). Position your cursor on the last line of this page, as in the image below:

Make sure your cursor can't go any further down this page. Ours is at the end of the line. If we were to hit the down arrow on our keyboard the cursor would move to the next page.

Click on the Page Layout tab at the top of Word. From the Page Setup panel, click the Breaks item again. From the menu, select Continuous under Section Breaks:

It will appear as though nothing has happened. But check the Section area in your Status Bar in the bottom left of Word. The page with the Cendrillon title should be Section 3. When you click anywhere on the second page of your Cendrillon story this should change to Section 4.

Now do the same thing for the next two stories in your document:

• Move your cursor to the bottom of page 2 of the story
• Insert a new Continuous Section break

Because our last two stories are only one page each, we don't need to set up new section breaks for them - they already have a Next Page section break.

With the Sections breaks all set up, we can now insert the headers.

We'll continue this lesson on the next page, when we take a look at Headers and Section breaks.

Headers and Section Breaks

Inserting different headers into different section can be a bit tricky. Before we begin then, don't forget the Undo feature in Microsoft Word. The Undo icon is at the very top of Word, on the Quick Access Toolbar, which is just to the right of the round Office button in Word 2007:

There's no Office button in Word 2010, but the Undo icon is still on the Quick Access Toolbar:

In both versions, you can click the little arrow to reveal a dropdown menu. This allows you to undo several steps at once:

With that in mind, let's add some headers to our booklet.

Click anywhere on your cover page to move your cursor into section 1. Now select the Insert tab at the top of Word. Locate the Header & Footer panel. Click onHeader, then the Edit Header item from the menu:

When you click on Edit Header, you'll jump to the Header section on the cover page:

Notice, too, that a new tab appears at the top of Word, the Design tab. Locate theNavigation panel, and click Next Section (just Next and Previous in Word 2010):

When you click Next Section, you cursor will jump to the header on the second page, which is Section 2:

Again, click Next Section on the Navigation panel, as we don't want a header on the contents page. Your cursor will jump to page 3, which is Section 3:

Notice that it says "Same as Previous" on the right of the header. This means the same formatting as the header in the previous section. We don't want this. So have a look at the Navigation panel and you'll see that "Link to Previous" is lit up:

Click this button to deselect.

We want different headers on the odd and even pages, so locate the Options panel (to the right of the Navigation panel). Select the item "Different Odd & Even Pages":

The Header on page 3 will then look like this:

We don't want any header on pages that have a title, so click the Next Section item on the Navigation panel. This will jump you to page 4 of your document:

Again, Same as Previous is showing on the right of the header. We want a new header here, so deselect Link to Previous on the Navigation panel. (It's important to do this before typing anything into the header, otherwise you'll have text in headers where you don't want it.)

Now type the words Fairy Tales into the header:

The text Fairy Tales will now appear on all the even pages of your document.

Click the Next Section button in the Navigation panel to jump to the Odd Page Header:

Again, we don't want Same as Previous, so deselect Link to Previous in the Navigation panel.

We'll right-align the headers in the odd page section. To do that, locate the Positionpanel:

Click the Insert Alignment Tab to see the following dialogue box:

Select Right, and click OK. Now type the name of the story, which is Cendrillon:

As you can see, the text in the header is now right-aligned.

Click the Next Section button on the Navigation panel to jump to your second story, Little Red Riding Hood:

The problem here is that it has the title Cendrillon in the header. To solve the problem, deselect Link to Previous in the Navigation panel. Now delete the text Cendrillon.

Again, we don't want any header on this page because it is one with a story title. So click the Next Section button. Your cursor will be flashing at the start of Fairy Tales on the next page. This is OK the way it is, so click Next Section again.

Deselect Link to Previous again. Now repeat the process for right-alignment, and then type Little Red Riding Hood. Your header will then look like this:

Click inside the Header on the page where your Puss in Boots title is. Deselect Link to Previous. Delete all the text from this header.

Click Next Section twice and then, again, deselect Link to Previous. Right-align, and type Puss in Boots.

Click Next Section and your cursor should be flashing in the header where you have your The Ant and Grasshopper title. It will say "Fairy Tales". We don't want this, so deselect Link to Previous. Now delete the text.

Click the Next Section button again, and your cursor will be flashing in the header where you have your The Crow and Fox title. Deselect Link to Previous and delete the text Puss in Boots.

Congratulations - you're done!

Click the Close button to return to normal:

To view all your hard work, click the round Office button at the top of Word (Word 2007 users only). From the menu, select Print > Print Preview. Word 2010 users should click the File tab, and then Print. Your first three pages should look like this:

The next two pages should look like this:

Notice that we have the different headers on different sides of the page. Use the scroll bars to view the rest of your document. If everything went well, then the final three pages should look like this:

The final two pages should have no headers in them.

OK, all that was a bit tricky, so close Print Preview and we'll move on. Before we do so, it must be noted that if you were printing this document you'd want to print on both sides of the paper. If you did that, then the contents page would be printed on the back of the cover page. To solve this, you can insert a blank page after the cover page by clicking on the Page Layout tab. Then select Breaks > Page Break > Pagefrom the Page Setup panel.

In the next section, you'll design a logo using Word Shapes.