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Word 2011 for Mac takes the concept of a master page to a new level in Publishing Layout view. A master page is a kind of template page within an Office 2011 for Mac Word document. Whatever you put on the master page is duplicated on any pages that are based on it. Master pages are a way to maintain a consistent feel throughout your document as you add new pages.
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If you use master pages, you can save time by not having to re-create page elements, such as page numbers, headers, and footers, with each new page as you build your publication.
The School Newsletter template in the Word Document Gallery uses Master Pages, so it can be used as an example. To see the master pages, click the Master Pages tab near the bottom-right corner of the window. Remember that these tabs show only in Publishing Layout view. The Insert button in the Layout tab of the Ribbon assists you with adding pages while maintaining the layout. To insert a new page based on the master, take these steps:
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- With a document open in Publishing Layout view, click the All Contents tab in the lower-right corner of the document window.The All Contents tab shows you the contents of the document you’re building.
- On the Ribbon, click the Layout tab. In the Pages group, click the little triangle to the right of the Add button.Choose from one of the following options:* New Page: Inserts a new page based on a master template.* New Master: Allows you to create a new master page out of the current page. You can have multiple masters.* Duplicate Page: Creates a duplicate of the current page.
Switch back and forth between all contents and master pages by clicking the tabs at the lower-right corner of the document window. When you select the Master Pages tab, the Master Pages Options group on the Layout tab of the Ribbon becomes available and offers three options:
- Different First Page: Allows the first page to be formatted independently of the rest of the master.
- Different Odd and Even Pages: Use this when setting up documents that will have pages that face each other when printed and you want to use a gutter or opposing page numbers.
- Link Previous: Keeps formatting the same as the previous master page when you add a new master page. If you only have one master page, this option is grayed out.
Perhaps you’re working on a long document in Word in which you want an index with page numbers. Word in Office 2011 for Mac can automate this task for you. This procedure entails three steps:
- Generate a table of words or phrases to be indexed, saved as a special file called a concordance file.
- Mark the words or phrases to be used in the index.
- Generate the index.
Making a table of words and phrases to index
Word is pretty smart, but you need to tell Word the words or phrases to use in the index, and which index headings to make. You tell Word the words or phrases to be used in the index by creating a concordance file. Follow these steps to create a concordance table:
- In Word, choose File→New Blank Document.
- From the menu, choose Table→Insert→Table.
- In the Insert Table dialog, set Number of Columns to 2.
- Click OK to close the Insert Table dialog.
- Fill in the cells:Left column:Put all the words from your document that should be marked for indexing into the left column, one word or phrase per cell.Right column: Enter the appropriate document index heading corresponding to each word in the left column.Don’t use column headings: Nothing else can be in the concordance file except your two-column table.
- Choose File→Save to save the table as a Word document and then choose File→Close to close the concordance table document.
Marking the words or phrases to use in the index
After you save your concordance file, you can use it to create an index from a long document. Follow these steps to use a concordance file:
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- In Word, choose File→Open.
- Select the Word document you want to index but don’t open it yet.
- In the File Open dialog, choose Copy from the Open pop-up menu and then click the Open button to open a copy of the document that you want to index.
- In the copy of your document, choose Insert→Index and Tables.
- Click the Index tab and then click the AutoMark button.
- Navigate to the concordance file you saved earlier and then click the Open button.
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Generating the index
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The following steps create the index:
- Click in your document to set the insertion cursor to the place where you want to create the index.
- In Word, choose Insert→Index and Tables.
- Click the Index tab if it isn’t selected already.
- Choose the type, format, tab leader style, and so on; or go with the default settings to format your index.
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When you make your index, think about how you want subheadings to work in your document. Experiment freely until you get just the right result.