Office hacks: thoroughly distinguish between page breaks and section breaks

In the process of document layout, many people are not sure about the use of page breaks and section breaks. Page breaks and section breaks may sound simple, but in practice, they are often used improperly and various situations arise. Improper use of page breaks can cause a lot of trouble when typesetting and adjusting the layout. The absence of the subsection character or its random substitution by the page break can also affect the efficiency of typesetting. Only real-time, proper use of these two symbols, in order to bring convenience and efficiency to the typesetting.

A good use of page breaks layout without chaos

Case: the case of automatic pagination

After setting the layout size for entry or typesetting, whenever the text or graphics are lined up on one page, Office software will automatically insert a page break symbol, marking the end of this page and the beginning of the next page (Figure 1). Such a page break is called an “automatic page break”.


Click the “Page View” button in the “View” menu to switch to page view mode, and then you can see the page breaks. In Reading View or Web Layout View, the page breaks are not visible (Figure 2).


Case: Forced pagination situation

Unlike automatic pagination, sometimes when the graphic content is not yet on a full page, a separate page needs to be started for layout due to the back and forth of the content. For example, to ensure that the title of a section always appears on a new page, a page break needs to be inserted before the start of a new section, when the page break is forced by the task. Manually inserted page breaks are generally called “manual page breaks”.

To insert a page break manually, click on the “Insert” menu at the location where the page break is needed, and select the “Page” command from the “Pages” functional group. At this point, you can see that although there is still a large number of blank pages in front of the page break, but still skip these blank pages, forcing the opening of a new page (Figure 3).


Case: avoiding manual pagination confusion

We often see this kind of pagination: when the cursor is in the middle of a page when you need to start another page, many people will use a continuous carriage return to let the cursor switch to the next page, to complete the artificial pagination. Although this can also play a visual effect of pagination, but in the layout of the content changes and the need to rearrange, will encounter trouble – the extra carriage return had to be deleted or replaced, invariably increasing the burden of typography. For this reason, it is usually necessary to pay attention to change this bad habit, the repeated pressing of the carriage return action can be replaced by the insertion of a page break (Figure 4).


Second, the use of a good subsection layout efficiency

Compared to pagination, subsections appear more complex and diverse. Sectioning may be achieved either between some pages across, or between a page across, or even a page across several times (such as a page of content in several different areas of the column layout), or between several pages across (for example, to achieve different headers and footers of the two groups of content sub-chapter layout).

To insert section breaks, simply execute the “Layout→Page Setup” subcommand under “Section Breaks” in the location where you want to split the document into sections, and then set the format of each section individually as needed. The sectioning subcommand contains different sectioning methods, such as the next page sectioning, continuous sectioning, even page sectioning or odd page sectioning, etc., and thus can be extended to a variety of different applications (Figure 5).


Case: Changing the column layout of content

You need to set the content summary of a paper to one column, and the body part to two or three columns. In this case, a section break needs to be inserted between the executive summary and the text. Since the subsections do not need to span pages, only “continuous” subsections can be selected here (Figure 6).


After the sectioning of the text in the column, if you want to decorate the text with underline, in the border and underline settings window, select the “Apply to” range for this section, then the set underline properties will only be effective for the text in this section, and will not affect the rest of the layout, so that the application of the layout effect is effectively controlled This effectively controls the application of layout effects (Figure 7).


Case: create different header and footer

In the document layout, the formatting and content of the header and footer of the first page and the table of contents need to be different from those of the text section. At this point, the first page and table of contents can be treated as separate sections. Since these sections are not on the same page, you need to select the “next page” type of section breaks. After setting the subsection character, you can set the properties of different sections. The “subsection” actually contains section formatting elements, such as margins, page orientation, headers and footers, and page number order. When setting specific properties such as header, footer, and page number for each section, you will see a prompt for the section you are currently in. The settings can be different for each section, or you can choose to continue the property settings of the previous section (Figure 8).


Case: temporary change of layout direction

If a page in the document needs to be laid out horizontally (such as an illustration or a schedule), or if you need to set different margins for an insert, then set this page as a separate section, and the content before and after is not in the same section, you can easily control the properties of the insert separately, and this will not affect the layout of other sections.

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