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Start Page: Microsoft Word for lawyers: Give me a (section) break

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WilsonAs we have learned, Microsoft Word formats between the ¶ marks in a document. But, Word can also format different “sections” of a document. Think of an appellate brief. On the first few pages, you might want a cover page, followed by some introductory material (Table of Contents, Table of Authorities, etc.) paginated with lower case Roman numerals (e.g., i, ii., iii). The remaining part of the document should contain Arabic (e.g., 1, 2, 3) page numbers. This task can be handled with sections.

This article will show you how to apply two types of page numbering in one document. Future articles will build on this skill to help you craft complex Microsoft Word documents.

In the appellate brief example, a common solution to this challenging document is to create separate documents — a cover page, a Table of Contents, a Table of Authorities (more on these features in other articles), and the main brief. For an example, see these forms (http://bit.ly/ICOAForms) from the Indiana Court of Appeals. Certainly, there’s nothing wrong with this approach, but you can be more efficient.

Instead of creating multiple files with different page number formats applied, let Word do the work for you.

Divide your document into sections

To learn how Sections work, open up a new Word document. Type “Section 1, Page i” anywhere on the first page. Now, look at the bottom of the screen and you should see a menu bar. (The lower right-hand side of this menu bar shows the zoom level for the document). Right click anywhere on that bar and you will see the different options you can choose to see along that bottom area of the screen.

For now, we just want to see what section we are in. So, click “Section,” and click back into your document. The menu disappears and Word shows you, toward the lower left-hand corner of the screen, the phrase “Section: 1.” This tells you that your cursor is located in Section 1 of your document. Any formatting applied in Section 1 will be carried throughout Section 1.

Now, look back up at the top of your screen and click on “Layout” on the Ribbon. You should see a menu item called “Breaks” (under the Page Setup area). Here, you can insert a Page or Section Break. A brief overview of the types of section breaks can be found on Microsoft’s Support Site (http://bit.ly/mswsection). For now, click on “Next Page.” Word will insert the section break and add (1) a new page, and (2) new section to your document. (Tip: If you click Show/Hide ¶ marks, you can see the section break).

Scroll to and click near the top of Page 2 and type “Section 2, Page 2” so you can track where you are in the document. The Status Bar in the lower left-hand corner should now show “Page: 2 Section 2.”

If you click anywhere on page 1, you will see you are in section 1. If you click in page 2, you will see you are in section 2. Why is this important? Because you now have your document divided appropriately and Word can apply different types of page numbers to each section.

Page through your document

Place your cursor where you typed “Section 1, Page i.” We want Word to insert a lower case Roman numeral on this page. On the ribbon, click “Insert | Page Number” (under the Header & Footer area), choose “Bottom of Page,” and “Plain Number 1.”

Word will take you to the footer of the page, showing you a number and a screen tip that states “Footer -Section 1-.” The page number will likely be an Arabic number (e.g., 1). To format this number to be a small Roman numeral (i), look at the ribbon. Word should have selected the “Header & Footer Tools” and the “Design” portion of the ribbon. On the left-hand side of that menu bar, you will see the “Header & Footer” area and on the right side of that submenu, you will see the “Page Number” options.

Click “Page Number | Format Page Number.” Under “Number Format:” choose “i, ii, iii, … .” Click “OK.” Then, close the Header & Footer.

You now know how to use sections to apply different formatting to different parts of your Word documents.

Conclusion

This is often where users get frustrated — trying to make different types of page numbers appear at the right place. But it’s not too difficult and has to do with understanding how Word links headers and footers, which will be covered in the next article.•

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Seth R. Wilson is an attorney with Adler Tesnar & Whalin in Noblesville. In addition to practicing law, he helps manage the day-to-day technology operations of the firm. Seth writes about legal technology at sethrwilson.com and is a frequent speaker on the subject. The opinions expressed are those of the author.

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  1. He TIL team,please zap this comment too since it was merely marking a scammer and not reflecting on the story. Thanks, happy Monday, keep up the fine work.

  2. You just need my social security number sent to your Gmail account to process then loan, right? Beware scammers indeed.

  3. The appellate court just said doctors can be sued for reporting child abuse. The most dangerous form of child abuse with the highest mortality rate of any form of child abuse (between 6% and 9% according to the below listed studies). Now doctors will be far less likely to report this form of dangerous child abuse in Indiana. If you want to know what this is, google the names Lacey Spears, Julie Conley (and look at what happened when uninformed judges returned that child against medical advice), Hope Ybarra, and Dixie Blanchard. Here is some really good reporting on what this allegation was: http://media.star-telegram.com/Munchausenmoms/ Here are the two research papers: http://www.sciencedirect.com/science/article/pii/0145213487900810 http://www.sciencedirect.com/science/article/pii/S0145213403000309 25% of sibling are dead in that second study. 25%!!! Unbelievable ruling. Chilling. Wrong.

  4. Mr. Levin says that the BMV engaged in misconduct--that the BMV (or, rather, someone in the BMV) knew Indiana motorists were being overcharged fees but did nothing to correct the situation. Such misconduct, whether engaged in by one individual or by a group, is called theft (defined as knowingly or intentionally exerting unauthorized control over the property of another person with the intent to deprive the other person of the property's value or use). Theft is a crime in Indiana (as it still is in most of the civilized world). One wonders, then, why there have been no criminal prosecutions of BMV officials for this theft? Government misconduct doesn't occur in a vacuum. An individual who works for or oversees a government agency is responsible for the misconduct. In this instance, somebody (or somebodies) with the BMV, at some time, knew Indiana motorists were being overcharged. What's more, this person (or these people), even after having the error of their ways pointed out to them, did nothing to fix the problem. Instead, the overcharges continued. Thus, the taxpayers of Indiana are also on the hook for the millions of dollars in attorneys fees (for both sides; the BMV didn't see fit to avail itself of the services of a lawyer employed by the state government) that had to be spent in order to finally convince the BMV that stealing money from Indiana motorists was a bad thing. Given that the BMV official(s) responsible for this crime continued their misconduct, covered it up, and never did anything until the agency reached an agreeable settlement, it seems the statute of limitations for prosecuting these folks has not yet run. I hope our Attorney General is paying attention to this fiasco and is seriously considering prosecution. Indiana, the state that works . . . for thieves.

  5. I'm glad that attorney Carl Hayes, who represented the BMV in this case, is able to say that his client "is pleased to have resolved the issue". Everyone makes mistakes, even bureaucratic behemoths like Indiana's BMV. So to some extent we need to be forgiving of such mistakes. But when those mistakes are going to cost Indiana taxpayers millions of dollars to rectify (because neither plaintiff's counsel nor Mr. Hayes gave freely of their services, and the BMV, being a state-funded agency, relies on taxpayer dollars to pay these attorneys their fees), the agency doesn't have a right to feel "pleased to have resolved the issue". One is left wondering why the BMV feels so pleased with this resolution? The magnitude of the agency's overcharges might suggest to some that, perhaps, these errors were more than mere oversight. Could this be why the agency is so "pleased" with this resolution? Will Indiana motorists ever be assured that the culture of incompetence (if not worse) that the BMV seems to have fostered is no longer the status quo? Or will even more "overcharges" and lawsuits result? It's fairly obvious who is really "pleased to have resolved the issue", and it's not Indiana's taxpayers who are on the hook for the legal fees generated in these cases.

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