Page break after TOC (2003/SP2)

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It’s a bit embarrassing to have to ask, but I have not used Word so much the last years, though I have used it since early versions.

I have several chapters, each one in its own file, and when finished they are meant to be merged/copied to one single file and a table of contents added. Simple. I am only testing at the moment, and beside from far from finished writing, the formatting/style isn’t decided.

But I am using Heading 1 for chapters and Heading 3 for “sub-chapters”, (I know it can give undesired numbering since Heading 3 is connected to level 3, but that’s a later formatting issue).

Sooo, I combine the files into a test doc. Select Format|Bullets and Numbering|Outline numbered etc. Gets the desired result, given this early formatting design.

When I then put the cursor at the *beginning* of the doc. and do Insert|Reference|Index and Tables|Table of Contents, I get a TOC, maybe covering 75 % of a page. But the old first page and its header etc. comes right after the TOC. Obviously I would like a Page break, see screen shot.

I position the cursor on the empty line under the TOC (at the paragraph mark) and selects Insert|Break|Page break. Great now the TOC ends with a paragraph mark, then comes Page break, a new page (what I want), but a paragraph mark *before* first header on this “new” second page. If I delete the paragraph mark my header style goes away and the tango starts … I add back the Header 1 style, but now the little “anchor” (or what it’s called) point/square next to the header is found next to the Page break, see smaller screen shot. It looks right, but should it be like this?

Help.

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Since there is no paragraph break between the page break and the chapter 1 heading, the page break belongs to the same paragraph as the chapter heading. The little black square is displayed to the left of the first line of a paragraph if any of the following check boxes have been ticked in the Line and Page Breaks tab of Format | Paragraph…:

– Keep lines together
– Keep with next
– Page break before
– Suppress line numbers.

The Heading 1 through Heading 4 styles have “Keep with next” turned on by default, that’s why you see the little black square to the left of the page break. It is “normal” behavior.

Note: you can double click the little black square to open the Format | Paragraph dialog at the Line and Page Breaks tab.

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Hi Hans,

Thanks for the explanation. When I first read your reply (I’m tired over here) I didn’t understand anything, almost. Had to take a break , re-read my question before I read your answer again. Must be really tired, your answers are always clear. This was a quite simple issue, but Word do have its own terminology (and I remember it as a bit hard to understand “formatting”, templates et al under 6.0/95/97/2000/2002 and now the “styles”, changed dialog boxes). And as with every software it’s best to use them the intended way, rather than the way you think they work. Have to read a bit about Word 2003, though in this case it’s probably nothing new to 2003.

Your explanation is (I guess) even more logical if one remembers that almost everything in Word is related to paragraphs, and what is done to them.

Hmmm, maybe I could check “Page break before” on the Heading 1, instead of inserting a Page break after the TOC (if I also would like every instance of Heading 1 to start on a new page, which would be desired since it’s then a new chapter)?

I have found Shauna Kelly’s pages, they will probably be a help also (together with The Word MVP Site).

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If you like each chapter to begin on a new page, the “Page break before” setting is preferable above inserting hard page breaks.

Microsoft Word Help at http://www.ShaunaKelly.com is excellent.

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I believe you said in your first message “It looks right, but should it be like this?” My answer is no. It’s not a good idea to have something that is not a heading styled as one–particularly if you are using autonumbering. So I try to make sure all page and section breaks are in the Normal style. In a case like yours it means changing the page break to Normal and probably changing the heading style back to Heading 3 –again (sorry). I’m using W2007, but as far as I recall, 2003 works the same way.

The suggestion about using Page Break Before is a good one unless you want to change the page numbering scheme (such as from from matter to main document) and so need a section break.

Hope this helps,
Pam

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Thank you for your reply also! I know we have many with very deep knowledge about Word here in the Lounge, though I don’t normally post in the Word forum, so all comments are very well appreciated.

Yes, if I for instance put the cursor at a “top level” heading (in my test case Heading 1, which is “chapter level”), and chose Reveal Formatting and Select All Text With Similar Formatting, it will select all those headings but also the Page breaks. That could maybe be a problem.

In the first case above, don’t use Page Break Before, if I select the inserted Page Break after the TOC, I can’t change it from Heading 1 to Normal. Nothing happens when I try.

But if select both the Paragraph mark (style Normal) after the TOC AND the Page Break that comes direct after, then I can change them both to Normal. But then the first Header on next page (i.e. first chapter after the TOC) change to Normal. If I select the heading and change it back to Heading 1, I am back where I started: my inserted Page Break is in Heading 1 style.

Maybe it has something to do with the settings under Line and Page Breaks, or as Hans said: “… the page break belongs to the same paragraph as the chapter heading.” (since no paragraph break in between).

These questions about formatting and style are to reduce problems in the future; autonumbering not working, page layout changing between computers (printers) etc. Maybe also have to copy the text from the individual files as plain, then apply styles to the complete doc. Also should do a little more reading/research on Word.

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Hi again,
Please disregard what I wrote about not being able to: “can’t change it from Heading 1 to Normal”. With correct use of Styles (in this case Body Text) it worked.

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Oh, good. I’m glad you got it to work.

And thank you Hans, for the tip about clicking the tiny squares. That could be quite a time saver.

PamC

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