Yes, There Are Two More Sections Now In The Document

 Yes, There Are Two More Sections Now In The Document!



Scenario:  An attorney says can you please print out Exhibit B.  Before the secretary ran the Index of Terms, this Exhibit was Section (5).  She went to File, Print and asked for S5 but the printer kept printing out the main part of the document.  The attorney kept telling her “I just want Exhibit B and I have to get on this phone call.”  She kept saying that I am sending Exhibit B to print and I don’t know why it keeps giving me the main part…

You know, it's those little facts that make a difference between knowing MS word and "knowing" MS Word.

I wrote a short piece a while ago on "Section Printing".  Here is a portion  from the article.

"Each piece of a large document will have its own separate section. The main part of the document, will have its own section (usually Section 3), the cover page that is vertical aligned center, the TOC, TOA, Index of terms depending on the length, will have their own section or individual sections (depending on length), a portion of the document with a wide financial table in "landscape" will have its own section as well as Exhibits in the back will have their own sections."  Any piece of your document that has a separate numbering system will have its own section.

So how does this tie in with what the secretary went through?

1. When you go to print, you can type in for example S5 which means print the 5th section of the document which may be a particular exhibit or S3 which may be the main part of the document or S4 which may be that wide financial table so you have a way to target a piece within a large file. S1-S4 will print from the first page of Section 1 to the last page of Section 4."

The essence of the article shows that when a document is segmented into various sections you have the ability to target what you need.

Here Is The Problem:

But, when the "Index of Terms" is generated, after the TOC or after the TOA (depending on Litigation vs. Corporate), the finished product always adds 2 more Section breaks to the mix.  Meaning, it surrounds the finished product of an Index of Terms with a "Section Break Continuous" above and below the finished Index of Terms.  

This now adds two more section breaks to the overall count and when going to print what used to be Section 3 will now be Section 5 and so on.  Your exhibits which are segmented into separate sections will also be affected and Exhibit A which might have been Section 4 before you ran your Index of Terms is now Section 6 so you need to be aware that after you run an Index of Terms your Section numbers will change by 2.  Your “Status Line” at the bottom of your screen will serve to alert you and help you to target a particular Section(s) of your document for printing purposes.  Right click on your Status Line and make sure Page Number, Section Number and Formatted Page Number (top of list), are all checked which will allow you to easily determine where you are in your document.

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AdvanceTo offers a unique 3 class set that covers the Formatting and Styling of both Litigation Style Documents as well as the Formatting and Styling of Corporate Style Documents.  We cover thoroughly List Numbering, Multilevel Outlines, Footnotes, TOC, TOA, IOT, Cross References, Caption Boxes, Multiple Sections and Page Numbering Systems and a load of procedure as well as tips and tricks.  Great Narrative Material and homework is also provided as well as homework!!  Each class is 4.5 hours (each class can be done in two sessions), and will change the way you approach MS Word.  The cost for this information packed set of 3 classes is $450.  Secretaries, Word Processing Operators, Paralegals as well as law students will greatly benefit.  Firms and Individuals Welcome!

 


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