To Create Book Format: 

Microsoft Word will generate several elements of book formatted documents for you. However, you must use some of Word's features for it to be able to generate these elements of book formatting. For instance, you must use Word's Headings (Heading 1, Heading 2, etc.), for formatting the style of your headings to generate a Table of Contents. You must use insert> Reference>Captions for naming the captions for any visuals in your document to generate a List of Illustrations page. Here is a diagram of a book formatted document:

Cover Page: Use no page number at all. Place the cover in its own section. [Insert > Break > Section Break Next page]
Front Matter: Use lower-case Roman numerals, centered at the bottom of the page. Your Front Matter will be in its own section. The individual pages of your Front Matter will be separated by page breaks, but your front matter will be separated from your Body/Back Matter by a section break because these are different parts, different sections of your document.
Executive Summary
[You will have only page breaks, not section breaks between these front matter pages.] So, on your Executive Summary (or whatever page is the first page of your Front Matter) go to Insert > Break > Page break.
Table of Contents [Insert > Break > Page break]
List of Illustrations [Now, you are moving from your Front Matter to the next part of your document, your Body/Back matter, so be careful to go to Insert > Break > Section Break Next page]


Back Matter:

Your body and back matter use regular, Arabic numerals, continuously numbered beginning at page 1 with the first page of your body and continuing through until all your pages, including Back matter, are consecutively numbered. Place these Arabic numerals at the top, right of each page. They will be in your page header with your name. Your Body/Back matter will be in their own section. [Insert > Break > Section Break Next page]
Back Matter includes these pages:

Notes (if using Endnote system)


perhaps Appendix information

perhaps an Index

  1. First, be certain that you have used "Heading 1s" for all your level 1 headings, "Heading 2s" for all your level 2 headings, etc.
  2. Be sure that your "Show/Hide" feature is turned on so that you can see your page and section breaks displayed.
  3. Put your cursor at the very front of you document.
  4. First, go to Insert> Break> Section break.
    This will create a new section, which will be one blank page, for your cover. It might help you if your just key in "Cover" on this page to help you keep straight what you are creating.
  5. Again, go to Insert> Break> Section break.
    This will create a new section, which will be your Front Matter. You will need a page for your Executive Summary, another page for your Table of Contents, and a third page for your List of Illustrations.
  6. Go to Insert > Break > Page Break and create blank pages for each of the possible pages of front matter you will have.
    (Although bound book formatted documents would always have both a cover and a title page, you may use just a Cover page for this assignment. Again, it will help you if you are new at this Book Formatting business if you key in some text {TOC, Ex Sum, Illustration] to help you keep straight where you need a page break, where you need a section break, and exactly what each page really is.)

  7. Key in the names or some identifying information for each of your front matter pages, for example Cover page, Executive Summary, Table of Contents.
  8. Put your cursor on the front page of your document (title page).
  9. Insert page numbers on all your body pages.

You have a section break between your Cover and your Front Matter.
You have pages for each page of your Front Matter.
You have another section break between your Front Matter and the Body of your document.
Your body pages and Back Matter are consecutively numbered, so there is NO section break between your body and back matter.
For your page headers, place your name top left in the header and the page number top right of the header. Your back matter page numbers continue in order after the body of your document, so you do not need to insert a section break at the end of your document body pages.



Practice Document

Naming and Generating your Front Matter Pages:  

  1. Be sure to use Heading 1s for the words "Executive Summary, " "Table of Contents," and "List of Illustrations" (you might use another name that still indicates this is a list of all the charts, graphs, photograph--all the visual aids in your document). You will want these pages displayed in your Table of Contents.
  2. To have Word generate a Table of Contents, place your cursor on the page you created for your Table of Contents.
  3. Then go to Insert> Reference> Index and Tables.
  4. Pick the “Table of Contents” tab.

  6. Turn off "Use hyperlinks instead of page numbers."
  7. Click on your different choices for leader tab lines and for the different formats available to you to choose from (“from template,” “Classic,” “Distinctive,” “Fancy,” “Formal,” “Modern,” and “Simple.”

  9. Make your style decisions.

  11. Be sure to select the number of levels of headings you will want displayed in your Table of Contents.

  13. Click “OK”

  15. Be amazed and delighted that Word will remember every heading you have created and the correct page number for each division of your document. This is way cool.


Creating a List of Illustrations Page: 

If and only if you have named each of the Visual Aids you have put in your document by selecting it (clicking onto it to select it) and then using Word’s Insert > Reference> “Caption” feature, you can do exactly these same things to create a List of Illustrations. 

  1. Put your cursor on the blank page you created at the front of your document and saved for listing your visual aids.

  3. Key in “List of Illustrations” or whatever you want to call this page.

  5. Then go back through these steps this time under “Insert”> Reference > “Index and Tables.” Select the “Tables of Figures” tab. Be sure to turn off "Show hyperlinks instead of page numbers." The rest will work exactly the same. Using these features, you can produce really professional looking work now.

Carefully follow the "Book Formatting Exercise" I provided this week. Practice this process once before you try to book format your own document. Call me if you have any trouble at all. I'll walk you through this process.