Creating technical documents may require more formatting than the documents most folks work on. Microsoft Word though, provides the tools necessary to make creating technical documents very easy. Below, I will cover some of the elements common to technical documents and the features you can use to create them.
By default, Word numbers every line in your document, excepting tables, footnote, end notes, text boxes, frames, and headers and footers. Those line numbers however, are not visible. If you would like them to be visible, you must tell Word to do so. This is particularly helpful in technical papers so you can create reference points. You can display line numbers in all or part of your document, or at certain intervals (i.e., every tenth line).
Follow the steps below to learn how:
- Click on the Layout tab on your Ribbon.
- In the Page Setup group, click Line Numbers just below Breaks.
- When you click the Line Numbers icon, a drop-down menu will display.
As you can see in the screenshot above, None is the default selection, but you can also select:
- Continuous: Displays every line number within your document. Word will label the first line as 1 and will be consecutive thereafter.
- Restart: On each page the first line of each page will be numbered 1.
- Restart Each Section: Line numbering will start over in each section. You must use headers for this.
- Suppress for Current Paragraph: You can select a paragraph and select this option so that your paragraph lines are not numbered.
- If you would like more exact specifications (i.e., numbering at certain intervals), click on Line Numbering Options.
- Click the Line Numbers button.
- You can use this menu to set your intervals.
- Select Add Line Numbering and then specify the page where you would like to start numbering lines. Select the other options of your choosing and click OK.
I will continue the technical documents tutorial in upcoming articles. I hope by the time we are finished you will be experts in this area!
Links to Other Parts in This Series
- How To Create Technical Documents In Word – Line Numbering – Part I ← You are here
- How To Create Technical Documents In Word – Citations and Placeholders – Part II
- How To Create Technical Documents In Word – Adding a Bibliography – Part III
- How To Create Technical Documents In Word – Marking Text Of Multiple Pages – Part IV