Chapter 11 Formatting a Long Document
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1 Chapter 11 Formatting a Long Document
2 Learning Objectives LO11.1: Work with styles LO11.2: Work with themes LO11.3: Change the style set LO11.4: Work with the document outline LO11.5: Change the margins LO11.6: Control pagination LO11.7: Add page numbers, headers, and footers LO11.8: Create citations and a list of works cited LO11.9: Create footnotes and endnotes CMPTR Chapter 11: Formatting a Long Document 2
3 LO11.1: Working with Styles Topics Covered: Applying a Quick Style Modifying a Quick Style Creating a New Quick Style CMPTR Chapter 11: Formatting a Long Document 3
4 LO11.1: Working with Styles A style is a named set of formatting instructions. There are five types of styles: Paragraph style Character style Linked style Table styles List styles The Normal style is part of the Normal template, which is the template on which all Word documents are based. Direct formatting overrides the style currently applied, but it does not change the style definition CMPTR Chapter 11: Formatting a Long Document 4
5 Applying a Quick Style To apply a Quick Style, select the text or paragraph to which you want to apply the style, and then click the Quick Style name in the Styles gallery. CMPTR Chapter 11: Formatting a Long Document 5
6 Modifying a Quick Style To modify a Quick Style, first apply the Quick Style to text or a paragraph, and then modify the formatting of the text or paragraph using direct formatting. Next, right-click the Quick Style name in the Styles gallery, and then on the shortcut menu, click Update <Quick Style Name> to Match Selection (where <Quick Style Name> is replaced by the name of the style). CMPTR Chapter 11: Formatting a Long Document 6
7 Modifying a Quick Style CMPTR Chapter 11: Formatting a Long Document 7
8 Creating a New Quick Style The easiest way to create a new Quick Style is to format text in the way that you want, and then create the style based on the formatted text. CMPTR Chapter 11: Formatting a Long Document 8
9 Creating a New Quick Style CMPTR Chapter 11: Formatting a Long Document 9
10 LO11.2: Working with Themes A theme is a coordinated set of colors, fonts, and effects. Topics Covered: Applying a New Theme Modifying a Theme CMPTR Chapter 11: Formatting a Long Document 10
11 Applying a New Theme To change the theme, click the Themes button in the Themes group on the Page Layout tab, and then select the theme you want in the gallery. CMPTR Chapter 11: Formatting a Long Document 11
12 Modifying a Theme Once you have chosen a theme, you can change any of the three elements that make up the theme: the fonts, the colors, and the effects. CMPTR Chapter 11: Formatting a Long Document 12
13 LO11.3: Changing the Style Set A style set is a coordinated group of Quick Styles available to each document. You can change the style set before or after you apply styles. CMPTR Chapter 11: Formatting a Long Document 13
14 LO11.4: Working with the Document Outline Topics Covered: Using the Navigation Pane Using Outline View CMPTR Chapter 11: Formatting a Long Document 14
15 Using the Navigation Pane The Navigation Pane offers two ways to view a document s structure and navigate within it: Displaying its headings in the document, or Displaying thumbnail images of the pages. CMPTR Chapter 11: Formatting a Long Document 15
16 Using Outline View Outline view displays the various heading levels in a document as an outline. CMPTR Chapter 11: Formatting a Long Document 16
17 Using Outline View CMPTR Chapter 11: Formatting a Long Document 17
18 Changing the Margins The margins are the blank areas at the top, bottom, left, and right sides of the page between the text and the edge of the page. CMPTR Chapter 11: Formatting a Long Document 18
19 Changing the Margins CMPTR Chapter 11: Formatting a Long Document 19
20 LO11.6: Inserting a Manual Page Break Automatic page breaks (soft page breaks) are created when content fills a page and a new page is created automatically. Manual page breaks (hard page breaks) are inserted to force content after the break to appear on a new page. CMPTR Chapter 11: Formatting a Long Document 20
21 LO11.7: Adding Page Numbers, Headers, and Footers Topics Covered: Inserting Page Numbers Adding a Header and Footer CMPTR Chapter 11: Formatting a Long Document 21
22 Inserting Page Numbers To add page numbers to a document, click the Page Number button in the Header & Footer group on the Insert tab. CMPTR Chapter 11: Formatting a Long Document 22
23 Adding a Header and Footer CMPTR Chapter 11: Formatting a Long Document 23
24 LO11.8: Creating Citations and a List of Works Cited Topics Covered: Creating a New Source and Inserting a Citation Inserting a Citation to an Existing Source Editing a Citation or a Source Modifying an Existing Source Generating a List of Works Cited Using the Source Manager Updating the List of Works Cited CMPTR Chapter 11: Formatting a Long Document 24
25 Creating a New Source and Inserting a Citation To create a new source and insert a citation to it, click the Insert Citation button in the Citations & Bibliography group on the References tab, and then click Add New Source to open the Create Source dialog box. CMPTR Chapter 11: Formatting a Long Document 25
26 Inserting a Citation to an Existing Source CMPTR Chapter 11: Formatting a Long Document 26
27 Editing a Citation or a Source Although a citation looks like ordinary text, it is actually contained inside a content control. If you need to add additional information to the citation, click the citation to display the content control, click the Citation Options arrow that appears, and then click Edit Citation to open the Edit Citation dialog box. CMPTR Chapter 11: Formatting a Long Document 27
28 Editing a Citation or a Source CMPTR Chapter 11: Formatting a Long Document 28
29 Modifying an Existing Source To modify information about a source, you need to open the Edit Source dialog box for that source. After you are finished editing the source, if the source is listed in both the Master List and the Current List, a dialog box opens prompting you to update both lists. CMPTR Chapter 11: Formatting a Long Document 29
30 Generating a List of Works Cited To create a list of works cited for a document, click the Bibliography button in the Citations &Bibliography group on the References tab, and then click one of the options in the list. CMPTR Chapter 11: Formatting a Long Document 30
31 Generating a List of Works Cited CMPTR Chapter 11: Formatting a Long Document 31
32 Using the Source Manager When you create a source, it is added to both the Current List and the Master List of sources on the computer. CMPTR Chapter 11: Formatting a Long Document 32
33 Updating the List of Works Cited Because the list of works cited is a field, you can update the bibliography later to reflect any new source you add. CMPTR Chapter 11: Formatting a Long Document 33
34 LO11.9: Creating Footnotes and Endnotes A footnote is an explanatory comment or reference that appears at the bottom of a page. When you create a footnote, Word inserts a small, superscript number called a reference marker in the text and in the bottom margin of the page, and positions the insertion point next to it so you can type the text of the footnote. Endnotes are similar, except that the text of an endnote appears at the end of a section or at the end of the document and the reference marker is a lowercase Roman numeral. CMPTR Chapter 11: Formatting a Long Document 34
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