Word Long Docs Quick Reference (Windows PC)

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1 Word Long Docs Quick Reference (Windows PC) See for videos and exercises to accompany this quick reference card. Styles Working with styles in Word will improve the consistency of your formatting as well as speeding up the process of formatting a document. The main style types are: Paragraph styles Character styles List styles Table styles Normal style Control the formatting of the entire paragraphs, including tab settings, line spacing, and indents as well as character formatting such as font, font size and text colour. When applied, affect the whole of the paragraph Control character formatting such as font, font size and text colour. When applied, only affect selected words Control the formatting of numbered and bulleted lists Control the formatting of tables The Normal style is the default paragraph style for paragraphs of text in Word. If you don t like the line spacing or font when you start a new Word document, modify the Normal style so it behaves how you want it to. If you want this change to apply to every new Word document that you create, modify the Normal.dotm template. Last updated February 2019 See for more videos and documentation Modify styles You can make existing styles behave how you want them to you don t have to create new ones. In the Styles pane, right-click on the style you want to modify. Click on Modify You can use the tools in the Modify Style window to make common changes like Font, Font Size, Text Colour, Line Spacing and Alignment Hover over the tools to see what they are. The window will show you what your changes will look like. If you want to apply the changes for this and any new Word documents, click to select New documents based on this template. If you are not using your own template, this will update the Normal.dotm template on the computer you are working on. Click on the Format button for more advanced controls, such as margins, borders and more specific line-spacing options. Click OK when finished. Note: the changes to the style will be applied to the text where your insertion point is flashing. If you did not want this to happen: In the Styles pane, click to select the Normal style Faye Brockwell

2 Heading Styles Heading styles are a special type of paragraph style. There are ten heading styles available in Word: the Title style (which should only be used once per document), along with Heading 1 through to Heading 9. Apply a paragraph or heading style to an existing paragraph of text o o Click on any word in the paragraph so your insertion point is flashing somewhere within the paragraph Click once on the style in the styles pane. Heading styles: Control the formatting of headings so that, to the reader, the text visually looks like a heading Tag the headings so that Word recognises the heading, thus enabling Word to recognise the structure of your document. This in turn enables you to: o create a Table of Contents o apply numbering to your document o include chapter numbers in a table of figures or an index of tables o Use the Navigation Pane or Outline View to manage the overall structure of your document If the default Heading styles do not look how you want them to, modify them. Apply a heading style to several headings at once Useful if you re cleaning up an existing document o Click once in the margin to the left of the first heading you want to select. o Scroll to where your next heading is. o Hold down the CTRL key and click once in the margin to the left of the heading o Release the CTRL key on your keyboard. o Repeat until you have selected all the headings you want to. o Click once on the heading style in the styles pane. Do not keep the CTRL key held down whilst scrolling down the page as this is the command to zoom! Show the styles gallery pane o On the Home tab, click on the to the bottom right of the Styles gallery o This will open the styles pane to the right, but not all styles will be displayed. o Click on Options at the bottom-right of the pane o In Select styles to show choose All styles o In Select how list is sorted choose Alphabetical o Click OK. Apply a character style to selected words o Double-click on any word in the paragraph to select the entire word o Click once on the character style in the styles pane Tip: hold down the CTRL key whilst you double click on words to select several words at once. Apply a style before typing Click where you want to type the text. Click on the required style in the styles pane. Type your text. 2

3 Clear style formatting If you want to remove a style from a word or paragraph, simply apply the Normal style to the word or paragraph: Click once in a paragraph of text or double click on a word to select it In the Styles pane, click to select the Normal style If you have a document that has been formatted without using styles correctly and you want to start again from scratch: Press CTRL and A on your keyboard to select all of the text In the Styles pane, click to select Clear All If you have copied and pasted text from another document that uses a different template, and want to strip the source formatting: Use your mouse to select the text In the Styles pane, click to select Clear All Apply style formatting to an existing document If you have already written a document, but now want to format it using styles, e.g. to structure it properly using Heading styles: Save a copy of your document as a visual reminder of the formatting you had originally. Have both the original and the copy open, side by side. Clear the style formatting from the original document. Apply styles (see page 2) to your original document, using the copy as a visual guide. Create your own character style This is useful if you want to emphasise words. Using a style allows you to easily update the formatting of all emphasised words in your documen t without having to find and select them all. At the bottom of the Styles Pane, click on Copying and pasting If you copy text from one document to another, when you paste you can choose whether to keep the styles formatting from the original document or convert the text to the styles formatting in your new document. Copy the text from the original document Paste the text into the new document Click on the Paste Options icon Choose to apply the styles formatting of the new document Choose to paste the text without any styles formatting (Normal style). This option is good when you want to start afresh in your new document. the New Style button. In the Name field, type a name for your style In the Style Type field, choose Character In the Style based on field choose Default Paragraph Font Use the tools to set the formatting for your new style If you want this style to be available in any new Word documents, click to select New documents based on this template. If you are not using your own template, this will update the Normal.dotm template on the computer you are working on. Click OK 3

4 Create your own paragraph style This is useful to make paragraphs stand out by putting a box around a paragraph, for instance. (Do not use this to create new Heading Styles). Numbering headings or chapters This is only possible if you have used heading styles to format your headings. Click on the New Style button at the bottom of the Styles Pane. In the Name field, type a name for your style In the Style Type field, choose Paragraph In the Style based on field choose Normal In the Style for following paragraph choose which style you want this is what style will be applied to text in the next paragraph after your press ENTER. Usually this will be either the Normal style, or the name of the style that you are creating Use the tools to set the formatting for your new style If you want this style to be available in any new Word documents, click to select New documents based on this template. If you are not using your own template, this will update the Normal.dotm template on the computer you are working on. Click OK Tip: Multi-level lists can be temperamental. If possible, we recommend that you leave this step towards the end of creating your document, when you are happy with its structure On the Home tab, click on the drop-down arrow on the multi-level list icon Choose one of the options that includes the word Heading, like the one shown on the right The numbering will be applied to your document If you would like to edit how numbering works in multilevel lists, see the Numbering chapters and sections video from LinkedIn Learning s Word 2016: Creating Long Document course. 4

5 Table of contents This is only possible if you have used heading styles to format your headings. Create a table of contents Click where you want your table of contents to be On the References tab click on Table of Contents. Choose which style of table of contents you want. The table of contents will appear. Update a table of contents Right click on the Table of Contents in your document Select Update Field Check the section Update entire table Click OK Format a table of contents Like everything in Word, a table of contents is formatted using styles: TOC Heading and TOC 1 through to TOC 9. To change the formatting for the levels of your Table of Contents, you will need to modify the corresponding TOC style. Templates All Word documents are based on a template. Templates store the styles and page settings for your document. They can also contain standard text (e.g. in a meeting minutes template) You can have different templates for different types of document. For instance, one template for chapters of your thesis, another template for meeting minutes. Saving your styles and page settings as a template saves you time when creating documents of the same type, as you do not need change the settings for each new document. Modify the default formatting for new Word documents Unless you specify otherwise, any new Word documents are based on the Normal.dotm template stored on your computer. If you don t like the default settings for Word on your computer (e.g. you want text to always be Arial instead of Times New Roman, or you want to reduce the space inserted every time you press ENTER) you must update the Normal.dotm template. Open a new blank Word document Modify the Normal style to meet your needs, but click to select New documents based on this template. This will update the style not only in your current document, but also for any new documents using the Normal template. 5

6 Create a new template from scratch Start a new Word document Click on File >> Save As In the Save File as Type box, choose Word Template (.dotx) You may see the file path change to be your Custom Office templates. If that doesn t happen, or if you are working on a computer you do not work on regularly, choose where to store your template e.g. your OneDrive for Business. Type a name for your template in the File Name box. Click Save. You are now working on a new template. Set your template up as you need it to be. You may want to: Create new paragraph styles Create new character styles Modify existing styles Change page layout settings such as margins Create a standard Header or Footer Type some standard text onto the page Remember to click File>>Save to save the changes to your template. Create a new template from an existing document If you have spent a lot of time changing the set-up of an existing Word document, e.g. by modifying the styles to get them just as you want to, you can save these settings as a template for use on other documents, following the steps above. You may want to remove any text from your template first! Start a new document using a template Template stored in your Custom Office templates Open Word Click on File >> New Click on PERSONAL Click on the template you want This will open a new Word (.docx) file based on your template. Template stored in another location Navigate to the location where your template is stored (e.g. in File Explorer) Double-click on the template This will open a new Word (.docx) file based on your template. Apply a template to an existing Word document Click on the Developer tab on the ribbon.* Click on Document Template. Click on Attach. Locate your template where you saved it and double-click to choose it. Click on the Automatically update document styles checkbox. Click OK *If you do not have the Developer tab on your Word ribbon: Click on the File tab and then on Options. In the Word Options window, click on Customize Ribbon. In the Main Tabs box on the right, click the Developer checkbox. Click OK 6

7 Edit a template Open Word Click on File >> Open Navigate to where the template is stored. You may want to limit the search to All Word Templates Click on your template and click Open Make the changes to your template Click File >> Save to save the changes to your template. Page breaks Page breaks allow you to start the next paragraph on a new page, without pressing ENTER several times. Click where you want your page break to be. On the Insert tab, choose Page Break. Insert a continuous section break Continuous section breaks are used to identify separate sections of a document within a single page, e.g. to have a long bulleted list across multiple columns. A C B Section breaks Section breaks allow you to break your document into sections. This allows you to format individual sections of your document independently of other sections, so that you can control: Margins Paper orientation (landscape or portrait) Contents and position of headers and footers Format, position and sequence of page numbers Number of columns Location where footnotes print Line numbers Show non-printing characters This is essential when working with section breaks: On the Home tab click on the icon. A B C Mark the start of your section Click your insertion point at the end of the paragraph immediately before the point where you want your section to start On the Page Layout tab, click on Breaks Choose Continuous Mark the end of your section Click your insertion point at the end of the paragraph at the end of your section On the Page Layout tab, click on Breaks and choose Continuous Format your new section Click so that your insertion point is flashing somewhere between your two section breaks Any formatting that you apply will apply to just that section (e.g. 2 columns instead of 1) 7

8 Insert a next page section break Next page section breaks are used to identify separate sections of a document, where sections are on different pages. Make one page of your document landscape These are often used to: Have different headers and footers for different sections Manage page numbering independently for different sections Make one page of your document landscape orientation Insert a Next Page Section Break to mark the end of the portrait section (i.e. at the end of the last portrait page before the landscape page) Insert a Next Page Section Break to mark the end of the landscape section (i.e. at the end of the last landscape page) To add a next page section break: Click your insertion point where you want one section to end and the other to begin. On the Page Layout tab, click on Breaks Choose Next Page Click so your insertion point is flashing somewhere on one of the pages that you want to be landscape Click on the Page Layout table Click on Orientation and choose Landscape Delete a section break Turn on non-printing characters Use your mouse to select the section break (click and drag) Press Delete 8

9 Headers and footers Headers and footers are used to repeat standard text or content at the top or bottom of each page, e.g. chapter headings or page numbering You can now edit the header for this section independently of the preceding section. Repeat these steps for each section that you want to edit independently of the section before Insert a header or footer On the Insert tab, click on Header or Footer Click on a layout to choose it Add automatic page numbers to your document On the Insert tab, click on Page Number Choose where you want your page numbers to appear Choose the style of page number Manage different headers for sections of your document Use the steps shown above, but in the Footer of your document rather than the header. Manage page numbering independently for different sections of your document Manage different headers for sections of your document Useful for chapter headings, for instance. Use Next page section breaks to break the document into sections (e.g. chapters) In the first section, double-click on the header to update it. This header will be repeated across all sections. Click in the header of the next section to select it. Click on the Header & Footer Tools tab Click to deselect Link to Previous In the text of the document, insert a Next page section break to mark the point at which page numbering should be handled differently (e.g. at the end of a section) This will create two sections. Double-click on the footer in the second section to open it. Click on the Header & Footer Tools Design tab Click to deselect Link to Previous On the Header & Footer Tools Design tab, click on Page Number and choose the location and style for your page numbers See the next section for how to control the page numbering if it is not what you want. 9

10 Format page numbering E.g. to force the page numbering to start at 1 Double click on the page number to select it Right-click and choose Format Page Numbers Change the Start at number to be the page number you require Click OK To include the chapter number click to select Include Chapter Number. This will only work if You have applied Heading 1 style to your chapter headings in your document Your document has a Heading-style multi-level list applied - see Numbering headings or chapters Navigation pane With the Navigation pane you can: See the structure of your document Change the structure of your document Jump quickly to a section of your document Search your document for specific text Turn Navigation Pane on Click on the View tab Click to select the Navigation Pane checkbox The navigation pane will appear on the left of your document. If you have used Heading Styles in your document, the headings will appear in the Navigation pane. Click on any heading to jump to that section of the document. Use the Navigation Pane for a contextual search Planning and managing the structure of a document MindGenius MindGenius is mind mapping software that allows you to plan a document visually using a mind map. You can then convert your map into a Word document, with branches of your document converted into Heading styles to form the structure of your document. Click on the Search Document box at the top of the Navigation Pane Type your search word or string and press ENTER Click on RESULTS to show contextual search results Click on any of the search result to jump to that part of the document. For more information, including videos on how to plan a Word document using MindGenius, see aspx Use the Navigation Pane to change the structure of your document To move sections of your document, simply drag and drop the headings in the Navigation Pane. Any sub-headings will be moved too. This change will be reflected in your document all text and images for the sections associated with those headings and sub-headings will move too. 10

11 Outline view With Outline View you can: Plan the structure of your document Change the structure of your document Plan a new Word document in Outline view Open a new blank Word document On the View tab, click on Outline The view will change to Outline View. In this view you will type the headings and sub-headings of your document, to build the headings structure of your document. Do not write any body text in Outline view. Type your first heading. This will usually be a Heading 1 style. Press ENTER then: o Start typing to create another heading of the same level. E.g. Another Heading 1 style. o Press the TAB key to create a sub-heading. E.g. a Heading 2 style heading o Press SHIFT + TAB to revert back to a higher level heading E.g. to revert back to a Heading 1 style. Continue to build the structure of your headings. To move a section: Point at the to the left of the heading, then drag and drop it to its new position. Do this at the highest level for the section you want to move to ensure that all associated sub-headings are moved in one hit. When you have finished building the structure of your document: On the Outlining tab click on Close Outline View to switch back to print view, where you can continue to write your document as normal. Change the structure of a document in Outline View You can drag and drop sections of an existing document within Outline view. This will move entire sections of your document, including all sub-headings, along with their associated text and images within the document, in one hit. On the View tab, click on Outline on Click on the Outlining tab In Show Level: select Level 9 Body text of your document will now be hidden, showing just the headings of your document. To move a section: Point at the to the left of the heading Drag and drop it to its new position. Do this at the highest level for the section you want to move to ensure that all associated sub-headings are moved in one hit. Using the Outlining tools on the ribbon The Outlining tab appears on the ribbon when you are in Outline View. Hover over any of the tools to find out what they are for. 11

12 Images Insert an image Click so that your insertion point is flashing where you want to insert an image On the Insert tab, click on Pictures. Navigate to your image file and double-click to insert it. Change how text behaves alongside your image After inserting your image, click on the Wrap Text icon that appears Choose which text wrapping option you require: Square: choose this option to have more control over where the image is positioned on the page In Line with Text: choose this so that the image appears in its own space with no text wrapping Resizing your image Click on the image to select it Click and drag one of the drag handles that appear at the corners of the image Move your image Point your cursor at the centre of the image Click and drag the image to the required location You may need to change the text wrapping options (see above) Using the Picture Tools format tab When you click on an image to select it, the Picture Tools Format tab appears on the ribbon. Table of figures Word can automatically create a table of figures for all the im ages in your document. To do this you must add a caption to each image and then insert your table of figures Add captions to images Click on an image to select it On the References tab, click on Insert Caption In the Label box, choose Figure In the caption box, type the text to accompany your image. Word will automatically number the caption. To include the chapter number in your caption: click on Numbering and click to select the Include Chapter Number checkbox This will only work if: You have applied Heading 1 style to your chapter headings Your document has a Heading-style multi-level list applied - see Numbering headings or chapters Create the table of figures Click where you want the table of figures to go On the References tab click on Insert Table of Figures On the Table of Figures tab, in the caption drop-down box choose Figure Check the other options and then click OK. Updating a table of figures Explore these tools, which include colour correction, image size compression, add artistic effects, borders, cropping and alignment. Right click on the table of figures and select Update Field Select Update entire table and click OK 12

13 Index of tables Word can automatically create a table of figures for all the images in your document. To do this you must add a caption to each image and then insert your index of tables. Add captions to tables Click on a table to select it On the References tab, click on Insert Caption In the Label box, choose Table In the caption box, type the text to accompany your table. Word will automatically number the caption. To include the chapter number in your caption: click on Numbering click to select the Include Chapter Number checkbox This will only work if You have applied Heading 1 style to your chapter headings in your document Your document has a Heading-style multi-level list applied - see Numbering headings or chapters Create the Index of Tables On the References tab click on Insert Table of Figures On the Table of Figures tab, in the caption drop-down box choose Table Check the other options and then click OK. Updating a table of figures Insert a cover page Word has a tool for creating cover pages. On the Insert tab, click on Cover Page Click on a cover page style to apply it A cover page will be inserted at the beginning of your document. Click on any of the pre-defined text boxes to edit or delete them. Building a bibliography We recommend that EndNote is used for adding citations to your document and creating your bibliography. Once you have created a reference library in EndNote you can link up your library to a Word document and insert citations directly into the text of your document. EndNote will format the citation into the referencing style you require and simultaneously create a bibliography at the end of your document. Right click on the index of tables and select Update Field Select Update entire table and click OK This process is called Cite While You Write. For more information on using Cite While You Write, visit the library s EndNote Subject Guide: 13