Word: Building long documents

Transcription

1 Word: Building long documents

2 TRWK How to Use This Course Book The Exercises This handbook accompanies the taught sessions for the course. Each section contains a brief overview of a topic for your reference and then one or more exercises. Exercises are arranged as follows: A title and brief overview of the tasks to be carried out A numbered set of tasks, together with a brief description of each A numbered set of detailed steps that will achieve each task Some exercises, particularly those within the same section, assume that you have completed earlier exercises. Your lecturer will direct you to the location of files that are needed for the exercises. If you have any problems with the text or the exercises, please ask the lecturer or one of the demonstrators for help. This book includes plenty of exercise activities more than can usually be completed during the hands-on sessions of the course. You should select some to try during the course, while the teacher and demonstrator(s) are around to guide you. Later, you may attend Course Clinics at the IT Learning Programme, where you can continue work on the exercises, with some support from IT teachers. Other exercises are for you to try on your own, as a reminder or an extension of the work done during the course. Writing Conventions A number of conventions are used to help you to be clear about what you need to do in each step of a task. In general, the word press indicates you need to press a key on the keyboard. Click, choose or select refer to using the mouse and clicking on items on the screen (unless you have your own favourite way of operating screen features). Names of keys on the keyboard, for example the Enter (or Return) key, are shown like this ENTER. Multiple key names linked by a + (for example, CTRL+Z) indicate that the first key should be held down while the remaining keys are pressed; all keys can then be released together. Words and commands typed in by the user are shown like this. Labels and titles on the screen are shown like this. A button to be clicked will look like this. The names of software packages are identified like this, and the names of files to be used like this. IT Learning Programme ii

3 TRWK Software Used Word 2013 Documents Used Balham Intro.docx Certificate Done.dotx Comment and Combine.docx Comment and Combine Revised.docx Macros.docx TGreen Cert Done.docx Thesis Assembled.docx Thesis 0 Container.docx Thesis Chapter 1.docx Thesis Chapter 2.docx Thesis Chapter 3.docx Thesis Chapter 4.docx Track Changes.docx View Options.docx Revision Information Version Date Author Changes made 1.0 January 2007 Pamela Stanworth Created 2.0 August 2009 Michael Vanden Boom Revisions for Office 2007 and Pamela Stanworth 3.0 August 2010 Pamela Stanworth Revisions for Office January 2013 Pamela Stanworth Updated for IT Services 3.2 January 2015 Pamela Stanworth Small edits 4.0 July 2015 Pamela Stanworth Revisions for Office 2013 Copyright Pamela Stanworth makes this document and the accompanying PowerPoint presentation available under a Creative Commons licence: Attribution- NonCommercial-ShareAlike CC BY-NC-SA. pamela.stanworth@it.ox.ac.uk Screenshots in this document are copyright of Microsoft. The Oxford University logo and IT Services logo are copyright of Oxford University and may only be used by Oxford University members in accordance with the University s branding guidelines. iii IT Learning Programme

4 TRWK Contents 1 Introduction What You Should Already Know What You Will Learn Using Office Where Can I Get A Copy? Templates About Templates Templates Provided With Word Templates Provided with EndNote (Optional) Creating A New Template Working With the Normal Template Location of the Normal Template Changing the Normal Template Scope of Changing the Normal Template Formats and Styles in a Template Exploring Styles in a Document Reveal Formatting Formats - Set in the Template or Document? Effect of Altering a Template Converting an Older Document to Use a New Template Work-Around When a Template Must Be Revised Applying Styles to Make the New Document Match Find and Replace For Formats and Styles (Optional) Making Up a Book or Compound Document First Design the Template Next Create the Separate Chapter Documents Container Document When Ready, Assemble the Book Version Control Section Breaks Between Chapters Working With an Assembled Book or Compound Document Page Numbering in Chapters Footnote Numbering in Chapters Heading Numbering IT Learning Programme iv

5 TRWK 7.4. Figure Numbering Cross-references Updating Fields Master and Sub Documents? A Large Document with Graphics Back Up Work Frequently Work in Draft View Back Up Work Frequently Show Picture Placeholders Back Up Work Frequently Customising Word Turning off Auto-Everything Text That is Replaced As You Type Rearranging the Ribbon Adding or Removing Buttons from the Quick Access Toolbar Customise the Ribbon Collaboration A Common Template Styles Comments Version Control Tracking Changes Comparing Two Documents Protecting a Document Macros Creating a Macro Using (Running) a Macro Running a Macro from the Quick Access Toolbar Running a Macro Using a Keystroke Other Resources Other Word-processing Courses EndNote Courses Downloadable Course Materials and More the ITLP Portfolio Course Clinics IT Services Help Centre v IT Learning Programme

6 TRWK 13 Appendix: Student Exercises Exercise 1 Templates built-in with Word...42 Exercise 2 Creating and using a template Exercise 3 Effect of changing templates Exercise 4 Converting a document to another template Exercise 5 Assembling a book Exercise 6 Numbering and section breaks Exercise 7 A large document with graphics Exercise 8 AutoCorrect, AutoReplace, AutoFormat Exercise 9 Toolbars Exercise 10 Tracking changes and changes Exercise 11 Collaboration between authors Exercise 12 Recording macros Exercise 13 Alternative ways of running macros IT Learning Programme vi

7 1 Introduction Welcome to the course Word: Building Long Documents. This booklet accompanies the course delivered by Oxford University s IT Learning Programme. Although the exercises are clearly explained so that you can work through them yourselves, you will find that it will help if you also attend the taught session where you can get advice from the lecturers, demonstrators and even each other! If at any time you are not clear about any aspect of the course, please make sure you ask your lecturer or demonstrator for some help. If you are away from the class, you can get help by from your lecturer or from help@it.ox.ac.uk 1.1. What You Should Already Know This session is one of a series that cover the important aspects of using Microsoft Word to build and manage text documents. We will assume that you have some knowledge of Word which may be gained via the course Word: Creating Professional Documents and that you are familiar with paragraph formatting including styles and with dividing a document into sections with different regimes of page setup, headers/footers and so on. In this course we will make extensive use of the styles which are built-in with Word, Heading1, Heading2, Heading3 and so on. The computer network in the teaching rooms may differ slightly from that which you are used to in your College or Department; if you are confused by the differences, ask for help from the lecturer or demonstrators What You Will Learn This course will help you learn to use Microsoft Word to produce large formal documents such as theses. It is a single session, covering time-saving techniques and automations, and provides tasks for hands-on practice. In this session we will cover the following topics: Designing and managing templates The Normal template Assembling a set of documents into a book Collaboration with colleagues on a document Customising Word s behaviour Creating and using macros These notes deal with Word Having worked through these notes, you should also be able to adapt to earlier versions, and also to later releases, since most of the basic principles hold true regardless of the version of the software. Getting to grips with a package as sophisticated and powerful as Word can be time-consuming, so allow yourself plenty of time for practice. To increase your understanding of Word, make use of the Help facilities available within Word. In these notes, topics marked Optional are additional material which may not necessarily be covered by your lecturer in the taught course. Depending on the work you need to use Word for, you may find some of these extra topics helpful. For further information on these, consult Word s Help. 1 IT Learning Programme

8 Related Word courses, should you be interested, are described in Section Using Office 2013 If you have previously used another version of Office, you may find Office 2013 looks rather unfamiliar. To help you, Office 2010: What s New is a self-study guide covering the ribbon, Quick Access Toolbar and so on. This can be downloaded from the ITLP Portfolio at For anyone who prefers not to use a mouse to control software, or who finds a keyboard method more convenient, it is possible to control Office applications without using a mouse. Pressing ALT once displays a black box with a letter or character next to each visible item on the ribbon and title bar (shown in Figure 1). Keystrokes to Control Ribbon Tabs and Title Bar (Press ALT to show these) After you have typed one of the letters/characters shown, the relevant ribbon tab or detail appears, with further letters/characters for operating the buttons and controls (shown in Figure 2). Further Keystrokes to Control Buttons The elements of a dialog can be controlled, as usual with Windows applications, by using TAB to navigate between items or typing the underlined character shown beside an item. IT Learning Programme 2

9 1.4. Where Can I Get A Copy? If you have a copy of Microsoft Office Professional, then you already have a copy of Word. If you are unable to find it on your computer, it may not have been installed and you should talk to your IT support contact (or the IT Services Help Desk). If you are a member of staff, you can obtain a copy of Microsoft Office Professional from the IT Services online shop. Students can obtain a Microsoft Student Licence, but this must be bought through a Microsoft Authorised Education Reseller. 3 IT Learning Programme

10 2 Templates 2.1. About Templates A template is the basis for creating new documents. When a new document is created, the template provides: the basic page layout settings margins, headers and footers, paper size and orientation, page numbering scheme style definitions how text will look if these styles are applied includes built-in styles such as Heading1, Heading2 and Normal and custom styles such as NewTitle some pre-typed text and graphics macros, Quick Access toolbar buttons, and keyboard shortcuts pre-typed text or graphics already set up on the page e.g. company address and logo at the top or in the footer if these are used for editing only selected documents These settings are inherited from the template when a new document is created. After that, they are saved with the individual document and can be edited locally. It may be useful to build a number of templates, each with a different design, and to use the appropriate one when creating each particular document. Then a family of related documents will match, because they have all been created from the same template Templates Provided With Word A template is a special type of Word file. By default a template filename has the extension.dotx or.dotm (whereas an ordinary Word document has the extension.docx). A template with.dotm may contain macros but a.dotx template cannot contain any macros. Macros are considered in part 11 below. When Word starts, a new blank document is created from the built-in template called Normal.dotm. Alternatively, choosing New from the File tab offers a library of ready-designed templates which you may find useful. IT Learning Programme 4

11 Templates Dialog for Creating a New Document When you select a template, the details are downloaded as necessary. A new document is created, based on the chosen template, and it has the settings and any content from that template Templates Provided with EndNote (Optional) When the EndNote software is installed on a Windows computer, a set of Word templates are also copied. Each one gives the layout and formatting suitable for a paper for one of the academic journals. So if you are writing a journal article, it is worth looking for the template, to speed up the writing process. In EndNote for Windows, the templates are found via Tools Manuscript Templates. 5 IT Learning Programme

12 Templates for Academic Papers Supplied with EndNote for Windows Exercise 1: Templates built-in with Word Now look at this exercise (page 42) Creating A New Template A new template can easily be created from an ordinary Word document. First create the document, with exactly the settings that will be needed. Typically you would check that every style in the document was formatted as required, for example all using the same font, with page break control for headings and space before/after body text paragraphs. Include any text or graphics which will definitely be required in future documents, but delete everything else. Check carefully in the headers and footers. Arrange a suitable page setup margins, paper size and so on. When the document is as required, it is saved as a template. In the Save As dialog (click from File Save As), the Save as Type is set to Word Template (*.dotx). Alternatively, choose Word Macro-Enabled Template(*.dotm) if you will also be storing macros in the template. A suitable filename is needed, one which will be easily recognised when people use the templates in future. When you choose to Save As a Template, the location automatically changes to the default location where your copy of Word stores custom templates. This is usually the Custom Office Templates folder which is found in the Documents (or the My Documents) folder. (This location is set in the Save Options, found from the File tab.) You can in principle save a template anywhere on your computer, just as you could with an ordinary Word document. However, it is usually convenient to save the new template in the default folder for templates, then it will be easy to find: the template will appear when you click in the panel with new document templates. IT Learning Programme 6

13 Custom templates are usually saved on your local computer, and this one will only be available for use on this computer. Creating a New Template Exercise 2: Creating and using a template Now look at this exercise (page 43). 7 IT Learning Programme

14 3 Working With the Normal Template Whenever you start Word, a new document is created which is based upon the built-in template called Normal.dotm. This template is also used when you create a new blank document. You can edit the Normal template, just like any other document or template. Changes to this built-in template will affect future documents which will be created using this computer and user account Location of the Normal Template The Normal template is not usually stored with the custom (personal) templates. The location where a Normal template is stored depends on the way the Word software was installed. For example with Word 2013, it is typically in a location similar to: C:\Users\[YourName]\AppData\Roaming\Microsoft\Templates You can look up the location of your Normal template by looking at the Advanced Options: choose File Options Advanced Options, scroll down to the General category and click. A useful trick is to use Copy/Paste: identify the file location described above, and Copy it. Now cancel all dialogs, and Paste the file location into the File Open dialog. This will locate the Normal.Dotm template so you can open it and make changes. Location of the Templates Alternatively, Windows Explorer and the Mac Finder both have search tools which will help you find the Normal.dotm. IT Learning Programme 8

15 There is a different templates folder and a different Normal.dotm for each Windows user account. Another user of the computer, who has another user account for Windows, will have their own copy of Normal.dotm which they can customise Changing the Normal Template This built-in template can be re-designed, like any other template. Changes might include: Page layout - paper size and source, margins, etc. Headers/footers and perhaps page numbering Macros and customised toolbars The most common change to the Normal template is to redefine styles. The built-in styles such as Heading1,2,3, Header/Footer, Body text and the underlying style Normal may be redefined to change their appearance or behaviour. Additional styles may be added, to suit the particular work of an individual user. Once the template Normal.dotm is open for editing, any changes can be made. Then the template must be saved and closed Scope of Changing the Normal Template From now on, new documents created when Word is opened or using the blank template in File New will match the revised Normal template. Old documents created previously will not in general be affected (but see some exceptions described in 4.3 below). 9 IT Learning Programme

16 4 Formats and Styles in a Template 4.1. Exploring Styles in a Document Reveal Formatting When you first look at a document, you can use the Reveal Formatting pane to examine the styles that have been used. Although this can be displayed via a button on the Styles pane, the neatest route to display the Reveal Formatting pane is to press SHIFT+F1. The Reveal Formatting pane which lists the separate parts of formatting: Font, Paragraph, etc. This is a useful tool for uncovering mysteries and discovering where a particular format or unexpected behaviour comes from. The Reveal Formatting Pane 4.2. Formats - Set in the Template or Document? As Figure 8 illustrates, different aspects of formatting and layout are set at different levels of a document. IT Learning Programme 10

17 Pyramid Diagram Illustrating How Word Manages Formatting 4.3. Effect of Altering a Template Every document is attached to a template, usually the template it was created from. You can discover which template a document is attached to, by clicking the Developer tab 1 of the ribbon. This displays the Templates and Add-ins dialog (shown in Figure 9). on 1 If the Developer tab is not visible, look among the Word Options: in the Customize Ribbon category there is a checkbox to show the Developer tab. 11 IT Learning Programme

18 Templates Dialog: This document is attached to the Normal template If a template is revised, then new documents which are later created from it will of course match the revised template. But existing documents which have been created earlier from that template are not changed in content, page setup or formatting. Exception 1: In the Templates and Add-ins dialog, there is a checkbox Automatically update document styles. If this is checked, for a particular document, then future changes to styles in the template will affect the style definitions in this document (styles are being shared outwards from the template to existing documents). Exception 2: If you revise a style while in a document, then in the New Style or Modify Style dialog you can choose between Only in this document and New documents based on this template. If New documents based on this template is selected, then the revised or new style is included in the template. This makes sure the new style gets shared around future sibling documents (styles are being shared backwards from an individual document to its template). For a family of matching documents, you might decide to use both of these features, so that any revision of styles in one document will automatically revise the template and all sibling documents, existing and future. Exception 3: An existing document could be attached to a different template, using in the Templates and Add-ins dialog. Then any macros, toolbar customisations and keystrokes in the new template will be available to use when working in the document. Changing the attached template will not affect styles, page setup or content in an existing document. IT Learning Programme 12

19 Exercise 3: Effect of changing templates Now look at this exercise (page 45). 13 IT Learning Programme

20 5 Converting an Older Document to Use a New Template A family of documents may easily be set up, all with matching layout and formatting, provided that they are all created using the same template. However some older documents may have been created previously, based on some other template. These older documents need to be converted to match the main set. This commonly happens when the decision to design and use a template is taken some way into a project, when some documents have already been written Work-Around When a Template Must Be Revised If you want the old documents to match a new or revised template, one method is to copy the contents of the old document into a new document which is based on the updated template. This is sometimes known as a document heart transplant. The procedure is: Revise the template as required and save it Open the old-style document Select all its contents (CTRL+A) Copy (CTRL+C) Create a new document based on the revised template Type a few sample words into the new document and press ENTER, to fix the setup and formats 2 Paste into the new document (CTRL+V) Delete the few sample words Save the new document with a new filename Keep the old document as an archive 5.2. Applying Styles to Make the New Document Match To gain the maximum benefit from basing a set of documents on a template, use the standard styles Heading1, Heading2, etc. for the headings. The original document may have been laid out using direct formatting making text bold, indented etc. by formatting each piece of text individually. This is a good opportunity to improve this, going through the document applying styles as appropriate: Heading1 for main headings, Heading2 for sub-headings, Heading3 for minor headings and so on. A heading style is easily applied using the Styles pane: click the launcher in the Styles group of the Home tab of the ribbon if necessary to display the Styles pane at the right edge of the window. 2 If you copy & paste the text into a completely empty new document, the document will take on the layout etc. of the old one. Typing just a word or two and pressing ENTER in the new document establishes the setup and formats before the main text is pasted from the old document. IT Learning Programme 14

21 Alternatively, use these keystrokes and move through the whole document applying suitable styles to the paragraphs: ALT + CTRL + 1 ALT + CTRL + 2 ALT + CTRL + 3 CTRL + CTRL + Heading1 style Heading2 style Heading3 style move down to next paragraph move up to previous paragraph 5.3. Find and Replace For Formats and Styles (Optional) If the existing document has some other styles (or consistent direct formatting) already applied, you may be able to save some time/effort by smart use of the Find/Replace tool 3. As well as the familiar use, where you search for specified text, this tool can also search for and replace a specified style or other combination of formats. Clicking will display some useful extra controls in the Find and Replace dialog. Click in the Find what box and, instead of typing search text, use to specify the formats to be found. Next click in the Replace with box and again use to specify the formats to be set instead. Using Find/Replace to Swap Direct Formatting for Heading1 Style Exercise 4: Converting a document to another template Now look at this exercise (page 48). 3 Find and Replace tools are found in the Editing group of the Home tab on the Ribbon. 15 IT Learning Programme

22 6 Making Up a Book or Compound Document When a Word document becomes very large, especially if it contains a lot of graphics, editing and managing the file becomes slow. So you may consider working on it as a series of smaller files. Each chapter of a book or other large piece of work could be created as a separate Word document. It is important that all the separate chapters must be based on the same template. We will suppose that you are creating a book from several chapters. Managing Several Chapters The procedure is then as follows: 6.1. First Design the Template Get the template design right before you start creating the separate chapters. If you are preparing work for publication, the journal editor or the department to which you are submitting is likely to have a specification for the document layout. If you are sharing the writing with other authors, try to agree on the template design before you start. IT Learning Programme 16

23 6.2. Next Create the Separate Chapter Documents Every document must be based on the same template. Write each chapter in a separate document, all created using the same chosen template. Having separate documents makes for quicker editing, which is important when you are authoring new material. At this stage, the page numbering and other numbering sequences (figure numbering, numbered headings etc.) will begin at 1 in each separate chapter. Do not be distracted by this: allow them all to number automatically, and they will be revised when the whole book is eventually assembled Container Document Create one more document, also based on the template, to act as a container document. This should include: the title page(s) a page for the Table of Contents (with a title but no actual table entries yet) a place where the bulk of the main text will later be inserted page(s) for the Index, Table of Figures etc. (with titles but no actual table entries yet) a place where the bibliography will later be inserted When Ready, Assemble the Book Once most of the text has been written in the separate chapters, they can be assembled into one document. A good precaution is to keep backup copies of every document before starting to combine them. In the container document, move to the place where the first chapter is required. Choose Insert Object Text from File. Here you select the first chapter document, then the contents of the chapter document is copied into the container. Then insert the next chapter and the next, until the whole book is assembled. The file is probably now very large (especially if there are graphics), so it is important to save frequently. All the page numbers, footnotes and numbered headings adjust automatically to run through the whole document. If there are number sequences, figure numbers and so on, you must prompt an update: select the whole document, update fields by pressing F9, and then deselect. Now compile the Table of Contents, Index and other lists. These can be created automatically in Word (this is covered in another IT Learning Programme course, Word: Managing Your Thesis ). This assembled document is ready for printing (either a draft print for checking or the final print). 4 You may build your bibliography in a separate document for later insertion. Specialist software such as EndNote is also available to manage references and build the bibliography: note that EndNote places its automatic bibliography at the end of the document. Please refer to the IT Learning Programme website for details of EndNote courses, or part IT Learning Programme

24 6.5. Version Control It is important to keep control of the various versions of your work. Much time can be wasted in editing an old version of a document. So after a draft copy of the assembled document has been printed, some discipline is needed to control further changes. One option is to decide that all future changes must be made in the assembled book. In this case, the separate chapters should be archived and moved away from the risk of further changes. Alternatively, you may prefer to delete (or archive) the first-draft assembled document after printing to avoid confusion, and to continue to make further changes in the separate chapters. Then when you need to print another draft you will repeat the assembly process Section Breaks Between Chapters Section breaks are covered in another IT Learning Programme course Word: Creating Professional Documents. You may choose to insert a section break after each chapter when you assemble the book. Then the sections of the book can have different settings, such as margins and page layout. Footnote numbers, endnote numbers and page numbers have the option of continuing through the book or of restarting from 1 (or some other number) with each new chapter. Exercise 5: Assembling a book Now look at this exercise (page 49). IT Learning Programme 18

25 7 Working With an Assembled Book or Compound Document 7.1. Page Numbering in Chapters Typically, page numbers run sequentially through a book from the first page of main content to the last. However, you may want different page numbering options in different parts of the assembled book. The opening pages might be numbered i, ii, iii... and the main text might restart at page 1 then count 2,3,4.... The final few pages might have another numbering sequence. This can be arranged if the document is broken into sections by inserting section breaks. Different page numbering options can then be set in Section 1, Section 2 etc. Page Numbering Can Restart in Each Section 5 Note that by default when a section break is inserted the header and footer in the later section are linked and set to be the Same As Previous. This means it is necessary to unlink them from the former section, before making changes to the headers and footers in that section. Do this by viewing the header and footer of the later section and clicking. Page numbering, and options, is covered in another IT Learning Programme course, Word: Creating professional documents. 5 Find this dialog on the Insert tab, choosing Page Numbers and Format Page Numbers 19 IT Learning Programme

26 Header is Linked to the Previous Section 7.2. Footnote Numbering in Chapters Footnotes (and endnotes) can be set to number continuously through the whole document or to restart numbering with each new page. If the chapters are separated by section breaks, the footnotes/endnotes can be set to restart with each new section. Footnote/Endnote Numbers Can Restart in Each Section 6 Footnotes and endnotes are covered in another IT Learning Programme course, Word: Managing your thesis Heading Numbering The headings and sub-headings in the separate chapter documents should be allowed to number automatically. This can most conveniently be done by using styles that have an outline numbering scheme. A typical arrangement would be to 6 In the References tab, use the launcher in the corner of the Footnotes group to show this dialog IT Learning Programme 20

27 use Heading1 style for the main chapter heading, and Heading2 for sub-headings and so on. Then, when the book is assembled, all the numbers will adjust to form a hierarchical sequence. The use of outline numbering for headings, using styles, is covered in another IT Learning Programme course Word: Managing your thesis Selecting an Outline Numbering Scheme for Headings 7.4. Figure Numbering Figures can be numbered automatically by using Word s caption tool (covered in another IT Learning Programme course, Word: Charts, pictures and diagrams ). When the chapters are assembled into a book, the figure numbers must be updated. Select the whole document and press F9 to update all fields. The numbers can be set to include the chapter number, provided that the chapter heading has been given a suitable style such as Heading1. Figure numbering then restarts from Figure 1 with each new chapter. 21 IT Learning Programme

28 Figure Numbers Cross-references If your text makes reference to a point elsewhere in the same document, Word s Cross-reference tool can help you create and manage a suitable field code. The code can be updated after the document is edited or repaginated. Examples might be as illustrated in Figure 8, or This is described in section 5.4 below. Another IT Learning Programme course covers inserting and working with crossreference fields. If your text refers to a point in another chapter, you cannot build the cross-references in the chapter documents while they are still separate. That task must be done after the whole document has been assembled. While the separate chapters are being written, it may be useful to include remarks and reminders to yourself, about cross-references which will be needed. These could be in the form of comments (see section 10.3 below) paired with bookmarks at the places where the cross-references are to point. The comment text could include the name of the relevant bookmark. (Note that bookmark names can be long but cannot contain spaces, and you must not have multiple bookmarks with the same name in different chapters of your book.) 7.6. Updating Fields After a document has been edited, any of the automatically-numbered items are likely to have moved. This will apply when the separate chapters have been assembled into a book. It is important to update all fields, especially just before printing. Do not assume that Word does this automatically. Update an individual field by selecting it and pressing F9. Update the whole set of fields by selecting the whole document with CTRL+A or Home and then pressing F Master and Sub Documents? It is common for a large document to be built up from several smaller ones, perhaps with each chapter of a thesis starting out as a separate document. Word has a tool for managing many sub-documents (buttons for working with master and sub-documents are seen in Outline View). However, this can have 7 Find this from the References tab, using the Insert Caption button and the Numbering button IT Learning Programme 22

29 unpredictable results, so many users prefer to work with each chapter in an ordinary document while editing. Then when it is needed as a single document for printing, they build them together into one by inserting the separate chapters into a container document (as described in sections 6.1 to 6.4 above). Exercise 6: Numbering and section breaks Now look at this exercise (page 51). 23 IT Learning Programme

30 8 A Large Document with Graphics A document with lots of graphics is likely to be large (in terms of megabytes, MB). Modern computers can manage quite big documents without trouble: a size of many MB is common, which may be several hundred pages. However a very large document takes up a lot of storage space when saved and may be difficult to manage and move around. Editing is also likely to be slow, and Word may eventually become unstable and more prone to crashes. One way to reduce this problem is to treat the document as several separate chapters during editing, and assemble them into a single large document only at the end of the process, ready for printing (as described in sections 6.1 to 6.4 above). If it is not possible to make the document smaller and more manageable, some of the following may help: 8.1. Back Up Work Frequently This is always a useful precaution, and can save a lot of time especially if your computer is prone to crashing. It is important to make regular copies of your work-in-progress, on a different device (drive, network etc.) so that you have something to continue work upon if your current copy becomes corrupted Work in Draft View Choosing on the View tab will switch to draft view. In this view, the text is presented in a plainer layout, with fewer computer resources used to generate a realistic view of the printed page. For example, the margins are not visible at the sides, top and bottom of the page. Also some graphical layouts are not shown, such as text in columns. Images are not displayed. Because fewer computer resources are used, editing a large document may be noticeably faster. Choosing on the View tab will resume the familiar Print Layout view Back Up Work Frequently This is always a useful precaution, which is worth repeating Show Picture Placeholders This option shows Picture Placeholders (empty white boxes) on the screen instead of displaying the pictures themselves. This will improve editing speed and stability. This affects only pictures which are formatted to be in line with text. Pictures lying behind or in front of text, or with text wrapped around them, remain visible. Once picture placeholders are shown, pictures cannot be formatted (you will have to hide the placeholders again before changing a picture s format). The Advanced options (found using on the File tab) includes a Show picture placeholders checkbox in the Show document content section. IT Learning Programme 24

31 8.5. Back Up Work Frequently This is always a useful precaution, which cannot be over-emphasised. Exercise 7: A large document with graphics Now look at this exercise (page 53). 25 IT Learning Programme

32 9 Customising Word 9.1. Turning off Auto-Everything Word s default behaviour includes a number of automatic actions, changing your text or reformatting. This is intended to be helpful, and you may find that the as-installed behaviour makes useful corrections to your common errors. However, if this does not suit your way of working you may prefer to turn off some or all of the automatic actions. The AutoCorrect dialog (found among the Proofing options using the File tab) shows checkboxes which you can clear if you prefer not to have certain features corrected as you work. on Turning Off AutoCorrect Options 9.2. Text That is Replaced As You Type This is managed on the AutoCorrect dialog. The Replace text as you type control includes a list of words or likely mis-spellings which Word will replace immediately if you type them. Clearing the Replace text as you type checkbox stops this behaviour altogether. Alternatively, you can edit the list of replacing text, deleting individual items. It may be useful to add a few items which will be relevant to your work, such as your own or your department s initials. IT Learning Programme 26

33 Adding a Useful Item to the AutoCorrect List The other tabs of this dialog cover AutoFormat behaviours which you may consider disabling. Exercise 8: AutoCorrect, AutoReplace, AutoFormat Now look at this exercise (page 54) Rearranging the Ribbon The ribbon can be minimized, so as to leave more screen space for your document. This is done using or by double-clicking any tab on the ribbon. The tab names remain visible, so you can click them when needed, but the ribbon is hidden when not in use. minimise the ribbon Add-Ins May Provide Additional Tabs on the Ribbon 27 IT Learning Programme

34 9.4. Adding or Removing Buttons from the Quick Access Toolbar The Quick Access Toolbar is a cluster of buttons which can be customised - buttons can be removed, added or rearranged. By default, the Quick Access Toolbar appears in the title bar, although it can be positioned below the ribbon. The Customize arrow next to the toolbar offers some customisation options. It may be useful to add other buttons to this toolbar, to enable you to do a task or apply a format easily and quickly. For a button that is already available as a button on one of the tabs of the ribbon, the easiest way is to right-click the existing button and choose Add to Quick Access Toolbar. The Customize arrow offers some popular commands to add to the QAT. More Commands are also available from this menu, organised into categories (shown in Figure 20). You can change the order of the buttons by selecting the command in the right-hand list and pressing or as needed. Adding a Command to a Toolbar This may be particularly helpful if you are having trouble remembering where a frequently-used command is located on the ribbon; simply find it once in this list and add it to the Quick Access Toolbar. Looking in the category All Commands or Commands Not in the Ribbon is also a good way to locate commands that you may have used in earlier versions of Word, but which are no longer within easy reach on the ribbon Customise the Ribbon Some add-ins organise their commands into an additional tab on the ribbon, for example EndNote as shown in Figure 19. IT Learning Programme 28

35 The commands shown on the various tabs of the ribbon can be changed or rearranged. You can create a new group or even a new tab, with your choice of commands. The Word Options include Customize Ribbon. This is also the place for customising keyboard shortcuts. The procedure is the same for all the applications in Office, and is covered in Office 2010: What s New. You can read or download this course pack in the ITLP Portfolio at Exercise 9: Toolbars Now look at this exercise (page 55). 29 IT Learning Programme

36 10 Collaboration If several authors are to work on producing one document, a little planning can save time and duplication of effort A Common Template Styles Agree in advance on the layout and formatting required. This may have been specified by the publisher or the body to whom the work is to be submitted. Create a template with these settings and ensure that everyone creates new documents based on this (see section 2.4 above). Note that each copy of Word has a preferred location where templates can most conveniently be stored. The details of this location vary depending on how Word was installed. Section 3.1 above describes how to discover where your computer keeps custom templates. Each member of the collaborating group must copy the agreed template(s) to the custom template location on their computer. Agree with colleagues on the way that headings and other key types of text are to be formatted (this may be specified by the publisher or submission body). Define a suitable style for each of these, and include them in the template. Every member of the group needs to use the same styles to format headings, captions, header/footer text and so on Comments If the document is to undergo many revisions, collaborators may find it helpful to annotate the work-in-progress by inserting comments. These can be read and managed on the screen by other authors, but need not show in the printed version. A comment is inserted using on the Review tab of the ribbon. Inserting a Comment Among Text In Print Layout view, the comments are shown in balloons in the right margin. Comments by different authors appear in different colours, marked with their usernames. 8 Details of IT Learning Programme courses on aspects of word-processing for academics are given at - encourage your colleagues to look through the Course Catalogue. IT Learning Programme 30

37 During editing, you can reply to a comment, setting up a conversation between authors. Your username is set in the General Word Options (although the username given here will be over-ridden for this purpose by the Windows sign-in name unless the next checkbox is checked). Word General Options Dialog The text of a comment can be edited by clicking inside the coloured balloon and changing the text. Use to remove a comment that is no longer needed. and on the Review tab of the ribbon provide options to show or hide the comments that have been inserted in a document. When printing a document, the comments may also be printed. The Print settings include the choice to print just the document, the document showing markup (which includes the comments) or just a list of the markup. 31 IT Learning Programme

38 10.4. Version Control Choosing to Print Comments (Markup) From a Document If several authors are working on the same document, some precautions are needed to avoid confusion of versions. If a draft is printed out, it should be clearly marked with the date. For example an automatic date field can be included in the header or footer which will always show the current date, and this field can be deleted when the final fair copy is produced. When copies of the document are exchanged between authors, perhaps as attachments to s, different versions must be distinguished. A useful practice is to include the date or person s name in the filename each time the work is re-saved e.g. Lipoprotein Study Eddie version.docx Tracking Changes Word can keep a track of all the changes you make - insertions, deletions and re-formatting. This may be useful for a colleague who needs to review what you have done to the document. Start this tracking (or toggle it off again) by choosing from the Review tab of the ribbon. By default, insertions are shown underlined and deletions as strike-outs. Formatting changes are listed in balloons in the margin. As with comments, different colours are used for different users. Pausing the mouse pointer over an edit balloon will show a screentip detailing who made the changes. If the markups are not visible, make sure that or is selected on the Review tab. Simple markup shows the final version of the document with a coloured line beside each change; you can click a change to see more detail. With this view, it is easy to continue reading the content without being distracted by detailed markup. IT Learning Programme 32

39 Use the menu to control where the markup is displayed (in-line or in balloons in the margins) and which markup is shown (insertions, deletions, formatting, etc.) Tracked Changes If you receive a document containing changes that have been tracked, use and from the Changes group on the Review tab to move through the document and accept or reject each change as necessary. The Changes Group on the Review Tab Exercise 10: Tracking changes and changes Now look at this exercise (page 56) Comparing Two Documents If two versions of a document become confused, the document comparison tool may be useful. is found on the Review tab of the ribbon, and its menu offers the Compare Documents tool. This compares two documents (which you specify), marking each insertion and deletion. Changes by different authors are shown in different colours. 33 IT Learning Programme

40 Combining Two Documents Using the controls in the Changes group on the Review tab of the ribbon, you can step through the document, visiting each alteration in turn using use and. At each edit, you choose whether to Accept or Reject it. The Changes Group on the Review tab To hide the coloured markup once you have finished comparing the documents, select No Markup from the dropdown menu in the Tracking group of the Review tab. The Combine tool is similar to Compare, but it is used when the documents contain tracked changes, and changes by different authors are distinguished. Exercise 11: Collaboration between authors Now look at this exercise (page 57) Protecting a Document Restrictions can be placed on what sort of changes can be made to a document. It may be appropriate to set some of these restrictions, when a document is approaching completion, to protect the work done and agreed so far. Choose on the Developer tab 9 to show the Restrict Formatting and Editing options. 9 The Developer tab can be made visible using the Word Options: in the Customize Ribbon category, there is a Developer checkbox in the right-hand panel, among the Main tabs IT Learning Programme 34

41 1. If several authors are collaborating, it may be a useful discipline to apply formatting restrictions. Then authors can only format text by applying permitted styles - these should be those which conform to the requirements of your publisher or submission body 2. You can set Editing restrictions to limit the changes that other authors can make in your document: no changes adding comments making changes with tracking on only named authors can edit certain parts of the document 3. When choices have been made, click 35 IT Learning Programme

42 11 Macros A macro is a sequence of Word actions, which have been recorded and can be reused when convenient. If there is a series of steps which you must repeat frequently, or a complex set of tasks which you need to be sure are being done accurately, it may be useful to create a macro to carry out the series of tasks for you. A macro may be given a name, and you may run it by using a keystroke or a toolbar button on the Quick Access Toolbar Creating a Macro The easiest way to create a macro in Word is to record yourself as you carry out the sequence of tasks. on the Developer tab will display the Record Macro dialog. Starting to Record a Macro Here you assign a name to the macro and decide where it is to be stored. Macros can be stored in: the current document Normal.dotm the template this document is attached to (if different from Normal.dotm) it can be used in this document only it can be used in any document, while working on this computer it can be used in this document and others in the same family (i.e. those documents that are attached to the same template) When you click, this dialog is hidden and the button changes to (the button also becomes available for use). The mouse pointer changes shape, to emphasise that you are now in recording mode. Each action taken from now on, including ribbon/toolbar IT Learning Programme 36

43 buttons and keyboard actions (but not general mouse movement) is recorded and will form part of the macro. When all the required actions are complete, clicking and save the macro. will finish Using (Running) a Macro All macros available are listed in the Macros dialog, found by clicking on the Developer tab of the ribbon. Here you can select a macro by name, then click. The sequence of actions is then carried out, just as you recorded them. Running a Macro Here you can also delete or organise macros, or edit one in the Visual Basic Editor window. Exercise 12: Recording macros Now look at this exercise (page 59) Running a Macro from the Quick Access Toolbar If a macro is to be used frequently, it may be more convenient to make it available via a button on the Quick Access Toolbar. This is discussed in section 9.4 above. In the Quick Access Toolbars Options dialog, allows you to customise the image or the ScreenTip text. 37 IT Learning Programme

44 Modifying the Image or Display Name of a Toolbar Button Running a Macro Using a Keystroke Fluent keyboard users may like to run their macros by typing specially-assigned keystrokes. Among the Customize Ribbon options, is available for Keyboard shortcuts. Here you can assign a keystroke to any one of the commands listed, including a macro. Assigning a Keystroke to a Macro A keystroke usually consists of a combination taken from CTRL, SHIFT, or ALT and the character and punctuation keys. When you press a key combination in this dialog, the combination is listed in the Press new shortcut key box. If this IT Learning Programme 38

45 combination already has a use, this is shown as Currently assigned to. You may decide that the current assignment is of no use to you, and then overwrite it. Otherwise, try other key combinations until you find something that is available, memorable and convenient. A keystroke can be saved in the current document, the attached template or the Normal.dotm template, depending on when you plan to use it. Exercise 13: Alternative ways of running macros Now look at this exercise (page 61). 39 IT Learning Programme

46 12 Other Resources Now that you have some useful word-processing skills you may want to develop them further. IT Learning Programme offers a range of resources for study and teaching. Courses offering training in word-processing and related topics are available. In all cases, please refer to the IT Learning Programme IT Courses web page ( for further details Other Word-processing Courses Word: Fundamentals Word: Creating Professional Documents Word: Creating Your CV Word: Charts, Pictures and Diagrams Word: Managing Your Thesis EndNote Courses Referencing: EndNote - An Introduction Referencing: EndNote - Building a Library Referencing: EndNote - Citations and Bibliographies Downloadable Course Materials and More the ITLP Portfolio These course materials are available through the ITLP Portfolio, at Each course pack includes the course handbook in pdf form and a zip folder of the exercise files that you need to complete the exercises. Archive versions of the course book may also be useful if you use an earlier version of the software. The ITLP Portfolio helps you find articles, videos, resources and weblinks for further IT study. For some resources, you will be asked for your Oxford (SSO) username and password Course Clinics We encourage everyone to work at their own pace. This may mean that you don t manage to finish all of the exercises for this session. If this is the case, and you would like to complete the exercises while someone is on hand to help you, come along to one of the Course Clinics that run during term time. More details are available from IT Services Help Centre In the IT Services Help Centre, you can use the facilities to work through the exercises in this booklet, or use any of the applications that are available. The Help Centre is also a good place to get advice about any aspect of using computer software or hardware. IT Learning Programme 40

47 For Help Centre opening times, visit and follow links to the General Helpdesk, or contact them by on 41 IT Learning Programme

48 13 Appendix: Student Exercises Exercise 1 Templates built-in with Word Create some new documents, using Microsoft templates Compare their similarities and differences All the files for these exercises have been provided for you on a network drive. Your area is known as drive H:\ Task 1 Start Word from the Start menu Click the Start button on the Taskbar at the bottom of the screen In the All Programs menu, explore the folders and look for the Microsoft Office group Click Word (On your office or home computer you might start the program using a Word icon on the Desktop) If you are prompted for any user information, just click A Word licence screen appears briefly Task 1 Create a standard new document based on Normal.dotm Examine it Word offers to create a new document If necessary, choose Click Blank Document This creates a new document, based on the standard template called Normal.dotm Enter a few words of text Notice the page layout (margins, paper size) and styles (the way that body text, headings etc. are formatted) There is (usually) no pre-typed text in this template IT Learning Programme 42

49 Task 2 Create a new document using built-in templates Among the Sample Templates, choose the Ion Design (blank) Examine it Choose New from the File tab If necessary, choose Word offers several templates, from which to create a new document Choose one, such as Student report with cover A new document is created Task 3 Close all documents without saving Enter some sample text Compare the page layout and styles in this document; some text has already been set up for you, known as boilerplate text Exercise 2 Creating and using a template Start a new document Change the page setup, type some standard text, create a new style, modify a built-in style Save it as a new template in the default folder Close the template! Create a new document using the new template Notice the page setup and standard text Try out the revised style/s Close and save the document Task 1 Create a new blank document Choose New from the File tab If necessary, choose Choose Blank Document A new blank document is created Task 2 Change the page setup Select the Page Layout tab from the ribbon Choose Margins and set the margins to Narrow (1.27 cm) all around Choose Orientation and set Landscape orientation 43 IT Learning Programme

50 Task 3 Type some standard text: Certificate of Attendance (ENTER) (ENTER) This is to certify that (ENTER) (ENTER) has attended the course (ENTER) Task 4 Modify the style Normal to have Verdana 20pt font with extra space before and after Task 5 Create a new style with distinctive font and paragraph formatting On the Home tab, click on the launcher for the Styles group, to show the Styles pane Right-click on the Normal style name and choose Modify in the context menu Use the controls in the dialog to set Verdana font and 20pt size Click to modify the Normal style Notice that all the text in the document is now re-formatted At the bottom of the Styles pane, click style Enter a Style Name of NewTitle to create a new Set 28pt font size, bold, and click to centre the text Use to change the line spacing Task 6 Save the document as a template called Certificate.dotx Place it in the default templates folder on your computer Click to create the new NewTitle style There is no need yet to type any text with this style applied Choose Save As from the File tab Click to display the Save As dialog Set Save As Type to Word Template(*.dotx) Notice that the file location has been set to the default templates folder, Custom Office Templates Give the filename Certificate (Word will append the extension.dotx) Task 7 Close the template do not make the mistake of adding content to the template itself! IT Learning Programme 44

51 Task 8 Create a new document based on the Certificate template Choose New from the File tab, then choose Your new Certificate template should be listed in the default custom template location Click your Certificate template A new document is created (notice its name in the title bar), based on your certificate template Task 9 Notice the margins and orientation of the new document (derived from the template), the pre-typed text and the styles Some standard text has been pre-typed into the new document - you can edit this as necessary Task 10 Enter sample text for the certificate Apply styles and notice the style definitions which come from the template Use the document: enter a name Tom Green and the course title Advanced Word-Scrambling You are editing a document based on the template: the template itself is unchanged On a new line at the bottom, type Spooner College, Oxford and apply the style NewTitle Examine the style formatting: both the Normal style and the custom style NewTitle have the formatting set in the template While you are at the IT Learning Programme, all the documents you save during these exercises should be put on a network drive (except for any templates you may create) Your area is known as Drive H:\ On IT Learning Programme computers, custom templates are saved in Documents\My Documents\Custom Office Templates Task 11 Save the document in your network drive H:\, giving the filename TGreen Cert.docx Exercise 3 Effect of changing templates Open the customised template again Change the page setup and the style definitions Close the template, saving changes Create another new document Consider the effect of revising a template on existing documents All the files you save during these exercises should be put on a network drive (except for any templates you may create). Your area of the drive is known as Drive H:\ 45 IT Learning Programme

52 Task 1 Continue with TGreen Cert.docx Use the Reveal Formatting pane to examine the formatting of different parts Use Templates and Add-ins to discover which template this document is attached to Continue work in TGreen Cert.docx (If this document is not open from an earlier exercise, re-open it or use TGreen Cert Done.docx) Press SHIFT+F1 to display the Reveal Formatting pane Click on various parts of the document, and notice the formatting that is reported in the Reveal Formatting pane Step 4 Show the Developer tab (if it is not already visible on the ribbon): Choose from the File tab In the Customize Ribbon category, in the Main Tabs list, make sure that Developer is ticked Step 5 Task 2 Open the Certificate.dotx template directly (it was created in an earlier exercise) Task 3 Change the page orientation to Portrait Apply a page border Redefine the Normal style to have a different font and colour Redefine the NewTitle style to have green text Close the template, saving changes Choose from the Developer tab of the ribbon Under Document template in the dialog, notice which template is attached to this file Step 6 Close the dialog and all documents Open the template Certificate.dotx Note: If you did not create this template in an earlier exercise, you may be able to copy Certificate Done.dotx from the student exercises folder into the Templates folder of your computer ask your teacher or demonstrator for help with this Choose the Page Layout tab from the ribbon Change the paper orientation to Portrait Use Page Borders (in the Design tab of the ribbon) to apply a box border around the page, of any style you choose Select the Home tab and click on the launcher Styles group to show the Styles pane Step 4 Select some text that has the Normal style for the Right-click on the Normal style name in the Styles pane, and choose Modify IT Learning Programme 46

53 Step 5 Select the font Broadway with dark blue text and click Step 6 Note that all text in the template is now re-formatted with the new font Task 4 Create a new document based on the revised Certificate template Notice that it matches the layout and styles of the revised template Close the document, saving it as Blank Certificate.docx Task 5 Re-open the Tom Green certificate Notice that no changes have taken place in the attached document, even though the template has been revised Task 6 In the Templates and Add-Ins dialog, check Automatically update document styles Notice the effect on the document Step 7 Select a blank line at the end of the document Right-click on the NewTitle style in the Styles pane and choose Modify Change the font colour to green Step 8 Close the template When prompted, agree to save changes to the template Choose New from the File tab, then choose My templates in the left panel Your revised Certificate template should be listed in the New dialog Choose the Certificate template and create a new document The new document is based on the newly-revised template - it matches every aspect of the template Do not insert any text in this document Close the new document and save it as Blank Certificate.docx Open Tom Green s document, TGreen Cert.docx Examine the document - it has the same layout, styles and formatting which were originally set up This document has not been changed when its template was revised With the Tom Green document open, choose Document Template from the Developer tab of the ribbon Notice that this document is attached to the Certificate.dotx template (recall that this template was revised recently) Check the Automatically update document styles checkbox and click 47 IT Learning Programme

54 Task 7 Close all documents, without saving further changes Notice that styles have now been updated in the document to match the revised template, but page layout and page border have not Exercise 4 Converting a document to another template Transplant the contents of one document into a new one (based on the Normal template) Examine the effect on page setup and formatting Apply heading styles (conforming to the definitions in the new document) Task 1 Open Balham Intro.docx It has been placed in your network drive Drive H:\ (or in another place as directed by your teacher) Examine the setup, the contents and the formatting used in this document Task 2 Select the whole contents of the document and copy it Select the document named Balham Intro.docx Click Notice the page setup (margins, paper size and orientation) Notice how the text in the body paragraphs and the various headings is formatted Notice the headers and footers Select all the main text of the document (press CTRL+A or click ) Copy the text to the computer s clipboard memory (press CTRL+C or click ) Task 3 Create a new blank document by choosing New from the File tab Task 4 To establish the new formatting, type just one word (e.g. your name) into the new document and press ENTER Task 5 Paste into the new document (e.g. using CTRL+V or ) Delete the temporary paragraph, which you inserted for Task 4 Task 6 Examine the new document and notice the page setup and how the text is now formatted Examine the margins and paper size of the new document The headers/footers now follow the settings in the Normal template (you may have altered this in Error! Reference source not found.) IT Learning Programme 48

55 these are taken from your Normal template Use the Reveal Formatting pane (press SHIFT+F1) to examine the formatting in the new document The body paragraphs have the Normal style with no additional formatting The Normal font of this new document is probably black Calibri 11 point (was blue Georgia 12 point in the Balham Intro document) The headings have some direct formatting: they are bold, underlined and are positioned in the margin Task 7 This document has headings which had previously been formatted directly Apply styles Heading1 and Heading2 to the underlined headings and sub-headings Select the heading Finding The University Buildings Apply the Heading1 style Repeat for the other headings which have double-underlining Click or select the heading Autumn Term Apply the style Heading2 Step 4 Repeat for the other headings which have single-underlining Task 8 The appearance of these styles is taken from your Normal template Save if you wish and close all documents Exercise 5 Assembling a book Assemble several separate chapters into a single document Ensure that page numbers, footnote numbers and heading numbers count correctly through Update figure numbers Task 1 The following documents are to be assembled to form a large thesis: Thesis 0 Container.docx Thesis Chapter 1.docx Thesis Chapter 2.docx Thesis Chapter 3.docx Thesis Chapter 4.docx Task 2 Open Thesis 0 Container.docx Task 3 Go to page 2 and locate the message Body of Thesis 49 IT Learning Programme

56 In the container, find the message Body of Thesis Insert the chapter documents at this point Select the arrow next to on the Insert tab of the ribbon Choose from the menu Select the filename Thesis Chapter 1.docx and click Step 4 Make sure the insertion point is at the end of the newlyinserted text Use the same process to insert the file Thesis Chapter 2.docx Step 5 Repeat this for Thesis Chapter 3.docx and then Thesis Chapter 4.docx Step 6 Delete the message text Body of Thesis Task 4 Examine the book you have built notice that the page numbers now run from 1 to 17 throughout the document Task 5 Headings and sub-headings are numbered automatically by styles heading1-3 (If the heading numbers do not show at first, or are incorrectly ordered, re-apply the style to each heading) Task 6 Footnote numbers run throughout the document automatically Task 7 Initially the figure numbers are not updated Select the whole contents of the document and update fields (CTRL+A then press F9) Task 8 Now that the document has been assembled, you would usually build the Table of Contents, Index and so on, ready for printing (covered in another IT Learning Programme course, Word: Managing Your Thesis ) Task 9 Save this document as Thesis Complete.docx Leave it open for the next exercise IT Learning Programme 50

57 Exercise 6 Numbering and section breaks Breaking a document into sections Linking and unlinking adjacent footers (or headers) Different page number formats Footnote numbering Task 1 Continue working in Thesis Complete.docx (or open Thesis Assembled.docx) Notice that the page numbers run from 1 to 17 and the footnotes run from 1 to 35 throughout the document Task 2 Break the document into 3 sections: put one section break after the table of contents, and one just after the Conclusion Task 3 In sections 2 and 3, unlink each header and footer from those in the previous section Click just at the start of the heading Introduction on page 3 Choose from the Page Layout tab of the ribbon and select Continuous section break A continuous section break is inserted between the table of contents and the first chapter Go to the start of the heading for the Index, which is immediately after the Conclusion Step 4 Insert another Continuous section break A continuous section break is inserted between the conclusion and the index Step 5 Make the section breaks visible by selecting Home tab of the ribbon from the With the insertion point in Section 3, choose Insert Header Edit Header This displays the Header & Footer Tools tab In the Header & Footer Tools tab, click to unlink the Section 3 header from the Section 2 header Click to switch to the footer of Section 3 Click neighbour to unlink this footer from its previous 51 IT Learning Programme

58 Step 4 Click to move to the footer of Section 2, then unlink it from Section 1 as before Task 4 Re-format the page numbers in section 1 to appear as i, ii, iii etc. Do not show any header or footer on the first page Click to switch to the header of Section 2, then unlink it from its previous neighbour as before Click and to move to the footer of Section 1 Click and select Format Page Numbers Select the number format i,ii,iii and click Task 5 Re-format the page numbers in Section 2 to re-start numbering from 1 Check in the Options group of the Header & Footer Tools tab Step 4 Click and notice that the footer box is now labelled First Page Footer Ensure that the first page footer is empty Step 5 Click to inspect the main footer for Section 1 Ensure that this still shows the page number Use to move to the footer of Section 2 Click and select Format Page Numbers Under Page numbering, select Start at 1 and click Task 6 Re-format the page numbers in section 3 to appear as a, b, c etc Use to move to the footer of Section 3 Click and select Format Page Numbers Set the number format a,b,c Set Start at a IT Learning Programme 52

59 Click to leave the header/footer editor Task 7 Set footnotes to restart numbering with the new section throughout the document Select the whole document (e.g. using CTRL+A) Click on the launcher for the Footnotes group on the References tab of the ribbon Under Format, set the Numbering to Restart each section and click Task 8 Check through the document, to see the effects of your changes Task 9 Close the document, saving changes Exercise 7 A large document with graphics Compare Draft View with Print Layout View How the page appears How these views display figures, columns and page borders See the effect of using picture placeholders Task 1 Open View Options.docx Examine the document, noticing borders, columns and various types of figures These are visible in Print Layout View Task 2 Open View Options.docx Ensure that Print Layout is selected on the View tab of the ribbon Notice that page 1 has a page border Look at page 7 which is partly in 2 columns Step 4 Look at the pages which include figures: Figures 1-3 are in line with the text On page 4 a washed-out picture lies behind the text On page 5 the text fits tightly around a small picture Switch to Draft view by clicking the ribbon on the View tab of 53 IT Learning Programme

60 Compare the way this document looks in Print Layout and Draft Views Task 3 In this view, the top and bottom margins are not shown, nor is the edge of the paper Notice what happens to the page border, images and columns in this view Switch back to Print Layout view, using on the View tab Task 4 View picture placeholders and notice how the various figures now appear Task 5 Remember to unset the picture placeholders checkbox afterwards Choose from the File tab and select Advanced from the left panel Scroll down to the Show document content section and check the Show picture placeholders checkbox Look at the numbered figures they are now shown as simple white boxes Step 4 Look at the figure on page 5 and the big picture behind the text on page 4 these still appear as pictures Task 6 Close the document, saving any changes if you wish Choose from the File tab and select Advanced from the left panel Uncheck the Show picture placeholders checkbox Exercise 8 AutoCorrect, AutoReplace, AutoFormat Experiment with the settings in the AutoCorrect dialog, to find a combination which suits your way of working Add items to be replaced as you type Experiment to see the effect of these changes Task 1 Work in a new document Task 2 Choose Click on from the File tab and select the Proofing category from the left panel IT Learning Programme 54

61 Task 3 In the AutoCorrect tab, clear a few checkboxes Revise the items in the Replace text as you type list, if you wish, or clear the checkbox so as to prevent this behaviour altogether Task 4 Experiment in your document to see the effect on the AutoCorrect behaviour Task 5 Return to the as in the previous task Select the AutoFormat tab and clear a few checkboxes Task 6 Experiment in your document to see the effect Task 7 These settings are for one user (one Windows username) on one computer, so settings chosen here will not affect your work on another computer If you are using a shared computer, take care to leave it with suitable settings for other people Task 8 Close all documents, not saving changes Exercise 9 Toolbars Minimize the ribbon Add a popular button to the Quick Access Toolbar Add further buttons Rearrange buttons Task 1 Minimize the ribbon if you prefer Click (near to the top right-hand corner, as shown in Figure 19 above) to minimise the ribbon This arrangement leaves more space on your screen for your document The tabs of the ribbon are still visible If you like this, leave the ribbon minimized If you prefer, show the full ribbon again Double-click the ribbon tab that is currently showing, to minimise the ribbon Step 4 Click the Review tab once to display its buttons and controls Click the Review tab one more time, to hide it again 55 IT Learning Programme

62 Task 2 Add a button to the QAT for creating new blank documents Click the Customize menu button beside the Quick Access Toolbar The QAT Customize menu offers some popular commands which you may want to have as buttons Choose New A new button appears on the QAT, which is used to create a new blank document Test the new button Task 3 Add a button to the QAT toolbar which applies the Keep With Next paragraph format On the QAT Customize menu, choose More Commands In the dialog, explore the categories offered under Choose commands from Among the Commands Not in the Ribbon, choose Para Keep With Next and it to the list on the right Step 4 Use and to rearrange the buttons in the list on the right Finally click to see the effect of your changes Some buttons have icons (picture buttons) but this one does not, so it appears with text instead Step 5 Add or remove further buttons, to make the QAT useful in your work Exercise 10 Tracking changes and changes Turn on change tracking Notice how your own edits, insertions and deletions are marked Task 1 Open Track Changes.docx Turn on Track Changes (choose from the Review tab of the ribbon) Task 2 Change page 73 in the second text paragraph into page 131 IT Learning Programme 56

63 Make a few changes: delete text, insert a few letters or words, change formatting Notice how these changes are recorded on the screen Task 3 Use to discover the User Name that has been set You may like to change the User Name to your own name, then edit the document further and note how the changes are tracked Task 4 Close all documents, saving changes Delete the last sentence in the document Add some more text, and delete others Format the main double-underlined headings by applying the Heading1 style Step 4 All of these changes are tracked on the screen: insertions appear underlined, deletions appear as strike-outs, and formatting changes appear as balloons in the margin Use the General (from the File tab) to see the user name and initials that have been set for you Change these to your own (or a fictitious) name and initials Check the Always use these values regardless of sign in checkbox Make some additional insertions and deletions in the document, noticing how they are now marked Turn off track changes (click again) Exercise 11 Collaboration between authors Read some comments by another author Add some of your own comments Combine a document with another version Accept/reject the marked changes Task 1 Open Comment and Combine.docx Display the comments (if they are hidden) Read some of the comments by different authors on pages 1-6 Open Comment and Combine.docx Show the Review tab of the ribbon If the coloured comments are not shown, select in the Tracking group Find the comments that different authors have added to pages 1-6 Notice that each different username has a different colour and prefix 57 IT Learning Programme

64 Task 2 Add a few comments of your own Delete a comment by a previous author In section 1.3 on page 4, choose Enter a comment that ECDL stands for European Computer Driving Licence Use to delete one of Freda s comments In another section, insert further comments notice that your comments are numbered Task 3 Hide the markup by changing the markup menu (Review tab) to No Markup Leave this document open Task 4 Comment and Combine Revised.docx is another version of the same document, where some changes have been made on page 4 Task 5 Use the comparing tool to compare this document with an edited version called Comment and Combine Revised.docx On the Review tab of the ribbon, choose Compare, then select In the Compare Documents dialog, select Comment and Combine.docx as the original document and Comment and Combine Revised.docx as the revised document, then click A new document appears, with the revisions marked Task 6 Visit each recent change on page 4 and decide whether to accept or reject it Step 4 Examine the insertions and deletions which have been made on page 4 Insertions appear underlined, deletions appear with strike-out marking like this Step 5 Changes made by different authors would appear in different colours Move to the start of the document Click to find the first change Click or to accept or reject this change IT Learning Programme 58

65 Use and to move among all the recent changes on page 4, accepting or rejecting each one Task 7 Show the Reviewing Pane Look through the list of recent edits and comments If the reviewing pane is not already visible, click to show it This lists all recent comments and changes Scroll through these, noticing the sort of changes that can be recorded Task 8 Close all documents Exercise 12 Recording macros Enable a document to carry macros Create a macro for formatting graphics Run the macro from the Macros dialog Save customisations in the document Task 1 Open Macros.docx Save the document as a macro-enabled document Macros2.docm Task 2 Show the Developer tab on the ribbon If the Developer tab is not already visible on the ribbon): Choose from the File tab Choose the Customize Ribbon category Check Developer in the Main tabs list on the right-hand side Task 3 Create a macro called Border, which finds the next graphic, centres it and draws a border around it Choose Give the macro name Border on the Developer tab of the ribbon Set the Store new macro in drop-down to be this document (Macros2.docm) Click to close the dialog and start recording 59 IT Learning Programme

66 Step 4 In the Home tab of the ribbon, choose Advanced Find from the menu Step 5 In the Find and Replace dialog, use to search for the next graphic and Click Step 6 When a graphic has been found, select it then cancel the Find and Replace dialog Step 7 On the Home tab, click to centre the graphic Step 8 On the Home tab, click on the dropdown arrow for select Borders and Shading Step 9 Adjust the border settings as you wish and then click and 0 If necessary during recording, use Developer tab, to pause on the 1 When ready, switch back to the Developer tab and click to stop recording Task 4 Save the file, ensuring that it is a macro-enabled document Macros2.docm since there is now a macro stored in the document Task 5 Run the macro from the Macros dialog Choose Save As from the File tab Click Check that the Save as type is Word Macro Enabled Document (*.docm) (If you try to save the file with a.docx extension, Word will give you an error message since macros cannot be stored in.docx files) Click to save the file Continue working in the same document, to test the macro you have made Choose from the Developer tab of the ribbon On the list of macros, choose Border IT Learning Programme 60

67 Click to run the macro Check that the macro successfully finds the next graphic and reformats it with a border If there is a problem with the macro, use in the Macros dialog to remove this macro and create another one (do not attempt to edit the macro code at this stage) Task 6 Close and save the document The macro and customisations to toolbars and keystrokes have been saved in the document Macros2.docm, not in the original file Macros.docx or the template Exercise 13 Alternative ways of running macros Run a macro from a button Run a macro using a keystroke Save customisations in the document Task 1 Continue work with Macros2.docm - open it if necessary Work with the macro called Border, which you created in the previous exercise Task 2 Show the Developer tab on the ribbon If the Developer tab is not already visible on the ribbon): Choose from the File tab Choose the Customize Ribbon category Check Developer in the Main tabs list on the right-hand side Task 3 Create a QAT toolbar button for Border, and test it Among the, choose the Quick Access Toolbar category Select Macros in the Choose commands from list In the Customize Quick Access Toolbar list, choose this document s filename This saves the customisation in this file, as opposed to the Normal template 61 IT Learning Programme

68 Select your new macro from the list (probably named Project.NewMacros.Border) Click Toolbar Step 4 Choose for the button to add this button to the Quick Access to change the image or the display name Click Task 4 Assign a keystroke to the Border macro and test it Step 5 The new button should now appear on your QAT toolbar Now click the new button to test it Among the Click, choose the Customize Ribbon category next to Keyboard shortcuts In the Customize Keyboard dialog, choose the category Macros Change the Save changes in option to Macros2.docm In the right-hand list, choose your macro name (probably Border) In the Press new shortcut key box, press the CTRL key and the SHIFT key and the R key at the same time If you are happy to re-assign this keystroke to this action, click Task 5 Close and save the document If you prefer, suggest another key combination that is convenient and memorable for you Step 4 Click Press the new shortcut combination CTRL+SHIFT+R to test the macro The macro and customisations to toolbars and keystrokes have been saved in the document Macros2.docm, not in the original file Macros.docx nor the template IT Learning Programme 62

69 Word Building Long Documents Word: Building Long Documents IT Learning Programme Today s arrangements Your safety and comfort are important Your teacher is: Your demonstrators are: We finish at: 12:15 Where is the fire exit? Please report any equipment faults to us The toilets are along the corridor outside the teaching rooms The rest area is where you registered; it has vending machines and a water cooler The course handbook Course topics Notes on each topic Tasks for you to practice during today s course Work at your own pace! Be selective Follow-up work Continue with exercises after the session Course Clinics Using templates Creating a template The Normal template Formats and styles in a template Converting an older document Making up a book Large documents Collaboration de-automating Word Customising the ribbon Macros 1

70 Word Building Long Documents The files you need for the exercises can be found here: Getting Started Start Word using an icon or menu Word 2013 in teaching rooms Using and Creating Templates A template pre-sets the appearance of a document Header in top margin Left margin + binding space Footer in bottom margin Paper size Pre-typed text and graphics Line spacing Right margin Paragraph spacing Page number Templates EndNote provides templates for academic journals (optional) A pattern for new documents New document inherits from its template Page setup, styles, pre-typed content etc. Built-in templates are available with Word 2

71 Word Building Long Documents Creating a new template The Normal template Set up a document as required Page layout: page size, orientation, margins Some content: text, header/footer contents Styles: re-define all relevant styles Save it as a template File Save As Template Select Type Document Template Save it in the Custom Office Templates folder Normal.dotm Used for creating plain new documents Found in separate folder Edit Normal template changes future documents Use the new template Formatting summary Understanding the Way Templates Behave Characters Paragraph Section Document Template Direct formatting Character styles Direct formatting Paragraph styles Page set up, page numbers, headers and footers, columns, footnotes Pre-set text/graphics, Style definitions (but may update) Macros, keystrokes Style definitions (if set to update) What if I edit a template? Attached template (optional) When a template is changed: New documents created later will follow the revised template (of course) Old documents created previously will keep their page layout and content New macros and keystrokes are available in all attached documents (new and old) Each document is attached to a template Usually to the template it was created from Use the Templates dialog to find out which template On Developer tab, click Styles can be made to auto-update With the relevant document open: In Word Options, among the Add-Ins, use the Templates dialog: check Automatically update document styles When a style is changed in the template, it will also change in this document 3

72 Word Building Long Documents Word: Building Long Documents Exercises: 1-4 Demonstrators: Restart at 10:10 am please Converting an Older Document Converting a document a heart transplant Create a new doc using the special template Type any small text to fix the Normal definitions etc.?! (delete it later) Use copy & paste to transfer the old content into the new document Check styles may re-apply heading 1, 2,3 Strip out all styles and re-apply (optional) After rebuilding a document: a good opportunity to tidy up formats Use Clear All to strip all residual direct formats Work through the document, applying suitable styles to headings etc. Style definitions follow the new template Planning a long book Making a Book or Compound Document Design the template first Write each chapter in a separate document Base every document on the same template Quicker editing Keep many backup copies Container document The title pages Marker where the main content is to be inserted Markers for the Table of Contents, Index, Bibliography 4

73 Word Building Long Documents Assembling a long book Number sequences in an assembled book When ready, assemble the book In the container, Insert each chapter It s a large file! Version control?? Build table of contents, index etc, insert cross-references Now ready for printing a draft or final print Master & sub-documents? Automatic numbers run through the assembled book: Page numbers Footnote numbers/endnote numbers Automatically numbered headings (if using styles etc.) But Field code number sequences must be updated: Figure numbers, tables, photos etc Select then <F9> Section breaks between chapters (optional) A large document with images While assembling chapters, insert section breaks in between Footnote/endnote numbers can restart at section break Page numbers can restart at section break Can have separate page numbering in the intro section/main text/appendices Beware headers and footers are Same As Previous [Section] by default Figure numbers in captions can restart if Chapter headings have a suitable style eg. heading1 Lots of images will make the document big Editing may be slow Back up your work (again) Try Draft View for faster editing Show Picture Placeholders for faster text editing In the Advanced Word Options Word - Building Long Documents Look at exercises 5-8 Restart at: 11:15 If you want to continue with the Exercises, you could Copy the Exercise files to a memory stick files to yourself as an attachment Download the files (and more) from the ITLP Portfolio at Come along to Course Clinics 5

74 Word Building Long Documents Auto-Everything? Customising Word When working with Word, some changes happen unilaterally - It re-shapes your paragraphs It re-formats your text Yellow ScreenTips appear, offering alternative words, etc. Word even replaces your text as you type You can over-ride all this Unsetting AutoCorrect Customise the ribbon Disable this: In the Proofing Word Options, look at Show and hide the ribbon tabs Clear some checkboxes Replace text as you type Edit or delete items Add useful items Or clear the checkbox Customise the Quick Access Toolbar Customise the ribbon Add popular commands Add less common commands A common template Collaboration May be specified by publisher Save time in formatting agree a template first Design suitable styles Use styles, not direct formatting Copy the template to each computer 6

75 Word Building Long Documents Comments Tracking changes Each author s remarks are coloured differently Comments need not appear in printed copy On Review tab: Add a new comment Delete a comment Scan through the comments Comments show among the markup Print a list of all comments using Print What on the Review tab Your insertions and deletions are marked A different colour for each author On receiving a marked document, visit each change and accept/reject Show or hide all the markup Comparing two similar documents Protecting a document on the Review tab Only allow users to format by using certain styles See a list of markup: deletions, additions and format changes Visit each edit, and accept/reject it or Control the way users can edit Macros Recording Macros A sequence of instructions For repetitive tasks Or for speed Run it by name, button or keystroke Show the Developer tab on the ribbon Customize the ribbon from the Word Options 7

76 Word Building Long Documents Creating a macro by recording Record a new Macro Give a name Where to store it this document / this template / Normal template Your actions are recorded Click after carrying out all the steps Using a macro From the Macros list Choose one from the list and Run From the ribbon Add it using Customize dialog (Word Options) Using a keystroke Keystroke button in the Customize dialog Choose a combination of keystrokes Other courses see the schedule online More Help with Word Word: Creating professional documents More advanced Word: Managing Your Thesis Other series EndNote Desktop publishing Web publishing If you want to continue with the Exercises, you could Copy the Exercise files to a memory stick Download the files (and more) from the ITLP Portfolio at Word Building Long Documents Look at the remaining exercises from 9 onwards (some are optional) Finish at: 12:15 Come along to Course Clinics (IT Teachers will be there to help you) 8