MS Word 2010: Long Documents. Lesson Notes Author: Pamela Schmidt

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1 Lesson Notes Author: Pamela Schmidt Overview auto summarize; cross reference; document map; footnotes/endnotes; headers/footers; index; keep together/keep with next; outline; page breaks/numbers; paginations; paragraph spacing; section breaks; special characters; styles; table of contents; and updating fields. Styles The Styles are used to create consistent looks for a document. The Style gallery in on the Home ribbon. Using Paragraph Styles Click on the paragraph, then choose the desired paragraph style from the Style Gallery on the Home ribbon. The paragraph styles display the Paragraph symbol next to the name in the Styles Gallery and to the right of the name in the Styles window. Using Character Styles Select the text, then choose the desired character style. The character styles will display a small a to the right of the style name in the Styles window.

2 Styles Window To open the Styles window, click on the styles dialog box launcher. View all styles Click on Options on the bottom right hand corner of the Styles Window. Under Select styles to show: use the down arrow and pick All styles Note: once you have used each of the styles you want at least once, change the style list back to In current document to narrow the list down to only the styles you need. Changing a Style In the Styles window hold the mouse over the style to be changed and click on the down arrow to the right. Click on Modify to bring up the items that can be changed. Choose the Format button to see a list of the formatting features that can be changed. Make the desired changes. After making changes, click on the Ok button. Creating New Styles At the bottom of the Styles windows, click on the New Style button. A dialog box will open for creating the new style. 2

3 Page Breaks After a line To insert a forced page break after a line, use either Ctrl Enter, or from the Insert Tab Pages group, choose Page Break. Before a line To insert a page break before a line, from the Paragraph dialog box Line and Page Breaks tab, choose Page break before. Section Breaks Section Breaks allow a long document to have different headers and footers for the different paragraphs. To insert a section break, from the Page Layout tab Page Setup group, choose Breaks to get the drop down menu of Breaks. 3

4 Headers/Footers Use the Insert Tab Header & Footer Group Page Numbers Click the Page Number control and choose the location for the page numbers to quickly add page numbers to a document. Headers & Footers Click on the Header or Footer control to pick a preformatted headers/footer with areas to type in the desired text Hint: double click in the header or footer area on the document to open up the header/footer areas. Header and Footer Tools Ribbons The controls on the Header and Footer Tools ribbons allow the insertion of page numbers and the time/date. Date & Time Use the Date & Time control from the Insert group to insert date and time fields that will update every time the document is printed. It picks up the system date and time. Quick Parts Quick Parts allows the insertion of things like the file name and path. Different Odd/Even Pages and Different First Page Use the checkboxes in the Options group to dictate if the document will have a different first page and will it have odd and even pages with different headers/footers. The Show Document Text control just turns the viewing of the body of the document on and off. Header/Footer Margins The Position group allows for the distance from the top and bottom of the page to be set for the header/footer. 4

5 Format Paragraph The paragraph formatting includes tabs, bullets, paragraph numbering, alignment, indentation, line and paragraph spacing, widows and orphans, keep text together, keep with next. The most common controls are on the Home tab Paragraph group. More controls can be found in the Paragraph dialog box. To add paragraph formatting, select any paragraph to be affected, then click on the desired format. Indents and Spacing Before & After Spacing Controls the white space between paragraphs. Using this method instead of carriage returns allows precise control over the spacing. Line Spacing Controls the spacing between lines within a paragraph. Line and Page Breaks Widow/Orphan control When Widow/Orphan control is turned on, the system will force the paragraph to break so that a paragraph does not have one line on a page while the rest of the paragraph is on another. Keep lines together/keep with next Use the Keep lines together and the Keep with next options to keep paragraphs and their headings together. 5

6 Special Characters Special Characters Examples of Special Characters are non-breaking space non-breaking hyphen copyright symbol MS Word 2010: Long Documents To enter a special character, from the Insert tab Symbols group choose the Symbol control Special Characters tab. Click on the desired character. Updating Fields Fields consist of Dates that automatically update, Table of Contents, Indexes, Footnotes, etc. These fields do not always update on the screen. Make sure that the fields update before printing. Go to File tab Options - Display Make sure the Update fields Print option is selected. Footnotes & Endnotes Inserting To add a Footnote/Endnote, from the References tab Footnotes group, choose either Insert Footnote or Insert Endnote The Footnote/Endnote number will be inserted and the Footnote/Endnote will open for the entering of the text. The graphic line will automatically be inserted for Footnotes. Footnote and Endnote dialog box The dialog box gives more control over where the notes will be added, the type of number format, and whether the number should be continuous or start on a new number. Change the font of the Footnote/Endnote number. A Footnote/Endnote number can be changed by blocking the number and changing the font. Change the font on one Footnote/Endnote does not change the other Footnote/Endnote numbers. 6

7 Tables of Contents The key to have Word make a table of contents for the document with a push of the button relies on having used the Heading Styles. Creating Create a blank page as the first page of the document Then on the Reference tab Table of Contents group, choose the Table of Contents control. Click on one of the Automatic Table of Contents Updating When the information in the document is moved or changed, once updated, the Table of Contents will change to reflect the new information. To refresh the Table of Contents, click on the Table of Contents and hit the F9 key. The Reference tab Table of Contents group also has an Update Table control. 7

8 Index An Index can be created using one of two methods or a combination of both. Marking the text Mark Text To mark text for entry into the Index, select the text, then on the Reference tab Index group, choose the Mark Entry control The Mark Index Entry dialog box will open for the text to be marked. AutoMark To have the system automatically mark the text, you will need to create a separate file with the list of words to be marked. Use the Insert Index control to open the Index dialog box. When the AutoMark is selected, a dialog box will open asking for the file holding the list of words. When the file is opened, it will run through the document marking all the matching text. Generating the Index Create an Index page then on the References tab Index group use the Insert Index control. In the dialog box that opens, choose the look of the index to be inserted, then click the Ok button. Modify an Index On the References tab Index group use the Insert Index control. In the dialog box that opens, click on the Modify button. A dialog box will open to choose a different look for the index. 8

9 Cross Reference The Cross Reference allows one area of a document to reference another area. Bookmarks The easiest way to use Cross Reference is to Bookmark the target. Click on the target spot. From the Insert tab Links group, choose Bookmark. Cross Reference Once the Bookmark is created, go to the source spot and type in any desired text. i.e. (see page ). Click on the spot to insert the Cross Reference. From the References tab Captions group, choose Cross Reference. Choose the Reference Type. If using the bookmark method, choose Bookmark. Choose the Insert reference to:. Using the Page number will insert the page number where the Bookmark is located. Outline View The outline view allows text to be collapsed when not working on that section. To turn on the Outline view use the Outline view tool at the bottom right hand corner of the window. Navigation Pane If header styles are used, the Navigation Pane of the document displays the headings in a window to the left of the document. The headings can be clicked to go to that heading. From the View Tab Show group, choose the Navigation Pane to turn the pane on. 9