Documents: Building long documents

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1 Documents: Building long documents

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5 About These Activities Software Used Word 2013 Documents Used Copyright Balham Intro.docx Certificate Done.dotx Comment and Combine.docx Comment and Combine Revised.docx 2.docx TGreen Cert Done.docx Thesis Assembled.docx Thesis Container.docx Thesis Chapter 1.docx Thesis Chapter 2.docx Thesis Chapter 3.docx Thesis Chapter 4.docx Track Changes.docx View Options.docx Pamela Stanworth makes this booklet and the accompanying slides available under a Creative Commons licence (BY-NC-SA: Attribution-NonCommercial- ShareAlike). The Oxford University crest and logo and IT Services logo are copyright of the University of Oxford and may only be used by members of the University in accordance with the University s branding guidelines. Finding the Exercise Files All the files for these exercises have been provided for you on a network drive. Your area of the drive is called the Home Drive H:. They can also be downloaded from the ITLC Portfolio (visit and search for documents building or similar search text to find the course pack for this course). 1

6 Steps for the Learning Objectives Learning Objective One Using templates to create new documents All the files for these exercises have been provided for you on your home drive H:\ Task 1 Start Word Click the Start button on the Taskbar at the bottom of the screen In the Start menu, type Word in the search box Choose Word (On your office or home computer you might otherwise start the program using a Word icon or tile on the Desktop) If you are prompted for any user information, just click A Word licence screen appears briefly Task 2 Create a standard new document based on Normal.dotm Examine it Task 3 Create a new document using built-in templates Among the Sample Templates, choose one that appeals to you 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 Choose New from the File tab If necessary, choose Word offers several templates, from which to create a new document Choose one that appeals to you A new document is created 2

7 Task 4 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 3

8 Learning Objective Two Creating and using your own template Task 1 Create a new blank document Choose New from the File tab Task 2 Change the page setup Task 3 Type some standard text: If necessary, choose Choose Blank Document A new blank document is created 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 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 On the Home tab, click on the launcher group, to show the Styles pane for the Styles 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 4

9 Click to create the new NewTitle style There is no need yet to type any text with this style applied Task 6 Save the document as a template called Certificate.dotx Place it in the default templates folder on your computer 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! 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 5

10 While you are at the IT Learning Centre, all the documents you save during these exercises should be put on your Home Drive H:\ (except for any templates you may create) On IT Learning Centre computers, custom templates are saved in Documents\My Documents \Custom Office Templates Task 11 Save the document in your home drive H:\, giving the filename TGreen Cert.docx 6

11 Learning Objective Three Significance of editing a template All the files you save during these exercises should be put on your Home Drive H:\ (except for any templates you may create). Task 1 Open the Certificate.dotx template directly (it was created in an earlier exercise) Task 2 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 In the File Open dialog, browse to the Templates location Open the template Certificate.dotx Check in the title bar that you have the template itself open, not a new document based on the template 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 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 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 7

12 Task 3 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 4 Re-open the Tom Green certificate Notice that no changes have taken place in the attached document, even though the template has been revised 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, probably in the Featured group 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 Task 5 Close all documents, without saving further changes Close the new document and save it as Blank Certificate.docx Open Tom Green s document, TGreen Cert.docx, which you created earlier based on the template in its earlier form 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 8

13 Learning Objective Four Converting a document to another template Task 1 Open Balham Intro.docx It has been placed in your Home 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 these are taken from your Normal template 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 an earlier exercise) 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 It would be good practice to use the headingn styles for the headings, instead of direct formatting 9

14 Task 7 This document has headings which had previously been formatted directly Apply styles Heading1 and Heading2 to the underlined headings and sub-headings Click in 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 10

15 Learning Objective Five Assembling a set of documents into a book Task 1 The following documents are to be assembled to form a large thesis: Thesis Container.docx Thesis Chapter 1.docx Thesis Chapter 2.docx Thesis Chapter 3.docx Thesis Chapter 4.docx Task 2 Open Thesis Container.docx Task 3 In the container, find the message Body of Thesis Insert the chapter documents at this point Go to page 2 and locate the message Body of Thesis 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 11

16 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 Centre course, Academic writing: Managing Your Thesis ) Task 9 Save this document as Thesis Complete.docx 12

17 Learning Objective Six Viewing, browsing and re-structuring a document 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 Compare the way this document looks in Print Layout and Draft Views Task 3 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 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 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 5 Remember to unset the picture placeholders checkbox afterwards 13

18 Task 6 Close the document, saving any changes if you wish Open the document 2.docx Task 7 Display the Navigation pane: check the Navigation Pane checkbox (in the ribbon s View tab) Task 8 Use the Navigation pane to go through the document, one page at a time (backwards and forwards) Task 9 Navigate between headings by clicking items in the Navigation pane Display the Scroll through the thumbnails of pages Click a thumbnail to go to a page Go to the top of the document (use CTRL+HOME) Step 4 On the Navigation Pane, click Step 5 Notice that the headings from the document, which in this example have the style Heading2, are all listed in the Navigation pane Step 6 Click on a heading that appears in the Navigation pane, to jump to that part of the document Task 10 Change the style of some of the headings from heading1 to heading2 or heading3 Notice that in the Navigation pane the sub-headings are indented below the main headings Task 11 Click a to collapse a heading Click a to expand a heading Task 12 Switch to Outline View Ensure that the Outlining tab is shown Step 7 Close the Navigation pane Step 8 Click on the ribbon s View tab Step 9 The Outlining tab appears on the ribbon Task 13 Toggle between showing level 1 & 2 headings only and showing all text, by using Show Level control 14

19 Task 14 Use the arrow buttons to move the heading Web Access to Nexus, with all its body text, to a position above Addresses 0 Beside the heading Web Access to Nexus, click the black cross This selects the heading paragraph and all body text subordinate to it 1 Click to move the selected text up above the Addresses heading 2 You can also move a portion of text up & down a document by dragging and dropping in this view - try this, using Undo where necessary Task 15 Promote Using at Oxford to level 1 Promote Using an Client to level 1 3 Beside the heading Using at Oxford, click the black cross This selects the heading paragraph and all body text subordinate to it 4 Click to promote this to Heading1 5 Repeat this procedure to promote Using an Client and all of its subordinate text Task 16 Demote the parts headed Popular Clients and Protocols to level 3 Practice promoting and demoting parts of the document using and or drag & drop Task 17 6 Select the heading Popular Clients and its body text by clicking its black cross Click 7 to demote this to Heading3 Try out and on some other headings to see how they work You can also promote and demote headings by dragging horizontally and dropping in this view - try this, using (Undo) where necessary Close the Outline View, using - this switches to the more familiar Print Layout View Look at the effect your changes have had on the document Close the document 15

20 Learning Objective Seven Collaboration between several authors Task 1 Open Track Changes.docx Turn on Track Changes (choose from the Review tab of the ribbon) Task 2 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 Change page 73 in the second text paragraph into page 131 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 Task 5 Open Comment and Combine.docx Display the comments (if they are hidden) again) Open Comment and Combine.docx Show the Review tab of the ribbon If the coloured comments are not shown, select in the Tracking group 16

21 Read some of the comments by different authors on pages 1-6 Task 6 Add a few comments of your own Delete a comment by a previous author Find the comments that different authors have added to pages 1-6 Notice that each different username has a different colour and prefix 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 7 Hide the markup by changing the markup menu (Review tab) to No Markup Leave this document open Task 8 Comment and Combine Revised.docx is another version of the same document, where some changes have been made on page 4 Task 9 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.doc x as the revised document, then click A new document appears, with the revisions marked 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 Task 10 Move to the start of the document 17

22 Visit each recent change on page 4 and decide whether to accept or reject it Click to find the first change Click or to accept or reject this change Use and to move among all the recent changes on page 4, accepting or rejecting each one Task 11 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 12 Close all documents 18