Teach Yourself Microsoft Word Topic 12 - Multipage Document Features Part 1

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1 Teach Yourself Microsoft Word Topic 12 - Multipage Document Features Part 1 In this class and the next few you will find out how to use MS Word features that make it easier to work with multipage documents. These include using styles, creating and formatting a Table of Content, using themes and using footnotes. Styles The Styles group of buttons in the Home tab of the ribbon are most often used in longer documents requiring consistent formatting throughout. Using a consistent selection of Styles buttons on all text throughout your document adds a professional impression of the text to the readers of your document. The buttons in the Styles grouping allow you to apply many of the formatting attributes of the Font and Paragraph groups to a document s headings and body text in one quick step. Each button in the Styles group has been created and pre-styled by Microsoft to what they believe offers professional text styling options, however these buttons can be re-formatted to your personal or to your organisation s text styling requirements. You can also add extra styling buttons and delete any buttons that you do not want to appear in your Styles gallery. A style name is used to refer to a collection of format characteristics (font style, size, and colour) that can be applied to text in your document. For example, if you want the major topic headings in your document to be left-justified and set to: bold, 16pts and Times New Roman, then you might like these features to be defined as a style called Heading 1. Whenever you want a heading to be formatted as a major topic heading, you could simply click anywhere within the heading and then click on the Heading 1 styles button. Another advantage of using styles is that you can very easily generate an automatic Table of Contents based on heading styles used in your document. (More about that later in this task.) Microsoft Word provides a number of in-built heading styles as well as a normal style for body text. These styles are pre-set in the Styles group in the Home tab on the ribbon as shown below: From my website, download Task-12a.docx to your network server space folder. Task-12a.docx is much the same as Task-11a.docx that you used in the last lesson but with no formatting at all. I have added review comments to Task-12a.docx and you will use these comments to style lines of this document. Follow the steps below: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 1

2 Skills Check 12a 1. Open Task-12a.docx 2. View Task-12a.docx in Print Layout view. 3. Making sure you can see all attached document comments with the revisions shown in balloons. Depending on previous settings last used on your computer, follow one of these breadcrumb trails: o o Review tab Show Comments button in the Comments group. Review tab Show Markup drop-down list Balloons Show Revisions in Balloons. 4. When opening a document, the insertion point is at the very start of the document. If not, use Ctrl + Home. Question 1/ What is the keyboard shortcut to move the insertion point to the very end of a MS Word document? You can preview the effects of (most of) the styles buttons by hovering your mouse pointer over each of the buttons in the Styles gallery. 5. Hover (don t click) your mouse pointer over the first button in the Styles gallery and leave it there for a second or two to see how this button will affect the text. 6. Repeat the previous step with some of the other buttons in the Styles gallery. You will be applying the styles from the Styles group as indicated in the attached comments. To see what the comment refers to, move your mouse over the comment with the result shown below: 7. Move your mouse pointer over the first comment as shown above. The text it refers to will be highlighted. When applying styles from the Styles group, your document s title, any headings, the paragraphs and any quotes do not require you to highlight the entire line of text first you only have to have your insertion point somewhere in that title, heading, paragraph or quote. All other styles from the Styles group do require you to highlight all the text unless it is a single word. 8. Click anywhere within the highlighted text (since it will be a Title). 9. Apply a Title style by clicking on:. The first line should change its formatting to: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 2

3 10. Again click on the comment and then click on the Resolve balloon/text as shown on the right. This will greyout the comment indicating that it has been dealt with. The Resolve baloon will change to Reopen. 11. Move your mouse pointer over the second comment shown above. The text it refers to will be highlighted. 12. Click anywhere within the highlighted text (since it will be a Heading). 13. Apply a Heading 1 style to the second line. This line should change format to: 14. Click on the comment again and then click on the Resolve balloon/text because you have dealt with it. If you can t see a suggested style in the Styles group, then use the more button for more options. 15. Repeat the process above for all suggested editing comments. For blocks of text that require styling such as List Paragraphs, highlight the entire block first and then apply the List Paragraph style. 16. Scroll through your entire document checking that you have used styles formatting throughout the document with all related comments greyed out. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 3

4 The first page of your document should now look much like the following with only one comment left unresolved (because it does not have anything to do with styling): Note: Your final document styling may end up looking a bit different to my final version for a number of possible reasons: You may not be running the same version of MS Word as me. I may have modified my styles. Someone in the past using your computer (or perhaps even you) may have modified your styles. Once you have applied a style you can delete the review comment in one of two ways: Method 1/ Right-click on the comment Delete Comment Method 2/ Click on the comment Review tab Comments group Delete button. You could click on the tiny down arrow and then you have a choice of: Delete the one comment or Delete All Comments in Document. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 4

5 17. Provided you have applied all of the styles to the document, delete all of the comments all at once in your document using Method 2 above. 18. Save your styling changes to Task-12a.docx Task-12a.docx should now look something like this shown on the right: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 5

6 Headers and Footers You have just used some of Microsoft Word s in-built heading styles. Heading styles are used to build a Table of Contents, however before you create an automatic Table of Content you must include page numbers. Most books, magazines, reports and other multi-page documents have information at the top or bottom of the pages. This information is often as simple as the page number, but it is also common practice to include the chapter or document title. This information could include small images, lines or other shapes. It could also include a date, a path detailing where the document is filed, the author s name etc. The information at the top of the page appears in an area of the margin called the header, the information at the bottom of the page appears in an area of the margin called the footer. Once you enter information in either the header or footer on one page, it will then appear automatically on all further pages. We have already covered this topic in the Level 2 Word course so I won t go into too much detail here. Skills Check 12a - Continued 19. Add a page number in the bottom margin of each page using one of the pre-formatted page numbers: (Insert tab Header & Footer group, button Bottom of Page Choose one you like.) Save your additions to Task-12a.docx Table of Contents You can generate an automatic Table of Contents from your heading styles. This is based on only the styles headings (Heading 1) and subheadings (Heading 2, 3, 4, 5, 6, 7 ) that you place in your document. Very Important: An automatically generated Table of Contents will have omissions in it if you use the button to copy one heading s format onto another heading. You must use the Styles buttons on all headings. Skills Check 12a - Continued 22. Make sure that your insertion point is in the first line at the top of Task-12a.docx using Ctrl + Home. If you do not do this then your Table of Contents will end up somewhere in the middle of your document! 23. Click on the References tab in the ribbon. 24. Click the Table of Contents button in the Table of Contents group on the left-hand side of the ribbon. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 6

7 Here you choose one of the available Table of Contents styles. On my computer I have two main choices with the only differences being the table heading. The choices are either: Content Table of Contents or The third choice is to generate your own manual Table of Contents which I think is not an option I would ever choose after all I want the process to be automated: 25. Choose one of the top two options. A Table of Contents is automatically generated and inserted at the top of the first page of your document as shown on the right: As you can see, the Table of Contents title is coloured blue, Level 1 headings are against the left edge and Level 2 headings are indented a bit. If there were Level 3 headings in your document, then they would be further indented and so on. Each heading is followed by a dot-leader with the page number for that heading on the right. Important point: Notice that the Chapter 1 heading does not appear in the Table of Contents. This occurred because we did not style this as a heading; we styled this as the Title of our document. If you wanted to include this in your Table of Contents as a Level 1 heading, then all other headings should have been marked at a level lower than the heading they were styled as. 26. Save your additions to Task-12a.docx Dealing with Document Changes after Table of Contents Generation If you make changes to your document after you have generated a Table of Contents, then the table is not automatically updated. The following exercise will demonstrate how to deal with this. You will still be using Task-12a.docx but renaming it. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 7

8 Skills Check 12b 1. Open Task-12a.docx if you have closed it. 2. Click at the start of the text: Chapter 1 3. Insert a hard page break here. 4. There are four headings in your document that are styled at Level 1. Insert a hard page break immediately before each Heading 1 except for the first one. (If you are not sure what level a heading has been given, then simply click anywhere on the heading even in front of it, and look at which button is highlighted in the Home tab s Styles group.) 5. Save the changes as Task-12b.docx Question 2/ Did the Table of Contents update automatically? To fix this problem 6. Go back to the top of the Table of Contents the quick way. 7. Notice the top of the table now has an Update Table button as shown on the right. If you can t see this button, then click anywhere in the table. A dialogue window opens as shown on the right: 8. Click on Update page numbers only. 9. Click on OK. Your table is now up-to-date and should look like that shown on the right: 10. Save the changes to Task-12b.docx Question 3/ The page numbers in your Table of Contents might be different to my numbers the further you go down the contents list. Suggest one or more reasons why this might be the case. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 8

9 Collapse or Expand Parts of a Document When you are working on a long, complicated document, you can collapse everything except the part you really want to focus on. If you think you might be overloading your readers with too much information, you can display summaries and leave it up to your readers to open the summary and read the details if they want to. The ability to collapse and expand content in your document is based on what is known as its outline level. You add an outline level and in the process make part of your document collapsible by applying heading styles (Heading 1, Heading 2, Heading 3 ) from MS Word s Home ribbon Styles group. Since you have already used heading styles in your document, your document is already collapsible. Follow these steps to see how this works: Skills Check 12b (continued) 11. In your Task-12b.docx document, move your cursor over the very first heading that you styled as a Heading 1. Since you have already applied a heading style to this heading, you will see a small grey triangle when you move your cursor over this heading as shown circled on the right: Tip: If you are using a touch device, tap the heading. This places your cursor in the heading and then you will see the triangle. Notice that this triangle is pointing in a south-easterly direction. This indicates that the heading is currently expanded. 12. Click on the triangle to collapse the text under that first heading. Notice that this triangle is now pointing in an easterly direction. This indicates that this heading is currently collapsed as shown on the right: 13. Click the triangle again to expand that part of the document. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 9

10 14. Collapse all four headings that are styled as Heading 1. The result is shown on the right: You may be wondering what would happen if you printed your document with all the headings collapsed as they are at the moment. What you see on the screen is what you will get in your printed document. You may find this useful as a summary of your text or, if you are giving a presentation to an audience, to help focus your audience on a particular section of your presentation. To collapse or expand all the headings all at once in your document follow these three steps: Right-click on any styled heading Click Expand/Collapse Choose from: Expand All Headings or Collapse All Headings. These steps are shown on the right: When you close and reopen a document, the headings will be expanded by default. If you want your document to open with a particular heading collapsed, follow these steps: Place your cursor in the heading. In the Home tab s Paragraph group, click the tiny Paragraph launcher button circled in red below: C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 10

11 In the Paragraph dialog box, tick the checkbox next to Collapsed by default as shown on the right: Click OK. To Remove a Table of Contents Generally, you would not want to remove the table of contents but just in case you want to know: i. Click anywhere in your Table of Contents. Step 1 ii. Delete your current Table of Contents using the Remove Table of Contents two-step process shown on the right: iii. Your Table of Contents should now be deleted. Make sure this is the case. iv. OMG! I didn t mean to do that. Use the Ctrl + Z shortcut combination. Step 2 Question 4/ Question 5/ What does the shortcut Ctrl + Z. do? What does the shortcut Ctrl + Y. do? C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 11

12 Table of Contents Functionality Once you have generated an automatic Table of Contents from your heading styles, you can Ctrl + Click with your mouse on any of the listings in the Table of Contents to automatically go to that heading in your document. Skills Check 12b (continued) 15. Move your mouse pointer over any one of the heading in your Table of Contents. 16. While hovering over a heading, hold down the Ctrl button on your keyboard. You should now have a righthand pointer indicating that you can click on links. 17. Try the Ctrl + Click method on a few of your Table of Contents listings to make sure that this works properly. 18. Create a PDF file of your document: File tab Export Publish your document with the same file name. It will automatically be saved in the same folder as your MS Word document and with the same file name: Task-12b.pdf Now that you have created a PDF file, you do not have to hold down the Ctrl key when viewing that PDF file and clicking on any of the listings in the Table of Contents to automatically go to that heading in your document. 19. Try clicking on a few of your Table of Contents listings in your Task-12b.pdf document to make sure that this works properly. 20. Close your PDF file. 21. Save and close Task-12b.docx Question 6/ a) What does the acronym PDF stand for? b) Name the company that created the PDF format. c) What free software do you need to download from the internet be able to read a PDF file? C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 12

13 Skills Check 12c 1. From my website, download Task-12c.docx to your network server space folder. 2. Open Task-12c.docx This document is a two-week section of a ten-week introductory course I ran a few years ago and relates to MS Office Also download and then open Task-12c-final.pdf to your network server space folder. This is more or less how the final version of the Task-12c.docx document will look like. You will be using this as a guide. 4. You have to determine: a. Which paragraphs of text are headings using Task-12c-final.pdf Hint: The Table of Contents in Task-12c-final.pdf is very useful for this task. b. You then have to determine the heading Styles level. Note: For the purposes of this exercise, don t worry about creating a cover page. Also do not worry about the layout of the table shown at the top of page 5 to do with keyboard and mouse techniques. In your MS Word document this is supplied as two separate tables leave it that way but set both headings at the appropriate Styles level. 5. Use the styles available in your Styles gallery, to format each of the headings. Do not worry about whether or not the headings and subheadings are the same format as my headings. (This will come in a later lesson.) 6. Once you have styled all of the headings and subheadings, create a Table of Contents. 7. Create a PDF file from this document. 8. Make sure your Table of Contents links work. 9. Save all changes and additions to your MS Word and PDF documents. 10. Show your PDF document to Mr Kruyer. There is a lot more to know and learn so we will continue with this exciting topic in the course. Have you backed up all of your work at the end of this lesson to your USB thumb drive? Have you been saving your work to the network server space every 10 minutes? Show your MS Word documents to Mr Kruyer for assessment. Due Dates: All questions from this task should be completed by next week s class. C:\Users\GerryKruyer\Documents\SPAN\ms-office\ms-word\learning-tasks\level-3\task12\TYMSWord12.docx Page 13