Table of Contents- How to Quickly Format CANS in Word 2010, PC

Transcription

1 CAN Formatting Tips Table of Contents- How to Quickly Format CANS in Word 2010, PC Table of Contents An Introduction to Styles... 1 Default Styles in Word Editing Styles in Word (a) Changing Advanced Font Settings... 3 (b) Paragraph Settings... 5 (c) Border Settings... 6 (d) Creating Shortcut Keys Creating a Table of Contents... 8 Troubleshooting An Introduction to Styles Styles in Word allow you to quickly and consistently format your document. Also, the correct use of styles will allow you to quickly generate a table of contents, which can be a useful study tool and a quick reference during your exam. Default Styles in Word 2010 There are a number of default styles in Word. These include Headings, the Normal style, the Title style and so on. This document uses the standard heading styles. Thankfully, Word 2010 has made these styles easy to view. You can see which style you are currently using on the Home tab, in the Styles pane. 1 P a g e

2 On a Mac, Styles can be found by clicking View and selecting Formatting Palette. A window will open up similar to. Headings are found under Styles. Editing Styles in Word 2010 Styles are highly customizable. For instance, you can change the spacing between paragraphs, the spacing between letters, and the font. For this example, we will change the style for Heading 1. Start by right-clicking on the style name Heading 1. A menu box will appear (pictured above). Scroll to Modify and left-click. The Modify Style dialogue box will open. On a Mac this box is opened by clicking the symbol to the right of the heading and then clicking Modify. 2 P a g e

3 There are plenty of advanced things that you can do here to customize the style; however, for the purposes of CANing, only a few features are needed. We ll look at: (a) Changing advanced FONT characteristics (b) Changing the PARAGRAPH settings (c) Creating SHORTCUT KEYS (a) Changing Advanced Font Settings In the Modify Style dialogue box, left-click on the Format button in the bottom left-hand corner. The Format menu will appear. Select Font A new dialogue box will open. 3 P a g e

4 The Font tab will allow you to change the font, the font style, the sizing, colour, and so on. For example, I like to use Small caps to distinguish some of my headings. You are probably already familiar with these settings, though. Advanced settings, however, are also available. Click on the Advanced tab. Advanced settings allow you to adjust the spacing and scale of individual font characters. The Spacing option will allow you to compress your text. This is a very useful feature for reducing the overall length of your CAN. Reduce the font spacing by 0.3 points by clicking the down arrow. 4 P a g e

5 The spacing dialogue box will change to Condensed when you reduce the spacing. *NOTE: reducing the spacing between letters for the Normal font will yield the best results. Select OK to save your settings. You will return to the main Modify Style dialogue box. (b) Paragraph Settings In the Format menu box, click on Paragraph. The Paragraph dialogue box will open. Rather than showing you what these things do, let s have a look at what the useful settings are: Alignment: can be Left, Center, Right, or Justified. Justified means that Word will space out your text to consistently fill an entire line, except for the last line of a paragraph. Outline Level: a word caution against changing the default settings here - this will affect the view in Outline mode, as well as the table of contents (TOC) settings. This is only really useful if 5 P a g e

6 you are creating a custom heading, such as CAN Heading 1. This is unnecessary for basic formatting. Indentation: this determines where your line of text starts. If you haven t seen this dialogue box before, it is really no different than adjusting the little chevrons on the ruler. However, when you change the settings here, every time you use Heading 1, it will indent by the same amount (left side) or shorten your line by the same amount (right side). Spacing: this is a very useful setting. Spacing will allow you control how much space is between different styles. For example, if you don t already use headings, you probably add an extra line using the Enter key to create space between paragraphs. Spacing does that for you, and will allow you to create smaller spaces between paragraphs than a full return. There is an example included below that shows you how different paragraph spacing works: 24 points 20 points *NOTE: I have turned on the paragraph marks so you can see where each line ends. The indicates the end of a paragraph; Word assumes you have ended a paragraph after you have pressed Enter. You can change the style for each individual paragraph, as shown above. In the example above, Heading 1 has 24 pts of space above the line. There is no spacing between the Heading 1 paragraph and the Normal paragraph. However, because the Normal style has 1.15 times line spacing, each line of normal text will be separated by some white space. This is similar to what you do when you need to double-space a document. (c) Border Settings In the Format menu box, click on Border. A dialogue box will open. 6 P a g e

7 This will allow you to create a border around your heading. Selecting the Shading tab will allow you to create a coloured background to you heading. (d) Creating Shortcut Keys A shortcut key is probably the most useful tool for quick and painless formatting. Once you have all your styles created, a shortcut key will allow you to quickly apply the formatting with a few keystrokes. For example, suppose you have a style for bullets called Bullet 1. To assign a new shortcut key, open the Modify Style dialog box, click on Format, and this time, select Shortcut Key A new dialog box opens. Press a combination of keys to create a shortcut key. I generally use ALT+[a letter],[a number], mainly because ALT combinations are not automatically assigned by Word. If a combination is assigned to another shortcut, it will show up under Currently Assigned To. Click Assign to assign the shortcut key. Note: for common pre-assigned shortcut keys in Word, see Appendix A. 7 P a g e

8 Shortcut keys can be assigned to any style, including the Normal style and Headings. An example of possible shortcut keys is listed in the table below: Style Heading 1 Heading 2 Heading 3 Heading 4 Normal Bullet 1* Bullet 2* Shortcut Key ALT+H,1 ALT+H,2 ALT+H,3 ALT+H,4 ALT+N,N ALT+B,1 ALT+B,2 2. Creating a Table of Contents One of the many advantages of using styles in your documents is that you can quickly create a table of contents. A table of contents is particularly useful if you create very long CANs, but requires that you assign Headings throughout the document. To create a table of contents, click on the References tab in Word 2010 or use the Insert menu in Word Click on Table of Contents A list of options opens. Scroll down and select Insert Table of Contents. A dialog box will open. The default settings will create a table of contents with page numbers for Headings 1 through 3. You can add Headings 4 through 9 by changing the Show Levels number. Level 1 corresponds with Heading 1, Level 2 corresponds with Heading 2, and so on. 8 P a g e

9 Click OK. You now have a table of contents in your document. Troubleshooting Some common problems can arise with tables of contents. (1) The table of contents does not contain any content go back and check to make sure you have assigned headings. If you have no headings in your document, Word cannot create your table of contents. (2) You cannot easily format the table of contents this problem arises because Word creates a field of hyperlinked text. Instead, you need to format the table of contents from the Table of Contents dialog box. Click Modify, and adjust the font and paragraph settings there. Appendix A: Word Shortcut Keys Sourced from < Shortcut Key Ctrl + 0 Ctrl + A Ctrl + B Ctrl + C Ctrl + D Ctrl + E Ctrl + F Ctrl + I Ctrl + J Ctrl + K Ctrl + L Ctrl + M Ctrl + P Ctrl + R Ctrl + T Ctrl + U Ctrl + V Ctrl + X Ctrl + Y Ctrl + Z Action Adds or removes 6pts of spacing before a paragraph. Select all contents of the page. Bold highlighted selection. Copy selected text. Open the font preferences window. Aligns the line or selected text to the center of the screen. Open find box. Italic highlighted selection. Aligns the selected text or line to justify the screen. Insert link. Aligns the line or selected text to the left of the screen. Indent the paragraph. Open the print window. Aligns the line or selected text to the right of the screen. Create a hanging indent. Underline highlighted selection. Paste. Cut selected text. Redo the last action performed. Undo last action. 9 P a g e

10 Shortcut Key Ctrl + Shift + L Ctrl + Shift + F Ctrl + Shift + > Ctrl + ] Ctrl + Shift + < Action Quickly create a bullet point. Change the font. Increase selected font +1pts up to 12pt and then increases font +2pts. Increase selected font +1pts. Decrease selected font -1pts if 12pt or lower, if above 12 decreases font by +2pt. Ctrl + [ Decrease selected font -1pts. Ctrl + / + c Insert a cent sign ( ). Ctrl + ' + <char> Ctrl + Shift + * Insert a character with an accent (grave) mark, where <char> is the character you want. For example, if you wanted an accented è you would use Ctrl + ' + e as your shortcut key. To reverse the accent mark use the opposite accent mark, often on the tilde key. View or hide non printing characters. Ctrl + <left arrow> Moves one word to the left. Ctrl + <right arrow> Ctrl + <up arrow> Ctrl + <down arrow> Ctrl + Del Ctrl + Backspace Ctrl + End Ctrl + Home Ctrl + Spacebar Ctrl + 1 Moves one word to the right. Moves to the beginning of the line or paragraph. Moves to the end of the paragraph. Deletes word to right of cursor. Deletes word to left of cursor. Moves the cursor to the end of the document. Moves the cursor to the beginning of the document. Reset highlighted text to the default font. Single-space lines. Ctrl + 2 Double-space lines. Ctrl line spacing. Ctrl + Alt + 1 Changes text to heading 1. Ctrl + Alt + 2 Changes text to heading 2. Ctrl + Alt + 3 Changes text to heading 3. Alt + Ctrl + F2 Ctrl + F1 Ctrl + F2 Ctrl + Shift + > Ctrl + Shift + < Open new document. Open the Task Pane. Display the print preview. Increases the highlighted text size by one. Decreases the highlighted text size by one. 10 P a g e

11 Shortcut Key Ctrl + Shift + F6 Ctrl + Shift + F12 Action Opens to another open Microsoft Word document. Prints the document. F1 Open Help. F4 Repeat the last action performed (Word 2000+) F5 Open the find, replace, and go to window in Microsoft Word. F7 F12 Shift + F3 Shift + F7 Shift + F12 Shift + Enter Shift + Insert Shift + Alt + D Shift + Alt + T Spellcheck and grammar check selected text or document. Save as. Change the text in Microsoft Word from uppercase to lowercase or a capital letter at the beginning of every word. Runs a Thesaurus check on the word highlighted. Save. Create a soft break instead of a new paragraph. Paste. Insert the current date. Insert the current time. 11 P a g e