WORD 2007 TABS AND STYLES

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1 WORD 2007 TABS AND STYLES Tabs Creating Dot Leaders Show all Styles Word sets default tab stops at one-half inch intervals. Use the Horizontal ruler, to create custom tab stops in a document. Left -- which displays text to the right of the tab stop location. Center -- which centers text around the tab stop location. Right -- which displays text to the left of the tab stop location. From the Home Ribbon, click Paragraph Expand button then click Tabs. Under Tab stop position, type the position for a new tab, or select an existing tab stop to add leader characters (leader character: A solid, dotted, or dashed line that is used in a table of contents and that fills the space used by a tab character.). Under Alignment, select the alignment for text typed at the tab stop. Under Leader, click the leader option and then click Set. On the Home Ribbon, click the style expand button from gallery. Word will display the Styles task pane. From the Options link, choose Show All Styles. Decimal -- which displays numbers to the left of the tab stop location until the decimal point is typed. Modify Styles Setting Tabs If necessary, select a new tab alignment by clicking on the small button at the left side of the Horizontal ruler. On the Horizontal ruler, click in the location where the tab stop is to appear. Doing this displays a tab marker on the ruler. Change a custom tab stop by dragging the tab marker to the new location on the Horizontal ruler. To clear a custom tab stop drag the tab marker off the Horizontal ruler Styles Correctly using styles in Microsoft Word is the best way to create consistent, well-formatted documents. In Word, a style is a collection of formatting instructions. Use styles to format the paragraphs in a document. So use the Title style for your title, Body Text style for body text, Caption style for the picture captions, and Heading 1 for the major headings. Instantly change the formatting of all the text in that style. Using styles makes experimenting easy. If you modify a style and you don t like the effect, on the Edit menu, click Undo. From the gallary or list of Styles right click the style and choose Modify. When you use the built-in heading styles, you also get to use Outline View. Word comes with dozens of built in styles. By default, Word only shows you a few of them. 1

2 WORD 2007 TABLE OF CONTENTS & LIST OF FIGURES TIPS Create Table of Contents Identify the text to appear in the Table of Contents by applying Heading 1 style to major headings, the Heading 2 style to sub-headings, and Heading 3 style to sub-sub-headings etc. Adding Captions Automatically Add captions automatically as tables, figures, equations, or other items inserted Right click the figure the select Insert Caption. Click AutoCaption. In the Add caption when inserting list, select the items for Word to insert captions. Select any other options. 5. In the document, insert the item(s) 6. Word automatically adds the appropriate caption. 7. To add an optional description, click after the caption and type additional text Create List of Tables Must add a caption to the tables Click location to insert the List of Tables. From the Reference Ribbon, click Table of Figures button then click OK Click the location to place the Table of Contents Click Reference Ribbon Click on the Table of Contents Choose a TOC template Click OK. 5. If necessary customize the Table of Contents There are very good reasons for using the built-in Heading styles. Other styles can be added to the Table of Contents. In the Table of Contents dialog, click Options, and allocate your style(s) to the appropriate level(s). Note: Word 2007 has a template that can be completed manually. Adding Captions Manually Select the item to add a caption to. Right click the figure the select Insert Caption. In the Label list, select the item for which you want Word to insert a caption. Select any addtional options Note that the box in the upper left is a preview of how your table or list will appear in print using the default Figure 1, Figure 2, OR Table 1, Table 2 etc. To preview other possible formats, click the arrow next to the box under General, Formats. Any custom captions will appear automatically in the drop down list of Caption Labels (bottom center of the dialog box). Updating the Table of Contents Right click the TOC then click update field Create List of Figures Must add a caption to figures Click location to insert the table of figures. From the Reference Ribbon, click Table of Figures button then click OK Updating LOF & LOT Right click the LOF / LOT then click update field Always choose to update the Entire Table Click OK Always choose to update the Entire Table Click OK 2

3 Using the Document Map Document headings must be formatted with built-in heading styles in order to display in the Document Map. From the View Ribbon, click Document Map Select the level of headings to display. Do any of the following: Collapse the subordinate headings under an individual heading, click the minus sign (-) next to the heading. Display the subordinate headings under an individual heading, click the plus sign (+) next to the heading. Click a heading in the Document Map to navigate to slected heading in the document To close the Document Map, click Document Map on the View menu WORD 2007 NAVIGATION TIPS Select Browse Object The object browser at the bottom of the vertical scroll bar controls the browse arrows. From top left, in the image shown here: Page, Section, Comment, Footnote, Endnote, Field, Table, Graphic, Heading, and Edit, or to open the Find or Go To tabs of the Find and Replace dialog box. Select an object to browse by and then click the double arrows above/below the object browser to search through the document by the next and previous instances of the selected type of object. Outline View the Outline view gives a more organized look to your document compared to the Normal or Layout views. The Outline view allows you to see the different heading levels of the document. Each break in the text has a symbol indicating the hierarchy of heading and subtext. Outline Ribbon Actions Button(s) Action Promote - Changes the selected paragraph to Heading 1 Demote - Changes the selected paragraph to body text Move Up - Moves selected heading and subtext up Move Down - Moves selected heading and subtext down Expand - Expands selected heading and subtext groups Collapse - Collapses selected heading and subtext groups Outline Level - Changes outline level of selected text Show Level - Shows the level selected and all those above Show First Line Only - Shows only the first line of the levels displayed Show/Hide Formatting - Shows and hides the formatting of all text in the Outline view The Outlining Ribbon displays while in Outline view. Right click the expand/ collapse button (+/-) to modify the number of headings to display in the document map. 3

4 This way, your document should be viewable the way you originally intended. Embed TrueType Fonts From the menu bar click Tools then Options. Click the Save tab from the Options dialog box Check Embed TrueType fonts. Click OK to close the dialog box. In Word Widow/Orphan control, is enabled by default in Normal style (and therefore in all other styles). This control prevents a paragraph from being broken in such a way that a single line appears at the top or bottom of a page. What this means is that if there is room for only the first line of a paragraph at the bottom of a page, Word will move the entire paragraph to the next page, leaving an empty line space. If the paragraph that begins at the bottom of the page is only three lines long, then obviously it cannot be split across a page break at all, so even if there is room for two lines of the paragraph at the bottom of the page, the entire paragraph will move to the next page. Widow/Orphan Control From the Home Ribbon click the Paragraph Expand button Click the Line and Page Breaks tab Under the Pagination section Widow/Orphan control is checked Page & Section Breaks Use section breaks when you want different layouts throughout a document. By dividing a document into sections, each section can have different headers and footers, page numbering and page orientation. From the Menu Bar click Insert Break Choose the type of break Click OK WORD 2007 CONTROLLING TEXT Break Type Next Page Continuous Odd Page Characteristics Word breaks the page at the section break. The new section starts on the next page. Use this section break if you want to apply different page numbers, headers and footers, orientation, vertical alignment, or paper size to the sections in the document. Word inserts a section break and begins the new section on the same page. If the two sections have different settings for page size or orientation, the new section begins a new page even if you select Continuous. Use this section break if you want to have different column formatting or margins on the same page. If there are multiple columns in the previous section, Word balances the columns above the section break and then fills out the page with the new section. Word begins the new section on the next odd-numbered page. This section break is often used for chapters that begin on odd-numbered pages. NOTE: If the section break falls on an odd-numbered page, Word leaves the intervening evennumbered page blank. Even Page Page & Section Breaks Similar to Odd Page, but Word begins the new section on the next even-numbered page. Button(s) Action drop down list that automatically inserts stated text Insert the page number Insert the total number of pages in the document Format page numbers Insert the current date Insert the time Page setup Same as the previous section Switch between header and footer Previous Section Next Section Link to Previous Accessing the Header/Footer Toolbar Header/Footer Ribbon From the Menu Bar click View Header and Footer Header/Footer toolbar appears. 4

5 WORD 2007 HEADER/FOOTER AND TRACK CHANGES Header/Footers and Section Breaks Section breaks are closely tied in with the File Page setup options of Different First Page and Different Odd/Even Headers and Footers. Use the Different First Page option for a different heading on the first page than on the rest of the document. But if you need more than just a different heading on your first page, you need section breaks. If you use the Different First Page option in your document, and then insert a section break, the second section is automatically created with the Different First Page too. The Link to Previous (Same as Previous) button on the Header/Footer toolbar links (or unlinks) the current header or footer to (or from) the previous header or footer of the same type. Different Sections Header/Footer Insert a section break (next page) at the bottom of each page prior to the page where you want to change the header or footer. View the header/footer and, using the Show Next button, go to each header or footer and turn off the Same as Previous or Link to Previous button. This makes your headers/footers stop changing each other. Deleting a Section Break Deleting a section break will often throw off all page formatting. For instance, if the 3rd section break is deleted, the 3rd section now becomes formatted like the 4th section. To avoid this, first go to next section and format it exactly like the previous section in regard to Page Setup and Page Layout options. Track Changes Track Changes is a way for Microsoft Word to keep track of the changes made to a document. Track Changes is also known as redline, or redlining becasue some industries traditionally draw a vertical red line in the margin to show that some text has changed. The author can then choose to accept or reject those changes. To turn on Track Changes From the Review Ribbon Click Track Changes To display the tracked changes Reviewing Ribbon, choose Final with Markup OR Original with Markup Accept or reject tracked change Click within the change and then on the Reviewing toolbar, click the Accept Change button OR Right-click on the tracked change and choose Accept Insertion or Accept Deletion or Accept Format Change Print tracked changes File Print. In the Print What box, choose Document showing Markup To turn OFF Track Changes From the Menu Bar click Tools Track Changes OR Double-click the TRK text in the status bar Note: Turning off Track Changes does not remove the revision marks or comments from the document. Button(s) Track Changes Ribbon Action Choose which version of the document to view for review. Choose which items to have shown in your document while reviewing. Accept the current change. Previous - View Previous Change View the next change. Reject the current change, or delete the current comment. Insert a comment while reviewing. Delete comment Previous comment Next comment Opens a Reviewing Pane at the bottom of the screen that keeps track of all changes made to a document. All of the revisions and comments that were made while the Track Changes feature was turned on remain part of the document until they are accepted or rejected (or, in the case of comments, deleted). 5