Managing Long Documents

Transcription

1 Managing Long Documents Microsoft Word 2016 Learning and Development

2 ABOUT THIS TRAINING MANUAL This manual is yours to keep and is intended as a guide to be used during the training course and as a reference once the course is completed. Each section begins with a list of topics to be explored. The courseware is designed so that each topic is fully explained and step by-step instructions are given. There are a number of conventions used in this training manual: Format BOLD ITALICS Description This is indicates a command to follow e.g. an option or button to press [ ] Keys to press are shown in square brackets e.g. [space] HEADING This marks the start of a method for performing a specific task This marks additional information This marks additional information and a warning [CTRL] + [Page Up] This means the first key is used in conjunction with the second 1

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4 Managing Long Documents - Course Contents STYLES... 5 UNDERSTANDING STYLES... 6 APPLYING STYLES... 7 RECOGNISING STYLE TYPES... 9 VIEWING STYLES CREATING A NEW STYLE MODIFYING AND DELETING STYLES ASSIGNING KEYBOARD SHORTCUTS RECOMMENDING STYLES COPYING STYLES OUTLINE VIEW OUTLINING CONCEPTS OUTLINE VIEW CREATING AN OUTLINE VIEWING OUTLINE LEVELS RE-ORGANISING THE DOCUMENT CREATING AN OUTLINE USING CUSTOM STYLES CREATING A TABLE OF CONTENTS UPDATING TABLES OF CONTENTS MASTER DOCUMENTS & SUB DOCUMENTS THE NAVIGATION PANE THE NAVIGATION PANE BROWSE OUTLINE HEADINGS WITHIN THE NAVIGATION PANE BROWSE PAGES FINDING CONTENT INSERTING ITEMS CAPTIONS FOOTNOTES/ENDNOTES COMMENTS TRACK CHANGES CROSS REFERENCES INDEXES BIBLIOGRAPHY HYPERLINKS EXERCISES CREATING STYLES APPLYING STYLES CREATING AN OUTLINE STRUCTURE ADDING A TABLE OF CONTENTS MORE INFORMATION MORE INFORMATION WORD KEYBOARD SHORTCUTS

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6 STYLES Topics The following are covered in this chapter: Understanding Styles Applying Styles Creating a New Style Modifying and Deleting Styles Assigning Keyboard Shortcuts Styles Organiser Printing Styles 5

7 UNDERSTANDING STYLES A Style is a set of formatting attributes that are applied to text in a document to quickly change its appearance. When applying a style to text, a set of formats are applied in one simple action instead of applying each format one at a time. When creating a new blank document in Word, the new document is based on the Normal Template that contains a style named Normal style. Text that is typed into the document uses the Normal style that contains a font setting, font size, line spacing, text alignment and other formats defined for that style. The Normal style is the base style for the Normal template. The base style is the underlying or original style upon which other styles in a document are dependent. When changing an element of the base style in a document, all other styles that originate from the base style will also reflect the changes. There are several reasons for using styles in a document: Consistency When you use styles to format your document, each section is formatted the same and therefore, provides a professional, consistent looking document. Easier to Modify If you use styles in your document, you only need to update a given style once if you want to change the characteristics of all text using that style. Efficiency You can create a style once, and then apply it to any section in the document without having to format each section individually. Keyboard shortcuts can be used for quick application of a style. Table of Contents Styles can be used to generate a table of contents quickly. Faster Navigation Using styles lets you quickly move to different sections in a document using the Document Map feature. Working in Outline View Styles allow you to outline and organize your document's main topics with ease. Efficiency of Word Files which are predominantly manually formatted are less efficient than those which have formatting that has been imposed by styles. This means lengthy documents that are predominantly manually formatted, will behave sluggishly. 6

8 APPLYING STYLES There are a number of styles available in the Normal template. The available styles are located in the Style gallery or the Style list, located on the Formatting Toolbar. An existing style, known as a built-in style can be applied to existing text or the user can create a new style based on an existing style or redefine an existing style. When the formatting of text containing a style is altered, Word will automatically update the style. When Word automatically updates the style, all text formatted with that style is updated to match the formatting change. TO APPLY A STYLE USING THE GALLERY 1. Select the required text/paragraph(s) 2. Click the Home tab 3. In the Styles group, select the required style from the visible list or click the More button to see the complete list 4. Click the required style The style is now applied 7

9 TO APPLY A STYLE USING THE STYLE LIST 1. Select the required text/paragraph(s) 2. Click the Home tab 3. In the Styles group, click the dialogue box launcher The styles list appears 4. Select the required style name The selected style name s formats are applied to the selected text 8

10 RECOGNISING STYLE TYPES There are different style types in Word. Knowing about them will help you understand what you're looking at in the task pane, what your options are for creating new styles, and what impact a style will have on the text in your document. The three types of style are as follows: Paragraph styles Character styles Linked styles Paragraph styles include not just the font, font type and size but also formatting for a whole paragraph's text positioning and spacing. A paragraph style can be applied to one or more paragraphs. Linked Style Paragraph Style Character Style A Paragraph style's formatting will be applied to all the text within the end paragraph mark of where your pointer is positioned. Character styles are applied at the character level to blocks of words and letters rather than the paragraph level. An example would be an "emphasis" style that applies, say, an italic type. You can apply character styles along with the paragraph style. So, if the paragraph style is Normal, using Calibri as the font, and you applied the "emphasis" style to a word, you'd still have Calibri as the font, but it would also have italic and underline formatting. This emphasis would apply only to the word where you ve placed your cursor. Linked styles can behave as either a character style or a paragraph style, depending on what you select. If you click in a paragraph or select a paragraph and then apply a linked style, the style is applied as a paragraph style. However, if you select a word or phrase in the paragraph and apply a linked style, the style is applied as a character style, with no effect on the paragraph as a whole. 9

11 VIEWING STYLES When you want to view available styles, you can look in the styles gallery or the styles task pane. The styles task pane will, by default, only shows a limited amount of styles. You can change the options so that the task pane shows you a bigger list of styles. TO CHANGE THE LIST VIEW OF STYLES IN THE TASK PANE 1. Click the Home tab 2. In the Styles group, click the dialogue box launcher The styles list appears 3. Click Options The options dialogue box appears 4. In the select styles to show drop down, choose the required view e.g. all styles 5. Click OK The list of styles will now change in your task pane 10

12 CREATING A NEW STYLE In Microsoft Word, users have the ability to create their own personal styles. This can not only add consistency to a document, but ensures the formatting used is exactly what the user wants. Styles can be created by using the Styles Task Pane. TO CREATE A STYLE 1. Click the Home tab 2. In the Styles group, click the dialogue box launcher The styles list appears 3. Click the New Style button The New Style box appears 11

13 Option Name Style type Based on Style for following. Formatting Preview Add to Quick Style list Automatically update Add to template Only in this document New Documents based on Format Description Name of the current style. Displays the style types; Paragraph and Character. Bases the formatting of the new style on an existing style. Style name to be applied to the next paragraph when the Return key is pressed. Alter the formatting for the new style here Displays how the text will look with the selected style option. Adds the style to the gallery on the Home tab Automatically updates the style whenever any manual formatting is applied to paragraphs with the style name. Adds the selected style to the active document is template, making the style available for new documents based on the template. Makes the style available in this document only Makes the style available in this document and documents based on the template you are in. Click here to assign further formatting attributes to the new style e.g. paragraph formats, tabs etc. 4. In the Name box, type the name for the style e.g. Title 1 5. Using the dialogue box, select the desired options for your style 6. Choose OK Your style will now appear in the list 7. Repeat steps 3 6 to create more new styles 12

14 MODIFYING AND DELETING STYLES When a user modifies a style, any instance of that style within the document is updated. Extra formatting can be applied at any time or the whole style can be re-designed by simply modifying it. If a style is no longer required, it can be deleted at any time. If a style is deleted, any text using that style will revert back to the Normal style. TO MODIFY A STYLE FROM THE QUICK STYLE GALLERY 1. Click the Home tab 2. In the Quick Style Gallery, right mouse click the style you wish to modify 3. Choose Modify The Modify Style dialogue box displays 4. Make required formatting changes, choosing OK to close 13

15 TO MODIFY A STYLE FROM THE STYLE TASK PANE 1. Click the Home tab 2. In the Styles group, click the dialogue box launcher The styles list appears 3. Hover the mouse over the style you wish to edit A drop down arrow will appear 4. Click the drop down arrow and select Modify The Modify Style dialogue box displays 5. Make required formatting changes, choosing OK to close 14

16 TO MODIFY A STYLE USING THE MANAGE STYLES DIALOGUE BOX 1. Click the Home tab 2. In the Styles group, click the dialogue box launcher The styles task pane appears 3. Click the Manage Styles button The manage styles dialogue box appears 4. Choose the Sort Order 5. Find the style to modify and select it 6. Click Modify 7. Make your required changes and click OK 15

17 TO DELETE A STYLE 1. Click the Home tab 2. In the Styles group, click the dialogue box launcher The styles list appears 3. Hover the mouse over the style you wish to edit A drop down arrow will appear 4. Click the drop down arrow and select Delete A prompt appears 5. Click Yes 16

18 ASSIGNING KEYBOARD SHORTCUTS Keyboard shortcuts can be assigned to a style to make applying that style to text much easier. The user must be careful not to replace an existing keyboard shortcut that they already use. Listed below are key combinations that may be used. Available Alphabetical keys Function Keys Keystrokes Must be preceded by either [Ctrl] or [Ctrl] + [Shift] [F1] [F12] May be preceded by [Ctrl] or [Shift] or both TO ASSIGN A KEYSTROKE 1. Click the Home tab 2. In the Styles group, click the dialogue box launcher The styles list appears 3. Hover the mouse over the style you wish to edit A drop down arrow will appear 4. Click the drop down arrow and select Modify 5. In the Modify Style dialogue box choose Format, Shortcut key 17

19 The customise Keyboard dialogue box appears 6. In the Press New Shortcut Key box, press the required keystroke A message will appear informing the user if the key combination is already in use e.g. 7. Once the required keystroke is found choose Assign 8. Choose Close 9. In the Modify Style Box choose OK 10. In the Styles dialogue box, choose Close 18

20 RECOMMENDING STYLES Word allows you to change the visibility of styles and when styles should appear in the task pane and in the quick styles list. TO EDIT THE RECOMMENDED STYLES 1. Click the Home tab 2. In the Styles group, click the dialogue box launcher The styles task pane appears 3. Click the Manage Styles button The manage styles dialogue box appears 4. Click the Recommend tab 5. Choose the Sort Order 6. Find the style to modify and select it 7. Use the Move up/move down/make Last/Assign Value to decide on the priority order of styles. 8. Make your required changes and click OK 19

21 COPYING STYLES When a user creates a style, it will only be available within that document unless the user adds the style to the global template. Whilst this will make the style available in all new documents, the style will still be omitted from any previously created documents. The Style Organiser allows the user to copy the styles from one document to another. TO COPY USER DEFINED STYLES TO ANOTHER DOCUMENT 1. Click the Home tab 2. In the Styles group, click the dialogue box launcher The styles task pane appears 3. Click the Manage Style button The manage styles dialogue box appears 4. Click Import/Export The organiser dialogue box displays The close file changes to an open button once clicked 5. On the right hand side, using the Close/Open buttons, open up the document that contains the styles you want to copy A list of styles should appear in the right hand box 6. Select the style to be copied 7. Click the Copy button The style should now be copied to the open document on the left 8. Choose Close 20

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24 OUTLINE VIEW Topics The following topics are covered in this chapter: Outlining Concepts Outline View Creating An Outline The Outline Symbols Promoting & Demoting Headings Collapsing And Inserting Headings Displaying The First Line Of Body Text Re-Organising The Document Printing In Outline View Creating A Table Of Contents Updating Tables Of Contents The Document Map Master Documents & Sub Documents 23

25 OUTLINING CONCEPTS Outlining is a way of viewing and structuring long documents. It is especially useful for organising documents containing a number of topic headings and subheadings such as reports, contracts and manuals. A heading is a title given to part of a document formatted with one of nine level styles that come with word. A heading level can only be viewed using Outline View. When an Outline structure is created other features are available to the user, such as table of contents and the document map. 24

26 OUTLINE VIEW Outline View displays the headings of a document indented to represent their level in the documents structure. Outline View makes it easy to move quickly through a document, change the relative importance of headings and re-arrange large amounts of text by moving headings. Outline View structures and displays the content in clear outline format, with all of its headings and body text indented to represent their level in the overall document structure or hierarchy. Outline view also offers tools specific to outlining, which are automatically displayed on a new tab on the Ribbon when you select it. When you create an outline in Outline view, Word will use the in built heading styles. To ensure the document looks the way you want it to, then you can map out the outline levels to your own custom styles. 25

27 CREATING AN OUTLINE You can use Outline View as a starting point for laying out your main ideas into headings. From there, you can quickly reorganise those headings, as well as change their indentation level so that they take either greater precedence as top-level headings or lesser precedence as sub-headings or body text. (This is also known as promoting or demoting entries.) TO SWITCH TO OUTLINE 1. Choose the View tab 2. Choose Outline View TO OUTLINE EXISTING TEXT WITH AN INBUILT HEADING 1. Switch to Outline View 2. Select a heading 3. In the Outline tools group, choose the assign level drop down 4. Select the level you want to assign to the heading The heading will be formatted and promoted to the appropriate heading 26

28 TO OUTLINE EXISTING TEXT WITHOUT FORMATTING 1. Select the heading required 2. Click the dialogue box launcher in the paragraph group 3. In the Outline Level drop down, choose the required heading level. 4. Click OK Your selected text will now be promoted to the selected level 27

29 VIEWING OUTLINE LEVELS When an Outline structure is created, it is possible to collapse level headings and body text to view only certain levels. For example, by changing to level 3 view, levels 1 through to 3 will be displayed in the document, levels 4 onwards will collapse. Headings with collapsed subordinate headings or body text display with a grey bar below them. TO DISPLAY CERTAIN HEADING LEVELS ONLY 1. On the View tab, click Outline View 2. In the Outline tools group, click the drop down arrow next to Show Level Any headings which are at a higher level than the one chosen will collapse and be hidden TO DISPLAY ALL HEADINGS AND BODY TEXT 1. In the Outline tools group, click All Levels TO EXPAND/COLLAPSE INDIVIDUAL HEADINGS 1. Double click the plus (+) symbol next to the heading you wish to expand/collapse 28

30 RE-ORGANISING THE DOCUMENT A heading and its accompanying text can be re-arranged within the document using the outline symbols or by selecting the level and moving it to a new location. As levels are moved, Word displays a horizontal line showing where the level will be moved to. TO MOVE A SECTION UP THE DOCUMENT 1. Position the insertion point on the section to move 2. Click on the Ribbon TO MOVE A SECTION DOWN THE DOCUMENT 1. Position the insertion Point on the section to move 2. Click on the Ribbon 29

31 CREATING AN OUTLINE USING CUSTOM STYLES When you assign an outline level to a heading, Word will format that heading with one of the in-built styles. Another way of creating an outline structure would be to use your own custom styles which have an outline level already assigned to them. TO CREATE A STYLE WITH AN OUTLINE LEVEL 1. Point to the Heading Symbol (the cross next to the Heading) 2. Click the Home tab 3. In the Styles group, click the dialogue box launcher The styles list appears 4. Click the New Style button The New Style box appears 5. In the Name box, type the name for the style e.g. Title 1 6. Using the dialogue box, select the desired options for your style 7. To assign the outline level, click the Format button 8. Choose Paragraph 30

32 The paragraph dialogue box appears 9. In the Outline level drop down, choose the required level 10. Click OK and OK again to complete your custom style 11. Repeat steps to create more new styles 31

33 CREATING A TABLE OF CONTENTS A table of contents lists specific headings in a document along with their page numbers. Word searches for the specified styles, sorts them by heading level, references their pages numbers and displays them as a table of contents in the document. If the document has been outlined, it is very simple to generate a table of contents from the heading levels. Word provides several ways to design the table of contents and displays the formatting and styles in the preview box. TO CREATE A PRE-DEFINED TABLE OF CONTENTS 1. Position Insertion point where the table of contents is to be inserted 2. Click the References tab 3. In the Table of Contents group, click Table of Contents 4. Select one of the automatic table of contents. Your table of contents has now been inserted 32

34 TO CREATE A CUSTOM TABLE OF CONTENTS 1. Position Insertion point where the table of contents is to be inserted 2. Click the References tab 3. In the Table of Contents group, click Table of Contents 4. Choose Custom Table of Contents The Table of Contents dialogue box appears 5. Select a format style e.g. Classic 6. In the show levels box choose the amount of levels to show 7. Choose OK Your table of contents has now been inserted 33

35 UPDATING TABLES OF CONTENTS When you create a table of contents, word will scan through the document and pick out the relevant headings and their page numbers. If the document is edited, these headings or page numbers may change and the Table of Contents will need to be updated. TO UPDATE A TABLE OF CONTENTS 1. Click into the table of contents 2. Choose the References tab 3. Choose Update Table The Update Table of Contents box appears 4. Choose the required option and click OK 34

36 MASTER DOCUMENTS & SUB DOCUMENTS A master document contains links to a set of related subdocuments. Use a master document to organise and maintain a long document by dividing it into smaller, more manageable subdocuments. Users could store a master document on a network to share ownership of a document by dividing it into individual subdocuments. To create a master document with sub documents, you will need to be in outline view and ensure the master document view is turned on. As soon as you insert a subdocument, the document you are in becomes the Master document TO VIEW THE MASTER DOCUMENT BUTTONS 1. Click the View tab, and click Outline View 2. In the Master Document group, click Show Documents The Ribbon will now be extended to show the rest of the buttons TO INSERT A SUB DOCUMENT 1. Position the insertion point within the master document where you want the sub document to be inserted 2. Click 3. Choose the required file from the Insert subdocument dialogue box 4. Choose Open The sub document will be inserted TO COLLAPSE A SUB DOCUMENT 1. To collapse the sub document, click into sub document 2. Click collapse sub document The subdocument will now be displayed as a hyperlink to the document 35

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38 THE NAVIGATION PANE Topics The following topics are covered in this chapter: The Navigation Pane Browse Outline Headings Within The Navigation Pane Browse Pages Finding Content 37

39 THE NAVIGATION PANE One of the new pieces of functionality you'll find in Word is called the "Navigation Pane". This pane hosts a set of related features for getting around in your document, searching for content, and manipulating the structure and organisation of headings. Essentially, this task pane replaces and improves upon the old "Document Map" and "Thumbnails" panes, as well as integrating Find and even some aspects of the Object Browser. The navigation pane normally appears on the left hand side but it can be repositioned elsewhere on the screen. The pane consists of different tabs which allows users to use different functions depending on which one they click on TO OPEN THE NAVIGATION PANE 1. Click the View tab 2. In the Show group, click Navigation pane 38

40 BROWSE OUTLINE HEADINGS WITHIN THE NAVIGATION PANE The headings view of the navigation pane is the updated replacement for the document map. It is a series of nested "tabs", each of which corresponds to a heading in the document. The heading tabs are organised as a hierarchy that match your outline view (see previous chapter), and can be expanded and collapsed as desired by clicking the little expand/collapse triangle on the left end of the tab. The tab corresponding to the heading whose content you are currently editing (e.g. where your insertion point is) is highlighted. Clicking on a tab will scroll the document to that location, and put your insertion point at the start of that heading. If you edit a heading, or type a new one, it shows up in the navigation pane in real time. The navigation pane tabs themselves aren't directly editable, but they stay in sync with the content as you edit in your document. When you use the new Find feature by typing a search term into the box at the top of the pane, any heading whose content contains that term you searched for will be highlighted yellow. This is handy if you know you're looking for a particular term in a particular region of the document. TO MOVE A HEADING 1. Make sure the navigation pane is visible 2. Click and drag the heading tab up or down to the desired location 39

41 A horizontal line will appear to indicate the new position TO PRINT A HEADING SECTION 1. Make sure the navigation pane is visible 2. Right click the heading section you wish to print 3. Choose Print heading and content 40

42 BROWSE PAGES Within the Navigation pane, users can browse pages with a thumbnail view of the document s contents. TO USE THE BROWSE PAGES FEATURE 1. Make sure the navigation pane is visible 2. Click the Page tab The thumbnails will now appear 3. Click on the thumbnail to navigate to that heading 41

43 FINDING CONTENT The final tab of the navigation pane allows users to search for content within a document. Results appear listed within the navigation pane with matched words in bold. Matched words also are highlighted yellow within the document itself. TO FIND CONTENT 1. Make sure the navigation pane is visible 2. Click the search tab Or 3. On the Home tab click Find The navigation pane appears 4. Type the search criteria 5. Tap [Return] Your search results will be listed. 42

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46 INSERTING ITEMS Topics The following topics are covered in this chapter: Captions Footnotes/Endnotes Comments Track Changes Cross References Updating Page Cross-References Indexes Hyperlinks 45

47 CAPTIONS A caption is a numbered label, such as "Figure 1," that you can add to a table, figure, equation, or other item. They can be also be referred to, with a cross reference in another area of your document. Label that you select Number that Microsoft Word inserts for you You can have Word automatically add captions when you insert tables, figures, or other items in your document or, if you've already inserted the items, you can add captions manually. You can vary the caption label and number format for different types of items for example, "Table II" and "Equation 1-A," or you can change the label for one or more captions for example, change "Table 6" to "Figure 6." You can also create a new caption label, such as "Photo." If you later add, delete, or move captions, you can easily update the caption numbers all at once. TO INSERT CAPTIONS MANUALLY 1. Select the item you want to add a caption to. 2. Choose the Reference tab 3. In the Caption group, click Insert Caption The Caption Dialogue box appears 46

48 4. In the Label list, select the item for which you want Microsoft Word to insert a caption e.g. Table, figure, equation 5. Click OK The caption is now entered TO INSERT CAPTIONS AUTOMATICALLY 1. Select the item you want to add a caption to. 2. Choose the Reference tab 3. In the Caption group, click Insert Caption 4. Click AutoCaption 5. In the Add caption when inserting list, select the items for which you want Microsoft Word to insert captions 6. Select any other options you want 7. Click OK 8. In your document, insert the item you want to add a caption to Word automatically adds the appropriate caption 9. If you want to add an optional description, click after the caption and type the text you want 47

49 FOOTNOTES/ENDNOTES Footnotes and endnotes are used in printed documents to explain, comment on, or provide references for text in a document. You might use footnotes for detailed comments and endnotes for citation of sources. A footnote is when the reference is displayed at the bottom of the relevant page. An endnote is when the reference is at the end of the document. A footnote or an endnote consists of two linked parts the note reference mark (A number, character, or combination of characters that indicates that additional information is contained in a footnote or endnote) and the corresponding note text. You can add note text of any length and format note text just as you would any other text. TO INSERT A FOOTNOTE WITH DEFAULT OPTIONS 1. Select the Word(s) which require a footnote 2. Choose the Reference tab 3. In the Footnotes group, click Insert Footnote 4. You will automatically be moved to the footer area 5. Type the required footnote TO INSERT A ENDNOTE WITH DEFAULT OPTIONS 1. Select the Word(s) which require a footnote 2. Choose the Reference tab 3. In the Footnotes group, click Insert Endnote 4. You will automatically be moved to the end of the document 5. Type the endnote text 48

50 TO INSERT A FOOTNOTE/ENDNOTE WITH CUSTOM OPTIONS 1. Select the word(s) which require a footnote 2. Choose the Reference tab 3. In the Footnotes group, click the dialogue box launcher The footnote dialogue box appears 4. Choose the required options 5. Click OK TO DELETE A FOOTNOTE/ENDNOTE 1. Select the Note Reference Marker (the number/symbol next to the word) 2. Press [Delete] 49

51 COMMENTS A Comment is a note or annotation that an author or reviewer adds to a document. Microsoft Word displays the comment in a balloon in the margin of the document or in the Reviewing Pane. TO INSERT A COMMENT 1. Highlight the words that the comment applies to 2. Choose the Review tab 3. In the Comments group, click New Comment The comment box appears in the right margin (if in normal view then it will appear in a comment pane below) 4. Type the comment required 5. Click outside of the comment to confirm You can rest the insertion point over the balloon to display the name of the reviewer TO DELETE A COMMENT 1. Choose the Review tab 2. In the Comments group, choose Delete Comment 50

52 TO DELETE ALL COMMENTS 1. Choose the Review tab 2. In the Comments group, choose Delete Comment drop down 3. Choose Delete All Comments in Document TO REPLY TO A COMMENT 1. Hover over the comment you wish to reply to 2. Click the icon 3. Type the reply 4. Click outside of the comment to confirm 51

53 TRACK CHANGES To facilitate online review, Microsoft Word can track changes made to a document. In order to preserve the layout of your document, Word shows some mark-up elements in the text of the document, while others are displayed in balloons that appear in the margin. With the Track Changes feature turned on, each insertion, deletion, or formatting change that you or a reviewer makes is tracked. As you review tracked changes, you can accept or reject each change using the reviewing toolbar. You can view all markup changes in your document, or you can limit the kind of change that's displayed. For example, you can use the Show Markup option to hide formatting changes and comments so that you can concentrate on insertions and deletions. Or, you can display comments and changes for a specific reviewer. If you hide a type of markup, the markup automatically appears each time the document is opened. It s important to remember that by hiding the markup, you are not removing it. 52

54 TO TURN ON TRACK CHANGES 1. Click the Review tab 2. In the Tracking group, click Track changes Or 3. Click the Track Changes drop down arrow and choose Track Changes Any changes to the document will now be tracked and displayed with mark-up. To tell if Track Changes is turned on, the status bar can show you. If the status bar does not display the track change status, right mouse click the status bar and choose Track changes. 53

55 TO TURN OFF TRACK CHANGES 1. Click the Review tab 2. In the Tracking group, click Track changes No more changes to the document will be tracked TO ACCEPT/REJECT A CHANGE 1. Click the Review tab 2. In the Changes group click the next or previous button to go to a changed item 3. Click Accept/Reject 4. Repeat TO ACCEPT ALL CHANGES 1. Click the Review tab 2. In the Changes group, click the arrow under Accept 3. Select Accept All Changes 54

56 TO REJECT ALL CHANGES 1. Click the Review tab 2. In the Changes group, click the arrow under Reject 3. Select Reject All Changes TO CHANGE THE TRACK CHANGES VIEW 1. Click the Review tab 2. In the Tracking group, click the Markup drop down arrow arrow 3. Select the view required View Simple Markup Function The Simple Markup view allows a user to decide the amount of detail about a change that they see on the document. Each change that is made is represented by a coloured bar By clicking the bar, a user can see more details about the change made. Re-clicking the bar will minimise the changes again. All Markup No Markup Original The All Markup view shows a user all changes that have been made and full details about these changes. With No Markup selected the user is able to see the document without the track changes showing (they have not been deleted and will reappear if another view is chosen). This view allows a user to view how the document looked before any changes were made. 55

57 CROSS REFERENCES Page cross-references can improve the usability of documents by referring readers to related sections of your document. Using Word's automatic page cross-references can minimize the work involved when updates to your document cause page numbers to change. The reference is inserted as a field which refers to existing document divisions (e.g., headings) or to bookmarks that you create. The page cross-reference field can then be updated following edits to your document. Cross-references can be based on existing document sections. These sections can be: Captions for figures, tables, equations Styles Bookmarks Footnotes/Endnotes Numbered items TO ADD A CROSS REFERENCE 1. Place your insertion point where the cross reference should appear 2. Choose the References tab 3. In the Captions group, click Cross Reference The Cross-reference dialogue box appears 4. From the Reference type pull-down list, select the required option 5. From the Insert reference to pull-down list select the required option 6. From the For which scroll box, select the heading you wish to reference 7. Click Insert 8. Click Close The cross reference appears in your document. 56

58 TO DELETE A CROSS REFERENCE 1. Highlight the cross reference 2. Press [Delete] TO UPDATE FIELDS AS NEW INFORMATION IS ADDED 1. To update an individual cross-reference, highlight the cross reference Or To update all cross-references in your document, press [CTRL] + [A] 2. Press [F9] 57

59 INDEXES An Index lists the terms and topics discussed in a document, along with the pages they appear on. To create an Index, you mark the index entries in your document and then build the index. Once you mark an index entry, Microsoft Word adds a special XE (Index Entry) field to your document: {XE Tables } After you have marked all the index entries, you choose an index design and build the finished index. Word then collects the index entries, sorts them alphabetically, references their page numbers, finds and removes duplicate entries from the same page, and displays the index in the document. TO CREATE AN INDEX REFERENCE 1. Select the word(s) to reference 2. Click the Reference tab 3. In the Index group, click Mark Entry The mark index entry dialogue box appears 4. In the Main Entry box, enter the reference name (You can use the entry provided) 5. Choose Mark to mark the individual word, or choose Mark All to mark every instance of that word Using the Keyboard: 1. Select the Word(s) to reference 2. Hold down [Shift], [Alt] + [X] 58

60 3. Repeat as above TO CREATE AN INDEX 1. Position the cursor where you would like the Index to appear 2. Click the Reference tab 3. In the Index group, click Insert Index The index dialogue box appears 4. In the Formats box choose the desired index style 5. Change the Columns/ Tab Leader style if desired 6. Choose OK 59

61 BIBLIOGRAPHY A bibliography is a list of sources, usually placed at the end of a document that you consulted or cited in creating the document. In Microsoft Office Word, you can automatically generate a bibliography based on the source information that you provide for the document. Each time that you create a new source, the source information is saved on your computer, so that you can find and use any source you have created. Place holders can be inserted if you don t have the complete details of a source. The placeholders can be placed within your document and be updated at a later date. TO INSERT A NEW CITATION 1. Position the cursor where you would like the citation to appear 2. Click the References tab 3. In the Citations and Bibliography group, click Insert Citation 4. Click Add New Source The add new source dialogue box appears 5. Type in the required Information 6. Click OK Your new citation is inserted 60

62 TO INSERT A PREVIOUSLY CREATED CITATION 1. Position the cursor where you would like the citation to appear 2. Click the References tab 3. In the Citations and Bibliography group, click Insert Citation A list of previously created citations appear 4. Click the required citation TO INSERT A PLACEHOLDER 1. Position the cursor where you would like the citation to appear 2. Click the References tab 3. In the Citations and Bibliography group, click Insert Citation 4. Click Add New Placeholder 5. Give the placeholder a name and click OK Your placeholder is now inserted. 61

63 TO MANAGE SOURCES 1. Click the References tab 2. In the Citations and Bibliography group, click Manage Sources 3. Select the citation you wish to edit 4. Click Edit to change the citation details or Delete to delete a citation 5. You can also use this dialogue box to copy citations from one document to another using the Browse and Copy buttons 62

64 TO INSERT A BIBLIOGRAPHY 1. Click the References tab 2. In the Citations and Bibliography group, click Bibliography 3. Choose Bibliography Your bibliography is now inserted 63

65 HYPERLINKS A Hyperlink is a piece of text that, when clicked, will automatically link you to a Web Page, another file or another place within the document. Text links, by default, are displayed in blue text and are underlined. If a hyperlink is to be a link to another location within the same document then a bookmark has to be created. The bookmark would be placed in the location you are linking to. 64

66 TO CREATE A HYPERLINK FOR FILE/WEBSITE 1. Select the text that is to be the hyperlink 2. Click the Insert tab 3. In the Links group, click Hyperlink The Hyperlinks Dialogue box will appear 4. In the Address box, type the name of the Website Or 5. Click Look in to find the file to link to 6. Click OK The Text should now be blue and underlined 65

67 TO CREATE A BOOKMARK 1. Select the text that is to be the hyperlink 2. Click the Insert tab 3. In the Links group, click Bookmark 4. Type in the required bookmark name 5. Choose Add 66

68 TO CREATE A LINK TO A BOOKMARK 1. Select the text that is to be the hyperlink 2. Click the Insert tab 3. In the Links group, click Hyperlink 4. Choose Yes to save the document The Hyperlinks Dialogue box will appear 5. On the left hand side, click Place in this document 6. Select the bookmark to link to 7. Choose OK 67

69 NOTES 68

70 EXERCISES Topics The following topics are covered in this chapter: Creating Styles Applying Styles Creating an Outline Structure Adding a Table of Contents 69

71 CREATING STYLES 1. Create the following styles: Style Name Mainhead 1sthead 2ndhead Subtext Formats Arial 18pt, Bold, Centered, Space after 24pt Arial 14pt, Bold, Space after 18pt Arial 12pt, Bold, Left indent 2cm Space after 12pt Arial 12pt, Left indent 2cm, Space after 12pt 70

72 APPLYING STYLES 1. Create the following document using the styles created in exercise 1 Computer Training Desktop Applications Training Windows One day introductory courses Microsoft Two day courses at introductory, intermediate and advanced levels in Word, Excel, PowerPoint and Access 71

73 CREATING AN OUTLINE STRUCTURE 1. Open the document Dog Guide Unformatted 2. Switch to Outline View 3. Assign the following heading levels: Level 1: The Dog Body Choosing a Dog Dog Behaviour Training Level 2: Smell and Taste Ears and Hearing Hair of the Dog Skulls Paws Teeth Staying Cool Mixed Breed Pure Bred Basics A Big Commitment Are you Prepared? The Selection Process First Days Taming the Wolf Body Language The Vocal Dog Behavioural Problems The Basics Commands Level 3: Dolichocephalic skull Mesocephalic skull Brachycephalic skull 72

74 ADDING A TABLE OF CONTENTS 1. Open the document Dog Guide Unformatted 2. Insert a Page Break at the top of the document 3. On the new blank page, insert a Table of Contents with the following attributes: Choose the Classic style Dotted leader style Only show levels

75 74

76 MORE INFORMATION Topics The following topics are covered in this chapter: More Information Keyboard Shortcuts 75

77 MORE INFORMATION We hope that you have found the course helpful and this training documentation easy to use. If you require more information about other courses we run, please visit our IT Training Website at: Visit our web pages to find: A comprehensive list of all IT courses currently available with information about course contents, duration and course tutor. An up-to-date timetable of when our courses are running and availability. Online Resources including links to all our training documentation, FAQ s and training videos. Contact Information If you want to ask the IT Training Team a question about any aspect of training, please contact us at ldc@uwe.ac.uk or phone us on ext:

78 WORD KEYBOARD SHORTCUTS Character Formats Moving around the Document Description Shortcut keys Description Shortcut Keys Bold [Ctrl] + [B] Left one character [ ] Italic [Ctrl] + [I] Right one character [ ] Underline [Ctrl] + [U] Down one line [ ] Underline words only [Ctrl] + [Shift] +[W] Up one line [ ] Double underline [Ctrl] + [Shift] + [D] Left one word [Ctrl] + [ ] Change font [Ctrl] + [Shift] + [F] Right one word [Ctrl] + [ ] Change font size [Ctrl] + [Shift] + [P] Down one paragraph [Ctrl] + [ ] Increase font size by 1pt [Ctrl] + ] Up one paragraph [Ctrl] + [ ] Decrease font size by 1pt [Ctrl] + [ Beginning of line [Home] Display font dialogue box [Ctrl] + [D] End of line [End] Change Case [Ctrl] + [F3] Beginning of document [Ctrl] + [Home] Subscript [Ctrl] + [=] End of document [Ctrl] + [End] Superscript [Ctrl] + [Shift] + [=] Top of screen [page up] Bottom of screen [page down] Previous page [ctrl] + [page up] Next page [ctrl] + [page down] Editing a Document Paragraph Formats Description Shortcut keys Description Shortcut Key Delete text right of insertion point [Delete] Left align text [Ctrl] + [I] Delete text left of insertion point [Backspace] Right align text [Ctrl] + [R] Cut Text [Ctrl] + [X] Centre text [Ctrl] + [E] Copy Text [Ctrl + [C] Justify text [Ctrl] + [J] Paste Text [Ctrl] + [V] Indent text from left [Ctrl] + [M] Spell Check [F7] Single line spacing [Ctrl] + [1] Thesaurus [Shift] + [F7] Double line spacing [Ctrl] + [2] Undo last action [Ctrl] + [Z] One and a Half Line Spacing [Ctrl] + [5] Print document [Ctrl] + [P]

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