Word 97: Papers & Reports

Transcription

1 Word 97: Papers & Reports Windows 95 Introduction Papers and reports are usually lengthy, highly formatted documents that are reviewed by several people and revised repeatedly. They often contain detailed documentation in footnotes, and because of their length, they might require navigational aids such as tables of contents and indexes. Fortunately, Microsoft Word 97 for Windows 95 includes many features to simplify the task of creating papers and reports. Manual Repagination of Long Documents Normally, you want Word to automatically recalculate the location of page breaks in your document as you work. On long documents and documents heavy in graphics, however, this process can slow your editing. For instance, a change on page one of a 100-page document may mean recalculating the breaks for 99 more pages. To turn automatic pagination off: 1. Switch to Normal View if you are not there already. 2. Go to the Tools menu, select Options, and click on the General tab. 3. Uncheck the Background Repagination box. Word then repaginates only when you print the document, switch to print preview or page layout view, or compile a table of contents or index. You can return to automatic repagination by re-checking Background Repagination. Formatting the Page Select Page Setup from the File menu to define the Margins, Paper Size, Paper Source, and Layout. For all these attributes, you can elect to have the formatting apply to the Whole document, to Selected sections, or to Selected text. Setting Margins To set margins, choose Page Setup from the File menu, and click on the Margins tab. Make your changes by typing in the number of inches (or centimeters) or by clicking on the arrows. Check the Mirror Margins box if you're creating a bound document. Page Breaks After placing the insertion point where the new page should begin, you may create a page break in two ways: Hold down the <Ctrl> key, and press Enter Or, from the Insert menu, select Break, and press the button corresponding to Page Break. The new page will have the same formatting as the previous page. If you want the new page to have a different appearance (e.g. headers and footers, columns), you must create a Section Break (see below) instead of a page break. Sections Word lets you divide your document into chunks called sections so that you can vary the appearance of your document. Among the settings you can change are the section margins, the headers and footers, and columns.

2 Word 97: Papers & Reports Page 2 Creating Sections To create a section, you must create a section break: 1. Click where you want the new section to begin. 2. From the Insert menu, select Break to bring up the Break dialog box. 3. In the Section Breaks area, press the button corresponding to where you want the new section to start: Next Page, Continuous, Even Page, or Odd Page. Even Page begins the new section on a left-hand page, and Odd Page begins it on a right-hand page. Continuous begins the new section on the same page. Once a break creates a section, you can then format the section. The formatting is inherited until it is changed in subsequent sections. Creating and Formatting Columns in a Section To see how columns will appear on the page, you must switch to Page Layout View. To create columns, you must first insert section breaks before and after the text you wish to put in columns. To alter the number of columns for the section you're in, press the Standard Toolbar s Columns button and choose from the menu: 1, 2, 3, or 4 columns (from left to right). By selecting Break from the Insert menu, you may also insert a Column Break, which will force the text to start at the top of the next column. For more control over the columns, select Columns from the Format menu. You can specify the Number of Columns and their Width and Spacing. You can also check boxes to place a Line between columns and to Start new column. The Apply To: drop down box allows you to apply column formatting to just This section or from This point forward. Formatting the Layout for a Section From the File menu, choose Page Setup, and select the Layout tab. Using the drop down menu, you may change the Section Start specified when you created the section break. Another drop down menu allows you to choose the Vertical Alignment you want: Top, Center, or Justified. Justified aligns the first paragraph with the top margin and the last paragraph with the bottom margin. You can also Suppress Endnotes, and control Line Numbers. Creating a Title Page You can create a title page by typing the text and ending it with a section break: Go to the top of your document and type the text. From the Insert menu, select Break and then click the Odd Page button to begin a new section on a right-hand page. To format the title page, go to the File menu, select Page Setup, and click on the Layout tab. Then select the Vertical Alignment you want: Top, Center, or Justified. Headers and Footers Headers and Footers appear at the top (headers) or bottom (footers) of every page in your section. They can contain text, page numbering, the date, and the time. They can be different for the first page of a section or for

3 Word 97: Papers & Reports Page 3 even and odd pages. Once defined for a section, they remain in effect for subsequent sections unless they are redefined. Page Numbers Only You can quickly create a simple header or footer containing only the page number: From the Insert menu, select Page Numbers. Use the Position drop down menu to select where the numbers will appear on the page: Top of Page puts page numbers in the header, while Bottom of Page puts them in the footer. Select the page number s Alignment: Left, Center or Right, or Inside or Outside for when you are formatting the facing pages of a book. Select Show number on first page to have the page number print on the first page of the section. If this box is not checked, a page number will not be printed on the first page. To control the format of page numbers, click on the Format button to bring up the Page Number Format dialog box. Then use the drop down menu to choose the Number format. To have the numbers start at a number other than one, click the Start At: button, and type in a number. After you have made your changes, click OK. To delete page numbers, you must go to the header or footer, as shown below. Creating Headers and Footers With Text To add (and delete) text or other information in headers and footers, select Header and Footer from the View menu. Word automatically switches to page layout view with a header/footer text window and the Header and Footer toolbar. Type your text into the header/footer text window: From the Header and Footer Toolbar you may click on a single button to include: page numbers the total number of pages in the document the date the time Another button brings up the page number format dialog box (see above under page numbers) so that you can format the page numbers quickly. With the Insert Auto Text drop down menu, you can quickly insert common header or footer items such as a running total of page numbers (Page X of Y), the file name, or the author s name. Text Alignment Use the <Tab> key to center or align text left or right. Word has already set the appropriate tabs for centering and for left and right alignment in the header/footer. You may change the tabs using the ruler or by selecting Tabs from the Format menu (see Basic Formatting [dww24] for more information on setting tabs). Varying Headers and Footers If you want different header/footers on odd and even pages, click the Page Setup button on the toolbar. Select Layout, and click in the Different Odd and Even box. If you want a different (or no) first page header, check the Different First Page box. Then select OK to return to header and footer view. You may also go to Page Setup from the File menu. Navigating Headers and Footers Use the Show Previous and Show Next buttons to navigate between different first page, odd, and even headers and footers. To switch from a header to a footer, and vice versa, select the Switch Between button.

4 Word 97: Papers & Reports Page 4 When You Finish When you finish creating your headers and footers, select Close and they will be added to the document. To change the distance of the header/footer from the edge of the page, go to Page Setup either from the File menu or from the Header and Footer Toolbar. Choose Margins and make your changes. Hidden Text Word lets you type notes in the text and define them as "hidden." You can then choose whether or not to show the text on-screen or in the printed document. To make highlighted text hidden, select Font from the Format menu and check the Hidden box in the Effects area. To show hidden text on-screen, press the show/hide button on the standard toolbar. The text appears with a dotted underline. (Note: to have page breaks appear correctly while previewing printing, turn hidden text off.) To have hidden text appear on-screen at all times, select Options from the Tools menu. Click on the View tab and check Hidden Text in the Nonprinting Characters area of the dialog box. To print hidden text, select Print from the File menu and click the Options button. Check Hidden text in the Include with document area of the dialog box. Adding Comments Word 97 lets you add comments to a document without changing the document text. You can gloss text or write notes to yourself. To insert comments, follow these steps: 1. Turn on the Reviewing Toolbar by going to the View menu and selecting Toolbars and then Reviewing. 2. Place the cursor in the text where you want the comment to go. 1. Click on the Insert Comment button at the far left of the toolbar, or select Comment from the Insert Menu. 2. In the window that opens on the bottom of the screen, type in your comments. 3. When you are finished, click Close. Word inserts a comment reference mark (e.g. [D1]) and highlights the text you re commenting on. When you move your cursor over the highlighted text, the comment will appear on screen above the text. You can edit and navigate comments with the Reviewing Toolbar: To reopen the comment window and make any changes, click on the Edit Comment button:. To navigate between comments, press the Previous Comment and Next Comment buttons:. To delete a comment, click on the highlighted text, and press the Delete Comment button:. To print comments, select Print from the File menu, and click the Options button. Check Comments in the Include with document area of the dialog box. Tracking Changes Word 97 has several features to help you keep track of any changes to your document. You can later review the marked changes and accept or undo any revisions. When multiple people are working on the same document, the revisions can be color coded and/or later compiled into a single document for review by the main editor.

5 Word 97: Papers & Reports Page 5 Creating Revision Marks To track changes, first turn on the Reviewing Toolbar. Then click the Track Changes button. Word will now mark any additions, deletions, or changes to formatting, both in the text and with a vertical line in the left margin next to any revised text. If multiple people make revisions, Word will automatically put each person s revisions in different colors. Formatting Revision Marks To change the appearance of your revision marks, go to the Tools menu and select Track Changes, and then Highlight Changes. Click on the Options button. Select the type and color of the marks for additions, deletions, and changed formatting. You may also choose where and in what color vertical lines will appear in the margins next to changes. Reviewing Revisions With the reviewing toolbar, you can move quickly through your document to any marked changes. Simply click on the Previous Change and Next Change buttons. If you click on the text marked as revised and move the cursor over the text, Word will tell you who made the change, at what time, and what type of change was made. You may then click the buttons on the toolbar to Accept Change or Reject Change. If you go to the Tools menu and select Track Changes and then Accept or Reject Changes, you have these same options, as well as Accept All and Reject All. Bookmarks Bookmarks let you define a location in the text by name. The location may be just one point, or it may be a section of text you highlight. Once you define a location, you can then jump directly to the bookmark within a long document, even if its location has shifted during revisions. Creating Bookmarks Place your insertion point at the location in the text or highlight the text where you want the bookmark. From the Insert menu, select Bookmark. Type a name in the Bookmark name box, and click the Add button. Delete an existing bookmark by selecting it in the list and clicking the Delete button. Using Bookmarks To use the bookmark, select Go To from the Edit menu. Under Go To What, select Bookmark. Then select the bookmark name from the list. You may also go to the bookmark by choosing Bookmark from the Insert menu, clicking on the desired bookmark, and then clicking Go To. Footnotes Word makes creating and printing footnotes easy. You can choose what reference mark will appear in the text and control where in your document the footnotes will appear. Creating Footnotes and Endnotes To create a footnote, follow these five steps: 1. Place the insertion point where you want to add a footnote. 2. Go to the Insert menu and select Footnote to bring up the Footnote and Endnote dialog box. 3. Choose Footnote or Endnote by clicking the appropriate button. 4. Make any changes to formatting and placement here or in the Options menu (see below) and click OK. 5. Type the footnote or endnote in the panel that opens up. 6. Click the Close button.

6 Word 97: Papers & Reports Page 6 Specifying Marks and Numbering Word uses standard numbers (1, 2, 3) as the default to signify footnotes and endnotes, but you may choose other numbers or symbols. To change the number format: 1. Bring up the Footnote and Endnote dialog box by selecting Footnote from the Insert menu. 2. In the Numbering section of the dialog box, check AutoNumber to have the notes number consecutively. 3. Click on the Options button and select the footnote or endnote tab, depending on which you are using. 4. Use the drop down menu to select the type of numbers you want to use. 5. Click OK. To use special symbols as your footnote or endnote marks: 1. Select Custom Mark in the Numbering section of the footnote and endnote dialog box. 2. Type the mark into the field box, or click on Symbol. 3. If you clicked on Symbol, use the drop down menu to scroll through the different fonts until you find the symbol you want to use, click on the symbol, and click OK. 4. Click OK. To restart numbering: 1. From the Footnote and Endnote dialog box, click Options, and select the footnote or endnote tab. 2. In the Start At: field, type in the number that you would like to begin with. 3. In the Numbering section of the window, specify where to restart numbering: Continuous, Restart each section or Restart each page (the latter appears only for footnotes). 4. Click OK. Specifying Placement of Footnotes and Endnotes From the footnote/endnote dialog box, click Options and select the footnote or endnote tab. Tell Word where to Place the note: Bottom of Page, or Beneath Text for footnotes; End of Document or End of Section for endnotes. Editing Footnotes To jump to a footnote in the text, select Go To from the Edit menu, select Endnote or Footnote, and then the footnote number. To edit a footnote or endnote, double-click on the place holder in the text to open the footnote/endnote window. You may also open the window by selecting Footnotes from the View menu. To delete a footnote, delete its marker in the text. To avoid printing footnotes or endnotes for a section of your document, go to the File menu, select Page Setup, and then Layout. Check the Suppress Endnotes box. Table of Contents Lengthy documents often require a table of contents (TOC). Word lets you use your document's headings as TOC entries or create custom entries in TOC fields. Once you've defined entries, you can create the TOC. Creating Heading Entries You can create TOC entries by applying heading styles to existing paragraphs. If you use Word's outlining feature, the outline headings can serve as entries. To create a Heading Entry for your TOC, highlight the text that will be the heading for your table of contents. On the formatting toolbar, use the Style drop down menu (on the far left on the toolbar), to select Heading 1 (or Heading 2-9). Word will mark the selected text as a heading and give it the style defined for that heading.

7 Word 97: Papers & Reports Page 7 Modifying Heading Styles "Style" is the combination of character and paragraph formatting attributes defined for a given paragraph or type of paragraph. Word has several heading styles built in (heading 1, heading 2, etc. in the style menu), but you can alter them to fit the design of your document. From the Format menu, select Style In the Styles: box, highlight the heading (or other element) that you wish to modify. Then click Modify and then Format. Select the element you want to modify (Font, for example). Make any changes in the window that opens up, and click OK. If you want to use the new heading style in other documents that use the current template, be sure to select Add to Template in the Modify Style dialog box. Then click OK and Close the Style window. Any text in that heading style now changes to the new formatting. (For more information on defining and creating styles, see Advanced Formatting). Creating the Table of Contents After you have created the headings, place the insertion point where you want the table to print. From the Insert menu, select Index and Tables and then Table of Contents. Make any changes to the format that you like, and select OK. To update an existing Table of Contents, perhaps after adding additional headings or making revisions that would change the page numbers, position the insertion point anywhere in the Table of Contents and press F9. Index To the right is an example of an index for types of pasta. The steps for creating a table are discussed next and refer to this example. Step 1: Mark the Index Entries The first step in creating an index is to mark the places in your document to which you want to refer your reader. Your "index entry" can be a block of text you've selected, a range of pages you've bookmarked, or just the current position of your cursor. For the example, we went to the pages on which the topics listed in the index are discussed, and then marked our index entries. To mark an index entry, press <Alt>Shift-x. The Mark Index Entry window appears (shown below). P Pasta Fettuccine 3 Linguine 2 Sauces 5-8 Spaghetti 4 Stuffed Manicotti 11 Ravioli 9 Tortellini 10 In the Main Entry field, type the main heading you want in your index ("Pasta" in the example). If you have selected a block of text, it appears in this field automatically. In the Subentry field, type the text you want to appear below or beside the main entry in your index ("Fettuccine," for example). To create a level below the subentry, type the subentry, a colon (:), and then the second level entry ("Stuffed:Manicotti," for example.) You have three options for the references to your reader: To refer the reader to the page on which the entry appears, select Current Page. If you do not want to give the page number for the current entry but want the reader to refer elsewhere in your index instead, select Cross-reference, and complete the Cross-reference field. If you are referring the reader to a range of pages you have bookmarked ("Sauces" in the example), select the Page Range field, and then select the bookmark from the drop down list.

8 Word 97: Papers & Reports Page 8 After making your selections, click on the Mark button. Word records the index entry. You can continue marking entries as necessary. When you finish, Close the Mark Index Entry window. Step 2: Create the Index When you want to compile the index, follow these steps: 1. Position the insertion point where you want to insert the index. 2. Select Index and Tables from the Insert menu and click on the Index tab. 3. Select the format and any additional options, and then click on the OK button. Word automatically generates the index and includes any entries in the subdocuments. To update an existing index, position the insertion point anywhere in the index and press F9. This document is a publication of Academic Technology Networks at The University of North Carolina. It may be copied for individual or non-profit use. Please send comments about this publication to CB# 3450, 402 Hanes Hall, Chapel Hill, NC, or to atndocs@unc.edu. Author: Debbie Best. Editor: Jennifer Haytock. Revision date: June 30, Print date: March 30, ATN Document dww25