Word 2010 Level 2
Table of Contents INTRODUCTION... 1 LONG DOCUMENTS V SHORT DOCUMENTS... 2 SECTION BREAKS... 2 PAGE LAYOUT BREAKS... 2 Section break examples... 2 Inserting Section Breaks... 3 Deleting Section breaks... 3 FORMATTING SECTIONS DIFFERENTLY... 3 CHANGING PAGE ORIENTATION... 4 COLUMNS... 4 CHANGING THE ALIGNMENT OF TEXT ON A PAGE... 4 HEADERS AND FOOTERS... 5 INSERT A PREDEFINED HEADER OR FOOTER... 5 INSERT A CUSTOM HEADER OR FOOTER... 6 MAKE THE FIRST PAGE HEADER OR FOOTER DIFFERENT FROM THE REST OF THE PAGES... 7 CREATE ODD AND EVEN HEADERS OR FOOTERS IN A DOCUMENT THAT DOES NOT YET USE HEADERS OR FOOTERS... 7 USE A DOCUMENT'S SECTION BREAKS TO VARY THE HEADER OR FOOTER... 7 USE THE SAME HEADER OR FOOTER ACROSS SECTION BOUNDARIES... 8 PAGE NUMBERS... 8 FORMATTING PAGE NUMBERS... 9 RESTARTING PAGE NUMBERING IN A NEW SECTION... 9 DOCUMENT TEMPLATES... 10 USING A TEMPLATE... 10 INSERTING SYMBOLS... 11 INSERTING EQUATIONS... 11 GRAPHICS IN WORD... 12 PICTURE... 12 Common Picture Formatting Options... 12 CLIP ART... 12 SMART ART... 13 Editing SmartArt Graphics... 14 CHART... 15 Edit Data... 15 Edit Look of Chart... 15 DELETING OBJECTS PICTURES, CLIP ART, SMARTART, CHARTS... 15 WATER MARKS... 16 CUSTOM WATERMARK... 16 Computer Training Centre tcentre@ucc.ie 4903749/3751/3752 i
Deleting a Watermark... 16 FOOTNOTES AND ENDNOTES... 17 INSERTING A FOOTNOTE... 17 VIEWING FOOTNOTES AND ENDNOTES... 17 EDITING FOOTNOTES AND ENDNOTES... 18 Moving or Copying Notes... 18 TO DELETE A FOOTNOTE OR ENDNOTE... 18 FINDING NOTES... 18 RESTARTING NUMBERING FOR NOTES WITHIN A DOCUMENT... 18 CREATING AN INDEX... 19 STEP ONE MARK INDEX ENTRIES... 19 Further Index Options... 19 STEP TWO - INSERTING THE INDEX... 19 STYLES QUICK STYLES... 20 STYLE OPTIONS... 20 CREATE A TABLE OF CONTENTS... 20 STEP 1 - MARK ENTRIES BY USING BUILT-IN HEADING STYLES... 20 STEP TWO INSERT TABLE OF CONTENTS... 21 UPDATE THE TABLE OF CONTENTS... 21 DELETE A TABLE OF CONTENTS... 21 CREATE A BIBLIOGRAPHY... 22 ADD A NEW CITATION AND SOURCE TO A DOCUMENT... 22 FIND A SOURCE... 22 EDIT A CITATION PLACEHOLDER... 23 CREATE A BIBLIOGRAPHY... 24 TRACK CHANGES... 24 TRACK CHANGES WHILE YOU EDIT... 24 TURN OFF CHANGE TRACKING... 24 ACCEPTING REJECTING CHANGES... 25 FILE TAB OPTIONS... 26 SAVING OPTIONS... 26 PDF XPS... 26 PRINTING & PRINT PREVIEW... 26 ADDING A BUTTON TO THE QUICK ACCESS TOOLBAR... 27 REMOVING A BUTTON FROM THE QUICK ACCESS TOOLBAR... 27 THE INFO MENU... 28 PROTECT DOCUMENT... 28 PREPARE FOR SHARING... 29 NOTES... 30 Computer Training Centre UCC ii
INTRODUCTION This manual hopes to help enhance your skills with Microsoft Office Word 2010. By now you should have had some experience of the new Ribbon Interface also known as the Fluent User Interface. The aim of the ribbon is to make the features of word more accessible to users. In this course we will look in detail at Page Layout and the use of section breaks to order our documents. We will also look at indexes tables of contents and the use of track changes Computer Training Centre UCC 1
LONG DOCUMENTS V SHORT DOCUMENTS The formatting and page layout decisions that are made in a document depend on the length and purpose of the document. Longer documents may require sections that are individually formatted: for example a cover page with no page number or header, one landscape page in a document full of portrait orientated pages. How do we create these individual areas/sections? SECTION BREAKS When a new word document is created it contains one section. The majority of Word users would at some point have made use of Insert Page Break; this gives us a new blank sheet. This sheet is part of the original section it does not create a new one. PAGE LAYOUT BREAKS Section breaks are used to divide up a document in to separate spaces. Theses space can then be formatted individually. Section breaks are located in the Page Layout Tab, in the Page Setup Group You can change the following formats for individual sections: Margins Paper size or orientation Paper source for a printer Page borders Vertical alignment of text on a page Headers and footers Columns Page numbering Line numbering Footnotes and endnotes SECTION BREAK EXAMPLES The following examples show the types of section breaks that you can insert. (In each illustration, the double dotted line represents a section break.) NEXT PAGE The Next Page command inserts a section break and starts the new section on the next page. This type of section break is especially useful for starting new chapters in a document. Computer Training Centre UCC 2
CONTINUOUS The Continuous command inserts a section break and starts the new section on the same page. A continuous section break is useful for creating a formatting change, such as a different number of columns, on a page. EVEN/ODD PAGE The Even Page or Odd Page command inserts a section break and starts the new section on the next even-numbered or odd-numbered page. If you want document chapters always to begin on an odd page or on an even page, use the Odd page or Even page section break option. INSERTING SECTION BREAKS Position the cursor just before the beginning of the new section Click on the Page Layout Tab Click on Breaks Select the required section break type. DELETING SECTION BREAKS Click on the Show/Hide button in the Paragraph group on the Home Tab Position the cursor to the left of the new visible section break Hit the Delete Key on the Keyboard FORMATTING SECTIONS DIFFERENTLY The picture below shows a 3 page document that has been divided in to 3 sections. The second section has had its orientation changed from portrait to landscape. This is possible due to the presence of section breaks. The red lines above represent where the section breaks were inserted. Computer Training Centre UCC 3
CHANGING PAGE ORIENTATION Click into the section whose orientation is to be changed Click on the Page Layout Tab From the Page Setup Group click the orientation button COLUMNS By default each page in a Word document is formatted to contain one column. If you are creating a flyer or newsletter you may need to have a number of columns of text. Highlight the text to be divided in two columns Click on to the Page Layout Tab From the Page Setup Group click on Columns If the default column set ups don t suit use the More Columns button to customise the layout. NOTE SHOW/HIDE If you turn on the Show/Hide button (located on the home tab in the paragraph group) you will see that two continuous section breaks were added to allow the formatting to occur. CHANGING THE ALIGNMENT OF TEXT ON A PAGE By default all pages align text from the top of the page. Which sections you can choose to have the text aligned from the top, bottom or centre of the page. The page on the left of the picture above has the text aligned to centre and on the right it is aligned to top. Computer Training Centre UCC 4
TO CHANGE THE ALIGNMENT Click in to the relevant section Click on to the Page Layout Tab Click on the Dialog Box Launcher button on the lower right of the Page Setup Group In the widow the displays, select the Layout Tab Approximately half way down the window; change the vertical alignment. We will look at how to have different formats for page numbers and headers and footers in the next part of the course. For now consider in longer documents the parts that might benefit from being considered as separate sections. Example below Cover Page No page number Table of Contents Number formatted as roman numerals instead of proper digits Page displaying a chart or diagram may best be suited to having a landscape orientation. HEADERS AND FOOTERS Headers and footers are areas in the top, bottom, and side margins of each page in a document. You can insert or change text or graphics in headers and footers. For example, you can add page numbers, the time and date, the university logo, the document title or file name, or the author's name. INSERT A PREDEFINED HEADER OR FOOTER 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Click the header or footer design that you want. The header or footer is inserted on every page of the document. 3. Click in to the header of footer to edit its contents If you want to switch to a different predefined header or footer, repeat these steps, and choose a different header or footer from the gallery. Computer Training Centre UCC 5
INSERT A CUSTOM HEADER OR FOOTER 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Click Edit Header or Edit Footer. 3. Type text or insert graphics and other content by using the options in the Insert group on the Design tab, under the Header & Footer Tools tab. The design tab appears only after you ve selected to edit the header or footer. 4. Once you ve finished editing the header or footer click the Close Header and Footer button on the Design tab. NOTE To save the header or footer that you created to the gallery of header or footer options, select the text or graphics in the header or footer, and then click Save Selection as New Header or Save Selection as New Footer. This option in located in the Insert tab, under the relevant Header/Footer button. Computer Training Centre UCC 6
MAKE THE FIRST PAGE HEADER OR FOOTER DIFFERENT FROM THE REST OF THE PAGES 1. On the first page of the document, double click the header or footer area. 2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box. 3. Create a header or footer, or make changes to the existing header or footer, on the first page. CREATE ODD AND EVEN HEADERS OR FOOTERS IN A DOCUMENT THAT DOES NOT YET USE HEADERS OR FOOTERS 1. Click an odd-numbered page, such as the first page of your document. 2. On the Insert tab, in the Header & Footer group, click Header or Footer. 3. In the gallery of headers or footers, click a design labelled (Odd Page), such as Austere (Odd Page). 4. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different Odd & Even Pages check box. 5. Under Header & Footer Tools, on the Design tab, in the Navigation group, click Next Section to advance the cursor to the header or footer for even-numbered pages. 6. Under Header & Footer Tools, on the Design tab, in the Header & Footer group, click Header or Footer. 7. In the gallery of headers or footers, click a design labelled (Even Page), such as Austere (Even Page). USE A DOCUMENT'S SECTION BREAKS TO VARY THE HEADER OR FOOTER If your document is already divided into sections, you can use the section breaks to configure headers and footers. To see how to divide a document in to sections please see pages 1 and 2. 1. Starting at the beginning of the document, click in the first section for which you want to vary the header or footer. 2. On the Insert tab, in the Header & Footer group, click Header or Footer. Computer Training Centre UCC 7
3. Click Edit Header or Edit Footer. 4. On the Headers & Footers Tools/Design tab, in the Navigation group, click Link to Previous to break the connection between the header or footer in this section and the previous section. 5. Edit the existing header or footer, or create a new header or footer for this section. 6. In the Navigation group of the Design tab (Header & Footer tools tab), click Next Section to advance the cursor to the header or footer of the next section. 7. On the Headers & Footers tab, in the Navigation group, click Link to Previous to break the connection between the header or footer in this section and the previous section. 8. Change the existing header or footer, or create a new header or footer for this section. 9. Repeat the previous three steps for all of the sections in the document. USE THE SAME HEADER OR FOOTER ACROSS SECTION BOUNDARIES In a document where the header or footer varies by section, you can make the header or footer the same across section boundaries. 1. Double-click the header or footer that you want to preserve across section boundaries. 2. On the Headers & Footers tab, in the Navigation group, click Next Section. 3. Click Link to Previous. 4. Office Word 2010 will ask if you want to delete the header and footer and connect to the header and footer in the previous section. Click Yes. PAGE NUMBERS Page numbers can be inserted on their own or as part of a header or footer. If using Current Position note the position of your cursor before inserting the page number. Insert Tab Header and Footer Group Note some gallery footers contain page numbers already. Computer Training Centre UCC 8
FORMATTING PAGE NUMBERS We have seen how the use of section breaks allows us to format areas of a document differently. One of the areas mentioned was page numbers. We can have the numbers in a different format such as roman numerals or we can restart the page numbering at the start of each section. Insert the Page Number (either separately or as part of the footer) Insert Tab Header and Footer Group Page Number Click on the Page Number Button again to access the Format Page Numbers option (ensure the page number is still selected in already inserted) In the window that displays you can choose the format of the page number, proper digits, roman numerals etc. RESTARTING PAGE NUMBERING IN A NEW SECTION By default the page number will continue over the different sections. To change this, do the following Click on to the page number you wish to reformat Insert, Page Number, Format Page Numbers Start at this option allows you to restart the page numbering for the selected section to one. Computer Training Centre UCC 9
DOCUMENT TEMPLATES You can start with a blank document and save it as a template, or you can create a template that is based on an existing document or template. Start with a blank file Click the File tab, and then click New. 1. Click Blank document, and then click Create. 2. Make the changes that you want to the margin settings, page size and orientation, styles, and other formats. You can also add instructional text, headers and footers, content controls such as a date, and graphics that you want to appear in all new documents that you base on the template. 3. Click the File tab, and then click Save As. In the Save As dialog box, On a computer that is running Windows 7, scroll to the top of the folder list, and under Microsoft Word click Templates. 4. Give the new template a file name, select Word Template in the Save as type list, and then click Save. USING A TEMPLATE Click the Microsoft File Tab, and then click New. From the window that displays click My Templates Select the template you require. Edit the file as required, save and name the file as normal. Computer Training Centre UCC 10
INSERTING SYMBOLS 1) Click where you want to insert the symbol. 2) On the Insert tab, in the Symbols group, click Symbol. 3) Do one of the following: a) Click the symbol that you want in the drop-down list. b) If the symbol that you want to insert is not in the list, click More Symbols. In the Font box, click the font that you want, click the symbol that you want to insert, and then click Insert. INSERTING EQUATIONS 1. Click where you want to insert the equations 2. One the Insert tab, in the Symbols group, click Equations a. Click on the arrow on the Equations button to choose from an existing short list 3. Other wise use the Equation Tools Tab that appears 4. Click in to the Type equation here place holder to begin 5. Click on the required elements of the equation from the Design tab that opened. Note: Word is not Excel and will not calculate answers! Computer Training Centre UCC 11
GRAPHICS IN WORD Insert Tab Illustrations Group PICTURE Click to where you want the picture inserted. Click on the Picture button The Pictures folder on the PC should open Select the required picture Once Inserted an additional tab will display This Picture Tools tab can be used to format the selected picture in many ways COMMON PICTURE FORMATTING OPTIONS Crop to eliminate part of the inserted picture found in the Size Group Text Wrapping Select square to make it easy to reposition the pictures located in the Arrange Group The Picture Styles Group allows for the selected image to be edited in many ways, its shape can be altered, shadows and boards can be added. Adjust Group allows for the brightness and contract of the image to be altered. CLIP ART Microsoft s built in collection of graphics. Click to where the Clip Art Graphic is to be displayed Click the Clip Art Button In the task pane on the right hand side search for a relevant clip art Choose an image Click to insert it Editing a Clip Art Image To edit a clip art image click on to it. The Addition Picture Tools Tab will display Use this tab to edit the clip art image as you would a picture. Computer Training Centre UCC 12
SMART ART SmartArt items are graphics and diagrams that can be created to help arrange information. Click on the SmartArt graphic button Choose a graphic from the window that appears. In the Text Boxes that are displayed type in the information for the Diagram Use the SmartArt Tools tabs to change the design and format of the graphic. Computer Training Centre UCC 13
EDITING SMARTART GRAPHICS Extra elements/shapes can be added to a SmartArt graphic using the Create Graphic options in the Design tab. Extra items can be added above below before or after depending on the graphic that has been inserted. Select the Smart Art Graphic In the Design Tab that appears Click the Add Shape Button in the Create Graphic group The options will differ depending on the selected Graphic Select required location of the shape The Format Tab that appears can also be used to format the graphic and the objects in the graphic. SAMPLE DIAGRAMS CREATED USING SMARTART Computer Training Centre UCC 14
CHART Position the Cursor where you need the chart to be displayed Insert Illustration Click the Chart button Select the required Chart The screen will divide in two, displaying word on the left and excel on the right. In the Excel half edit the range of cells inside the blue line in order to create your chart o This line can be dragged up, down; left and right, in order include or exclude cells. Close Excel to return to your word document EDIT DATA Right Click on the Chart Select Edit Data from the drop down menu Or Click on to the chart and from the Chart Tools Design Tools click Edit Data. EDIT LOOK OF CHART Click on to the Chart Use the Chart Tools Tabs to Edit the Chart DELETING OBJECTS PICTURES, CLIP ART, SMARTART, CHARTS Click on the Object to Select it Click Delete on the key board Note: Any of the above objects can be cut, copied or pasted between files. Computer Training Centre UCC 15
WATER MARKS Watermarks are text or pictures that appear behind document text. They often add interest or identify the document status, such as marking a document as a Draft. You can see watermarks in Print Layout view and Full Screen Reading view or in a printed document. 1. On the Page Layout tab, in the Page Background group, click Watermark. Choose to create a custom water mark or choose from the set ones displayed CUSTOM WATERMARK 1. Click on the Watermark button 2. Choose Custom watermark 3. From the window that appears select weather you want a picture or text. 4. Click on the relevant radio button If Picture Watermark click Select Picture to choose an image from your computer Washout will lighten the picture so as that text can be read over it If text Edit the Text Choose a Font, font colour and direction. 5. Click OK to return to your document DELETING A WATERMARK 1. On the Page Layout tab, in the Page Background group, click Watermark 2. Click Remove Watermark Computer Training Centre UCC 16
FOOTNOTES AND ENDNOTES Footnotes and endnotes are used in documents and books to show the source of borrowed material or to enter explanatory or supplementary information. Footnotes go at the bottom of a page and endnotes are placed at the end of a document. INSERTING A FOOTNOTE Footnotes are easier to work with in Draft View. ( References Tab and click on Draft) 1. In Draft view, position the cursor after the word you want the footnote (or endnote) to appear. 2. From the References tab, choose Insert Footnote 3. Word inserts the note reference mark, opens the note pane, and moves the insertion point to the note pane 4. Type the text in the note pane and when completed click anywhere above the footnote area. 5. If you would like to view more options when inserting footnotes click the Dialog box launcher on the Footnotes group rather than just choosing the Insert Footnote button. 6. In the dialog box displayed select the Footnote (or Endnote) option. 7. Word numbers the note automatically. Click the drop down list beside Number format and choose which format you wish to use. 8. You can also choose a custom mark 9. The numbers can be Continuous or be set to Restart each section or Restart each page 10. Once all options have been chosen, click the Insert button. 11. Word inserts the note reference mark, opens the note pane, and moves the insertion point to the note pane 12. To view the document, from the View tab choose Print Layout view. Note: It is possible to change the number format of footnotes or endnotes already inserted. Select the note mark in the main document. From the References tab, click the dialog box launcher in the Footnotes group. Change the number format i.e. ABC and MAKE SURE TO CHOOSE APPLY CHANGES TO: WHOLE DOCUMENT, click Apply to close the dialog box. VIEWING FOOTNOTES AND ENDNOTES To view footnotes and endnotes: Double-click a note reference mark. In Draft view, the footnote pane is displayed and the insertion point moves to the note text that corresponds to the selected note reference mark. You can also view notes by choosing Show notes from the Reference Tab. In Draft view, the note pane opens in the view that was most recently selected. You can switch between viewing footnotes and endnotes, Select All Footnotes or All Endnotes in the Notes box at the top of the note pane. Computer Training Centre UCC 17
EDITING FOOTNOTES AND ENDNOTES If you re working in Draft view, be sure to double-click the reference mark to display the text in the note pane. MOVING OR COPYING NOTES 1. In the document window, select the note reference mark you want to move or copy. 2. Do one of the following: a. To move the note reference mark, highlight and drag the note reference mark to the new location. b. To copy the note reference mark in Windows, highlight the note reference mark, hold down the Ctrl key and drag the note reference mark to the new location. TO DELETE A FOOTNOTE OR ENDNOTE To delete a note follow the following steps: 1. Select the footnote/endnote number or symbol in your document. 2. Press the Delete or Backspace key. Word automatically deletes the note from the note area of the document, renumbers any numbered notes, and reformats other notes there to close up the empty space. FINDING NOTES To go directly to any note: 1. From the Home tab, choose Go To. 2. In the Go To What box, select Footnote or Endnote. 3. Type the number of the note in the Enter Footnote box, and then choose the Go To button. 4. When you have completed the search, click the Close button. RESTARTING NUMBERING FOR NOTES WITHIN A DOCUMENT 1. If you would like to view more options when inserting footnotes click the Dialog box launcher on the Footnotes group in the References Tab rather than just choosing the Insert Footnote button. 2. Under Numbering the numbers of the footnotes/endnotes can be Continuous or be set to Restart each section or Restart each page 3. Once all options have been chosen, click the Apply button. Computer Training Centre UCC 18
CREATING AN INDEX An index lists the terms and topics that are discussed in a document, along with the pages that they appear on. To create an index, you mark the index entries by providing the name of the main entry and the cross-reference in your document, and then you build the index. STEP ONE MARK INDEX ENTRIES 1. To use existing text as an index entry, select the text. 2. On the References tab, in the Index group, click Mark Entry. 3. The selected text will be displayed in the main entry field in the window that opens. 4. Click Mark To mark all occurrences of this text in the document, click Mark All. 5. Repeat these steps until all the required index entries are marked. FURTHER INDEX OPTIONS SUBENTRY A subentry is an index entry that falls under a more general heading. For example, the index entry "planets" could have the subentries "Mars" and "Venus." To create a subentry, type the text in the Subentry box. CROSS-REFERENCE To create a cross-reference to another entry, click Cross-reference under Options, and then type the text for the other entry in the box. STEP TWO - INSERTING THE INDEX After you mark the entries, you are ready to select an index design and insert the index into your document. 1. Click where you want to add the index. 2. On the References tab, in the Index group, click Insert Index 3. Select a design in the Formats box to use one of the available index designs. 4. Select the tab leader required, the page number position and the number of columns required 5. Click OK to insert the Index Computer Training Centre UCC 19
STYLES QUICK STYLES In Microsoft Office Word 2010, you can choose a set of styles that are designed to work together. The style colours and formats in a single style set create an attractive and readable document. All you have to do is choose the Quick Style set that is appropriate for the document that you are creating and then apply the styles from the convenient Quick Styles gallery while you create your document. You can also apply a different Quick Style set at any time. 1. On the Home tab, in the Styles group, click Change Styles, and then point to Style Set. 2. Click a Quick Style set, such as Modern. The gallery of Quick Styles changes to reflect the Quick Style set that you clicked. You can then use all of the styles in the gallery to build your document. Heading Styles are used by Word to build up table of contents. STYLE OPTIONS 1. On the Home tab, in the Styles group, click Change Styles 1. To Alter the Colour scheme used Click Colours 2. To Alter the Font scheme used Click Fonts. Note: Style options can be customised by going to Create New Theme Colours and Create New Theme Fonts in the respective menus. CREATE A TABLE OF CONTENTS You create a table of contents by choosing the heading styles for example, Heading 1, Heading 2, and Heading 3 that you want to include in the table of contents. Microsoft Office Word searches for headings that match the style that you chose formats and indents the entry text according to the heading style, and then inserts the table of contents into the document. STEP 1 - MARK ENTRIES BY USING BUILT-IN HEADING STYLES 1. Select the text to which you want to apply a heading style. 2. On the Home tab, in the Styles group, click the style that you want. For example, if you selected text that you want to style as a main heading, click the style called Heading 1 in the Quick Style gallery. If a piece of text is a sub-topic of this Heading 1, then use Heading 2 etc. 3. Repeat steps one and two for all headings to be included in the table of contents. Computer Training Centre UCC 20
STEP TWO INSERT TABLE OF CONTENTS 1. Click where you want to insert the table of contents, usually at the beginning of a document. 2. On the References tab, in the Table of Contents group, click Table of Contents 3. Select the Table of Contents style you want Note: For more options click Insert Table of Contents to open the Table of Contents dialog box. Choose Table Format, Page number format, and select how many levels to display. There are 9 heading styles in Word so up to 9 levels can be included, though the norm is for 3. UPDATE THE TABLE OF CONTENTS If you added or removed headings or other table of contents entries in your document, you can quickly update the table of contents. 1. On the References tab, in the Table of Contents group, click Update Table. 2. Click Update page numbers only or Update entire table. DELETE A TABLE OF CONTENTS 1. On the References tab, in the Table of Contents group, click Table of Contents. 2. Click Remove Table of Contents. Computer Training Centre UCC 21
CREATE A 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 2010, 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. ADD A NEW CITATION AND SOURCE TO A DOCUMENT When you add a new citation to a document, you also create a new source that will appear in the bibliography. 1. On the References tab, in the Citations & Bibliography group, click the arrow next to Style. 2. Click the style that you want to use for the citation and source. In UCC this is normally MLA but do check with your department. 3. Click at the end of the sentence or phrase that you want to cite. 4. On the References tab, in the Citations & Bibliography group, click Insert Citation. 5. Do one of the following: To add the source information, click Add New Source. To add a placeholder, so that you can create a citation and fill in the source information later, click Add new placeholder. A question mark appears next to placeholder sources in Source Manager. 6. Begin to fill in the source information by clicking the arrow next to Type of source. For example, your source might be a book, a report, or a Web site. 7. Fill in the bibliography information for the source. To add more information about a source, click the Show All Bibliography Fields check box. FIND A SOURCE The list of sources that you consult or cite can become quite long. At times you might search for a source that you cited in another document by using the Manage Sources command. 1. On the References tab, in the Citations & Bibliography group, click Manage Sources. Computer Training Centre UCC 22
If you open a new document that does not yet contain citations, all of the sources that you used in previous documents appear under Master List. If you open a document that includes citations, the sources for those citations appear under Current List, and all sources that you have cited, either in previous documents or in the current document, appear under Master List. 2. To find a specific source, do one of the following: In the sorting box, sort by author, title, citation tag name, or year, and then search the resulting list for the source that you want to find. In the Search box, type the title or author for the source that you want to find. The list dynamically narrows to match your search term. Note You can click the Browse button in Source Manager to select another master list from which you can import new sources into your document. For example, you might connect to a file on a share, on a research colleague's computer or server, or on a Web site that is hosted by a university or research institution. EDIT A CITATION PLACEHOLDER Occasionally, you may want to create a placeholder citation, and then wait until later to fill in the complete bibliography source information. Any changes that you make to a source are automatically reflected in the bibliography, if you have already created one. A question mark appears next to placeholder sources in Source Manager. 1. On the References tab, in the Citations & Bibliography group, click Manage Sources. 2. Under Current List, click the placeholder that you want to edit. Note Placeholder sources are alphabetized in Source Manager, along with all other sources, based on the placeholder tag name. Placeholder tag names are numbers by default, but you can customize the placeholder tag name with whatever tag you want. 3. Click Edit. 4. Begin to fill in the source information by clicking the arrow next to Type of source. For example, your source might be a book, a report, or a Web site. 5. Fill in the bibliography information for the source. Use the Edit button to fill in fields instead of having to type names in the appropriate format. To add more information about a source, click the Show All Bibliography Fields check box. Computer Training Centre UCC 23
CREATE A BIBLIOGRAPHY You can create a bibliography at any point after you insert one or more sources in a document. If you don't have all of the information that you need about a source to create a complete citation, you can use a placeholder citation, and then complete the source information later. Note Placeholder citations do not appear in the bibliography. 1. Click where you want to insert a bibliography, usually at the end of the document. 2. On the References tab, in the Citations & Bibliography group, click Bibliography. 3. Click a predesigned bibliography format to insert the bibliography into the document. TRACK CHANGES The Tracked Changes feature in Word makes it easy for you and your colleagues to collaborate on documents. TRACK CHANGES WHILE YOU EDIT 1. Open the document that you want to revise. 2. On the Review tab, in the Tracking group, click the Track Changes image. To add a track changes indicator to the status bar, right-click the status bar and click Track Changes. Click the Track Changes indicator on the status bar to turn track changes on or off. 3. Make the changes that you want by inserting, deleting, moving, or formatting text or graphics. You can also add comments using the new comment button. TURN OFF CHANGE TRACKING On the Review tab, in the Tracking group, click the Track Changes image. If you customized the status bar to include a track changes indicator, clicking Track Changes in the Tracking group will also turn off the indicator in the status bar. Computer Training Centre UCC 24
ACCEPTING REJECTING CHANGES 1. On the Review tab, in the Tracking group, click the arrow next to Show Mark-up. 2. Make sure a check mark appears next to each of the following items: Comments Ink Annotations Insertions and Deletions Formatting Reviewers (Point to Reviewers and make sure that All Reviewers is selected.) If a check mark does not appear next to an item, click the item to select it. 3. On the Review tab, in the Changes group, click Next or Previous. 4. Do one of the following: In the Changes group, click Accept. In the Changes group, click Reject. In the Comments group, click Delete. 5. Repeat steps 3 and 4 until all the tracked changes in the document have been accepted or rejected and all the comments have been deleted. Notes If you know that you want to accept all the changes, click Accept, and then click Accept All Changes in Document. If you know that you want to reject all the changes, click Reject, and then click Reject All Changes in Document. To remove all comments, you must delete them. In the Comments group, click the arrow next to Delete, and then click Delete All Comments in Document. Computer Training Centre UCC 25
FILE TAB OPTIONS SAVING OPTIONS Save document in the format it is already in Save as another document type Save and send attached to an email PDF XPS This creates a PDF version of your document. This can then be published online etc. Please note this is not the same as having Adobe Writer. Once the PDF is created if you decide to edit the file you will need to open the original word document, edit it, and then do a save as to create a refreshed PDF version of the file. PRINTING & PRINT PREVIEW Click on the File Tab Select Print Computer Training Centre UCC 26
ADDING A BUTTON TO THE QUICK ACCESS TOOLBAR As this is the only place the printing options are located and since you may require them regularly you might consider adding the Quick Print and Print Preview to the Quick Access Toolbar. Right click on the menu item you wish to add From the menu that displays select Add to Quick Access Toolbar REMOVING A BUTTON FROM THE QUICK ACCESS TOOLBAR Right click on the button on the Quick Access Toolbar From the menu that displays select Remove from Quick Access Toolbar Computer Training Centre UCC 27
THE INFO MENU The prepare menu contains some nice features such as Mark as Final and Run Compatibility Checker however there are additional features such as Inspect Document, Encrypt Document, Restrict Permissions and Add Digital Signature that need to be understood and if used, used with care. PROTECT DOCUMENT Clicking Protect Document lets you encrypt (which includes setting a password) your document before sending it to others. We would not recommend doing this as if the password is forgotten the data cannot be retrieved. It also allows you to Restrict Permission: To enable you to limit the functionality of a document while still allowing others to view it, and, if they have the necessary permissions, work with it. This feature is an add-on that needs to be bought; it is not available in UCC. Before you share an electronic copy of a Microsoft Office document with other people, you can use the Mark as Final command to make the document read-only and prevent changes to the document. When a document is marked as final, typing, editing commands, and proofing marks are disabled or turned off and the document becomes read-only. Additionally, the Status property of the document is set to Final. The Mark as Final command helps you communicate that you are sharing a completed version of a document. It also helps prevent reviewers or readers from making inadvertent changes to the document. Lastly it allows files to be signed digitally and therefore be verified by a recipient. Again this feature is a commercial add-on that needs to be purchased. UCC does not have a license for this. Note: This is not a security feature, the mark as final can be removed by the recipient of the file and the file will be editable once more. Its use is merely to convey that you believe this to be a completed work. Computer Training Centre UCC 28
PREPARE FOR SHARING You can check your document for obvious issues that might cause problems in earlier versions of word here: Further information and training can be found on the MS Office website. http://office.microsoft.com/en-us/support/training-fx101782702.aspx Computer Training Centre UCC 29
NOTES Computer Training Centre UCC 30