Course Code: ACAD07 MS Word Managing Long Documents

Transcription

1 Learning Development Unit Training and Skills Development Programme Course Code: ACAD07 MS Word Managing Long Documents

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3 MS Word 2007: Managing Long Documents (ACAD07) Author: Sonia Lee Cooke (This course is based on a previous course developed in 2002) Version 1.0, October University of Birmingham All rights reserved; no part of this publication may be photocopied, recorded or otherwise reproduced, stored in a retrieval system or transmitted in any form by any electrical or mechanical means without permission of the copyright holder. Trademarks: Microsoft Windows is a registered trademark of Microsoft Corporation. All brand names and product names used in this handbook are trademarks, registered trademarks, or trade names of their respective holders. MS Word 2007 Managing Long Documents (ACAD07)

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5 Contents Page No. INTRODUCTION... 1 WORKING WITH STYLES AND TEMPLATES... 1 WHAT IS A STYLE... 2 PARAGRAPH, CHARACTER AND LINKED STYLES... 2 THE STYLES DIALOGUE BOX... 3 APPLY MS WORD BUILT-IN STYLES... 4 KEYBOARD SHORTCUTS FOR STYLES... 5 CREATE A NEW STYLE FROM EXISTING FORMAT... 6 CREATE A NEW STYLE USING THE STYLES DIALOGUE BOX... 6 MODIFYING EXISTING STYLES... 8 DELETING STYLES... 9 VIEWING STYLE INFORMATION STYLES DIALOGUE BOX STYLE INSPECTOR AND REVEAL FORMATTING STYLE AREA PANE AUTOFORMAT AND STYLES HEADINGS AND STRUCTURED DOCUMENTS OUTLINE VIEW THE DOCUMENT MAP CONTENTS AND INDEXES TABLE OF CONTENTS EDIT AND UPDATE TABLE OF CONTENTS INDEXES MARK INDEX ENTRY DIALOGUE BOX CONCORDANCE FILES TABLE OF FIGURES DOCUMENTS AND TEMPLATES BUILT-IN AND CUSTOM TEMPLATES CREATE A NEW TEMPLATE BASED ON AN EXISTING TEMPLATE SAVING A TEMPLATE OPENING AN EXISTING TEMPLATE MODIFY AN EXISTING TEMPLATE ATTACHING AN EXISTING TEMPLATE TO A DOCUMENT THE ORGANISER GLOBAL TEMPLATES CAPTIONS INLINE AND FLOATING GRAPHICS ADD A CAPTION TO A GRAPHIC OBJECT AUTOCAPTION CROSS-REFERENCING INSERT A CROSS-REFERENCE UPDATING CROSS-REFERENCES BOOKMARKS ADD A BOOKMARK TO A DOCUMENT DELETE BOOKMARKS FROM A DOCUMENT GO TO A SPECIFIC BOOKMARK MS Word 2007 Managing Long Documents (ACAD07) i

6 DISPLAY BOOKMARK SYMBOLS FOOTNOTES AND ENDNOTES INSERTING A FOOTNOTE OR ENDNOTE INSERT FOOTNOTES OR ENDNOTES FROM A DIFFERENT VIEW EDITING FOOTNOTES OR ENDNOTES DELETING A FOOTNOTE OR ENDNOTE FINDING THE NEXT OR PREVIOUS FOOTNOTE OR ENDNOTE REFERENCE NUMBER CONVERTING ALL FOOTNOTES TO ENDNOTES ii MS Word 2007 Managing Long Documents (ACAD07)

7 About the workbook The workbook is designed as a reference for you to use after the course has finished. The workbook is yours to take away with you so feel free to make any notes you need in the workbook itself The workbook is divided into sections with each section explaining about a particular feature of the program or how to do a particular task. Sections that take you through a particular procedure step-by-step look like this: How to do something 1. Do this first. 2. Then do this. 3. Then do this to finish. There are also a number of text boxes to watch out for throughout the workbook. These will help you to get the most out of the course. Tip The thumbs up symbol in the margin indicates a tip. These tips will help you work more effectively. Danger! The skull and crossbones picture in the margin indicates common mistakes or pitfalls to be avoided. MS Word 2007 Managing Long Documents (ACAD07) iii

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9 Introduction The effort involved in maintaining the integrity of a document can be a major challenge. This is particularly the case when the document is long with different styles, Captions, Cross References, Footnotes and Endnotes. MS Word 2007 contains a number of features aimed at minimising the effort required to manage a long document. This document is written to accompany the course on MS Word 2007 Managing Long Documents (ACAD07). However, it can also be used independently by anyone with existing knowledge of MS Word Working with Styles and Templates Styles and templates are intended to help reduce the effort required to create consistent documents. In essence, a style is a named set of formats and a template is a document blueprint which includes a set of predefined styles. Styles are commonly used to format elements, such as headings and captions that occur with consistent formatting throughout a document. Templates can be employed when consistency is required across more than one document. First Heading Five separate formats have been used to format the example headings shown here. Instead of applying each format to each heading in a document, one style could be applied to achieve the same visual effect. Second Heading Because it is possible to change the formats associated with a style, the formatting for all headings in a document can be changed in one operation. First Heading Five separate formats have been used to format the example headings shown here. Instead of applying each format to each heading in a document, one style could be applied to achieve the same visual effect. Second Heading Because it is possible to change the formats associated with a style, the formatting for all headings in a document can be changed in one operation. One of the benefits of using styles is illustrated in the example above. Imagine the case where all headings in a document are to be formatted in Bodoni, 24pt, bold, italic and centred. Here it makes sense to format each heading with a single style rather than five individual formats. It is also possible to change the formatting of these headings throughout the document simply by changing the formatting associated with the style itself. It would not be necessary to revisit individual headings if it was decided to reduce their size from 24pt to 18pt. MS Word 2007 Managing Long Documents (ACAD07) 1

10 The built-in heading styles are perhaps the most important as they offer the greatest benefits. Several Microsoft Word commands make use of the heading styles. For example, the chapter headings in a document might be formatted using the Heading 1 style, the section headings in each chapter formatted using the Heading 2 style and the sub headings within each section formatted using the Heading 3 style. When the heading styles are used in this way, Microsoft Word is able to generate a table of contents automatically. What is a Style A style is a collection of formats or formatting options. When a style is applied to some text, the formatting options contained in the style are applied to the text. In addition, the name of the style is associated with the text. Styles make it easier to produce documents with consistent formatting. Paragraph, Character and Linked styles There are three types of styles, paragraph styles, character styles and linked styles. Character styles apply character formatting to the selected text while paragraph and linked styles apply both character and paragraph formatting to whole paragraphs. Paragraph styles are more prevalent than character styles. A character style can be applied to an individual character or group of characters anywhere in a document. If a character style is associated with a particular character then this formatting will be applied on top of the character formatting associated with its paragraph style. Both paragraph formatting and character formatting applied directly to text will be applied on top of the style formats. Paragraph and linked styles - each and every paragraph in a document will be associated with one, and only one, paragraph style. When a different paragraph style is applied, it replaces the existing style associated with the paragraph containing the insertion point or, if text is selected, the paragraphs touched by the selection. Both the character and paragraph formatting for the style will be applied to the text. A linked style behaves as either a character style or a paragraph style, depending on what you select. Tip Certain character formats, such as bold and italic, will toggle the underlying formats when applied on top of existing paragraph and character formatting. There are different ways of applying styles to the text in a document: using the styles in the Styles group on the Home tab and using the Styles dialogue box features in MS Word. Each of these methods is described in the sections below. 2 MS Word 2007 Managing Long Documents (ACAD07)

11 The styles dialogue box While the style box provides a convenient mechanism for using styles, the Style dialogue box allows full control over the styles available in Word. Using the Style dialogue box it is possible to: select and apply styles that have not already been used; view the precise definition of each style; create, modify and delete linked, paragraph and character styles; and assign shortcut keys to styles. Sometimes text formatted in a particular paragraph style is invariably followed by text formatted in another paragraph style. Headings, for example, are usually followed by Normal text. When defining a style using the Style dialogue box it is possible to specify the style for the following paragraph. The style specified will automatically be applied to the new paragraph when ENTER is pressed at the end of an existing paragraph. A wide range of format options, some of which are subtle, can be associated with a style. Font, paragraph, tab, border, language, frame, and numbering are all characteristics that can be specified using the Style dialogue box. A good understanding of formatting is important to get the best out of using styles The simple use of styles can be achieved using the styles dialogue box. The styles dialogue box is located on the right-hand side of the Home tab. To display the Styles dialogue box: Click on the Home tab, and then click on the Styles Launcher arrow to the right of the Styles group. The Styles dialogue box appears displaying a list of commonly used styles such as Normal, Heading 1, Heading 2, and Default Paragraph Font along with user-defined styles and any styles already used in the document. The Styles dialogue box can be used to apply an existing style, create a new style, manage styles and modify existing styles. MS Word 2007 Managing Long Documents (ACAD07) 3

12 Clears formatting and styles from selected text Paragraph styles icon Show Preview show you a preview of the formatting Linked styles icon Linked styles are marked with both a character and paragraph icon. You can click any where in a paragraph, and then apply a linked style, the entire paragraph is formatted. If you select a word or sentence in a paragraph and apply a linked style, the style is applied as a character style (only the selected text is formatted) with no effect on the entire paragraph Character styles icon Disable Linked Styles Options Create a new The Style Inspector show you the style and direct formatting that are in effect at a particular point in a document Manage styles use to create modify and delete styles Apply MS Word built-in styles MS Word built-in styles can be applied by using the quick styles gallery or the styles dialogue box To apply built-in styles: Position the cursor in the paragraph or on an individual word to which the style must be applied Click on the Home tab, click on the down-arrow of the quick styles gallery in the Styles group Quick Styles Gallery to the right Scroll backward Scroll forward Displays the gallery of styles 4 MS Word 2007 Managing Long Documents (ACAD07)

13 A drop-down list appears showing the commonly used styles, user-defined styles and any styles already used in the document. If the style required appears in the drop-down list, click on it to apply it to selected text. If the style required doesn't appear in the drop-down list, click on the Styles Launcher arrow to the right of the Styles group to display the Styles dialogue box You can also select Apply Styles at the bottom of the list Keyboard shortcuts for styles The table below shows a list of some style-related keyboard shortcuts. Shortcut CTRL+ALT+1 CTRL+ALT+2 CTRL+ALT+3 CTRL+SHIFT+L CTRL+SHIFT+N Purpose applies the Heading 1 style applies the Heading 2 style applies the Heading 3 style applies the List Bullet style applies the Normal style Tip The Style dialogue box can be used to assign a keyboard shortcut to any frequently used style. MS Word 2007 Managing Long Documents (ACAD07) 5

14 Create a new style from existing format The simplest way to create a style is to format the text so that it has the formatting as that required for the style being created. To create a new style from formatted text: Select the formatted text Click on the Home tab and in the Styles group, click on the arrow to the right of the quick styles gallery Select Save Selection as a New Quick Style the Create new Style from Formatting dialogue box appears: Style1 is the default name, type the name of the new style Click on the OK button. The new style is created and added to the quick styles gallery. Tip Style names should be short and meaningful. Also, when creating new styles, it is important to use a style name that does not already exist. Word will not allow you to create two styles with the same name Create a new style using the styles dialogue box To create a new style using the Styles dialogue box: Click on the Home tab and in the Styles group, click on the Styles Launcher arrow dialogue box appears. the Styles Click on the New Styles button at the bottom of the dialogue box. The Create New Styles from formatting dialogue box appears: 6 MS Word 2007 Managing Long Documents (ACAD07)

15 Under Properties - Style1 is the default name. In the Name: text box type the name of the new style. The name should be short and meaningful. Style type: click on the arrow and select the type of style to be created. Style based on: select the style to be used as the basis for the new style. If the new style is not related to any other then for paragraph styles select Normal. If the new style is a paragraph style, then on the arrow to the right of Style for following paragraph: select the style that will normally follow the new style in a document. Under Formatting select the required formatting options e.g. font type, size, bold, etc. You can also apply additional formatting to the new style by clicking on the Format button Click the OK button to save the new style. MS Word 2007 Managing Long Documents (ACAD07) 7

16 Tip The Style dialogue box contains an Add to template option. If selected, this option will cause the new style to be added to the template associated with the document. Templates are described later in this document. Modifying existing styles To modify existing styles using the Style dialogue box: Click on the Home tab and in the Styles group, click on the Styles Launcher arrow dialogue box appears: the Styles Select the style to be modified, click the down arrow to the right of the style Select Modify from the drop-down list, the Modify Styles dialogue box appears: 8 MS Word 2007 Managing Long Documents (ACAD07)

17 Deleting Styles Complete the dialogue box or click the Format button and select the type of formatting required if necessary. Click the OK button to close the Modify Style dialogue box. To delete existing styles using the Styles dialog box: Click on the Home tab and in the Styles group, click on the Styles Launcher arrow dialogue box appears. the Styles Click on the arrow to the right of the style you wish to delete Select Delete. A confirmation dialogue box appears. MS Word 2007 Managing Long Documents (ACAD07) 9

18 Click the Yes button. The style is deleted. Viewing style information Because of the way that style and direct formatting are applied, it is sometimes useful to know exactly what styles and formatting are in effect at a particular point in a document. Microsoft Word offers three different ways to find out which styles have been applied to some text: the styles dialogue box, the style area pane and the style inspector formatting option. Styles dialogue box The style box always displays the name of the character or paragraph style in effect at the cursor position. Only one style name can be displayed at a time. If a character style is in effect at the cursor position then the name of the character style will be displayed in preference to that of the paragraph style. Style Inspector and Reveal Formatting The second method of obtaining style and formatting information is to use the Style Inspector and Reveal formatting options. When activated, this displays detailed information about all of the formatting that affects the character clicked-on by the mouse. To view the styles information: Click on the Home tab and in the Styles group, click on the Styles Launcher arrow box appears. the Styles dialogue Click on the Style Inspector button at the bottom of the Styles dialogue box, the Style Inspector dialogue box appears: 10 MS Word 2007 Managing Long Documents (ACAD07)

19 Click on the Reveal Formatting button at the bottom of the Style Inspector dialogue box to display the Reveal Formatting dialogue box Tip You can also view the formatting at a point on screen using Reveal Formatting. Press Shift F1 to activate the Reveal Formatting dialogue box, and then click on the text on the screen. The formatting associated with the text is displayed MS Word 2007 Managing Long Documents (ACAD07) 11

20 Style area pane When the style area pane is activated, paragraph style names are displayed in a pane down the left edge of the document window. Each name is displayed adjacent to the start of each paragraph. This feature only works in Draft View. To activate the style area pane: Click on the View tab and in the Document Views group, click on Draft View. The document is displayed in Draft view. Click on the Office button button at the bottom of the list and click on the Word Options Click on Advanced, then scroll down to the Display section Set the Style area pane width in Draft and Outline views to 2.0 cm. Click the OK button. The style area view is displayed. Tip The width of the style pane can be adjusted simply by dragging its vertical border. You can also right click on any one of the Ribbon tabs and select Customize Quick Access Toolbar to display the Word Options window AutoFormat and styles Word's AutoCorrect dialogue box includes a few options related to styles. One option allows for certain styles to be defined automatically on the fly. When the Define styles based on your formatting option is selected, Word will monitor text entry and formatting and adjust the definitions of the heading styles and the Body Text style. 12 MS Word 2007 Managing Long Documents (ACAD07)

21 For example, if a short line of text starting with a capital letter is entered without punctuation into a new document and then the line is formatted as 20 pt bold, the default formatting for the Heading 1 style will be redefined as 20 pt text and the style applied to the text. For most people, automatic behaviour of this kind is a nuisance because it is difficult to predict exactly what will happen. To display the AutoFormat As You Type: Right click on any one of the Ribbon tabs Select Customize Quick Access Toolbar to display the Word Options window Select Proofing and scroll down to the AutoCorrect options section Click on the AutoCorrect Options button and click on the AutoFormat As You type tab. MS Word 2007 Managing Long Documents (ACAD07) 13

22 Headings and structured documents The heading styles (Heading 1, Heading 2, Heading 3...Heading 9) are designed to give a document structure. Functionality built into Microsoft Word exploits the relationship between headings and structure, making it easier to structure and to navigate documents. If used consistently, the headings in a document can be used to generate a table of contents automatically. In all there are nine heading levels which can be used to format up to nine different levels in a hierarchy of headings and sub-headings. In a document divided into chapters each of which is sub-divided into sections each of which is sub divided into sub-sections, it would make sense to format all chapter headings using the Heading 1 style, all section headings using the Heading 2 style and all sub-section headings using the Heading 3 style. It is not necessary to use all of the heading levels but Heading 1 should be used for the highest level headings. Outline view In outline view, the headings in a document are presented in the form of an indented list. The text between headings can be hidden so that the basic structure of a document can be seen more easily. It is possible for an outline of a document to be created in this view and headings will be generated automatically. It is also possible to restructure a document by rearranging the order and level of its headings. Sub-headings and accompanying text accompanying a heading will be moved automatically. Documents are manipulated using a combination of the Outlining tab and the mouse. The diagram below shows the Outlining tab and the function of each of its buttons. To display the Outline View Click on the View tab and in the Document Views group, select Outline View Promote and demote headings Select outline level Move section up or down in document Expand and collapse 14 MS Word 2007 Managing Long Documents (ACAD07)

23 An outline icon appears to the left of each heading. A icon indicates that there is at least one line of normal text following the heading. To move a heading nearer to the beginning or end of a document, simply drag the icon next to the heading up or down in outline view, alternatively click on the move up or move down arrows Headings can be promoted or demoted by dragging the icon to the left or right. or Click on the close button to close the Outline View The document map When switched on, the document map is ideal for navigating a long document that has been structured using the heading styles. To display the Document Map: Click on the View tab and in the Show/Hide group, select Document Map The map consists of an indented list of headings which appear in a vertical pane down the left side of the document. The list itself provides an overview of the document and it is possible to jump to a particular point in the document simply by clicking on one of the headings. In the document map, a or icon will be displayed to the left of a heading if it has sub-headings. Segments of the map can be expanded or contracted by clicking on the and icons respectively. A pop-up menu provides further control of the document map display. This menu appears following a right click on an entry in the list. To close the Document Map click on the Close button the top right of the document map pane on MS Word 2007 Managing Long Documents (ACAD07) 15

24 Contents and Indexes Table of contents Creating a table of contents by hand can involve a lot of tedious work and if the document is amended significantly then the table may need to be redone. Provided that heading styles have been applied consistently, a table of contents can be generated automatically. To insert a table of contents based on headings: Move the cursor to the position where the table of contents is to be placed. Click on the Reference tab and in the Table of Contents group, click on the Table of Contents button and select Insert Table of Contents at the bottom of the list, the Index and Tables dialogue box appears Select the Table of Contents tab. Click on the arrow to the right of Tab leader: and select a style Under General, click on the arrow to the right of Formats: choose a style for the table of contents. A preview appears to show how the table will appear. Click the OK button. A table of contents is inserted into the document. 16 MS Word 2007 Managing Long Documents (ACAD07)

25 It is often necessary to do some preparation of a document before actually inserting the table of contents. By convention, a table of contents appears towards the start of a document before the start of normal page numbering. To achieve this, a new page section break can be inserted immediately before the first heading in the document. Once the document is prepared, the table of contents can be inserted at the required location. A table of contents may need to be updated if the document is later amended. Only the page numbers will need to be updated if text is added or deleted from a document without changing the existing headings. Edit and update Table of Contents To update an existing table of contents: Click on the References tab, then, click on the Update Table. the Update Table of Contents dialogue box appears: If the headings in the document have been changed, select Update entire table, otherwise Update page numbers only. Click the OK button. The table of contents is updated. Indexes Creating an index in Microsoft Word involves first marking entries in the document and then invoking the Index and Tables dialogue box to build the index. When an index entry is to be associated with a particular word or phrase, the index entry is usually inserted immediately after the text in the document. Bookmarks must be used to associate an index entry with a block of text that might span more than one page. An automatically generated index can be formatted in different ways. For example, the index can appear in one or more columns. Also, it is possible to group index entries by their initial letter with headings A, B, C etc Advanced users can format an index by amending the definitions of the styles used to construct the index. The Index Heading, Index 1, Index 2 Index 9 styles are all used to format indexes. MS Word 2007 Managing Long Documents (ACAD07) 17

26 Mark Index Entry dialogue box Marking index entries by hand is done using the Mark Index Entry dialogue box. It is important to be aware of the different types of index entries that are possible when marking entries. Main entries, subentries, cross-reference entries and page range entries are all possible as illustrated in the following example. To mark a main index entry for a word or phrase Select the word or phrase. Click on the References tab and in the Index group, click on the Mark Entry button The Mark Index Entry dialogue box appears: Click in the Main entry text box, the selected word or phrase is displayed in the Main entry text box, enter a Subentry if required. Click the Mark button. The index entry is marked. Click the Close button. The Mark Index Entry dialogue box is closed. Tip It is not necessary to close the Mark Index Entry dialogue box after marking each entry. The shortcut for the Mark Index Entry dialogue box is Alt+Shift+X. The table below describes the options in the Mark Index Entry dialogue box. 18 MS Word 2007 Managing Long Documents (ACAD07)

27 Main entry Subentry Cross-reference Current page Page range Bookmark Page number format: Bold/Italic Specifies the word or phrase that will appear in the index as a main entry. If required, bold, italic and underline formatting can be applied to the main entry. If entered, specifies a word or phrase that will appear in the index as a subentry. Alternatively, a subentry can be entered immediately following the main entry and a colon. This technique allows for additional levels of index entries (For example, Earth:moon:craters). Used to direct a reader to another entry in an index. Causes the index to display a page number for the entry. Causes the index to display a page range covering the pages touched by the selected bookmark. Applies bold and/or italic formatting to the page number in the index for the entry. Once index entries have been marked, an index can be generated automatically. The method is similar to that required to create a table of contents. To insert an index Move the cursor to the place where the index should appear. Click on the References tab and in the Index group, click on Insert Index, the Index dialogue box appears: Select the Index tab and select one of the format options from the list. MS Word 2007 Managing Long Documents (ACAD07) 19

28 Click the OK button. An index is inserted at the cursor position. Formatting can be applied to an index after it has been created. However, this formatting will be lost if the index is updated. Concordance files In some situations it can be useful to use a concordance file to help mark index entries. A concordance file is simply a document containing a two-column table. Each row in the table represents an entry in the index. The first column contains a list of words or phrases contained in the document to be indexed. The second column contains the actual words that should appear in the index. When the AutoMark option is activated, the first occurrence in each paragraph of the text in the first column of the concordance file will be indexed. The table below illustrates how main entries and subentries can be entered into a concordance file. Earth environment industry transport Jupiter Mars Saturn world Earth Earth:environment Earth:industry Earth:transport Jupiter Mars Saturn Earth To apply index entries using a concordance file Create a concordance file in the form described above and save it. Open the document to be indexed. Click on the References tab and in the Index group, click on Insert Index, the Index dialogue box appears. Select the Index tab and click the AutoMark button. The Open Index AutoMark File dialogue box appears. Locate and select the concordance file and click the Open button. The index entries are inserted into the document. It is not possible to add page range and cross-reference index entries using a concordance file. 20 MS Word 2007 Managing Long Documents (ACAD07)

29 Table of figures If captions have been used to label the figures in a document then it is possible to generate a table of figures. The formatting options available for a table of figures are similar to those available for a table of contents. Entries in a table of figures will consist of all the text in the paragraph to which the Caption style is applied. This means that when a caption exists on the same line as the figure itself, both the figure and the caption will appear in the table of figures. To insert a simple table of figures Move the cursor to the place where the table of figures should appear. Click on the References tab and in the Captions group, select Insert Table of Figures, the Tables of Figures dialogue box appears Select the Table of Figures tab. Under General, select the Caption label required. Other options can be selected at this point. Click the OK button. A table of figures is inserted at the cursor position point. MS Word 2007 Managing Long Documents (ACAD07) 21

30 Documents and templates Templates can be used where consistency is required across more than one document. Every new document is based on a template which acts as a blueprint for the document. Templates can store predefined styles, boilerplate text, shortcut keys, quick access toolbar, AutoText entries and macros. Templates and documents are in fact very similar. The Save As command can be used to convert a document into a template and the Open command can be used to open an existing template which can then be amended or used as the basis of a new template. Rather than create a new document based on a template, it is possible to use the Save As option with an existing document to create a new document. In this case the new document will be initialised with the same text and style definitions as for the original document. However, this technique is not the correct way to reuse styles. Copying documents makes it more difficult to make global changes to multiple documents as is possible using templates. At the point when a new document is created, it will contain text the same as the boilerplate text in the template. Also, the predefined styles in the new document will be the same as for the template. Because of this, multiple documents can be created with a consistent look. Built-in and custom templates Documents created by selecting the new document option from the Microsoft Office button will be based on the normal template. The normal template, also known as the Blank Document template, is a special general purpose template that is always present in Microsoft Word. The template contains no boilerplate text, hence the reason why most new documents start empty. Create a new template based on an existing template To create a template based on an existing template Click on the Microsoft Office button and select New, the New Document window appears. 22 MS Word 2007 Managing Long Documents (ACAD07)

31 Click on the option corresponding to the type of document to be created and select the template required. Under Templates select My Templates Click on the Create button at the bottom of the New Document window. The New dialogue box appears and Blank Document is selected. At the bottom right select Template Click on the Ok button. A new blank template document is created and appears on screen entitled Template1, make all the necessary changes that you want to store in the template such heading styles, format, page setup etc and save the template Saving a template Templates are stored separately from documents. Their actual location will vary depending on the set-up of the computer. Details, such as where templates are located, can be found under the Microsoft Office MS Word 2007 Managing Long Documents (ACAD07) 23

32 button by clicking on the Word Options buttons, and then Advanced and scroll to the General section to locate the File Location button. To save a document as a template Click on the Microsoft Office button select Save As, then, Word Template. The Save As dialogue box appears. Under Save as type, select Word Template (*.dotx) If necessary, locate the sub-folder into which the template should be saved. By default Trusted Templates is selected, this location is treated as a trusted source for saving templates. Templates are automatically stored in the following folder: Under File name, type the name of the template. Click the Save button. The template is saved. Opening an existing template To open an existing template Click on the Microsoft Office button and select New. The New dialogue box appears. Under Templates, click on the My Templates Navigate to the template or folder containing the template 24 MS Word 2007 Managing Long Documents (ACAD07)

33 Select the template required and click the OK button. A copy of the template is opened on screen Modify an existing template Existing templates can be customised and new custom templates created. A well designed template will include a number of predefined styles consistent with the purpose of the template. To modify an existing template Click on the Microsoft Office button and select Open. The Open dialogue box appears. Under Look in, click on the Trusted Templates folder Navigate to the template or folder containing the template Select the template required and click the Open button. The template is opened. Tip Open templates can be saved in the same way as documents but to work they must be saved in the correct folder. To find the location of user templates on your computer, look at the File Locations tab in Word Options, by clicking on Microsoft Office button Attaching an existing template to a document Every document is associated with one, and only one, template. Usually this is the same template as the one used to create the original document. It is also possible to change the template associated with a particular document. Global changes to style definitions can be made by changing the template associated with a document and forcing Word to overwrite the document's styles. To change the template associated with the active document: Open the document that you want to change Click on the Microsoft Office button, click on the Word Options button to display the Word Options window MS Word 2007 Managing Long Documents (ACAD07) 25

34 Select Add-Ins and scroll to the bottom of the window Click on the arrow to the right of the Manage text box and select Templates Click on the Go button. The Templates and Add-ins dialogue box appears: Under Document template, click the Attach button. 26 MS Word 2007 Managing Long Documents (ACAD07)

35 Locate and select the template required and click the Open button. If the styles in the active document are to be replaced by the styles in the template, select the Automatically update document styles option. Click the OK button. The template is attached to the document. Tip When set, the Automatically update document styles option remains active until it is deselected. If set, the styles in a document will be reset in line with the template whenever the document is opened, even if the styles have been amended in the document. The Organiser Sometimes it is useful to be able to duplicate styles in another document or template and the Organiser is a tool designed to help do this. Using the organiser, styles, AutoText entries, macros, and custom toolbars can be copied between templates and documents. AutoText can only be copied between templates. The Organiser also allows styles to be renamed and deleted. To copy a style from one document or template to another: Open the document that contain the styles you want to copy Click on the Microsoft Office button, click on the Word Options button to display the Word Options window, Select Add-Ins and scroll to the bottom of the window Click on the arrow to the right of the Manage text box and select Templates Click on the Go button. The Templates and Add-ins dialogue box appears: Click the Organiser button. The Organiser dialogue box appears MS Word 2007 Managing Long Documents (ACAD07) 27

36 Select the Styles tab. On the left under Styles available in, click on the Close File button, then click on the Open file button and locate the document or template containing the style to be copied. Select the style to be copied from the list on the left or right and click the Copy button. The selected style is copied. Click the Close button. The Organiser dialogue box is closed. Tip More than one style can be selected and copied at a time by using the SHIFT and CTRL keys. You can also click on the Manage Styles button at the bottom of the Styles dialogue box, and then click on the Import/Export button to display the Organizer dialogue box Global templates Microsoft Word maintains a list of global templates. These are just ordinary templates (or documents) that contain libraries of items. Global templates allow items such as macros, AutoText entries, and custom toolbar, menu, and shortcut key settings to be accessed within any document, not just documents based on that template. Although it is not explicitly mentioned, the Normal template is, in effect, always a global template. For this reason, macros, shortcut key combinations, custom toolbars, and styles in the Normal template are always available. At any point in time, the styles available for use in the active document will include the styles defined in the document together with the styles defined in the template associated with the document and the styles defined in the global templates. Items in a document take priority over items in the attached template which take precedence over items in global templates. To load a new global template: Open the document that contain the styles you want to copy Click on the Microsoft Office button, click on the Word Options button to display the Word Options window, Select Add-Ins and scroll to the bottom of the window Click on the arrow to the right of the Manage text box and select Templates Click on the Go button. The Templates and Add-ins dialogue box appears. 28 MS Word 2007 Managing Long Documents (ACAD07)

37 Under Global templates and add-ins, click the Add button. Locate and select the required template (or document). Click the OK button. The template is added to the list of global templates. Click the OK button. The Templates and Add-Ins dialogue box is closed. MS Word 2007 Managing Long Documents (ACAD07) 29

38 Captions Captions are used to label pictures, diagrams, charts, tables, equations and the like. Usually, captions of a particular type will be numbered sequentially. Using the Caption dialogue box, captions can be inserted into a document. The number sequence is automatically maintained when new captions are added and existing captions deleted. Microsoft Word captions are made up of three components: Figure 1 Mercury Label Number Caption text The label defines the type of the caption. This makes it possible to have more than one sequence of captions in a document. For example, a single document might contain a sequence of charts and a sequence of equations. The chart captions might be labelled Chart 1, Chart 2 etc. and the equations labelled Equation 1, Equation 2 etc... The number portion of a caption is automatically generated according to the format specified. It is possible to change the number format used for a sequence of captions. Arabic numerals, roman numerals and alphabetic characters can be used. In addition, chapter numbers can be included as part of a caption number. The caption text acts as a title for the figure. This text is inserted into the body of the document and can be edited directly. Inline and floating graphics Graphics can exist as either inline graphics or as floating graphics. Inline graphics are embedded in the text of a document and behave like individual characters. As the name suggests, floating graphics can be positioned anywhere on the page, even in the margins. Every floating graphic is anchored to a paragraph. When a paragraph is copied, moved or deleted, any graphics anchored to it will also be copied, moved or deleted. When the Show All button is activated and a graphic selected, Word displays an anchor to the left of the start of the paragraph to which the graphic is anchored. Although some image formats cannot exist as inline graphics, it is generally easier to handle inline graphics as far as captions are concerned. This is because captions for floating graphics are inserted into text boxes which are anchored to the same paragraph as the graphic. In this situation, it may be best to group the graphic and caption's text box together. 30 MS Word 2007 Managing Long Documents (ACAD07)

39 Add a Caption to a graphic object The Caption dialogue box is used to insert captions into a document. New labels can be defined and number formats chosen. When a caption is applied to a selected object then it is possible to specify whether the caption should appear above the object or below it. Conventionally, we add captions below a figure, but above a chart or table. To add a caption to a graphics object Select the graphic. Click on the References tab and in the Captions group, select Insert Caption, the Caption dialogue box appears. AutoCaption Click on the arrow to the right of Label: If the label required already exists then select it from the list. If the label required does not exist then click the New Label button, type in the new label Select the position for the caption, if a position is not selected, by default Microsoft Word will insert the caption immediately above or below the graphic depending on whether it s a picture, chart or table If a different numbering scheme is required, click the Numbering button, choose the format for the number and click the OK button. In the Caption: box, type the caption text. Click the OK button. The caption is inserted immediately above or below the graphic depending on the position chosen. Using the AutoCaption feature it is possible to automatically add a caption whenever a new graphic is inserted into a document. Microsoft MS Word 2007 Managing Long Documents (ACAD07) 31

40 Word associates a particular file type with a caption label. This technique is useful when a lot of graphics of the same type are being added to a document. Captions created automatically will not have any caption text. Caption text can be added later by editing the document directly. Cross-referencing Cross-referencing involves adding something to a document that refers to an item elsewhere in that document. Using the cross-referencing features in Microsoft Word reduces the need to update cross-references when the document is amended. It is possible to add cross-references that refer to headings, captions and bookmark items. The cross-reference dialogue box is used to insert cross-references. A variety of reference types can be handled including headings, bookmarks, footnotes, endnotes, equations, figures, tables and other captions with user-defined labels. Depending on the reference type, it is possible to insert cross-references to captions, page numbers, paragraph numbers and marked text. It is also possible to display relative positions such as above or below. Below are three examples of cross-reference statements with the actual cross-references highlighted in bold: See Figure 3 The Earth, page 12, Chapter 2. Further details can be found in How to Prune Trees. as defined in paragraph above. Insert a Cross-reference To insert a cross reference Type any preamble text required and position the cursor where the cross-reference should appear. Click on the References tab and in the Captions group, select Cross-reference, the Cross-reference dialogue box appears 32 MS Word 2007 Managing Long Documents (ACAD07)

41 Under Reference type: select the label or type of the item to be cross-referenced. Under Insert reference to: select the option required. The options available will depend on the reference type selected in the previous step If you do not wish the cross reference to be a hyperlink, click in the check box next to Insert as hyperlink to untick the box. Under For which caption: from the list, select the item to be cross-referenced Click the Insert button. The cross-reference is inserted into the document. Click the Close button. The Cross-reference dialogue box is closed. Tip The Cross-reference dialogue box does not have to be closed after inserting every cross-reference. However, it is important to check the item before inserting each cross-reference because it will default to the first in the list when the dialogue box becomes active. Updating Cross-references To update a cross-reference: If the cross-reference was entered as a hyperlink, hold the Ctrl key down while clicking on it. By default cross-references are inserted as hyperlink MS Word 2007 Managing Long Documents (ACAD07) 33

42 Bookmarks When you edit the document and move text to another location within the document, the cross-references are automatically updated. Bookmarks are used to label locations or items in a document for reference purposes. Blocks of text and graphics can be marked. Once marked it becomes possible to jump to, quote and cross-reference the marked item or position. Add a Bookmark to a document To add a bookmark: If a particular point in the document is to be marked, move the cursor to the position and select the text to be marked. Click on the Insert tab, select Bookmark. The Bookmark dialogue box appears displaying a list of existing bookmarks. Under Bookmark name: type the name for the bookmark. The name cannot contain any spaces, if you want to separate the words use an underline, the name must begin with a letter and can contain numbers Click the Add button. The bookmark is created and the Bookmark dialogue box is closed. 34 MS Word 2007 Managing Long Documents (ACAD07)

43 Delete Bookmarks from a document To delete a bookmark entry Click on the Insert tab, select Bookmark. The Bookmark dialogue box appears displaying a list of existing bookmarks. Select the Bookmark to be deleted from the list. Click the Delete button. The bookmark is deleted. Click the Close button. The Bookmark dialogue box is closed. Go to a specific Bookmark To jump to a bookmark Click on the Insert tab, select Bookmark. The Bookmark dialogue box appears displaying a list of existing bookmarks. Select the required bookmark from the list. Click the Go To button. The bookmark is located and scrolled into view. If the bookmark refers to a block of text then the text will also be selected. Click the Close button. The Bookmark dialogue box is closed. Display Bookmark symbols Normally, the position of bookmarks is hidden but it is possible to view the position of the bookmarks in a document. You can move, copy or paste text that are marked with a bookmark. How to display bookmarks in a document Click on the Microsoft Office button, click on the Word Options button Select Advanced and under Show document content select Show Bookmarks. MS Word 2007 Managing Long Documents (ACAD07) 35

44 Click the OK button. Bookmarks are highlighted with square [ ] brackets like in the text below. Footnotes and Endnotes Bookmarked text in brackets Footnotes and Endnotes are used to explain additional text about a particular topic within a document. Both Footnotes and Endnotes are made up of two parts: a) A reference number that contains a hyperlink and appears in superscript format in the body of the document. By default Word inserts Arabic numerals (1, 2, 3, etc ) for Footnotes and lowercase roman numerals (i, ii, iii, etc ) for Endnotes. The number sequence is automatically maintained when new Footnotes or Endnotes are added to the document. b) The additional text is separated from the document text by a short grey horizontal line at the end of the page (Footnote) or at the end of the document (Endnote). You can use any one of the Views to insert Footnotes and Endnotes; however, it is best to insert them whilst in Normal View. You should be familiar with the different views, when working with Footnotes and Endnotes. The View icons are located at the bottom left of the screen or from the View menu. Inserting a Footnote or Endnote To insert a Footnote or Endnote Position the cursor in the document where you want to insert the Footnote or Endnote reference mark Click on the References tab and in the Footnotes group, click on Insert Footnote or Endnote Microsoft Word inserts a reference number at the cursor s position in the body of the document and at the end of the page (Footnote) or End of the document (Endnote) 36 MS Word 2007 Managing Long Documents (ACAD07)

45 When we insert Footnotes or Endnotes in Print Layout view the cursor automatically moves to the end of the page (Footnote) or end of the document (Endnote). Type the additional text, (above is an example of a Footnote created in Print Layout view, after the additional text has been typed). Double click on the reference number to jump into the body of the document, and then hover the mouse pointer over the reference number to view the Footnote as shown below: To make changes to the Footnote and Endnote: Click on the Footnote dialogue box launcher to display the Footnote and Endnote dialogue box: Under Location, to the right of Footnotes, Bottom of page is selected by default, which means all footnotes will be printed below the margin at the bottom of the page together with the footnote reference number. Or if you select Below text, footnotes will be printed directly below the last line of text on the page. Under Format, to the right of Number format click on the arrowhead to select the number style you want. MS Word 2007 Managing Long Documents (ACAD07) 37

46 To the right of Custom mark, click on the Symbol button and choose a mark form the available symbols You can restart the Footnote or Endnote number at the end of each section in the document by clicking on the arrow to the right of Numbering and select Restart each Section Click on the Insert button to insert the Footnote or Endnote. Insert Footnotes or Endnotes from a different view When we insert Footnotes or Endnotes in Draft view the note pane opens at the bottom of the screen. Type the Footnote or Endnote and click the Close button. Editing Footnotes or Endnotes We can move or copy notes to a new location and apply formatting as we would with any other text in the document: To edit Footnotes or Endnotes To edit the notes text, double-click on any one of the notes Reference number in the document to jump to the note text area. If you double-click on any one of the notes Reference number whilst in Draft view the note pane opens. Click on the arrowhead to the right of All Footnotes to display a list of options. We can switch between viewing All Footnotes or Endnotes. The short horizontal line that separates the notes from the document text is called Endnote or Footnote Separator. 38 MS Word 2007 Managing Long Documents (ACAD07)

47 If the note text overflows onto the next page, a longer grey horizontal line that separates the notes from the document text is called Endnote or Footnote Continuation Separator. The Endnote or Footnote Continuation Notice is text such as Continued on next page that is typed at the bottom of the notes area. To use this option select Footnote Continuation Notice from the list and type the text. Then click the Close button. To move or copy the Footnotes or Endnotes: Select the Footnote or Endnote reference number. Click on the Home tab and in the Clipboard group, choose Cut or Copy. Or press the left mouse button and drag the selected note to a new location or Ctrl and drag to copy it. Word automatically renumbers all the numbered Footnotes or Endnotes in the document. Deleting a Footnote or Endnote How to Delete a Footnote or Endnote Select the Footnote or Endnote to be deleted, (the reference number in the body of the document) and then press the Delete key on the keyboard or the Backspace key. You cannot delete a Footnote or Endnote text by highlighting it and then press the Delete key on the keyboard. Although the text is deleted the Reference number remains in the document. E.g. if we have more than one Footnote and we highlight all of them and press the Delete key on the keyboard the Microsoft Office Word information dialogue box appears. Finding the next or previous Footnote or Endnote Reference number To find the next or previous Footnote or Endnote Reference number Click on the Home tab and in the Editing group; click on Find, the Find and Replace dialogue box appears: MS Word 2007 Managing Long Documents (ACAD07) 39

48 Select Footnote or Endnote and leave the Enter footnote number: text box blank, press the Next or Previous button to find the next automatically numbered Footnote or Endnote. We can also enter a note Reference Number in the Enter footnote number: text box. Click the Close button when completed. Converting all Footnotes to Endnotes If our document contains Footnotes and we want to change them to Endnotes or vice versa then we can do this in Microsoft Word. To convert all Footnotes to Endnotes Click on the Reference tab and in the Footnotes group, click on the Footnotes launcher arrow display the Footnotes or Endnotes dialogue box to Click on the Convert button Convert Notes dialogue box. to display the Click the OK button to convert all footnotes to endnotes. If the document contains both Footnotes and Endnotes, all the options on the Convert Notes dialogue box will be active. If you select Swap footnotes and endnotes ensure that the format number style is identical to the style in your document. If not Microsoft Word will insert the default Endnote numbers (which is roman numerals, i, ii, iii, etc ) 40 MS Word 2007 Managing Long Documents (ACAD07)