Professional Documents
Culture Documents
TABLES ............................................................................................... 11
TO CREATE A TABLE IN YOUR DOCUMENT: ............................................................................................................................... 11 COLUMN SIZES .................................................................................................................................................................. 11 INSERTING/DELETING ......................................................................................................................................................... 12 FORMATTING TABLE ........................................................................................................................................................... 12 USING TABS WITHIN TABLES ................................................................................................................................................ 12 CONVERT EXISTING TEXT TO A TABLE ..................................................................................................................................... 12 CONTINUOUS HEADINGS ON TABLES...................................................................................................................................... 12
FOOTNOTES........................................................................................ 17
INSERTING A FOOTNOTE OR ENDNOTE: ................................................................................................................................... 17 DELETE A FOOTNOTE OR ENDNOTE: ....................................................................................................................................... 17 RESTART FOOTNOTE OR ENDNOTE NUMBERING FORM: .............................................................................................................. 17 MULTIPLE REFERENCES TO THE SAME NOTE ............................................................................................................................ 18
SECTIONS ........................................................................................... 19
INSERTING SECTION BREAKS................................................................................................................................................. 19 DELETING SECTION BREAKS ................................................................................................................................................. 19 OPTIONS: ......................................................................................................................................................................... 19 PORTRAIT OR LANDSCAPE? .................................................................................................................................................. 20 PAGE NUMBERING WITH PORTRAIT/LANDSCAPE SECTIONS ........................................................................................................ 21
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STYLES
A Style is a set of paragraph and character format options that you name and store. Word comes with a number of pre-determined styles. Using styles can make document formatting faster and more consistent. You can apply a style to any amount of text from a single word to the whole document. You can save styles with a document and you can also use them in other documents. To see what styles are available in your document go to the Ribbon, Home tab, Group Styles. In Word 2007, you dont automatically see ALL styles. To see all styles: 1. On the Home tab, in the Styles group, click the pointer under Change Styles 2. Click Options at the bottom of the screen, in Select Styles to show, click All Styles
Applying a Style
To apply a style to a paragraph, or text, place the insertion point anywhere in the paragraph or select any amount of text, then select the paragraph style from the Styles Group under the Home tab. The command will affect the whole paragraph. NB: you can also select several paragraphs at once and alter the style.
When you apply a style to a paragraph, you can then select the other paragraphs you want to change and choose Repeat from the Quick Access toolbar to apply the style.
Copying a Style
1. Select the paragraph marker at the end of the style you wish to copy. 2. Copy the paragraph marker. 3. Paste the paragraph marker after the paragraph to take on the same style.
Modifying Styles
1. On the Home tab, in the Styles Group, right-click the style you want to change in the Quick Style gallery. 2. Click Modify on the shortcut menu. 3. In the Modify Style dialog box, change the style and then click OK.
To use the modified style in new documents based on the same template, select the New documents based on this template radio button. Word adds the modified style to the template that is attached to the active document.
To update all text formatted with that style throughout the document click the automatic update button.
1. Select a paragraph and format it. 2. Right-click the selection, point to Styles on the shortcut menu, and then click Save Selection as a New Quick Style. 3. Give the style a name for example, Quick Notes and then click OK.
The Quick Notes style that you created appears in the Quick Styles gallery with the name you gave it.
OR
1. Home tab, Styles Group: Click the Dialog Box Launcher Styles Window). 2. Click the New Style button on the floating Styles pallete. 3. In the Name box, type a name for a style. 4. Format the style. 5. Click OK.
(Show the
Deleting a Style
1. Home tab, Styles Group: Click the Dialog Box Launcher Styles Window). 2. Select the style you want to delete. 3. Click on the drop-down arrow to the right of the style name. 4. Click Delete. (Show the
Word displays the styles used in the active document or its attached template in the list on the left and the styles used in the Normal template on the right. 3
3. Click the Close File button under the Normal template (right side). Now click Open File and choose the template or document from the dialogue box, that you wish to copy the style to. 4. Highlight the Style on the left you wish to copy across. 5. Click the Copy button (Make sure the arrows are pointing the right way). 6. Click Close.
Click in the heading you wish to modify On the Home tab, paragraph group, click the multilist button and it will open with your heading style highlighted. At the bottom of the window, click Define New Multilevel List
In for Number format field, place a dot after the figure 1 Click OK Result:
Another example is to add the word Chapter to Heading 1. In this case, follow the above steps and in the number format field, type the word CHAPTER in front of the number Result:
To get rid of the space after the number 1, in the same dialogue box, click the More>> button. In the Follow number with field, choose Space Click OK Result:
WORD TEMPLATES
A template is a document that can be changed for individual needs but will revert to its original text each time you open it. For example, you may have a form letter that you periodically send to someone. You can type the body of the letter and save it as a template. Each time you open the template, you can insert a different name and address (and other details). You can save the letter you create and when you open the template again, it will not have saved the information you inserted.
Saving
3. Click on the Microsoft Office button. 4. Hover mouse pointer over Save As 5. Select Word Template
6. Name the file and Save as type: Word Template. 7. Select Trusted Templates from the left of the window 8. Click Save
To open a document based on your new template, browse to the location where you saved the template and then double-click the file name. If you prefer to select the template through the Microsoft Office button New My Templates you will need to select the correct location to save the template in Step 6 above. The default template location for My Templates on Windows XP is: C:\Documents and Settings\USERNAME\Application Data\Microsoft\Templates
Your original template will remain unchanged in your templates folder ready to use again.
Modify a Template
When you modify a template, the changes affect any new documents that you create based on the template. The content of existing documents is not affected by changes you make to the templates that the documents are based on. 1. Go to the Microsoft Office Button, and click on Open, and then locate and open the template that you want to modify. Most likely place is in Trusted Templates 2. Make changes to any of the template's text, graphics, styles, formatting, macros, AutoText entries, toolbars, menu settings, and shortcut keys. 3. On the Quick Access toolbar click Save .
Delete a Template
To delete a template, you must find the template first again, this depends on where you saved it. the path to the Templates folder: Go to the Microsoft Office Button and click on Open. Click Trusted Templates.
Once you have found the template, right click on it and choose Delete.
Tips: Create templates which use different styles Use Updating fields such as date and time Create templates for different page set ups (eg landscape, unusual margins, etc) Create large table templates Note: Security Because templates can store macro viruses, be careful about opening them or creating files based on new templates. Take the following precautions: run up-to-date antivirus software on your computer and set your macro security level to high.
2. 3.
In the Paragraph dialog box, click Tabs. In the Default tab stops box, enter the amount of spacing that you want between the default tab stops.
When you press the TAB key, your tab will stop across the page at the distance that you specified.
3.
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Tip: When changing tab stops, make sure you first select the text to be moved.
TABLES
A great way to line up columns of text or figures is to use the Table feature.
To move forward in the table you can use the TAB key on your keyboard, to move backwards, use Shift+TAB or click into any cell with the mouse.
Column Sizes
To change the column sizes, point the cursor to the dividing line and then hold and drag to the desired size. You can also use the cell markers on the ruler.
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Inserting/Deleting
You can insert more rows or columns by clicking into the table and select Layout tab (Table Tools), select Insert Rows or columns. You then select either above or below, and right or left.
Formatting Table
You can format the table by using the Auto Format feature. 1. Click in any cell in the table. 2. Select Design Tab (Table Tools).
Tip: If you get stuck in a table and cant type above it, click in one of the cells in the top row. Go to the Table Tools > Layout Tab and click on the Split Table button
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3. Pasting: Options: If you require the chart to be inserted as a graphic (not editable in Excel). Choose Paste from the Home tab. Note: as a graphic you cannot make changes to the chart or data. OR 4. If you require the chart to be editable in Word 2007 (using excel interface within the Word 2007 document, Select Paste Special form the Home tab, and select Microsoft Excel Chart Object, click OK. You can then make changes to the chart by double-clicking on it.
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OR
1. Open the Word document. 2. Position your cursor where you would like the picture to appear. 3. Go to the Insert tab and choose Clipart from the Illustrations group. 4. Clip Art Panel Search for: Click Go. 5. Click on graphic to insert.
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The window will close and Figure1 will appear in your document. You should click and type a name for the figure, eg Students as shown below.
Note: if you INSERT a new picture and caption, Word automatically updates. However if you DELETE or move a picture and caption, you must manually update. To do this, go to Print Preview and then close Print Preview.
Figure 1: Students
Figure 2 Waterlilies
Figure 3 Sunset
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Tables:
1. Create or insert the table. 2. Go to the References tab, Captions Group, Insert Caption. 3. Click on the arrow next to figure and select Table. 4. Click OK.
The window will close and Table 1 will appear in your document. You should click and type a name for the table, eg Opening Hours as shown below.
Referencing
Each time you repeat or add figures or tables, the figure or table number will automatically update. However, if you delete a table or figure you will need to Select All and press F9 to update the fields. Alternatively you can switch to Print Preview and back again and the fields will update. You will now be able to create an automatic table of figures and/or tables for your document.
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FOOTNOTES
Inserting a footnote or endnote:
1. In print layout view, click where you want to insert the note reference mark . 2. Go to the References tab, in the Footnotes group, click Insert Footnote or Insert Endnote.
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By default, Word places footnotes at the end of each page and endnotes at the end of the document. You can change the placement of footnotes and endnotes by making a selection in the Footnotes or Endnotes box. 3. To make changes to the format of footnotes or endnotes, click the Footnotes Dialog Box Launcher, and do one of the following: In the Number format box, click the format that you want. To use a custom mark instead of a traditional number format, click Symbol next to Custom mark, and then choose a mark from the available symbols.
4. Click Insert. Word inserts the number and places the insertion point next to the note number. 5. Type the note in the footnote panel, and then click in the document to continue typing. 6. Double-click the footnote or endnote number to return to the reference mark in the document.
2. In the Start at box, click 1. 3. In the Numbering box, click either Restart each section or Restart each page. 4. Click Apply.
A number, character, or combination of characters that indicates that additional information is contained in a footnote or endnote.
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2. Select Reference type: Footnote 3. Select Insert reference to: Footnote number (formatted). 4. Select for which footnote: click the footnote to which you are referring to.
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SECTIONS
You can format a whole document so that margins, columns, page numbering, etc are the same throughout the document OR you can break the document into sections which allows you to format each section independently. You can make a section as short as one paragraph for a headline in a newsletter or you can make it as long as an entire chapter.
To divide the document into sections, use Section Breaks. These are shown as double dotted lines on the screen in Normal View. Once you have section breaks in place, position the cursor inside a section to format it.
Make sure you are in Draft view (View tab, Document Views group, Draft) so that you can see the double dotted line section break.
1. 2.
Select the section break that you want to delete. Press DELETE.
Options: Virtually unlimited. You can apply any formatting to sections and that text will take on the formatting specified. There is not a special dialogue box to do this, you simply use the formatting options available while your cursor is in the section you wish to format. You can use section breaks to get the following effect on a newsletter. 19
Section One single column with continuous break Section Two three columns with continuous break
Portrait or Landscape?
To format a document with different page formatting, eg, some pages are portrait style and other pages are landscape style, use Section Breaks.
Let's say that the first page of your document is portrait style, the second page is landscape and the third page is portrait. You would need to divide the document into sections.
Page numbers
Step 1: At the bottom of the first page, insert a Section Break: 1. 2. On the Page Layout tab, in the Page Setup group, click Breaks. Select Next Page.
Step 2: Make sure your cursor is beneath the section break, or, at the beginning of the second page. 1. 2. On the Page Layout tab, in the Page Setup group, click Orientation. Select Landscape.
Step 3: The next step is to create the third section the final portrait style page. 20
1. 2. 3. 1. 2.
On the Page Layout tab, in the Page Setup group, click Breaks. Select Next Page. Make sure your cursor is beneath the section break, or, at the beginning of the third page. On the Page Layout tab, in the Page Setup group, click Orientation. Select Portrait.
If your document already has content in the header or footer, you can add the page number to the header and footer.
1. 2. 3. 4. 5.
Double-click the header or footer area. Position the cursor where you want to insert the page number. On the Insert tab, in the Header & Footer group, click Page Number. Click Current Position. Choose a page number design from the gallery of designs.
1. 2. 3. 4.
Double-click the header or footer area of the landscape section. On the Header & Footer Tools (Design) tab, Navigation Group. Deselect the Link to Previous in both the header and footer. Go to next Section next Portrait page (Section 3), and deselect Link to Previous for both header and footer for this section. 21
5.
Return to the footer of the landscape page and move the page number to a new location as follows: a) b) c) d) e) f) Select and delete the page number in the landscape section footer Whilst still in the footer area of the landscape section, go to Insert tab, click the Page Number button and then select Page Margins From the gallery, choose Plain Number (Border right) Now back in your document, select the page number (it will be in a text box) Under the Text Box Tools > Format > Text Tools Group, click the Text Direction button until the text direction is correct Click the Home tab and in the Paragraph group, click the border tool to select No Borders
6.
Double-click in the body section of the document to close the header/footer OR click on the Close Header and Footer button on the Header & Footer Tools (Design) tab.
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Before you begin, you need to check the Page Setup Page Layout tab, Page Layout Group, Dialog Box Launcher. Layout tab Different Odd and Even etc.
Make the first page header or footer different from the rest of the pages
1. 2. On the first page of the document, double click the header or footer area. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different First Page check box.
Note:
If your document includes a cover page from the gallery of cover pages in Office Word 2007, the Different First Page option is already turned on. Inserting or editing a header or footer on this page does not affect the other pages in the document.
Create a header or footer, or make changes to the existing header or footer, on the first page
1. Make the header or footer different for odd and even pages For example, you can use the title of the document on odd-numbered pages, and the chapter title on even-numbered pages. Or, for a booklet, you can place page numbers on odd-numbered pages to be on the right side of the page and page numbers on even-numbered pages to be on the left side of the page. This way, the page numbers are always on the outside edge when the pages are printed on both sides of the paper. 23
2. 3. 4.
Create odd and even headers or footers in a document that does not yet use headers or footers. Click an odd-numbered page, such as the first page of your document. On the Insert tab, in the Header & Footer group, click Header or Footer.
5.
In the gallery of headers or footers, click a design labelled (Odd Page), such as Austere (Odd Page).
Note:
If you don't see a gallery of header or footer designs, there might be a problem with the Building Blocks template on your computer.
6.
Under Header & Footer Tools, on the Design tab, in the Options group, select the Different Odd & Even Pages check box. Under Header & Footer Tools, on the Design tab, in the Navigation group, click Next Section advance the cursor to the header or footer for even-numbered pages. Under Header & Footer Tools, on the Design tab, in the Header & Footer group, click Header or Footer. In the gallery of headers or footers, click a design labelled (Even Page), such as Austere (Even Page). to
7. 8. 9.
Notes
1. 2.
If necessary, you can format text in the header or footer by selecting the text and using the formatting options on the Office Fluent Mini toolbar. 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.
Page numbering
If your document already has content in the header or footer, you can add the page number to the header and footer.
1. 2. 3. 4.
Double-click the header or footer area. Position the cursor where you want to insert the page number. On the Insert tab, in the Header & Footer group, click Page Number. Click Current Position. 24
5.
You can choose different number formats, different Start At numbers, etc.
You must apply a heading style that it unique in the document to chapter headings.
To number chapter headings: On the Insert tab, click the Page Numbers button Choose Format Page Numbers Click to select the Include Chapter Number checkbox In the Chapter Starts with Style box, select the heading style applied to the chapter headings (Heading 1) 5. In the Use Separator box, select the character, eg a hyphen 6. Click OK 1. 2. 3. 4.
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TABLE OF CONTENTS
A table of contents lists headings in the order they appear in a document and the page numbers where the headings appear. A table of contents usually appears at the beginning of a document and can include several levels of headings. The easiest way to create table of contents entries is to format headings in a document with built-in heading styles (Heading 1 through Heading 9) and then compile a table of contents directly from the headings. (If these heading styles are not exactly what you require, you can modify them by going to the Format Menu and choosing Styles). There are two steps you take to create an automatic TOC: 1. 2. Prepare your document by assigning heading styles to the chapter sites and headings that you want to appear in the TOC. Collect those titles and headings into the TOC.
Tip: If you have already used Word's built-in heading styles, Heading 1, Heading 2, and Heading 3, for your chapter titles and headings, you can skip step 1 and go straight to step 2. Check your chapter titles and headings by clicking the title or heading and then looking in the Styles group on the Home tab. If they are set up as Heading 1, Heading 2, or Heading 3, you're all set.
The heading styles and the automatic TOC work together. Word designates Heading 1 titles to the highest level in the TOC; Heading 2 corresponds to the next highest level; and Heading 3 is the following level.
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3.
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Figure 4
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