MS WORD 2007 GUIDELINES

© 2007 Queen’s University Belfast 1

Making Best Use of Word 2007 Practical 2

Produced by Information Services

2008

Information Services


Making Best Use of Word 2007 Practical 2

Introduction

This practical will improve your word processing techniques, focusing on the skills required for working on long documents e.g. thesis, reports etc.

What you will learn

By the end of the practical you should be able to:

• Insert bookmarks

• Insert hyperlinks

• Work with styles

• Create a paragraph style

• Modify a style and save to a template

• Insert a cross reference

• Work with Captions

• Create an index

• Create a table of contents

• Track changes made to a document

• Accept or reject changes made to a document

Approximate Time

The practical should take approximately 1 hour to complete.

Associated Files

The following file is located on your desktop or can be downloaded from the Internet at:

http://www.qub.ac.uk/student

Under Useful Information, click on Training Materials, Scroll down to Word 2007 and click the zip file for Working with Long Documents

• Word 2007 Essentials



Inserting Bookmarks

A bookmark is like a physical bookmark you use to mark the location in a document, however, it is an electronic bookmark as opposed to a physical piece of paper. Bookmarks are helpful to mark the location you are working on. You can scroll to other parts of a document and quickly go back to the book marked location.

You cannot use a space or most symbols within a bookmark name. However, you can type an underscore between words. Although you can enter numbers within the bookmark name, you cannot start a bookmark with a number.

1. Open the Word 2007Essentials document from within the AssociatedFiles folder on the desktop.

2. Position the insertion point on page 12 before the heading Shapes and SmartArt.

3. From the Links group on the Insert tab select Bookmark. The Bookmark dialogue box will appear (see figure 1)

4. Name the Bookmark SmartArt.

Figure 1: Bookmark

5. Click the Add button.

6. Position the insertion point in the table heading Microsoft Office 2007 Training Courses (table heading is on the page 11). Insert a bookmark called TrainingCourses.

7. With the Home tab selected, click the downward arrow next to Find (within the Editing group)

8. Select Go to. Choose Bookmark from the Go to what



menu. See figure 2.

9. A list of your bookmarks will be made available by clicking the drop down arrow under Enter bookmark name: (see figure 2)

10. Select one of the two bookmarks and click Go To (see figure 2).

11. Select Close (see Figure 2).

12. The cursor will jump to the location of the bookmark you selected.

Figure 2 Select Bookmark

Deleting Bookmarks

From the Insert menu, select Bookmarks and select the bookmark you want to delete from the list. Click on Delete. Click Close.

Inserting Hyperlinks

A Word hyperlink is an electronic code that jumps the insertion point to a different location or document when clicked. You can create hyperlinks that jump to a different location within the same document, to a specific location in another document, or to a Web page. You can create a hyperlink from text or a graphic.

You may have noticed that Word automatically creates hyperlinks out of any email or Web address you type into a Word document. Whenever you create a Table of Contents, you can select to hyperlink to the various headings in the document.

Select the text “Note: for more advanced features of SmartArt, see Advanced courses in Word and PowerPoint.” on page 15 just after figure 21. (Do not select any text or space after this)



1. With the Insert tab selected, click on Hyperlink within the Links group

2. In the Link to menu select Place in this Document (see Figure 3).

Figure 3 Insert Hyperlink

3. Scroll down and select the bookmark TrainingCourses and click OK. The text will go blue and is now a hyperlink. Test the hyperlink.

If you want to create a hyperlink to another document, enter its full path and filename. Enter a URL, such as http://www.qub.ac.uk to have the hyperlink jump to a Web page.

Working with Styles

One of Word’s most convenient and efficient attributes is the styles feature which can help give documents a professional appearance. A style is a group of formatting settings that can apply to characters or paragraphs. A style contains several formats, therefore you exert less effort in formatting text, such as headings. A single style might apply 16 point, Arial, Blue font colour, Centre alignment with a 12 point spacing after the paragraph. Instead of applying each of these formats individually, you can apply your style that contains all these formats.

The Normal template contains about 104 different styles, including a style called Normal. Unless you specify a style, Word uses Normal style. The Normal style contains these settings: 12 point Times New Roman, English, single spacing, Left alignment, and window/orphan control. The headings in the Word2007Essentials document already use heading styles.



Creating a Paragraph Style

Although Word contains a great number of styles, you might want to create your own. You can create five different types of style: paragraph, character, linked (paragraph and character), list or number. A Character Style is a style that formats a portion of the text within a paragraph. A Paragraph Style is a style that applies formats to an entire paragraph or text separated by hard returns. A Linked (Paragraph and Character) is a style that can be applied either to an entire paragraph or character, i.e. the style will only be applied to the text selected. Paragraph styles can include font formats and paragraph formats such as line spacing, indents, alignment, and spacing before and after the paragraph. A list style is similar to an outline numbered list, but less flexible therefore it should be used with more basic outlines. Since a list style is a type of style itself, it can't contain paragraph styles, whereas outline numbered lists can. A list style can't store unique paragraph formatting for each outline level. Use list styles where you need a simple multilevel list without much other formatting. For complex outlines or long documents requiring outlines, Outline Numbered lists are your best bet. Table styles can contain certain elements of table, paragraph, and font formatting. You can apply formatting such as font, borders, shading, and paragraph spacing to the heading row as well as the body rows of a table, and the formatting will automatically adjust to accommodate changes in your table structure. You can Modify existing styles or create New styles.

1. To create a new style, with the Home tab selected, click on the Styles launcher button (bottom right hand corner of Styles group )

2. Click the New Style button at the bottom of the Styles pane to display the New Style dialogue box (see Figure 4).

3. Type Document Title in the Name box (see Figure 4). Make sure the Style type is Paragraph, and make sure the Based on option is Normal.

Figure 4 New Style



4. Click the Format button (see figure 4) and select Font.

5. Choose Garamond in the Font list; choose Bold in the Font style list; choose 16 in the Size list; click in the Font colour drop-down arrow and choose Blue; and then click OK.

6. Click the Format button and choose Paragraph.

7. Make sure the Indents and spacing tab is selected; click the Alignment drop-down arrow and choose Centred; change the Spacing - After button to 12 points; and click OK. Click OK to accept the style formats.

8. Click on the Document Title style in the Styles and Formatting list (see Figure 5) to apply the style to the current paragraph, which is the title.

Figure 5: List of Styles

The Word2007Essentials document already has numbered headings set up.



Apply a Heading Style:

Go to page 4 of the document Word 2007Essentials and select the heading Bullets and Numbering (half way down the page).

With the Home tab selected, click on the Heading 1 style (see figure 6), within the Styles group (note you may need to click the downward arrow to view the style).

Using Table 1 as a guide, work through the document applying the heading styles.

Figure 6: Heading 1 Style

Table 1: Apply Heading Styles

Page Text Heading Style

6 Borders and Shading Heading 1

7 The MiniBar/Mini Toolbar Heading 1

7 Super Tooltips Heading 1

8 Dialogue Boxes and Launchers Heading 1

9 The Insert Ribbon Heading 1

9 Tables Heading 2

12 Shapes and SmartArt Heading 2

15 Headers and Footers Heading 2

16 Quick Parts and Building Blocks Heading 2

18 The Page Layout Ribbon Heading 1

18 Margins Heading 2

19 Indents and Spacing Heading 2



Modify an Existing Style & Save Styles to Templates

In many instances you may wish to modify an existing style and to use this new style in all new documents. For example, you may wish to change a particular style so that it uses Garamond instead of Times New Roman.

1. To modify the Document Title style, ensure the Styles and Formatting list is still visible (see Figure 5) (if not click the styles launcher button). Click on the down arrow beside the Document Title style and choose Modify (see Figure 7).

Figure 7 Modify Style

2. Modify the style in the same manner as you created a style above

Points to Note:

If you exit from styles at this point the style will only be stored in the document you currently have open. To store a style in the attached template file click the Options link (towards the bottom right hand corner of the List Styles pane – see figure 4). The Style Pane Options dialogue box will appear (see figure 8).

Select the tick beside New documents based on this template. The Only in this document tick will ensure the styles are only saved to the existing document (see Figure 8). Click OK.

To delete a style, in the Styles and Formatting task pane, click on the down arrow beside the style you wish to delete and then click on Delete. If you delete a paragraph style that you created, Word applies the Normal style to all paragraphs formatted with that style.



Figure 8: Style Pane Options

To Copy Styles from One Document to Another:

Open a new blank document and save it with the name Dissertation

With the Word 2007Essentials document still open, click on the Developer tab and select the Document Template control. (Note to show the Developer tab, click on the Office Button and select Word Options. Select the popular tab from the left and click Show Developer Tab).

The Templates and Add-ins dialogue box will appear.

Click on the Organizer button. The Organizer dialog box will appear. See figure 9

On one side of the Organizer box you will see either the Dissertation or the Word 2007Essentials document. On the other side you will see the Normal template (see figure 9).

Click on the Close File button below the Normal template. Notice the button has now changed to Open file

Click on the Open file button and browse to where you have saved the Dissertation or the Use IT at Queen’s document (the document not already shown).

Click the downward arrow beside Files of type (see figure 10) and select All Word documents (see figure 10). Select the file and click Open



Figure 9: Organizer

Figure 10

You should now have both the Dissertation and the Word 2007Essentials shown (doesn’t matter which side each file is shown on). See figure 11

Select the Heading 1 style in the Word2007Essentials document

Click the Copy button to copy the style into the Dissertation document (you may receive a message to say the existing Heading 1 in the Dissertation document will be overwritten. Click OK)

Copy Heading 2, Heading 3 and Heading 4 from the Word2007Essentials into the Dissertation document.

Click Close



Figure 11

Create a Multi level list Style

The easiest way to create a multi level list:

1. Click on the Office Button and create a new blank document

2. Click on the Multi level list control (on the Home tab, within the Paragraph group) (see figure 12) and select the third option under List Library (see figure 12).



Figure 12: Multi level list

3. Type the text Main Numbered Heading (note you can call the heading anything of your own choice) and hit the return key on the keyboard

4. Click the increase indent control within the paragraph group and type the text Sub Numbered Heading. Hit the return key on the keyboard.

5. Click the increase indent control and type the text SubSub Numbered Heading.

6. Scroll over the top line Main Numbered Heading. Your text should resemble figure 13.

Figure 13: List Headings



7. With Main Numbered Heading selected, right click on the text.

8. From the menu, select Styles then Save Selection as a New Quick Style (see figure 14).

Figure 14: New Quick Style

9. The Create New Style from Formatting dialog box will appear (see figure 15).

10. Type the name Main Numbered Heading in the name box and click Modify (see figure 15).

11. Change the font to type Garamond, size 16 and bold. Click the format button

and select Paragraph.

12. With the Indents and Spacing tab selected change the spacing before and after to 6 pt and click OK

Figure 15: Create New Style from Formatting

13. Repeat points 7 to 12 above for the Sub Numbered Heading and the SubSub Numbered heading, making the font sizes 14 and 12 respectively, with 3 pt spacing.

14. Notice the new headings now appear within the Quick Styles on the Home tab (see figure 16).



Figure 16: New Headings within Quick Styles

The References Tab

With the document Word 2007Essentials open, click on the References tab, see figure 17. The References tab is used for working with long documents, i.e. generating a table of contents and index, inserting footnotes and endnotes, inserting captions for tables and figures, etc.

Figure 17: References Ribbon

Captioning

A caption is a numbered label, such as "Figure 1," that you can add to a table, figure, equation, or other item. You can have Word automatically add captions when you insert tables, figures, or other items in your document. Or, if you've already inserted the items, you can add captions manually.

Add Caption Automatically

1. With the References tab selected, click on Insert Caption

2. Click AutoCaption

3. In the Add caption when inserting list, select the items for which you want Word to insert captions (Microsoft Word Document).

4. Select any other options you want (Table or Figure).



5. In your document, position the cursor beside the item you want to add a caption to.

6. With the References, tab selected, click Caption. The figure or table number will change/update each time.

7. If you want to add an optional description, click after the caption and type the text you want.

Add Caption Manually

1. Position the cursor above (or below) where you want the caption to appear

2. On the References tab, click on Insert Caption

3. In the Label list, select the item for which you want Word to insert a caption.

4. Select any other options you want.

To include Chapter Number with Caption

1. Position the cursor above (or below) where you want the caption to appear

2. On the References tab, click on Insert Caption. The Caption dialogue box will appear (see figure 18)

3. Click on the Numbering button. The Caption Numbering dialog box will appear (see figure 18)

Figure 18: Caption

4. Tick the box Include chapter number, see figure 18 (which will pick up the heading number)

5. Click the downward arrow next to Use separator: (see figure 18)



Work through the Word2007Essentials document adding figure numbers to the following items (above the figure/diagram). The text has already been added in each case.

Page no/item Figure number

Description

3 4 Office Button

5 5 Change Bullett types

5 6 Multilevel List

6 7 Clear Formatting

Now work through the Word2007Essentials document adding tables and descriptions to the following items (either above or below the figure). Instead of figure, select table.

Page no/item Table

number

Description

12 1 Courses

22 2 Merged Field

To Update Captions

1. Select a caption or captions to update. Do one of the following:

• To update a specific caption, select it.

• To update all captions, click anywhere in the document and press CTRL+A to select the entire document.

2. Right-click, and then click Update Field on the shortcut menu

Insert a Cross Reference

A cross reference is a note that refers the reader to another location for more information about a topic. You can create cross-references to headings, bookmarks, footnotes, endnotes and tables and figures. A cross-reference can only be created to an item that is in the same document as the cross-reference. To cross-reference an item in another document, you need to first combine the documents into a master document (see practical 1 for more information on master documents). The item you cross-reference, such as a



heading or bookmark, must already exist. For example, you must insert a bookmark before you cross-reference it.

For files you make available electronically, you use hyperlinks to create electronic cross-references. However, if you are distributing printed copies of your document, you need printed references so that readers can find the location themselves.

1. Go to page 2 and position the cursor just before Figure 2, after the text “See”

2. With the References tab selected, click on Cross-reference (within the

Captions group)

3. Within the Cross-reference box, change the Reference Type to Figure.

Figure 19 Cross-reference

4. Change the Insert reference to option to Only label and number. You can choose whether it should also serve as a hyperlink.

5. Select the figure Figure 2: Short Cut Keys for Ribbon. Click Insert. (see figure 19). Click close.

Note: in this instance, if you change the figure number, the cross reference will also change.



Create an Index

An index is a listing of topics covered in a book or a long document and the page numbers on which the topics are discussed. An index typically appears at the end of a document or book. You create an index by first marking the words or phrases you want to include in the index and then chose a design and generate the finished index.

1. Go to the table on page 11. Select the first instance of the text Word.

2. With the Reference tab selected, click Mark Entry (within the Index group)

3. Click Mark All (see figure 20). Note if you select Mark, only that particular instance of the word will be marked for index.

4. Click Close.

Figure 20: Mark Index Entry

MS Word will automatically display the entry using the Show/Hide. MS Word marks each index entry by inserting a field immediately after the entry text in your document. XE represents an index field.



5. Click the Show/Hide button on the Home tab to remove the Show.

6. Mark the text Excel in the same manner. Repeat again for PowerPoint

7. Go to the end of the document <Ctrl> <End>. Create a new page.

8. Type the text Index and take a new line. From the Reference tab click Insert Index.

9. On the Index tab change the Format to Classic. Click OK to create the Index. A small index will be created.

Create a Table of Contents

A table of contents (TOC) provides readers with a guide to topics covered in a long document or book. Unlike the index that is placed at the end of the document, a table of contents is placed at the beginning of the document and lists topics in the order in which they are presented rather than in alphabetical order. You can create a table of contents quickly if you have applied Heading styles throughout your document or you can mark text to be included in a TOC.

1. Press <Ctrl> <Home> to go to page 1. If necessary insert a new line below the heading Table of Contents.

2. With the References tab selected, click on the downward arrow under Table of Contents (within the Table of Contents group) and click on Insert Table of Contents.

3. Select the tab Table of Contents (see Figure 21).



Figure 21: Table of Contents

4. Select to show 2 levels and to include a tab leader (see Figure 21).

5. Click OK. A Table of Contents will automatically be created.

Handy Hint!

If you make changes to your document, the table of contents might not accurately reflect the headings and their respective page numbers. To update the table of contents, right click within the table of contents or click the Update Table control within the Table of Contents group on the References tab. Choose the Update Field option. The Update Table of Contents dialogue box appears (see Figure 22). To ensure all changes are made, choose the second option, Update Entire Table. Click OK.

Figure 22: Update Table of Contents



Delete a Table of Contents

With the References tab selected, click on the downward arrow under Table of contents. Select Remove Table of Contents

Note: You can also select the table of contents manually and press Delete.

Modify a Table of Contents

1. Right click within the Table of contents and select Edit Field.

2. Under field select TOC (i.e. Table of Contents) and click the button Table of Contents.

3. In the Formats box, click From template, and then click Modify.

4. In the Styles box, click the style you want to change, and then click Modify.

5. Under Formatting, select the options you want.

6. To add the new style definition to your template (a file or files that contain the structure and tools for shaping such elements as the style and page layout of finished file) select Add to template.

Handy Hints!

- Hover the mouse over the comment, the reviewer’s name will appear.

- You can change the reviewer’s name and initials that appear for comments. Choose Tools, Options. Click the User Information tab, type the reviewer’s name in the Name text box, type reviewer’s initials in the Initials text box, and then click OK. New comments inserted after making this change appear with the new name and initials; comments created before changing the name and initial maintain the original name and initials.

Track Changes

Occasionally changes are made to your document either by yourself or others, such as text added, deleted, images inserted, etc. By turning on Track Changes this will ensure the original document is retained, with revision marking listed alongside. In the following example, you will make the changes although in practice this could be any number of people who are working on the document.



1. Select the Review tab and click Track Changes.

2. Add a few words anywhere in the document.

Note: The text will appear in colour and underlined.

3. Now delete some text. Note how a deleted comment field appears with the deleted text.

4. Position the mouse pointer over the changes to see who made the change and on what date.

To change the tracking options click the downward arrow under Track changes and select Change Tracking Options. The Track Changes box will appear. From here you can change how you want the changes to appear in the document (see figure 23)

Figure 23: Track Changes



Accept and Reject Changes

1. Right-click over one of the revisions you have made. A menu will appear. Accept or reject the change (see Figure 24).

Figure 24 Accept or Reject Changes

2. Select the next revision. This time use the Review tab (see Figure 24). Click on the Next button (see Figure 25) to systematically go through all revisions. Click on the Accept or Reject changes buttons (see Figure 25).

Figure 25 Review Tab: Changes group

3. When complete, click on Track Changes to turn off Track Changes.

4. Save and close all documents

5. Exit from Word

MS WORD 2007 GUIDELINES

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