© 2002 computerprep, inc. all rights reserved. word 2000: working with long documents

© 2002 ComputerPREP, Inc. All rights reserved.

Word 2000:Working with Long Documents


Lesson 1:Customizing the Workspace

Objectives

• Modify default settings• Work with toolbars

Modifying Default Settings

• When you first install Word, several default options are already determined and activated

• Most default options can be changed using the Options dialog box

• Changes you make in the Options dialog box remain in effect for all future Word sessions until you change them

Working with Toolbars• You can customize any built-in toolbar or create

custom toolbars• You can customize built-in toolbars by:

– Enlarging the display of toolbar buttons– Repositioning toolbars– Adding, moving or deleting buttons– Resetting toolbars to their default settings

Working with Toolbars (cont’d)

• To create a custom toolbar:

– Display the Toolbars card of the Customize dialog box and then click on the New button

– Assign a name for the new toolbar and specify where it will be available

– Display the Commands card of the Customize dialog box, select a category, then drag a button or command into the toolbar

– To remove a toolbar button, make sure the Customize dialog box is open and drag the button from the toolbar into the document window


Lesson 2:Using Worksheets

in Documents

Objectives

• Create worksheets• Modify worksheets• Insert existing worksheets

Creating Worksheets

• If Microsoft Excel is installed on your computer, you can create, edit and format Excel worksheets directly in Word documents

• You can also insert an existing worksheet into a Word file and create a link between the documents

• To create a worksheet:

– Click the Insert Microsoft Excel Worksheet button and specify the number of rows and columns for the worksheet

– Use the keyboard and available Excel commands to enter and edit worksheet data

Modifying Worksheets

• You can use the Format Cells dialog box to modify the following worksheet features:– Number formats– Text and number alignment– Font size and style– Borders– Patterns (shading)– Worksheet protection

Inserting Existing Worksheets

• If data you want to display already exists in a worksheet, you can insert the worksheet into the Word document

• For data that will change, create a link between the worksheet and the document so the document will always display the most current information

• Use the Create from File card of the Object dialog box to insert a worksheet into a document


Lesson 3:Using Charts in Documents

Objectives

• Create charts• Modify charts• Import data into charts

Creating Charts

• You can use charts to display numeric data in graphic form

• Microsoft Graph 2000 Chart – the actual application you use to create charts in Microsoft applications

• When you specify to create a chart, Word inserts a default three-dimensional column chart and a datasheet window

• You use the datasheet window to enter the numeric and textual information to display in the associated chart

Modifying Charts

• After you have inserted a chart in a document, you can modify the chart structure and data

• You can edit data in the datasheet window and the chart will automatically update to reflect the changes

• You can specify to:– Add or modify chart and axis titles– Show or hide gridlines– Add or modify chart legends and labels

Importing Data into Charts

• You can import chart data from files created in other applications

• If you import data for an existing chart, the information replaces any data already in the datasheet

• You can specify to import all the data from a worksheet or just a selected range of data


Lesson 4:Creating Tables of Figures

Objectives

• Add captions• Add tables of figures• Update tables of figures

Adding Captions

• Table of figures – a list of all figures and their locations in the document

• To create a table of figures, you first add captions to the figures in the document, then generate the table

• Caption – a numbered label that identifies a figure in a document

• Use the Caption dialog box to specify caption text, placement and numbering style

Adding Tables of Figures

• After adding captions to the document, use the Table of Figures card of the Index and Tables dialog box to specify the captions that will appear in the table of figures and to format the table

• You can format the table of figures using pre-defined formats or create a custom format

• The entries in a table of figures contain hyperlinks for the caption text and the page numbers

Updating Tables of Figures

• Tables of figures do not update automatically• Use the Update Table of Figures dialog box to

update tables of figures• To update a table of figures:

– Right-click in the table, then click on Update Field

– Click on either “Update page numbers only” or “Update entire table”

– Click on OK


Lesson 5:Using Footnotes and Endnotes

Objectives

• Create footnotes and endnotes• Edit footnotes and endnotes• Customize footnotes and endnotes• Delete footnotes and endnotes

Creating Footnotes and Endnotes

• Footnotes and endnotes further explain or provide references for information in a document

• Footnote – a reference printed at the bottom of a page

• Endnote – a reference printed at the end of a document or document section

• A note contains two linked parts: – reference mark – a number, letter or symbol that

identifies a note– Note text – the footnote or endnote body text

Creating Footnotes and Endnotes (cont’d)

• You use the Note pane in Normal view to create or edit footnote text, endnote text and note separators– Note separator – a line or other symbol that

separates footnote or endnote text from the body text of a document

• The note reference mark is inserted in the document at the location of the insertion point

• The note text appears at the bottom of the same page for footnotes (default) or at the end of the document for endnotes (default)

Editing Footnotes and Endnotes

• You can edit footnote or endnote text by placing the insertion point in the note text and making edits as you would with any other document text

• You can also display all footnotes or endnotes together in the Notes pane, which displays in Normal view

• You can apply text formatting to note text using the Formatting toolbar

Customizing Footnotes and Endnotes

• You can customize footnotes and endnotes by:– Specifying or modifying placement and number

formats for all footnotes and endnotes– Converting footnotes to endnotes and endnotes

to footnotes– Customizing note separators

• If your document is divided into sections, you can specify a different number format for each section and have endnotes appear at the end of each section

Deleting Footnotes and Endnotes

• You can delete individual footnotes or endnotes by deleting the note reference mark in the document

• When you delete individual footnotes or endnotes, any remaining notes renumber automatically


Lesson 6:Using Hyperlinks

Objectives

• Use bookmarks• Use cross-references• Remove hyperlinks

Using Bookmarks

• Use hyperlinks to jump quickly from one part of a document to another

• To use hyperlinks, create bookmarks to mark parts of the document, then insert hyperlinks to the bookmarks– Hyperlink – a colored and underlined section of

text or a graphic that you click on to jump to a another part of the document

– Bookmark – a code that marks an item so you can refer to it in a hyperlink

Creating Bookmarks

• Use the Bookmark dialog box to create bookmarks (as well as to locate and delete them)

• When you create a bookmark, you assign a unique name to a specific location or item

• To create a bookmark:– Position the insertion point or select the text at

the location you want to reference– Click on Insert | Bookmark….– Type a name in the Bookmark dialog box and

press ENTER

Inserting Hyperlinks

• When inserting hyperlinks that point to a specific location in a document, you can have the link point to a bookmark or a document heading

• To insert a hyperlink:– Select the text for the hyperlink and click on the

Insert Hyperlink button– Display the Place in This Document section of

the Insert Hyperlink dialog box– Click on the bookmark or heading to which the

link will point and click on OK

Using Cross-References

• You can create cross-references to headings, footnotes, endnotes and bookmarks– Cross-reference – a text entry that directs a

reader to related pages, figures and notes• You can insert a cross-reference as a hyperlink• Use the Cross-reference dialog box to specify the

type of item being referenced, the item being referred to, and the information that will appear in the cross-reference

Using Cross-References (cont’d)

• If you add or delete text used in a cross-reference or if pagination changes, cross-references need to be updated

• Cross-references update automatically when you print the document

• To update all cross-references, select the entire document and press the F9 key

Removing Hyperlinks

• To remove a hyperlink:– Select the hyperlinked text– Click on the Insert Hyperlink button– Click on the Remove Link button


Lesson 7:Creating Indexes

Objectives

• Mark index entries• Create index cross-references• Format and compile indexes• Update indexes

Marking Index Entries

• Word generates an index from index entries you mark in the document– Index – an alphabetized list of document topics

that gives the page numbers where each topic is located in the document

• You mark index entries by inserting index codes into a document next to the items you want to reference, then by specifying the wording of the entry

• An index can include main entries, subentries and cross-references

Marking Index Entries (cont’d)

• Use the Mark Index Entry dialog box to:

– Specify the text of the main entry and subentry

– Create a cross-reference to another index entry

– List the current page number for the selected entry

– List a range of pages for an entry

– Select a bookmark to identify a range of pages for an entry

– Apply bold or italic formatting to the page number for an entry

– Mark all instances of an entry

Creating Index Cross-References

• You can create cross-references to an index entry that will direct readers to other index entries

• To create an index cross-reference:– Display the Mark Index Entry dialog box and

specify the main entry text– In the Options section, click on Cross-reference– Enter the cross-reference text in the Cross-

reference text box

Formatting and Compiling Indexes

• After you have marked index entries, you can select an index format and compile the index

• Use the Index card of the Index and Tables dialog box to format, preview and compile an index

• You can choose from a list of pre-defined formats and tab leaders, choose to right-align page numbers, and specify the number of columns that will display

• You can also specify whether subentry text will be indented or run in with the text

Updating Indexes

• Indexes do not update automatically• If you add, delete or edit entries, or if pagination

changes, you must update the index• To edit index entries, edit the field codes, not the

index itself• To update an index, right-click anywhere in the

index, then click on Update Field


Lesson 8:Creating Tables of Contents

Objectives

• Compile tables of contents• Update tables of contents

Compiling Tables of Contents

• You can compile a table of contents from headings that have been formatted with the built-in heading styles (Heading 1 through Heading 9) or with custom heading styles– Table of contents – a list of document headings

and their corresponding page numbers in the order in which they appear in the document

• Use the Table of Contents card of the Index and Tables dialog box to format, preview and compile a table of contents

Compiling Tables of Contents (cont’d)

• As with an index, you can use a predefined format, right-align page numbers, and specify dot leader characters

• You can also specify how many levels to display• Word automatically chooses a level based on the

levels of heading styles used in the document; however, you can specify a different number if necessary

Updating Tables of Contents

• Tables of contents do not update automatically as a document changes

• You will need to update a table of contents if you add, delete or change headings, or if you repaginate the document

• To update a table of contents:– Right-click anywhere in the table of contents

and click on Update Field– If the Update Table of Contents dialog box

displays, specify whether to update the page numbers only or the entire table


Lesson 9:Using Master Documents

Objectives

• Work with master documents• Create master document cross-references• Compile master document indexes and tables of

contents

Working with Master Documents

• Instead of creating one large file, you can create one master document and several subdocuments– Master document – a document containing

codes linking it to other documents– Subdocuments – the documents contained

within the master document • You can work with each subdocument

independently or as part of the master document

Working with Master Documents (cont’d)

• You can use any Word document as a master document or a subdocument

• You use Outline view to display and revise the structure of a master document or to open subdocuments– Outline view – a view you use to create,

promote or demote headings; to expand or collapse body text; and to rearrange and open subdocuments


• Use the Master Document buttons on the Outlining toolbar to:– Create and remove subdocuments– Insert an existing file as a subdocument– Merge selected subdocuments into one– Split a subdocument into two at the location of

the insertion point– Lock a master document and its subdocuments

so that no changes can be made


• You can create a title page that is formatted differently from the other pages in the document using a separate section in the master document

• You can also create different first pages in single long documents

Creating Master Document Cross-References

• You can create cross-references in a master document just as you can in any Word document

• You must use Normal view to view the entire master document, including its subdocuments, as if it were a single document

• In Normal view, each subdocument is separated by a section break in the master document

Compiling Master Document Indexes and Tables of Contents

• After marking index entries and applying heading styles to subdocuments, you can compile master document indexes and tables of contents in Normal view

• The index and table of contents will contain entries from all subdocuments


Lesson 10:Sharing Documents

Objectives

• Mark documents for review• Protect documents• Use document summaries

Marking Documents for Review

• You can share documents with other users so they can review and/or revise your work

• If you route a document using e-mail, you can have it returned to you automatically when the reviewers are finished with it

• Reviewers can revise documents by:– Inserting comments– Highlighting text– Tracking changes

Inserting Comments

• Reviewers can add comments to annotate a portion of a document rather than changing it– Comment – a critical or explanatory note added

to text, similar to a note written in a page margin

• When you insert a comment, the Comments pane displays

• The comment reference mark in a document contains the initials of the person designated as the user of your workstation and a number

• Comments are numbered sequentially

Highlighting Text

• When you want to emphasize important points or identify revisions you have made to a document, you can use the Highlighter tool to highlight text a particular color

Tracking Changes

• You can turn on the track changes feature to automatically mark changes you make to a document

• Use the Highlight Changes dialog box to:– Enable or disable the track changes feature– Specify whether or not to highlight the changes

on screen – Specify whether or not to highlight the changes

in the printed document

Protecting Documents

• You can protect documents so no one else can make changes to them

• You can protect documents for:

– Tracked changes – revision marks will be automatically turned on, preventing others from permanently deleting or changing text

– Comments – limits others to making comments only

• You need not assign a password to enable document protection; however, assigning a password prevents others from overriding document protection

Using Document Summaries

• You can display a document summary for any file in the Open dialog box, allowing you to access information about the file’s contents without opening the file

• The document summary can include the following types of information:– Title– Subject– Author– Keywords– Comments