microsoft word versions 2007 & 2010 level 3

MICROSOFT WORD VERSIONS 2007 & 2010

LEVEL 3

WWP Learning and Development Limited

NOTE

Unless otherwise stated, screenshots in this book were taken using Word 2007 running on Windows Vista. There may, therefore, be minor visual differences if you are using Word 2010, or if you are running on a different version of Windows.

Separate screenshots and instructions are given where there is a significant difference.

In all other cases, concepts, discussions, procedures and functionality are the same.


TABLE OF CONTENTS

NOTE .......................................................................................................................................................................... 2

TABLE OF CONTENTS .................................................................................................................................................. 3

LESSON 1 - USING STYLES ........................................................................................................................................... 6

VIEWING STYLES .................................................................................................................................................................. 7 APPLYING BUILT-IN CHARACTER AND PARAGRAPH STYLES ......................................................................................................... 10 CREATING A STYLE ............................................................................................................................................................. 13 USING THE QUICK STYLE GALLERY ......................................................................................................................................... 15 USING THE APPLY STYLES DIALOG BOX .................................................................................................................................. 17 EDITING AN EXISTING STYLE ................................................................................................................................................. 17 CLEARING FORMATS AND STYLES .......................................................................................................................................... 18 REMOVING A STYLE ............................................................................................................................................................ 19 COPYING STYLES TO OTHER DOCUMENTS AND TEMPLATES ........................................................................................................ 20 EXERCISE .......................................................................................................................................................................... 23

Using Styles ............................................................................................................................................................... 23

LESSON 2 - USING OUTLINE VIEW .............................................................................................................................. 24

CREATING AN OUTLINE ....................................................................................................................................................... 25 WORKING IN OUTLINE VIEW ................................................................................................................................................ 26 COLLAPSING/EXPANDING OUTLINE HEADINGS ........................................................................................................................ 27 DISPLAYING OUTLINE HEADING LEVELS .................................................................................................................................. 27 MOVING AN OUTLINE HEADING OR BODY TEXT ....................................................................................................................... 28 NUMBERING THE OUTLINE LEVELS ........................................................................................................................................ 28 CUSTOMISING HEADINGS NUMBERING .................................................................................................................................. 29 CONTROLLING START NUMBERS IN A LIST ............................................................................................................................... 32 DISPLAYING/HIDING OUTLINE TEXT FORMATS ......................................................................................................................... 33 EXERCISE .......................................................................................................................................................................... 35

Using Outline View .................................................................................................................................................... 35

LESSON 3 - USING SECTION BREAKS ........................................................................................................................... 36

WORKING WITH SECTION BREAKS ......................................................................................................................................... 37 INSERTING A NEXT PAGE BREAK............................................................................................................................................ 39 MODIFYING THE LAYOUT FOR A SECTION ................................................................................................................................ 39 INSERTING A CONTINUOUS BREAK ......................................................................................................................................... 41 INSERTING AN ODD/EVEN PAGE BREAK ................................................................................................................................. 42 REMOVING A SECTION BREAK .............................................................................................................................................. 43 AUTOMATIC SECTION BREAKS .............................................................................................................................................. 43 CHANGING A SECTION BREAK TYPE ....................................................................................................................................... 43 CHANGING THE HEADER OR FOOTER FOR A SECTION ................................................................................................................. 44 EXERCISE 3 ....................................................................................................................................................................... 48

Using Section Breaks ................................................................................................................................................. 48

LESSON 4 – WORKING WITH LONG DOCUMENTS ...................................................................................................... 50

USING TEXT FLOW OPTIONS ................................................................................................................................................ 51 ENTERING SUMMARY INFORMATION ..................................................................................................................................... 52 USING SUMMARY INFORMATION IN A DOCUMENT ................................................................................................................... 53 VIEWING THE DOCUMENT MAP (WORD 2007) OR NAVIGATION PANE (WORD 2010) .................................................................. 54 EXERCISE 4 ....................................................................................................................................................................... 57

Formatting Long Documents .................................................................................................................................... 57

LESSON 5 - USING BOOKMARKS ................................................................................................................................ 58

CREATING BOOKMARKS ...................................................................................................................................................... 59 VIEWING BOOKMARKS ........................................................................................................................................................ 59 GOING TO A BOOKMARK ..................................................................................................................................................... 60 CROSS-REFERENCING TO A BOOKMARK .................................................................................................................................. 61

Microsoft Word 2007/2010 - Level 3 Contents


HYPERLINKING TO A BOOKMARK ........................................................................................................................................... 62 DELETING A BOOKMARK ...................................................................................................................................................... 63 EXERCISE 5 ....................................................................................................................................................................... 64

Using Bookmarks ...................................................................................................................................................... 64

LESSON 6 - USING FOOTNOTES AND ENDNOTES ........................................................................................................ 65

INSERTING NOTES .............................................................................................................................................................. 66 SETTING NOTE OPTIONS ..................................................................................................................................................... 67 VIEWING NOTES ................................................................................................................................................................ 68 BROWSING NOTES ............................................................................................................................................................. 69 MOVING AND COPYING NOTES ............................................................................................................................................ 70 DELETING A NOTE .............................................................................................................................................................. 70 EXERCISE .......................................................................................................................................................................... 72

Using Footnotes and Endnotes ................................................................................................................................. 72

LESSON 7 - CREATING A TABLE OF CONTENTS............................................................................................................ 73

USING A TABLE OF CONTENTS .............................................................................................................................................. 74 GENERATING A TABLE OF CONTENTS ..................................................................................................................................... 74 USING CUSTOM STYLES ....................................................................................................................................................... 76 UPDATING A TABLE OF CONTENTS ......................................................................................................................................... 77 MANUALLY MARKING TABLE OF CONTENT ENTRIES .................................................................................................................. 78 EXERCISE .......................................................................................................................................................................... 82

Creating a Table of Contents .................................................................................................................................... 82

LESSON 8 - CREATING AN INDEX ................................................................................................................................ 84

USING AN INDEX ................................................................................................................................................................ 85 CREATING MAIN INDEX ENTRIES ........................................................................................................................................... 85 CREATING INDEX SUBENTRIES ............................................................................................................................................... 87 TYPING INDEX ENTRIES ....................................................................................................................................................... 88 CROSS-REFERENCING INDEX ENTRIES ..................................................................................................................................... 88 GENERATING AN INDEX ....................................................................................................................................................... 89 UPDATING AN INDEX .......................................................................................................................................................... 90 USING AUTO MARK TO CREATE AN INDEX ............................................................................................................................... 91 EXERCISE .......................................................................................................................................................................... 93

Creating an Index ...................................................................................................................................................... 93

LESSON 9 - USING AND CREATING TEMPLATES .......................................................................................................... 94

SELECTING A BUILT-IN TEMPLATE.......................................................................................................................................... 95 CREATING A CUSTOM TEMPLATE .......................................................................................................................................... 98 OPENING A CUSTOM TEMPLATE ......................................................................................................................................... 100 DISTRIBUTING TEMPLATES FOR WIDER USE .......................................................................................................................... 102 MODIFYING A TEMPLATE ................................................................................................................................................... 104 DELETING A TEMPLATE ..................................................................................................................................................... 105 EXERCISE ........................................................................................................................................................................ 107

Working with Templates ......................................................................................................................................... 107

LESSON 10 - CREATING FORMS ................................................................................................................................ 109

OVERVIEW OF CONTENT CONTROLS AND FORM FIELDS ........................................................................................................... 110 ACTIVATING THE DEVELOPER TAB ON THE RIBBON ................................................................................................................. 112 ADDING A TEXT CONTENT CONTROL TO A DOCUMENT ............................................................................................................ 113 ADDING A COMBO BOX OR A DROP DOWN LIST CONTENT CONTROL ......................................................................................... 114 ADDING A DATE PICKER CONTENT CONTROL ......................................................................................................................... 115 ADDING A PICTURE CONTENT CONTROL ............................................................................................................................... 116 ADDING A BUILDING BLOCKS CONTENT CONTROL .................................................................................................................. 117 ADDING A CHECK BOX CONTENT CONTROL (WORD 2010 ONLY) .............................................................................................. 118 PREVENTING CHANGES ..................................................................................................................................................... 119 LEGACY TOOLS V CONTENT CONTROLS ................................................................................................................................. 120 CREATING A DROP DOWN FORM FIELD ................................................................................................................................ 121 CREATING A TEXT FORM FIELD ........................................................................................................................................... 123

Microsoft Word 2007/2010 - Level 3 Contents


CREATING A CHECK BOX FORM FIELD .................................................................................................................................. 124 CALCULATING A TEXT FORM FIELD ...................................................................................................................................... 125 CREATING HELP MESSAGES FOR FORM FIELDS ....................................................................................................................... 127 PROTECTING A FORM ....................................................................................................................................................... 128 SAVING A FORM AS A TEMPLATE ......................................................................................................................................... 129 UNPROTECTING A FORM TEMPLATE .................................................................................................................................... 130 PRINTING A FORM ........................................................................................................................................................... 131 USING A FILL-IN FIELD ...................................................................................................................................................... 131 EXERCISE ........................................................................................................................................................................ 135

Creating Forms ........................................................................................................................................................ 135

INDEX ...................................................................................................................................................................... 139


LESSON 1 - USING STYLES

In this lesson, you will learn how to:

• View styles

• Apply built-in character and paragraph styles

• Create a style

• Use the Quick Style Gallery

• Use the Apply Styles dialog box

• Edit an existing style

• Clear formats and styles

• Remove a style

• Copy styles to other documents or templates

Microsoft Word 2007/2010 - Level 3 Using Styles


VIEWING STYLES

Discussion A style is a collection of formatting attributes applied to text that are saved with a name.

Styles make it simpler to format text and paragraphs consistently. For example, if you format the subtitles in your document with a Tahoma 28-point font, small caps, and 16 points of space above and below the subtitle paragraph, you can save a style containing these attributes. Thereafter, you can easily format other subtitles in one step, simply by applying the style to selected text.

You can apply styles as you type, or you can apply styles to existing text. Applying a style adds all the formatting attributes contained in that style to the selection.

A style (Heading 1) applied to a paragraph

There are four types of styles:

• Character and paragraph styles determine the look of most of the text in a document. A character style is designed to format individual letters, numbers or words and usually contains font attributes only. A paragraph style is designed to apply font attributes but can also apply layout attributes such as indentations, tabs and spacing between paragraphs. Some styles are called “linked styles” and can be applied to individual characters and words as well as to entire paragraphs.

• List styles determine the look of lists, including characteristics such as bullet style or number scheme, indentation, and any label text.

• Table styles determine the look of tables, including characteristics such as the text formatting of the header row, gridlines, and accent colours for rows and columns.

Styles can be viewed, created, applied, edited, and deleted using various methods:



1. The Quick Styles group on the Home tab.

2. The Styles Task Pane.

3. The Apply Styles dialog box .

When you click on a piece of text in your document, the style applied to the text is

highlighted in the Quick Styles gallery , the Task Pane

and/or the Apply Style dialog box .

By holding the mouse pointer over the style name on the Task Pane, a label appears showing you its attributes.



The default style for all text in a new, blank document is “Normal”. The main attributes of the Normal style are: regular, Calibri, 11pt, black font with 1.15 spacing between the lines of a paragraph and an extra 10pt spacing after each paragraph.

By right-clicking a style icon in the Quick Styles group, or a style name on the Task Pane, you can use the shortcut menus carry out a variety of commands to the style such as renaming, deleting and modifying it.

Tip For more information on the style or formatting applied to selected text, press Shift+F1.

Although all the methods described above are useful for working with styles, the Task Pane offers greater ease of use and additional functionality. It is recommended that you use the Styles Task Pane if you intend to work with styles in detail.

The Styles Task Pane, however, can show more styles than are necessary and it is advisable to set its options to show just the styles in use or in the current document.

Procedures 1. Click the dialog box launcher in the Styles group on the Home tab. 2. Click the Dialog Launcher in the bottom right corner of the group.

3. Select the Options... button at the bottom of the Task Pane to open the Style Pane

Options dialog box. 4. In Style styles to show: list, select In use.

5. To view the style applied to specific text, position the insertion point in the desired

text. 6. To find all text formatted with a specific style, right-click the style you want to find

and select the Select All # Instance(s) option .



APPLYING BUILT-IN CHARACTER AND PARAGRAPH STYLES

Discussion Word supplies many built-in styles for each of the four style types; character, paragraph, table, and list.

A character style is applied to selected text within a paragraph and affects aspects such as the font type and size of text, as well as font effects such as bold, italic, and small caps. The Word application includes several different built-in character styles, eg. Emphasis and Subtle Reference.

Whereas a character style is applied to specific text, a paragraph style is applied to an entire paragraph. Paragraph styles affect all aspects of a paragraph’s appearance, including alignment, tab stops, line spacing, indentation, and borders. Paragraph styles can (and usually do) also contain character formatting.

Word comes with several built-in paragraph styles. The most commonly used style is Normal (the default). For example, you can use the Normal style for the body of a letter. Other commonly used built-in styles include Heading 1, Heading 2 and Heading 3. You can also create your own styles. Although some styles include the word Heading in them and are designed for the headings in a document, you can use them for other situations as well.

A table style applies border, alignment, and shading to a table, and a list style applies consistent bullets, numbering, and indentation to a list. The symbol next to each style name indicates the type of style:

To apply a character style, you must select the individual characters (letter and numbers) that you want to apply the style to. You can apply a character style to a single word by positioning the cursor anywhere on the word.

Example of a character style applied to individual characters

With a paragraph style, it doesn’t matter what you select in the paragraph. You can merely position the cursor anywhere on the paragraph; select the entire paragraph, or even select single characters and words; the paragraph style is always applied to the entire paragraph.

Style Type Symbol

Character Paragraph Table List



Example of a paragraph style that includes a first line indent and 1.5 line spacing.

Like a paragraph style, you can apply a table style by selecting anywhere on the table.

A list style is applied in the same way as a paragraph style.

Table styles and list styles are covered in our Microsoft Word 2007-2010 Level 1 and Level 2 books. This lesson covers the use of character and paragraph styles.

In addition to the four style types given above, there are also “linked styles.” These act as both a character style and a paragraphs style. If you select individual characters or words and apply a linked style, it will be applied just to those characters or words only and include only the font attributes. If, however, you just position the cursor anywhere on the paragraph, the style will be applied to the entire paragraph and will, therefore, include attributes such as indentations, tabs and spacing.

Style Type Symbol

Linked

What is a paragraph?

People’s normal notion of a “paragraph” is a collection of words in a block and usually separated from other paragraphs, pictures or lists, by a space above and below.

While this is true, a paragraph in Word could be a single word or even a blank line! Basically, Word looks for the paragraph symbols (“pilcrows”) in a document and assumes the text between each pair is a paragraph.

Paragraph symbol (“Pilcrow”)

Tip Pilcrows in a document may not be visible. You have to click the Show/Hide command in the Paragraph group on the Home tab to see them.

The sample text below contains nine Word paragraphs.

Further information on Word styles is given on the Microsoft website:

1 2 3 4 5 6 7 8 9



http://office.microsoft.com/en-us/word-help/understanding-paragraph-character-list-and-table-styles-HA001187614.aspx

Tip To apply a character style to a single word, click in the word. To apply a character style to multiple words, you must select all the text you want to format.

Tip To apply a paragraph style to a single paragraph by clicking in the paragraph. To apply to multiple paragraphs, you must select at least part of each paragraph you want to format.

Tip If necessary, you can adjust the width of the Style Task Pane. Point to the border between the task pane and the workspace until the mouse pointer displays a two-headed arrow, and then drag the border to the left to increase the width or to the right to decrease the width.

Procedures (Character and Paragraph Styles) 1. Open the Styles Task Pane. 2. Select the Options button at the bottom of the task pane to open the Style Pane

Options dialog box. 3. In the Select styles to show: box, select All Styles. 4. Click OK. 5. To apply a character style, select the individual characters or words that you want to

format. 6. Click the character style you want to apply. 7. To apply a paragraph style, just position the cursor anywhere in the paragraph you

want to format. To format multiple paragraphs, click and drag over them. 8. Click the paragraph style you want to apply.

Procedures (Linked Styles) 1. Open the Styles Task Pane. 2. To use a linked style as a character style, select the individual character(s) or

word(s) that you want to apply the style to. 3. Click the linked style that you want to apply. 4. To use a linked style as a paragraph style, position the cursor anywhere on the

paragraph (or click and drag over multiple paragraphs). 5. Click the linked style that you want to apply.

Tip You can apply styles more quickly from the Quick Styles gallery on the Home tab. The gallery, however, does not show a full list of styles and nor does it make it very clear which are character styles and which are paragraph styles.





Tip To remove a style, select the text or paragraph and click the Clear All at the top of the Styles Task Pane or click the Normal icon in the Quick Styles gallery on the Home tab.

CREATING A STYLE

Discussion If none of the existing styles meets your needs, you can create a new one of your own.

A character style can contain character formatting only, including font, font size, font style (bold, italic, bold/italic), font effects (such as small caps or superscript), character spacing, text borders and shading, and even language settings.

Paragraph styles can contain a complex combination of attributes. In addition to the common alignment, spacing, and indentation settings, they can force page breaks above text, keep text together on a page, specify tab settings, apply borders, and specify bullet or number symbols. Paragraph styles can also be used to format the position of pictures, as well as apply text wrapping around pictures. In addition, paragraph styles can contain any desired character formatting.

There are several ways to create a style; one method is by example. To create a style by example, you apply the desired formatting to any text selection, and then click the New Style button at the bottom of the Styles Task Pane. You can then give the style a name and apply additional settings and options. These are as follows:

Setting Description

Name: A made-up name for the style so that you can identify it later.

Style type: Pick the appropriate type for the purpose that you want to put the style to. See previous topics explaining the four different types and how they are used.

Style based on: All styles are based on an underlining style. This means that if the underlining style is modified, all other styles based on it inherit the change(s). I most cases, it is safest to base your own styles on the built-in Normal style. The Normal style is seldom changed and hence, will not unexpectedly or adversely affect any other styles created from it.

Style for following paragraph: (paragraph and linked styles only)

The style that you want Word to automatically generate on the following line when you press Enter at the end of a paragraph that has the style that you are creating applied to it. This is sometimes referred to as “chaining” styles.



Add to Quick Style list Tick if you want your style to appear as an icon in the Quick Style gallery on the Home tab. The style can otherwise be accessed on the Styles Task Pane or the Apply Style dialog box.

Automatically update Tick if you want all text formatted with the style to be automatically re-formatted, when you change it anywhere on the document.

Only in this document Select if you only want the style available in the current document (the one you are creating it in).

New documents based on this template

All Word documents are based on a template. For example, each time you create a new, BLANK document, you are basing it on the “normal.dotx” template. If, however, your company has templates for letters, memos, reports, etc. and you create a blank one of these by using the New command, you are basing your document on one of your own, special templates. Select this option, therefore, if you want the style that you are creating to be made available to all documents based on the current template.

The Create New Style from Formatting dialog box also provides a Formatting toolbar and a Format button. You can use these to change or add more formatting attributes to the character style being created.

Tip To assign a shortcut key to a style, click the Format ▼ button in the New Style or Modify Style dialog box and then select the Shortcut key



command. Press the desired key combination and select Assign to assign it to the style. (Word will not assign it to the style if it is already assigned to another function).

Procedures 1. Format a character, word or paragraph with the attributes to want your style to

contain. 2. Select the character, word or paragraph. 3. Show, if necessary, the Styles Task Pane.

4. Click the New Style button at the bottom of the Task Pane. 5. Type a name for the style. 6. Select from the Style type: list Character, Paragraph or Linked. 7. Add or remove additional settings and/or formatting as desired (see table on page

13). 8. Click OK.

USING THE QUICK STYLE GALLERY

Discussion Adding a style to the Quick Style gallery makes the style more easily available when creating a document.

The Quick Style Gallery

The Quick Styles gallery can also be used to create a new style. Once you have applied to a piece of text, the formatting you wish to create your style from, you can click the More

button in the bottom right corner of the gallery and click Save Selection as a New Quick Style....



This saves the style as a Linked Style but you can modify it by right-clicking it in the Quick Styles gallery and selecting Modify....

You can also create a Quick Style by right-clicking the formatted text and selecting Styles ► Save Selection as a New Quick Style....

When the style is no longer needed on the quick style gallery, you can remove it. Right click the style and select Remove from Quick Style Gallery.

Note: Styles removes from the Quick Style gallery are not deleted. They can still be accessed in the Styles Task Pane and re-added to the Quick Style gallery.

The Quick Styles gallery offers the same options that are available on styles listed in the Task Pane such as modifying styles, updating to match selection and adding a style to the Quick Access toolbar. Style names can also be changed in the Quick Style Gallery using the Rename function.

Procedure 1. Select the text that you want to apply a style to. 2. Select the Home tab on the Ribbon. 3. Click the appropriate icon in the Styles group.



USING THE APPLY STYLES DIALOG BOX

Discussion Although included in Word 2007 and Word 2010 as a legacy tool (equivalent to the Styles drop-down list on the Formatting toolbar), the Apply Styles dialog box can a useful and quick way of applying styles to selected text. It also contains buttons for modifying a selected style and for showing/hiding the Styles Task Pane.

Procedures 1. Select the Home tab.

2. Click the More button in the bottom right of the Styles group. 3. Select Apply Styles....

EDITING AN EXISTING STYLE

Discussion If you format a character or paragraph with a particular style and later decide that you want to change some of the style attributes, you can easily modify the style. Users can edit styles in one of two ways: -

• Modifying a style allows you to reformat all text using that style, without having to change each instance. Right click on the style in the Style task pane or in the Quick Style Gallery, choose Modify then make your changes.

• You can also modify a style by example. First, apply the desired formatting to text and then select it. Right-click the style you want to modify in the Styles task pane or Quick Style Gallery and select Update to Match Selection. This method can also be used to update the normal style.

Procedures 1. Open, if necessary, the Styles Task Pane or select the Home tab on the Ribbon



2. Right-click the style you want to modify in the Styles Task Pane or in the Quick Styles gallery.

3. Select Modify.... 4. Modify setting and formatting attributes as desired. 5. Click OK.

CLEARING FORMATS AND STYLES

Discussion You can use the Clear Formatting button (Home tab, Font group) or the Clear All command in the Style Task Pane to remove formatting and styles from text. When you remove all formatting and styles from text, it adopts the attributes of the Normal style.

The Clear Formatting command appears at the top of the Styles task pane. If you clear formatting from text formatted with a character style, the text adopts the formatting of the paragraph around it, rather than that of the Normal style.

You can remove formatting and style from a single instance or from all instances of that formatting or style. To remove formatting from all occurrences of a particular style, right click on the style in the task pane or Quick Style Gallery, choose Select all # instances, then choose Clear all from the top of the task pane or the Clear formatting button from the Font group.

Tip Applying the Normal style has the same effect as selecting the Clear Formatting command.

Procedures 1. Open, if necessary, the Styles task pane. 2. Select the text containing the formatting or style you want to clear. 3. Select Clear Formatting at the top of the list.



REMOVING A STYLE

Discussion If you no longer require a particular style, you can delete it from the document.

You can delete a style by right-clicking it in the Styles Task Pane but the command that appears will vary depending how the style was created.

If the style was based on the Normal style, the command will say Delete <style name>.

Upon executing the command, any text formatted with the style will change back to the Normal style.

If the style was based on any other style (not Normal) then the command will say Revert to <style name>.

Upon executing the command, any text formatted with the style will change back to the style that is was based on when created.

Tip If you accidentally delete or revert a style, you can use Undo to reverse the action.

Tip You cannot use the Quick Style Gallery to delete a style.

Procedures 1. Open the Styles task pane. 2. Right-click the style that you want to delete. 3. Select Delete <style name> or Revert <style name>. 4. Click Yes to the warning message.



COPYING STYLES TO OTHER DOCUMENTS AND TEMPLATES

Discussion When you create or modify a style using the methods described above, you can make the style available to the current document only or to the template that the document is based on.

There will almost certainly, however, be other documents or templates that you want to make your custom styles available in. Although you can re-create the style in each document, this can become pedantic and time consuming, especially if the style is complex or you cannot remember all its attributes.

There are two main ways to transfer styles from one document or template to another.

The first is to apply the styles that you want to transfer to some text in the original document and copy it. When you copy text in Word, you are not just copying the words but also copying the style(s) applied to them.

You then open the receiving document or template and paste the copied text. This not only copies the words but also the styles.

You then delete the text from the receiving document (unless you need it there) but in doing so, the styles remain behind and can be used as normal from the Styles Task Pane or the Quick Styles gallery.

The second method involves using the Import/Export command. This opens the Word Organizer where you can copy, delete and rename styles from any Word document or template.

When using the Organizer, Word will warn you if there already is a style with the same name in the receiving file.

Procedures (Method 1) 1. Open the document containing the styles you want to copy. 2. Apply to some text, the style(s) that you want to transfer to another document or

template. 3. Select the text. 4. Copy the selected text. 5. Open the document or template that you want to want to transfer the styles into.



6. Paste the copied text into the document – suggest that you do this at the bottom of the document.

7. Select the pasted text and delete it. The style, however, will remain in the document and appear in the Quick Style gallery and the Styles Task Pane. If the style does not appear in the Styles Task Pane, click the Options... link at the bottom right and select In current document or All styles in the Select styles to show: list.

Procedures (Method 2) 1. Open the document or template containing the styles you wish to transfer. 2. Open the Styles Task Pane, if necessary.

3. Click the Manage Styles button at the bottom.

4. Click the Import/Export... button .

5. Ensure the Styles tab is open. Styles available in the open document will be listed at

the left. By default, the Normal template styles will be listed at the right. 6. To copy a style to the Normal template, select it in the list at the left and click

Copy >>. 7. To copy a style from the current document to another document or template (not

Normal), click the Close File button below the list at the right. The button changes name to Open File.



8. Click the Open File button. 9. Select All Files in the drop down list at the bottom of the dialog box. The layout of

this dialog box will vary depending on which version of Window you are using. 10. Navigate to and select the document or template that you want to copy the style(s)

to. 11. Click Open. 12. Select the style you wish to copy in the list at the left. 13. Click Copy >>. 14. Continue copying more styles as necessary. 15. Click Close in the Organizer dialog box when finished.



EXERCISE Using Styles

1. Open Exstyle. 2. Display the Styles task pane. 3. Apply the Heading 1 style to the first line of the document, Worldwide

Sporting Goods, and then centre the line. 4. Use the Worldwide Sporting Goods title to create a new style named

WSG Heading. 5. Modify the WSG Heading style to include double line spacing. 6. Apply the WSG Heading style to the Summer Equipment Showcase

heading on page 1 and to the Directions to the Central Valley Convention Centre heading on page 2.

7. Create a character style named Emphasis 2, based on the text Morning on page 1. Then, apply the style to the text Midday and Evening.

8. Clear all formatting from the text Summer Equipment Showcase. 9. Revert the WSG Heading style to Heading 1 (this is the style that it is

based on). 10. Select the directions list on page 2 starting from number 1 through 8. 11. Change the numbering style to uppercase Roman numerals. 12. Close the Styles task pane, and then close the document without

saving it.


LESSON 2 - USING OUTLINE VIEW


• Create an outline

• Work in Outline view

• Collapse/Expand outline headings

• Display outline heading levels

• Move an outline heading or body text

• Number the outline levels

• Customise headings numbering

• Display/Hide outline text formats

Microsoft Word 2007/2010 - Level 3 Using Outline View


CREATING AN OUTLINE

Discussion You can create an outline of a Word document by using the Outline view.

Outlines are useful for summarising large amounts of information into more manageable groups and sections. In Word, Outline View makes it easier to understand and check the content and layout of large documents.

Tools available in Outline View makes it easier to move whole sections of a document without the need to cut and paste and provide a visual way to apply certain built-in styles that can be used to divide up and clarify the structure of a document.

To gain the most benefit from a Word outline, it is important to understand and use Levels and Body Text correctly. Levels correspond to one of the built-in Heading styles. The headings are structured hierarchically and numbered 1 through to 9. For example, each main heading in a report might have a Heading 1 style applied, with subheadings formatted with Heading 2 style and sub-sub headings formatted using Heading 3 style. Plain paragraphs of detail and supporting text immediately below each heading are formatted to the Normal style.

Example document in Outline View showing styles used and levels

When you switch to Outline view, Word displays the Outlining contextual tab. This tab contains all the commands necessary to work with the outline.

If you create a new document from scratch in Outline view, the first paragraph uses the Heading 1 style. When you press the [Enter] key at the end of a paragraph, the next paragraph uses the same heading style as the previous one.

Tip You can hide or display the formatting of outline text while working in Outline view by selecting the Show Text Formatting button on the Outlining tab under the Outline Tools group.

Procedures 1. Select the View tab on the Ribbon.

2. Click the Outline command in the Document Views group.

Heading 1 (Level 1 – Main heading) Heading 2 (Level 2 – Sub heading) Heading 3 (Level 3 – Sub-sub heading) Body Text

Heading 3 (Level 3 – Sub-sub heading) Body Text Heading 3 (Level 3 – Sub-sub heading) Body Text



3. When finished, click Close Outline View on the contextual tab.

Alternately

Click the Outline button at the bottom right of the Word window to the left of the Zoom Bar.

WORKING IN OUTLINE VIEW

Discussion An outline consists of levels and sublevels. As you create an outline in Outline view, you can demote and promote text as you type to create levels, as well as change existing text to a different level.

When you demote text, it becomes a subheading (or sublevel) of the level above it. The text of the demoted heading is indented and its style changes to that of the next lower heading level. When you promote text, it is indented to the left and its heading style changes accordingly. You can promote or demote text at any time as your outline changes.

In order to change the level of any text, the insertion point must be positioned in the text. You can change the level of existing text, or you can change the level before typing new text.

The Outlining contextual tab provides buttons to help you promote and demote headings one level at a time, or you can use the Outline Level box to select a specific outline level, from Level 1 to Level 9, as well as Body text.

Tip You delete text in an outline just as you would delete any other text. Be careful; if you delete a collapsed heading, all the sublevels under it are deleted as well.

Tip You can also demote text by pressing the [Tab] key combination or promote text by pressing the [Shift+Tab] key combination

Procedures 1. Switch to Outline view. 2. Position the cursor in the text where you want to change with the outline level.

3. To decrease the level of the text, click the Demote button on the Outlining contextual tab.

4. To decrease the level of the text to body text, click the Demote to Body Text button

on the Outlining contextual tab.

5. To increase the level of the text, click the Promote button on the Outlining contextual tab.

6. To promote text to the Heading 1 level, click the Promote to Heading 1 button

on the Outlining contextual tab.



7. To apply an outline level to selected text, click the arrow on the Outline Level list on the Outlining contextual tab and select the desired outline level.

8. When finished, close Outline View.

COLLAPSING/EXPANDING OUTLINE HEADINGS

Discussion With outlines, you can easily control which text appears by collapsing and expanding levels. When you collapse a level, only its heading appears. If there are sublevels or body text under a heading, a plus symbol appears next to the heading. If a heading has no sub-levels or subtext, a minus sign appears next to the heading.

When a collapsed heading is promoted, demoted, or moved, its subtext is also promoted, demoted, or moved. If an expanded heading is promoted, demoted, or moved, its subtext is promoted, demoted, or moved only if it has been selected as well.

Tip

When you print a document in Outline view, Word prints the document exactly as it appears on the screen. Therefore, you can expand or collapse the outline as desired to print only specific levels. Word does not print the symbols preceding each level and the outline level indents do not print or appear in Print Layout view.

Tip You can expand or collapse all sublevels under a heading by double-clicking the plus symbol (+) to the left of the heading.

Procedures 1. Switch to Outline view. 2. Position the cursor in the heading you want to collapse.

3. Click the Collapse button on the Outlining contextual tab once for each sublevel you want to hide.

4. Position the insertion point in the heading you want to expand.

5. Click the Expand button on the Outlining contextual tab once for each sublevel you want to display.

DISPLAYING OUTLINE HEADING LEVELS

Discussion In order to organize and view the main points of an outline, you can choose to view only a specific number of outline levels. When you choose this option, the entire outline is expanded or collapsed to the designated number of levels. Levels from which you can choose range from 1 through 9, or you can show all outline levels.

A faint line appears under any item with hidden subtext.



An outline “collapsed” to Heading 2 (Level 2)

Procedures 1. Switch to Outline view. 2. To display a specific number of heading levels, click the arrow on the Show Level

list on the Outlining contextual tab.

3. Select the desired Show Level number or select All Levels.

MOVING AN OUTLINE HEADING OR BODY TEXT

Discussion You can change the position of a heading or body text in an outline. When a collapsed heading is moved, its subtext is moved with it. If an expanded heading is moved, its subtext is moved only if the subtext has been selected as well.

Tip You can also move a heading or body text by cutting and pasting or dragging it as needed.

Procedures 1. Switch to Outline view. 2. Select the heading or body text you want to move.

3. Click the Move Up button or the Move Down button on the Outlining contextual tab as desired.

NUMBERING THE OUTLINE LEVELS

Discussion Word can number the headings in an outline, using one of the predefined numbering styles. As headings are inserted, moved, or deleted, Word automatically updates the numbers.



When you are numbering an outline in Outline view, you should choose from one of the Heading number styles available in the Multilevel Lists command in the Paragraph group of the Home tab. There is no need to select the entire document to number it, just position the cursor on any Heading 1 – 9 style and carry out the command. Only paragraphs that have had levels assigned to them (Headings styles) are numbered. Body Text is not numbered. You must, however, select all headings to remove the numbering.

It is not necessary to be in Outline view to number a document using this method. It can be equally well achieved in Page Layout, Web Layout or Draft views.

Procedures 1. Position the cursor on a paragraph with a Heading style applied. 2. Select the Home tab. 3. Click the Multilevel list button. 4. Select the desired Heading number style.

CUSTOMISING HEADINGS NUMBERING

Discussion If the multilevel Heading styles in the library aren't what you are looking for, you can define a new multilevel list from one of the existing ones in the library or, define a completely new list style.

A new list style can be used each time you begin a new multilevel list in a document, and it is added automatically to the gallery of list styles.



There is an important difference between the two commands, Define New Multilevel List and Define New List Style.

• The Define New Multilevel List command is convenient for customising the last multilevel style used or, for changing the style of one that has already been used in the current document. A new multilevel list is available in the current document only.

• The Define New List Style command can be used to create a completely new list style, save it and then copy it to for use in other documents. Also, if you make changes to a new list style, every instance of that list style is updated consistently in the document.

Procedure (New Multilevel List) 1. Position the cursor on any paragraph to which Headings numbering has been

applied. 2. Select the Home tab. 3. Click the down arrow next to the Multilevel List command in the Paragraph group

. The current list is highlighted to indicate what will be affected by the changes that you make.

4. Click Define New Multilevel List. 5. Select 1 in the Click level to modify: list. 6. Select from the Number style for this level: drop down list the number, letter or

bullet type that you want to use for the current level. 7. Click in the Enter formatting for this number: box and fine tune the appearance of

your numbers, letters or bullets. For example, the box may show a number followed by a full stop but you may wish to replace the full stop with a closing bracket, colon or hyphen

8. Leave Number alignment: set to left and enter in the Aligned at: box how far from the left margin you want the number, letter or bullet to start. If you enter 0, for example, your level 1 items will start at the margin.

9. Enter in the Text indent: box how far from the left margin you want the text to start. This measurement will also be applied as a hanging indent.

10. Select 2 in the Click level to modify: list. 11. Repeat steps 6 to 9 above to create a style for your second level numbering/bullets.

If you wish, you can mix numbers and bullets in the same list. For example, you can have a number for the first level paragraphs but then use letters or bullets for levels 2 - 9.

12. For the level 2 - 9 numbering, you can decide whether you want the previous level’s numbering included by clicking the Include level number from: list. For example, you may have a first level that uses A, B, C, etc. and include that with a second level that uses numbers. The effect of that would be to make the second level numbering appear as A1, A2, B1, B2, C1, etc.

13. Repeat steps 10 – 12 for as many other levels as you have, or intend to have, in your list.

14. More settings are available by clicking the More >> button but under normal circumstances, this should be unnecessary.

15. When finished, click OK.



NB The multilevel list style that you define is automatically set as the current multilevel list style. If you have modified indentations for your levels, you will have to adjust the indentations of associated body text separately.

Example of customised Headings numbering

Procedures (Creating a New List Style) 1. Select the Home tab. 2. In the Paragraph group, click the Multilevel List drop down arrow. 3. Click Define New List Style. 4. Type a Name for the new list style. 5. Select 1st Level in the Apply formatting to: drop down list. 6. Under Formatting, apply your preferred choices for the level. 7. For more advanced settings, such as defining indentation measurements, click the

Format button in the bottom left corner. 8. Select Numbering.



9. Refer to the previous procedure (New Multilevel List) on how to specify the

required preferences and settings. 10. Click OK. 11. Repeat steps 5 – 10 for the other levels that you intend to have in your style. 12. To make the new style available to other documents based on the current template,

select the New documents based on this template (see page 14). 13. Click OK. 14. To copy this List Style to other documents or templates, see page 20.

CONTROLLING START NUMBERS IN A LIST

Discussion Word guesses whether a list is a continuation of a previous list in the same document, or a completely new one. Word uses various criteria for its decision and the logic does not always follow the user’s intentions or needs!

As a result, you may have to specify restarting numbering a list or continuing numbering from the previous list.

Procedure 1. Right click over the numbered list that has started numbering incorrectly.



2. Select either Restart at 1 or Continue Numbering. The option available will depend on what start number Word has decided to use.

3. Alternatively, select the Set Numbering Value... command and in the Set value to:

box, enter a number of your choice to restart numbering from.

4. Click OK.

Tip

You can also control the start number with the Autocorrect Options button that appears next to the first number when you initially add the numbering. This button only remains visible until you next press Enter. As a result, you must use it quickly.

DISPLAYING/HIDING OUTLINE TEXT FORMATS

Discussion You can display or hide text formatting in Outline view. If you hide the outline formatting, you can view more text on the screen.

Procedures 1. Switch to Outline view.



2. To display or hide text formatting, select the Show Text Formatting check box on

the Outlining contextual tab .

Tip You can modify character formatting in Outline view. However, to modify paragraph formatting, the document must be in Draft or Print Layout view.



EXERCISE Using Outline View

1. Open OUTLNEX. 2. Switch to Outline view. 3. Apply the levels indicated -

Text Level

Southeast Region 1

Sales in Thousands 2

Gymnastics 3

275,000 4

Athletics 3

765,000 4

South-eastern Regional Sales Representatives

1

Nathan Brown (Manager) 2

Quarterly Sales Highlights 3

First Quarter 3

104,000 in sales 3

Second Quarter 3

95,000 in sales 3

4. Demote the First Quarter and Second Quarter headings to level 4. 5. Demote the 104,000 in sales and 95,000 in sales headings to level 5. 6. Collapse all levels under the Nathan Brown (Manager) heading. 7. Expand all levels under the Nathan Brown (Manager) heading. 8. Show to only three heading levels of the outline. 9. Redisplay all heading levels. 10. Move Gymnastic below Athletics; it should take its sublevel paragraph

(275,000) with it. 11. Promote the First Quarter and Second Quarter headings and their

subheadings to levels 3 and 4 respectively. 12. Revert ALL the document to Body Text and remove any redundant

formatting. 13. Close the document without saving it.


LESSON 3 - USING SECTION BREAKS


• Work with section breaks

• Insert a Next Page break

• Lay out a section

• Insert a Continuous break

• Insert an Odd/Even page break

• Remove a section break

• Deal with automatic section breaks

• Change a section break type

• Changing section headers and footers

Microsoft Word 2007/2010 - Level 3 Using Section Breaks


WORKING WITH SECTION BREAKS

Discussion When you start a document, there are no section breaks because the entire document consists of one section. A section break is the point at which you end one section and begin another because you want some aspect of the page layout to change.

You can divide a document into any number of sections and structure the layout of each section the way that you want.

Section and page properties include the following settings:

• Page Orientation (Portrait/Landscape)

• Margins

• Columns

• Line Numbering

• Vertical Alignment

• Headers & Footers

• Page Numbering

• Paper Size

• Paper Source

Except for Draft view where they are always visible, section breaks are only visible if you show the non-printing characters. You do this by clicking the Show/Hide command in the

Paragraph group of the Home tab .

Using Next Page section breaks to create a mixture of landscape

and portrait page orientations on a document

When you click on a piece of text, Word can show you which section of the document you have currently selected. To view it, right click the status bar and select Section from the shortcut menu. This will show alongside page of pages number and number of words in the document.

Section 1 – Portrait Section 3 – Portrait

Section 2 – Landscape



The breaks and their purposes are described in the following table.

Type Characteristics

Next Page Word breaks the page at the section break. The new section starts on the next page. Use this section break if you want to apply different page numbers, headers and footers, orientation, vertical alignment, or paper size to the sections in the document.

Continuous Word inserts a section break and begins the new section on the same page. If the two sections have different settings for page size or orientation, the new section begins a new page even if you select Continuous. Use this section break if you want to have different column formatting or margins on the same page. If there are multiple columns in the previous section, Word balances the columns above the section break and then fills out the page with the new section.

Odd Page Word begins the new section on the next odd-numbered page. This section break is often used for chapters that begin on odd-numbered pages. NOTE: If the section break falls on an odd-numbered page, Word leaves the intervening even-numbered page blank.

Even Page Similar to Odd Page, but Word begins the new section on the next even-numbered page.



INSERTING A NEXT PAGE BREAK

Discussion A Next Page section break fulfils two purposes – it creates a manual page break AND it starts a new section from the next page.

For instance, you may need to print one page of a document in portrait orientation and the rest of the document in landscape orientation. To perform this task, you can create one or more Next page sections and change the page layout for each section as desired.

Inserting a Next Page section break

Procedures 1. Position the insertion point where you want to start a new page AND a new section.

This will normally be just before the first character of the new page/section. 2. Select the Page Layout tab. 3. Click the Breaks command. 4. Under Section Breaks, click Next page.

MODIFYING THE LAYOUT FOR A SECTION

Discussion After you have created a new section, you can set different margins, page layouts, page orientations, column formats, page numbering, headers, and footers for each section in the document. This is achieved by first positioning the cursor on a piece of text in the section that



you want to change the layout of, and then selecting commands from the Page Layout tab > Page Setup group, or opening the Page Setup dialog box.

Before you can apply any page formatting, the insertion point must be positioned in the section you want to format.

Tip You can copy and paste section breaks to reproduce the section formatting in another area of a document.

Tip The Page Setup dialog box that can be used to create page layouts contains an Apply to list from which you can choose with more flexibility how you want the page layout to be applied. The choices can include Whole Document, Selected text, This section, or This point forward.

Procedures 1. Position the insertion point in the section you want to change the layout. 2. Select the Page Layout tab. 3. Click the required command(s) from the Page Setup group.

Alternatively

1. Position the insertion point in the section you want to format. 2. Select the Page Layout tab. 3. Click the Page Setup dialog box launcher.

4. Select the desired tab. 5. Select the desired option(s). 6. Select the Apply to list.



7. Select the desired option. 8. Select OK.

INSERTING A CONTINUOUS BREAK

Discussion To create a new section on the same page as the previous section, you must insert a Continuous section break.

You would use this type of break to create multiple layouts on the same page. For instance, you might insert a Continuous section break to change the margins on one part of a page or have a different number of columns.

Continuous sections with different columns

Procedures 1. Position the insertion point where you want to begin the new section. This will

normally be just before the first character of the new section. 2. Select the Page Layout ribbon. 3. Select the Breaks command 4. Under Section Breaks, select Continuous.

Section 1 – One column

Section 2 – Three columns



INSERTING AN ODD/EVEN PAGE BREAK

Discussion You can create an Even page section break to begin a new section on the next even-numbered page or an Odd page section break to begin a new section on the next odd-numbered page.

This is commonly done on professionally printed materials where it is “kinder” on the eye to always start the Contents, Index, Appendices and Chapter etc. on the right page (the odd page). If necessary, Word prints a blank page to force the section to the next even-numbered or odd-numbered page.

Example taken from professionally produced novel showing

new chapter starting on the odd page

Procedures 1. Position the insertion point where you want to force a new Odd or Even page

section. This will normally be just before the first character of the new section. 2. Select the Page Layout tab. 3. Click the Breaks command. 4. Under Section Break, select the Odd page or Even page option.



REMOVING A SECTION BREAK

Discussion When you remove a section break, you also remove the formatting associated with that section. The Section Break mark stores the formatting for the section above it, just as the paragraph mark stores the formatting of the paragraph preceding it.

When you remove a section break, the text above the deleted section break assumes the section formatting of the text below the deleted section break.

For example, take a document that contains two sections separated by a Next Page section break; the first section is in portrait orientation with no footer, and the second section is in landscape orientation with a footer. If you delete the section break, the entire document then becomes just one single section with a landscape orientation and a footer.

Tip Always show the non-printing characters when deleting a section break; it makes them easier to see and select.

Procedures 1. Position the cursor before the section break marker or select the whole marker. 2. Press [Delete].

AUTOMATIC SECTION BREAKS

Discussion Word automatically inserts section breaks when you carry out certain commands that can only be applied to sections. For example, if you select several paragraphs of text and execute the columns command, Word will automatically add Continuous section breaks before and after the selected text.

If you insert a Table of Contents from the Building Blocks gallery, Word will add a Next Page section break after it.

If you use the use the Different first page or Different odd and even commands in the Page Layout dialog box, Word will add special section breaks.

These extra section breaks can increase the complexity of understanding and managing document layouts.

CHANGING A SECTION BREAK TYPE

Discussion You can use the Page Setup dialog box to change the type of section break used in a document. Additionally, you can change the format of a section by modifying its margins, orientation, or layout.



You must position the insertion point within the section you want to modify in order to change the section type or layout.

Tip You can also open the Page Setup dialog box for a section by double-clicking the section break below the section you want to modify.

Procedures 1. Position the insertion point in the section that you want to change the type. 2. Select the Page Layout tab. 3. Click the Page Setup dialog box launcher. 4. Select the Layout tab. 5. Click the Section start drop down list. 6. Select the desired option. 7. Click OK.

CHANGING THE HEADER OR FOOTER FOR A SECTION

Discussion You can edit the headers or footers of a document to reflect the information contained within a specific section of a book. For example, each section can list the name of the chapter, chapter number, topic etc. within the header or footer.

To achieve this, the document must be divided into sections first, usually using Next Page section breaks.

In the picture below, we require the first page (front cover) to have no header or footer, the second page (the Contents) to have a footer only and the main body of the document to have both a header and a footer.



The document is currently divided up with manual page breaks to separate the first page from the second, and the second page from the third. These will have to be removed and replaced with Next Page section breaks.

The next step is to insert the headers and footers. When you open the header and footers, Word clearly shows you the different sections. The front cover (page 1) should also be section1; the contents page (page 2) is also section 3 and the main body of the document (page 3 onwards) is also section 3.



To open up the headers and footers, select the Insert tab, click either the Header or Footer command and select from the bottom of the menu Edit Header or Edit Footer.

The next step is VERY IMPORTANT, you must unlink the section headers and footers. Failure to so this will mean that whatever header and footer you enter into any section, will be copied into all the other sections.

This is done by positioning the cursor into all the different section headers and footers and clicking the Link to Previous command in the Navigation group of the Headers & Footer Tools tab.

This will result in the Same as Previous label being removed from all the header and footer sections.

The final step is to enter the required headers and/or footers into the different sections.

Section 2 – Footer only

Section 1 – No header/footer

Section 2 – Footer only

Section 1 – No header/footer

Section 3 – Header & footer



Tip Use the Previous Section and Next Section commands in the Header & Footer Tools tab to quickly navigate between the document sections.

Tip If working with multiple section headers and footers, it is useful to zoom the document out to two or three pages (depending on the size of your monitor) as shown in the screenshots above. This will give you a better visual representation of how your document is being affected by the changes made.

Tip If a document already contains headers and footers, you can quickly edit them by double clicking over a visible one of them.

Similarly, you can quickly close the headers and footers by double clicking over the main document text.

Procedure 1. Create separate sections for each part of the document where you want to have a

different header and/or footer. 2. Select the Insert tab. 3. Click the Header or Footer commands in the Header & Footer group. 4. Select Edit Header or Edit Footer from the bottom of the gallery. 5. Scroll through the document headers and footers and deselect the Link to Previous

command for sections that you want to be different to the previous one 6. Scroll back through the document headers and footers and add text, page numbers,

etc. and formatting as required. 7. Close the headers and footers.



EXERCISE 3 Using Section Breaks

1. Open Serstbl. 2. If necessary, show the non-printing characters. 3. Create a Next Page section break immediately in front of the table title

– South-eastern Region Annual Sales 4. Change the orientation of section 2 (the pages containing the table and

graph) to landscape. 5. Preview the document. 6. Zoom out to see the all sections/pages. 7. Return to the Home tab. 8. Add a Continuous section break immediately before the first word of

the first paragraph. 9. Position the cursor anywhere in section 2 of the document. If

necessary, show sections in the Status Bar to ensure the cursor is in the correct place.

10. Change the margins for this section to Wide. 11. Preview the document to see the effect on the document. 12. View the headers & footers. 13. Unlink the section 2 headers & footers from the previous section. 14. In the section 2 header, add the text Appendix A. 15. In the section 2 footer, add the page number. 16. Close the headers & footers. 17. Preview the document to see the effect. There should only be a header

and footer on the second page. 18. Close the document without saving it.


LESSON 4 – WORKING WITH LONG DOCUMENTS


• Use text flow options

• Enter summary information

• Insert summary information

• View the Document Map / Navigation Pane

Microsoft Word 2007/2010 - Level 3 Formatting Long Documents


USING TEXT FLOW OPTIONS

Discussion It is often necessary to control how text flows in a document, from line to line, column to column, and page to page. You can use paragraph formatting options on the Line and Page Breaks page in the Paragraph dialog box to keep lines together, keep one paragraph with the next, and to eliminate widows and orphans.

For example, the Keep lines together option prevents a paragraph from being split by a column or page break. In addition, the Keep with next option keeps a heading with the paragraph below it. If you want to keep several paragraphs together on the same page, you can apply both options.

Sometimes the first line (widow) or last line (orphan) of a paragraph becomes separated from the rest of the paragraph due to a page break. You can use the Widow/Orphan control option to ensure that a single line of a paragraph does not appear alone at the bottom or top of a page. You can apply this option to specific paragraphs or the entire document.

Tip

You can prevent a group of words from being split between lines, column or pages. This is useful with names where you always want to keep the first name and surname always together. To create a non-breaking space, type it using Ctrl+Shift+Spacebar.

Similarly, a non-breaking hyphen can be created by typing Ctrl+Shift+Hyphen.

Tip To insert a column or page break within a paragraph, you can press the [Ctrl+Enter] key combination rather than pressing the [Enter] key alone, which creates a new paragraph



Procedures 1. Select the text you want to format. 2. Select the Home tab. 3. Click the dialog launcher in the Paragraph group.

4. Select the Line and Page Breaks tab. 5. Select the desired options. 6. Select OK.

Tip Text flow options are good for using with paragraph styles.

ENTERING SUMMARY INFORMATION

Discussion Document summary information refers to items such as the title of a document, its subject, and the name of its author. Some document information, such as the title, document author and certain dates, are supplied automatically by Word. You can change the default information and add information for other options, if desired.

Entering summary information

Procedures 1. Select the Office Button (Word 2007) or File tab (Word 2010) 2. Hover the mouse pointer over Prepare (Word 2007) or click Info (Word 2010).



3. Click the Properties command (Word 2007) or click Properties, Show Document

Panel (Word 2010) . 4. Click the Document Properties drop down button in the top left. 5. Click Advanced Properties 6. Select the Summary tab. 7. Position the insertion point in the box where you want to add or edit information. 8. Type the desired text. 9. Enter additional summary information as desired. 10. Click OK. 11. To close the Document Panel, click its Close button in the top right corner.

Tip

In Word 2010, you can add, edit and remove some document properties at the right hand side of the File tab.

USING SUMMARY INFORMATION IN A DOCUMENT

Discussion You can insert information from the Summary page in the Properties dialog box into the document. You can insert summary information into headers, footers, footnotes, etc., as well as into document text. For example, you can insert the name of the author into the footer or the information contained in the Comments box as a footnote.

Summary information can be selected from the Document Property command in the Quick Parts command on the Insert tab.



Document Properties in Quick Parts command

Procedures 1. Position the insertion point where you want to insert summary information. 2. Select the Insert tab 3. Click the Quick Parts command in the Text group. 4. Select DocProperty in the list at the left. 5. Select in the list at the right, the item of summary information that you wish to

insert. 6. Click OK.

VIEWING THE DOCUMENT MAP (WORD 2007) OR NAVIGATION PANE (WORD 2010)

Discussion The Document Map/Navigation Pane appears in at the left of the document window and displays an outline of the document headings. The Document Map/Navigation Pane provides you with an overview of the document at a glance and allows you to quickly move to locations within the document.

Word 2007 is rather more flexible at creating an outline of the document that appears in the Document Map. Word 2007 searches the document for styles that include outline levels. Since the built-in Heading styles include outline levels, the easiest way to create the outline of the document is to apply these styles in your document.

As with all styles, you can change the format of each Heading style to suit your needs. If your document is not formatted with styles, the Document Map will use your topic headings to create the outline (ie. try and guess!). A blank outline indicates that Word could not identify any topic headings.

Word 2010 is only able to create an outline in its Navigation Pane if it finds Heading styles in your document or you have manually assigned “outline” levels to your paragraphs. You can



add outline levels to paragraphs by selecting them, opening the Paragraph dialog box and using the Outline level: list to assign the desired outline level.

You can collapse and expand the headings in the Document Map/Navigation Pane using the corresponding plus or minus symbols. In addition, you can use the vertical line to the right of the Document Map/Navigation Pane to adjust its width.

The Document Map (Word 2007) The Navigation Pane (word 2010)



Procedures 1. Select the View tab 2. Select the Document Map check box (Word 2007) or the Navigation Pane check box

(Word 2010) in the Show/Hide group.



EXERCISE 4 Formatting Long Documents

1. Open Invite60. 2. Open the Properties pane and add a title of Invitation, and type your

name as the author. 3. Close the Properties pane. 4. Scroll to the bottom of page 5; add suitable formatting to the

STEPPERS paragraph so that it automatically appears on the same page as the next paragraph.

5. Scroll to the bottom of page 6; select the TREADMILLS heading and both of the paragraphs below it and format them to always appear together on the same page.

6. Display the Document Map or Navigation Pane. 7. Click the EXERCISE BIKES heading in the Document Map. Collapse

the Showcase Products on Display heading. Then, click the MORNING SEMINARS heading.

8. Hide the Document Map/Navigation Pane. 9. Close the document without saving it.


LESSON 5 - USING BOOKMARKS


• Work with bookmarks

• Create bookmarks

• View bookmarks

• Go to a bookmark

• Cross-reference to a bookmark

• Hyperlink to a bookmark

• Delete a bookmark

Microsoft Word 2007/2010 - Level 3 Using Bookmarks


CREATING BOOKMARKS

Discussion When you are working in a long document, it can be helpful to mark specific locations in the document so that you can go back to those locations at a later time. You can use bookmarks to mark a location in a document or to mark selected text, graphics, tables, and other objects.

Bookmarks can also be used to create cross-references or mark a range of pages for an index entry.

When you create a bookmark, you must give it a unique name. A bookmark name must begin with a letter and can be up to 40 characters long. Only letters, numbers, and the underscore ( _ ) character can be used in a bookmark name, and it cannot contain any spaces or punctuation.

When you create a bookmark, it is added to the list of existing bookmarks for that document.

The Bookmark dialog box

You can create a bookmark to a location rather than a piece of text by positioning the insertion point in the desired location and naming the bookmark as desired.

Procedures 1. Select the item or position the cursor where you want to add a bookmark. 2. Select the Insert tab. 3. Click the Bookmark command in the Links group 4. Type the desired bookmark name. 5. Click Add.

VIEWING BOOKMARKS

Discussion Word marks a bookmark by inserting hidden text in the document at the location of the bookmark. At times, you may need to view the bookmarks in a document. You can view bookmarks by selecting the Bookmarks option on the View page in the Options dialog box.



Text that has been selected for a bookmark is enclosed in grey, square brackets ( [ ] ). If a bookmark marks a location rather than text or an object, the bookmark appears as a bold I-beam.

Procedures 1. Click the Office button (Word 2007) or the File tab (Word 2010). 2. Click (Word) Options. 3. Select Advanced at the left. 4. Under Show document content, select Show Bookmarks 5. Click OK.

GOING TO A BOOKMARK

Discussion One reason to create bookmarks is to mark specific locations in a document so that you can go back to those locations at a later time. You can use a bookmark to quickly move to bookmarked text or a bookmarked location.

Bookmarks can be sorted in the Bookmark dialog box by name or location in the document.

Procedures 1. Select the Insert tab. 2. Click the Bookmark command in the Links group. 3. Select the desired bookmark from the Bookmark name list box. 4. Click Go To. 5. Click Close.

Alternatively

1. Select the Home tab. 2. Click the Find drop down button in the Editing group. 3. Click the Go To command. 4. Select Bookmark in the Go to what: list. 5. Select the name of the bookmark in the Enter bookmark name: list. 6. Click Go To.



7. Click Close.

Tip You can click the Select Browse Object button at the bottom of the vertical scroll bar and select the Go To button.

You can also use the shortcut key Ctrl + G.

CROSS-REFERENCING TO A BOOKMARK

Discussion You can use bookmarks to manually jump to specific locations in a document but Word can also find out information about bookmarks for you.

Such is the case with a cross-reference; Word can automatically enter into a document the page number, paragraph number or the text contained in a bookmark

A cross-reference is used to refer to other text, an object, or a location in a document. A cross-referenced location usually provides additional information related to the text or object to which the cross-reference is attached. In a printed document, the reader must go to a cross-referenced location manually in order to see the additional information. In an online document, a cross-reference is hyperlinked and the reader can click the cross-reference to jump to the cross-referenced location.

Before you can cross-reference a bookmark, you must first define it. When you cross-reference a bookmark, you must indicate whether you want to insert the cross-reference to the actual bookmarked text, the page number on which the bookmark is found, or the paragraph number in which the bookmark is located. If you cross-reference to a page or paragraph number and select the Include above/below option, Word includes the appropriate word (above or below) in the cross-reference.

Cross-referencing to a bookmark

Procedures 1. Ensure that you have bookmarked the location in the document that you want the

cross reference to refer to. 2. Position the insertion point where you want to create the cross-reference.



3. If desired, type introductory text for the cross-reference, eg. “See Appendix A on page #“.

4. Select the Insert tab. 5. Click the Cross-reference command. 6. Select Bookmark from the Reference type list. 7. Deselect Insert as hyperlink, if desired. 8. Select the bookmark you want to cross-reference from the For which bookmark: list

box. 9. Select the Insert reference to: list. 10. Select the desired option. 11. Select Insert. 12. Select Close.

HYPERLINKING TO A BOOKMARK

Discussion A hyperlink in Word is a piece of text, graphic or other object that includes (hidden inside it) the path information to another object.

The other object can be:

• a named location in the same document;

• a new email message;

• a file on the same computer system; or

• a URL (website address).

The process of creating a hyperlink is exactly the same in all cases. A piece of text, graphic or other object is turned into an active spot which when clicking, takes you to a specific destination.

By default, Word requires you to press CTRL and click to go to the destination of a hyperlink. This prevents you from suddenly “hyperlinking” when you’re trying to edit a document. To change this setting so that you can click a link without having to press CTRL, do the following:

1. Click the File tab.

2. Click (Word) Options.

3. Click Advanced in the pane at the left.

4. Under Editing Options, clear the Use CTRL + Click to follow hyperlink: check box.

Procedure 1. Select the piece of text, graphic or other object that you want to add a hyperlink to. 2. Select the Insert tab. 3. Click Hyperlink in the Links group. 4. Click the Bookmark… button at the right or the Place in This Document icon at the

left.



5. Select the bookmark (or other named location) that you want to hyperlink to. 6. Click OK. 7. Click OK.

DELETING A BOOKMARK

Discussion If you no longer need a bookmark, you can delete it, either directly in the document or from the Bookmark dialog box.

If you delete a bookmark in the document, you must delete the grey, square brackets ( [ ] ) and their contents, thereby deleting the selected text or object of the bookmark as well as the bookmark itself. You can delete a bookmark without deleting the bookmarked item by selecting the Delete button in the Bookmark dialog box.

After you have deleted a bookmark, you can use the same bookmark name to mark another item.

Procedures 1. Select the Insert tab. 2. Click the Bookmark command in the Links group. 3. Select the bookmark you want to delete. 4. Click Delete. 5. Click Close.



EXERCISE 5 Using Bookmarks

1. Open Invite61. 2. Create bookmarks for the following items:

Item Page Bookmark Name

Directions to the Showcase 2 directions

Seminars and Demonstrations

3 seminars

EXERCISE BIKES 4 bikes

ROWING MACHINES 4 rowers

STEPPERS 4 steppers

TREADMILLS 5 treadmills

3. Use the Go To dialog box to jump to the directions bookmark. 4. Go to the top of the document, position the insertion point at the end of

the second paragraph, and type the word See . 5. Create a hyperlinked cross-reference to the seminars bookmark text. 6. Close the cross-reference dialog box. 7. Test the cross-reference hyperlink. It should jump to the cross-

referenced text. 8. Return to page 1 of the document. 9. Create additional hyperlinked cross references to the page number for

the items under: For further information on our showcased products see: 10. Close the cross-reference dialog box. 11. Delete the seminars bookmark. 12. Delete the cross-reference at the end of the second paragraph together

with the word “See”. 13. Close the document without saving it.


LESSON 6 - USING FOOTNOTES AND ENDNOTES


• Insert notes

• Set note options

• View notes

• Browse notes

• Move and copy notes

• Delete a note

Microsoft Word 2007/2010 - Level 3 Using Footnotes and Endnotes


INSERTING NOTES

Discussion You can use footnotes and endnotes to annotate text with additional information (such as the source of the text, a definition, or a further explanation). Footnotes usually appear at the bottom of each page of a document, whereas endnotes usually appear in a group at the end of the document.

Footnotes in Page Layout View

Although you normally might use either footnotes or endnotes, you can use both in the same document.

Word automatically numbers both footnotes and endnotes in a document. In addition, Word renumbers existing notes as needed when you insert additional or delete existing notes. Footnotes and endnotes, however, are numbered independent of one another.

Footnote text always appears on the same page as the corresponding note reference mark. Therefore, if changes made to document text move a footnote reference mark to the following page, the footnote text also moves to the following page.

When you insert a footnote, the insertion point moves to the footnote area at the bottom of the current page so that you can type the footnote text.

When you insert an endnote, the insertion point moves to the end of the document or to the end of the current document section, depending on the selected endnote options. After you have typed the note text, you can double-click the note reference mark in the footnote or endnote text to return to the corresponding note reference mark in the document text.

If you are working in Draft view, footnotes appear in a separate pane at the bottom of the screen. You may have to click the Show Notes command on the References tab to see them.

They print the same, however, as they appear in Print Layout View .



Footnotes in the notes pane (draft view)

Procedures 1. Position the insertion point in the text where you want to insert a note. 2. Select the References tab. 3. Click the Insert Footnote or Insert Endnote command in the Footnotes group 4. Enter the desired note text.

Tip To return to the document without closing the note pane, by just clicking in the document window.

Tip You can use a custom reference mark by typing it into the Custom mark box in the Footnote and Endnote dialog box.

SETTING NOTE OPTIONS

Discussion After footnotes and endnotes have been added, you can modify their placement and appearance. Although footnotes usually appear at the bottom of the page, they can be inserted directly beneath the note reference mark in the document text. Endnotes can appear at the end of the document or at the end of the document section in which the note reference mark appears.

Footnote and endnote reference marks can appear as numbers, letters, Roman numerals, or symbols. You can also create custom note reference marks. If you use both footnotes and endnotes in the same document, you should select different numbering formats for each.



You can select a different starting number for footnotes and endnotes. This feature is useful if you plan to add the document to another document. Footnote and endnote numbering can be continuous throughout the entire document or restart at each section. Footnote numbering can also be set to restart for each page.

Procedures 1. Select the Reference tab. 2. Click the dialog box launcher 3. Under Location, select the Footnotes or Endnotes option. 4. Select the Footnotes or Endnotes list, as applicable. 5. Select the Number format list. 6. Assign a custom mark if required 7. Enter the Start at number, and the select a Numbering option 8. Under Apply changes to select whether the changes should be applied to the

current section or the whole document.

VIEWING NOTES

Discussion You can view the notes in a document in one of two ways. In Draft view, you can open either the Footnotes or Endnotes note pane to see all the footnotes or endnotes in the document, respectively.

In Print Layout view, notes appear in their printed location. For example, footnotes appear at the bottom of the page where the corresponding note reference mark is located and endnotes appear at the end of the document or section, if applicable.

Pointing to a note reference mark displays the note text in a ScreenTip. There are different methods you can use to move back and forth between the note reference mark and the note



text, depending upon the view. Regardless of the view, double-clicking the note reference mark in the document will take you to the note text.

Procedures 1. Switch to Draft view. 2. Point to the note reference mark in the document text to view the note text in a

ScreenTip. 3. Double-click the note reference mark in the document text to open the note pane (or

click Show Notes on the References tab). 4. Click in any note text in the note pane to view the corresponding reference mark in

the document. 5. Switch to Print Layout view. 6. Double-click any note reference mark in the document text to go to the

corresponding note text. 7. Double-click any note reference mark in the note area to view the corresponding

reference mark in the document.

BROWSING NOTES

Discussion You can use the Go To feature to quickly move to a note. You can go to a specific note, or you can browse through all document footnotes or endnotes.

The Select Browse Object button, located below the vertical scroll bar, allows you to change the names and functions of the Previous and Next buttons. The Select Browse Object menu provides buttons that allow you to browse by field, endnote, footnote, comment, section, page, edit, heading, graphic, or table. If you choose to browse by footnote or endnote, you can view each footnote or endnote in the document, one at a time.

When you select an object other than Browse by Page from the Select Browse Object menu, the names of the Previous and Next buttons change accordingly and the arrows on the

buttons turn blue .

As soon as you select the object by which you want to browse, Word immediately takes you to the next occurrence of that object in the current document. For example, as soon as you select the Browse by Footnote button from the Select Browse Object menu, the insertion point appears to the left of the next footnote in the document, if one exists.

You can also select the Go To button from the Select Browse Object menu to open the Find and Replace dialog box to the Go To page. On the Go To page, you can enter the number of the specific footnote or endnote you want to view, or you can type a plus or minus sign to



view either the next or previous note. You can also type a number after the plus or minus sign to move forward or backward a specific number of notes.

Procedures

1. Click the Select Browse Object button on the vertical scroll bar.

2. Select the Browse by Footnote button or the Browse by Endnote button as desired.

3. Click either the Previous button or the Next button on the scroll bar as desired.

MOVING AND COPYING NOTES

Discussion You can move or copy a note from one location in a document to another by moving or copying the note reference mark. You can use the Cut, Copy, and Paste features to move or copy a note reference mark. You can also drag a note reference mark as desired to move or copy the note.

Since notes are numbered automatically, Word renumbers notes as needed whenever you move or copy a note reference mark.

Procedures 1. In the document, select the note reference mark you want to move or copy.

2. Click the Cut button to move the note or the Copy button to copy the note.

3. Position the insertion point where you want to insert the note reference mark.

4. Click the Paste button .

DELETING A NOTE

Discussion If you want to delete a note, you must delete the note reference mark in the document text. You cannot delete a note by deleting the note text, either in the note pane in Draft view or in



the note area in Print Layout view. The note text is automatically removed when you delete the note reference mark.

Since notes are automatically numbered, Word renumbers any remaining notes whenever you delete a note reference mark.

Procedures 1. In the document, select the note reference mark you want to delete. 2. Press [Delete].

Tip

You can delete all automatically numbered footnotes or endnotes in a document by opening the Find and Replace dialog box, selecting the Special menu, selecting the Footnote Mark or Endnote Mark command, clearing the Replace with box, and selecting Replace All. You cannot delete all custom footnotes at one time.



EXERCISE Using Footnotes and Endnotes

1. Open Invite62. 2. Position the insertion point at the end of the second paragraph, after

the words “product training”. 3. Insert a footnote using the 1, 2, 3 ... number format. Type the following

footnote text: Sponsored by Fit-for-Life Sports. 4. Go to page 3 and position the insertion point to the right of the words

MORNING SEMINARS. 5. Click the Footnotes group dialog launcher. 6. Insert an endnote using the i, ii, iii, ... number format. 7. Type the following endnote text: Morning workshops only are included in

the half-day admission. 8. Preview the document and scroll, if needed, to view the footnotes and

endnotes. 9. Copy footnote 3 (Recommended by the AMA) on page 6. It’s at the end of

the very last paragraph. 10. Go to page 3, and paste it in the second row of the table, fourth

column, after the words: Product Demonstration: Life-Fit: the next generation of Treadmills.

11. Press [Esc] to hide the Paste Options button. Notice that Word automatically renumbers the following footnotes.

12. Use the Select Browse Object button to select the Browse by Footnote icon. Go to footnote 3 and delete it.

13. Return the Select Browse Object menu to the Browse by Page icon. 14. Close the document without saving it.


LESSON 7 - CREATING A TABLE OF CONTENTS


• Use a table of contents

• Generate a table of contents

• Use custom styles

• Update a table of contents

• Manually mark table of content entries

Microsoft Word 2007/2010 - Level 3 Creating a Table of Contents


USING A TABLE OF CONTENTS

Discussion Many long documents (such as manuals, reports, books, and theses) include a table of contents to help readers find information. A table of contents lists the topics and subtopics in the document and usually includes the starting page number of each, although page numbers are not always included in shorter documents.

A table of contents also makes it easier to navigate a long document on screen. Each heading in the table of contents is a hyperlink to the actual text in the document. Selecting the [Ctrl] key and clicking a heading in the table of contents automatically moves the insertion point to the heading in the document.

Developing a table of contents entails defining the topics and subtopics you want to include; specifying the appearance of the table of contents; and finally, compiling the table of contents itself. Creating a table of contents manually can be a very time-consuming process.

The Table of Contents feature, however, makes creating a table of contents quick and easy because it can automatically format and generate the table of contents. Word generates a table of contents from topics and subtopics to which heading styles, outline levels, or user-defined styles have been applied. If styles have not been used in the document, you can mark the text you want to include and generate the table of contents from the marked text.

Generally, a table of contents appears at the beginning of a long document. If you create a separate section for the table of contents, you can format the table of contents differently than the rest of the document. For example, you can use a different type of page number (Roman numerals as opposed to Arabic numbers perhaps), set different margins, and/or modify the headers and footers.

Tip If the document contains an index and/or a table of figures, you should generate them before you generate the table of contents so that they will be included in it.

GENERATING A TABLE OF CONTENTS

Discussion The most efficient way to create a table of contents is to apply the built-in heading styles, Heading 1 through to Heading 9, to the topics and subtopics in a document. Each of these heading styles is recognized by Word as a table of contents entry.

When you build a table of contents based on document styles, Word automatically selects the complete text of each heading and inserts it into the table of contents, along with the page on which it appears, if desired. You can align page numbers to the right margin and include a tab leader, if desired. A tab leader is a series of characters (usually full stops) that appear between the last character in the table of contents entry and the page number, as shown in the following example:

Introduction................1

You can specify the number of levels you want the table of contents to display; although the default is three, you can select up to nine levels.



Word provides several built-in (Building Blocks) Tables of Contents that you can choose. Each one displays the various table of contents levels with different indentations and/or font styles.

Word uses a TOC (Table of Content) style to format each level in a table of contents. For example, first level headings in a table of contents use the TOC 1 style, second level headings use the TOC 2 style, etc. You can design your own table of contents formats by modifying the predefined TOC styles.

An automatically generated and updateable table of contents

Procedures 1. Position the insertion point where you want the table of contents to appear. 2. Select the References tab. 3. Click the Table of Contents drop down command button in the Table of Contents

group.



4. Select one of the built-in Table of Contents (Automatic Table 1 or Automatic Table 2)

Alternatively

1. Position the insertion point where you want the table of contents to appear. 2. Select the References tab. 3. Click the Table of Contents drop down command button in the Table of Contents

group. 4. Select the Insert Table of Contents command. 5. Select the Table of Contents tab. 6. Select the Formats list. 7. Select the desired table of contents format. 8. Enter the number of table of contents levels in the Show levels spin box. 9. Select the Show page numbers option. 10. Select the Right align page numbers option. 11. Select from the Tab leader list. 12. Select the desired tab leader. 13. Select OK.

USING CUSTOM STYLES

Discussion If you have applied your own styles to document headings, you can still generate a table of contents based on your styles rather than on the built-in heading styles. If you have applied both user-defined and built-in styles, you can use both to generate a table of contents.

The Table of Contents Options dialog box lists all styles (both built-in and user-defined) in use in the current document and a table of contents level number is automatically assigned to each built-in style. You can assign the desired table of contents level number to any available style, as well as exclude any styles you do not want to use.



Table of Contents Options dialog box

Tip You can assign the same table of contents level to more than one style.

Procedures 1. Position the insertion point where you want the table of contents to appear. 2. Select the References tab. 3. Click the Table of Contents drop down button in the Table of Contents group. 4. Select the Insert Table of Contents command. 5. Select the Table of Contents tab. 6. Select the Formats list. 7. Select the desired table of contents format. 8. Select other options as desired.

9. Select Options... . 10. Select the Styles option. 11. Under TOC level, select the box to the right of the style you want to include in the

table of contents. 12. Type the desired table of contents level (from 1 to 9) for the corresponding style. 13. Select the number in the box to the right of a style you want to remove from the

table of contents. 14. Press [Delete]. 15. Click OK. 16. Click OK.

UPDATING A TABLE OF CONTENTS

Discussion Once a table of contents has been generated, additional editing changes can make it incorrect or incomplete. For instance, if you insert manual page breaks or add or delete enough text to



affect the page breaks, the page numbers in a table of contents may become incorrect. Adding, deleting, or rewording headings can also make the table of contents incorrect.

After you have made changes to a document, you can quickly update the existing table of contents, rather than having to create and format a new one. You can choose to update the entire table or only the page numbers.

Tip You can also update a table of contents by positioning the insertion point in the table of contents and pressing the [F9] key.

Procedures 1. Right-click the table of contents. 2. Select the Update Field command or click the Update Table label that appears in

the top right of the table.

3. If you have made changes to the text in your headings, select the Update entire

table option. If the document has only been re-paginated, select the Update page numbers only option.

4. Click OK.

Alternatively

1. Select the Reference tab from anywhere in the document. 2. Click Update Table in the Table of Contents group. 3. Select the desired update option. 4. Select OK.

MANUALLY MARKING TABLE OF CONTENT ENTRIES

Discussion If you have not applied styles to a document, you can create a table of contents by manually marking the text you want to appear in the table of contents.

There are three methods for manually marking text that you want included in a Table of Contents.

Using the Add Text command

This is in the References tab and applies Heading 1-3 styles. In doing so, it re-formats the selected text.

The command is not able to apply headings (levels) 4-9.



Formatting headings with Outline Levels.

This involves opening the Paragraph dialog box using the dialog launcher in the Paragraph group of the Home tab.

You can apply outline levels to text in your document and use those outline levels to generate a table of contents. Outline levels can be used alone to generate a table of contents, or they can be used in conjunction with {TC} field codes (see below) and/or built-in heading styles

Entering Table Entry Codes (TC codes) using a keystroke combination.

For every entry marked in this way, Word inserts a {TC} field, which stores the text and the desired table of contents level. Word then uses the {TC} fields to generate the table of contents.

You can use the Show/Hide button to display the {TC} fields.

Manually marking a heading for inclusion in a Table of Contents

using the Add Text command

Manually marking a heading for inclusion in a Table of Contents

using the Outline Levels



Manually marking a heading for inclusion in a Table of Contents using TC codes

Procedures (using the Add Text command) 1. Select the first piece of text you want to include in the table of contents. 2. Select the References Tab. 3. Click the Add Text drop down command button in Table of Contents group. 4. Select the heading level that you want the selected text to appear in the table of

contents. 5. To remove from the table of contents, select the text select Do not show in Table of

Contents from the Add Text command. 6. Generate the table of contents as described in the procedure on page 75.

Procedure (using Outline Levels) 1. Select the first piece of text you want to include in the table of contents. 2. Select the Home tab. 3. Click the dialog launcher in the Paragraph group. 4. Select from the Outline Level drop down list, the level you want the selected text to

appear in the Table of Contents. 5. Click OK. 6. Continue selecting text and assigning outline levels as described above for all the

other headings that you want included in your Table of Contents. 7. To generate a table of contents, follow the procedure on page 75 but ensure that in

the Table of Contents Options dialog box, you have de-selected Styles and Table entry fields and selected Outline levels (see page 77).



Procedure (using TC Fields) 1. Select the first piece of text you want to include in the table of contents. 2. Simultaneously press on the keyboard Shift Alt O. 3. Do not change the Table identifier: from C (Contents). Identifiers A, B, D, E and F

are used for other types of automatic, updateable tables. 4. Enter in the Level: spin box, the level you want the selected text to appear in the

Table of Contents. 5. Click Mark.

6. Continue selecting text and assigning levels as described above for all the other

headings that you want included in your table of contents. 7. Click Cancel when finished. 8. To generate a table of contents, follow the procedure on page 75 but ensure that in

the Table of Contents Options dialog box, you have de-selected Styles and Outline Levels and selected Table entry fields (see page 77).

Tip The Mark Table of Contents Entry dialog box remains open until you select Cancel. Therefore, you can continue to select table of contents entries by selecting the desired text in the document, selecting the desired level in the dialog box, and then selecting Mark.



EXERCISE Creating a Table of Contents

1. Open Manual6. 2. This document has already had Heading 1 to 3 styles applied. 3. Position the insertion point on the second line below the text TABLE

OF CONTENTS. 4. Insert a table of contents using the Distinctive format and show 3 levels. 5. View the {TOC} field code (press ALT F9) and then redisplay the table

of contents text (press ALT F9 again).

6. Open Wordproc. 7. Select and copy the entire document. 8. Switch to Manual6. Scroll as necessary, position the insertion point on

the line above the Naming New Documents heading, and paste the copied text.

9. Apply Heading styles as follows: a. Heading 2 to Word Processing Guidelines b. Heading 3 to Restrictions and Limitations c. Heading 3 to Typical Features

10. Update the entire table of contents, not just the page numbers. 11. Add a page break immediately before the line, Creating a New

Document. 12. Update the table of contents’ page numbers only.



13. Close both documents without saving them. 14. Open Cruises. 15. This document has been formatted using the custom styles, My Head1,

My Head 2 and My Head 3. 16. Insert a table of contents on page 1 using the custom styles as follows:

a. Open the Insert Table of Contents dialog box. b. Click the Options… button. c. Delete out the numbers next to Heading 1, Heading 2 and

Heading 3. d. Type 1 next to My Head 1. e. Type 2 next to My Head 2. f. Type 3 next to My Head 3. g. Click OK. h. Click OK.

17. Close the document without saving.


LESSON 8 - CREATING AN INDEX


• Use an index

• Create main index entries

• Create index subentries

• Type index entries

• Cross-reference index entries

• Generate an index

• Update an index

• Auto mark index entries

Microsoft Word 2007/2010 - Level 3 Creating an Index


USING AN INDEX

Discussion An index is an alphabetical listing of subjects included in a document, book, or report, including the page numbers on which the references can be found.

An index usually appears at the end of the document. Word can create an index with up to three levels, which means that each index entry can have one level of subtopics and each subtopic in the second level can have one additional level of subtopics. In addition, you can create cross-references to other index entries. A cross-reference refers the reader to a different topic.

To create an index, you mark the text you want to include in the index, define the index format, and then generate it. In Word, you can mark index entries manually or you can create a concordance file, which lists all the text you want included in the index. Word then uses the concordance file to mark the index entries for you. Once you have marked the index entries and defined the format of the index, Word can generate the index.

An automatically generated index

CREATING MAIN INDEX ENTRIES

Discussion Selecting a word or phrase you want to use as an index entry is called marking an index entry. Most people prefer to mark index entries after a document has been completed because Word can mark multiple occurrences of the same text. When Word marks all occurrences of index text, it marks only the first occurrence of the text in each paragraph.

You can mark main index entries, subentries, and third-level entries, as well as define cross-references. Index entries appear in the document as {XE} field codes.



You can format the page numbers in an index as bold or italic. If you choose no format, the numbers are formatted the same as the index entries.

As soon as you mark text for an index entry, Word displays the non-printing characters, including the {XE} field codes, which are hidden text. You can use options available on the View page in the Options dialog box to view only the hidden text, if desired.

Marking a main index entry

Procedures 1. Select the text you want to mark as an index entry. 2. Select the References tab. 3. Click the Mark Entry command in the Index group. The Mark Index Entry dialog

box opens. 4. Select Mark or Mark All as desired. 5. Mark additional index entries as desired. 6. Click Cancel when finished.

Tip Use Alt+Shift+X as a shortcut key for opening the Mark Index Entry Dialog Box

Tip

The Mark Index Entry dialog box remains open until you select Close. Therefore, you can continue to select index entries by selecting the desired text in the document, clicking in the dialog box, selecting the desired options, and then selecting Mark.



CREATING INDEX SUBENTRIES

Discussion The Mark Index Entry dialog box remains open until you select Close. Therefore, you can continue to select index entries by selecting the desired text in the document, clicking in the dialog box, selecting the desired options, and then selecting Mark.

You can create one or more subentries for a main index entry, as well as subentries for the subentries, up to a total of three index levels. For example, the main entry Clothing could have the second-level subentries Children, Men, and Women. The Children subentry could have the additional third-level subentries of Infant and Adolescent.

You can use the Subentry box in the Mark Index Entry dialog box to create a second-level subentry. To create a third-level subentry, you must type the second-level subentry followed by a colon (:) and the text of the third-level subentry.

Creating index subentries

Tip If you select text that is already marked as a main entry in order to create a subentry for it, Word does not duplicate the main entry {XE} field.

Tip You can continue to add subentries for a main entry without closing the Mark Index Entry dialog box by replacing the text in the Subentry box and selecting Mark or Mark All for each additional subentry.


box opens. 4. Select the Subentry box. 5. Type the desired subentry text.



6. Select Mark or Mark All as desired. 7. Create additional subentries as desired. 8. Select Cancel when finished.

TYPING INDEX ENTRIES

Discussion In addition to selecting text to mark as index entries, you can type index entries for terms or phrases that do not actually appear in the document, but are implied or understood. For example, the word backpack in a document about camping equipment might be indexed by both pack and backpack.

An {XE} field code appears in the document for each index entry you create.


box opens. 4. In the Main entry box type alternative text to that selected in step 1. 5. Select Mark or Mark All as desired. 6. Select Cancel when finished.

CROSS-REFERENCING INDEX ENTRIES

Discussion You can cross-reference one index entry to another. Generally, when you create a cross-reference, you create a reference from each index entry to the other. For example, if you cross-reference the Clothing index entry to the Bathing Suits index entry, the Bathing Suits index entry would also be cross-referenced to the Clothing index entry.

You can also create a cross-reference for a word that does not even appear in the document. For example, a document about camping equipment might contain the word backpack, but not the word pack. The index, however, could include entries for both pack and backpack, cross-referenced to each other.

By default, Word inserts the italicised word See at the beginning of a cross-reference, but you can remove or change it as desired. For example, you could use the phrase See also or Refer to instead of the word See.

Once the cross-reference has been entered into the document, you can apply formatting to it.

In the index, cross-references appear at the end of the page listings. For example, the main entry for Clothing might appear as:

Clothing, 1, 5, 6, 9. See Bathing Suits



Cross-referencing an index entry

Procedures 1. Create the Index entry for the word you wish to cross reference to. 2. Select the text you want to cross-reference. 3. Select the References tab. 4. Click the Mark Entry command in the Index group. The Mark Index Entry dialog

box opens. 5. Select the Cross-reference option. 6. Type the text to which you want to cross-reference the selected text. 7. Click Mark. 8. Select Cancel.

GENERATING AN INDEX

Discussion After you have marked all desired index entries, you can format and compile the index.

You can create one of two types of indexes: indented or run-in. An indented index lists each index level on a separate line and applies the Index 1, Index 2, and Index 3 styles as appropriate; Index 2 subentries are indented below Index 1 main entries, and Index 3 subentries are indented below Index 2 subentries. A run-in index lists all subentries on the same line as the main entry and uses only the Index 1 style.

You can choose one of several built-in index formats. If none of the built-in index formats meets your needs, you can design a custom index format by modifying one of the built-in index formats. In addition, you can specify how many columns you want the index to have as well as how you want the page numbers to appear.



When Word generates an index, it appears at the insertion point. Normally, indexes appear at the end of a document.

Generating an index

Procedures 1. Position the insertion point where you want the index to appear. 2. Select the References tab. 3. Click the Insert Index command in the Index group. 4. Under Type, select the desired type of index. 5. Enter the number of columns you want to appear in the index in the Columns spin

box. 6. Select the Right align page numbers option, if desired. 7. Select the Tab leader list. 8. Select the Formats list. 9. Select the desired format. 10. Select the Tab leader list. 11. Select the desired tab leader. 12. Click OK.

UPDATING AN INDEX

Discussion Once you have inserted an index into a document, changes made to the document can make the index incorrect or incomplete. For example, if you insert manual page breaks or add or delete enough text to affect the page breaks, the page numbers in the index may become incorrect. Adding or deleting index entries can also make an index incorrect.

You can quickly update an existing index without having to recreate and format a new one.



Procedures 1. Position the insertion point in the index. 2. Press [F9].

Tip You can also update an index by right-clicking in the index and selecting the Update Field command.

USING AUTO MARK TO CREATE AN INDEX

Discussion Users can also mark entries for an index by creating a concordance file then using the AutoMark feature within the Index dialog box. A concordance file is a listing of terms to be listed in the index. The file is comprised of a table without headings but with 2 columns. The first column lists the text as is appears in the document; the second column lists how the user wishes the entry to appear in the index.

Once the concordance file or table is created, the document is saved as a separate file. Word will use the entries within this table to create an index once AutoMark is pressed and the concordance file is selected.

Word table suitable for use as a concordance file

Procedures 1. Open a new Word document, insert a table with two columns. 2. In the first column, enter the text as is appears in the document. 3. In the second column, enter the text as you wish it to appear in the index. 4. To create a sub entry, enter the main entry, in the second column followed by a

colon (:) then the subentry text. 5. Save the concordance file. 6. In the document where the index is to be placed, select the insertion point for the

index. 7. On the References tab, Index group, Insert Index 8. Select AutoMark, in the open dialog search for the concordance file and choose

Open. 9. The system will mark the entries and insert the XE field codes based on the

concordance file.



10. To generate the index, follow the procedure as described on page 90).



EXERCISE Creating an Index

1. Open Index6. 2. Mark the Creating a Document heading (page 2) as a main index

entry. 3. Mark the Naming the Document heading (page 2) as a subentry of

Creating a Document. 4. Go to page 3, mark the Modify Document Options text at the top of

the page as a main index entry. Do not include the word Screen. 5. On page 3, mark the Overview, Allow Widows and Orphans,

Automatic Page Breaks, and Backup Before Edit Document headings as subentries of the text Modify Document Options.

6. Mark them as main index entries too. 7. Position the insertion point at the beginning of the line, Valid

Document Name (page 2). 8. Mark this location with a main index entry of Saving a File Copy and

then cross-reference it to Backup Before Edit Document and then mark the entry.

9. Close the Mark Index Entry dialog box. 10. Go to the end of the document. 11. Generate a Modern, two column index at the insertion point. 12. Go to page 1 and select the word filename in the first paragraph below

the Naming the Document - Overview heading. 13. Mark all occurrences of filename as a main index entry. 14. Close the Mark Index Entry dialog box. 15. Update the index. 16. Close the document without saving it.


LESSON 9 - USING AND CREATING TEMPLATES


• Select an existing template

• Create a custom template

• Open a custom template

• Distribute custom templates

• Modify a custom template

• Delete a custom template

Microsoft Word 2007/2010 - Level 3 Using and Creating Templates


SELECTING A BUILT-IN TEMPLATE

Discussion There are certain types of documents that you create and use again and again. For example, your company may often use standardised memos or legal documents in the daily course of business.

Rather than format a standardised document each time you need it, you can use a template. Word provides many types of built-in templates, including Letters & Faxes, Legal Pleadings, Memos, Reports, Web Pages, and Publications.

Templates provide a framework for creating documents with a certain look. For example, the Contemporary Memo template provides standard memo heading and margin settings, along with borders that create a polished look.

When you use a template to create a new document, the template itself is not opened; rather, it is attached to the document. When you create a new document from the Memo (Professional Theme) template, for example, changes made to the document do not affect the underlying template.

In addition, the templates guide you through the creation of a document. The templates may include highlighted field code areas indicating where you need to insert information (such as to whom a memo is to be sent).

Word 2007 initially shows you just the Blank (normal) template and other recently used templates. By clicking Installed Templates at the left of the window, thumbnails of locally stored templates are shown, together with a list of template categories at the left that can be downloaded from the Microsoft website (“Microsoft Office Online”).

Installed templates (Word 2007)



Agenda templates available from Microsoft Office Online (Word 2007)

Occasion and Event Cards templates from Microsoft Office Online (Word 2007)

Word 2010 provides the same functionality but in a different way. Word 2010 immediately gives you icons for accessing locally stored templates (Available Templates) and a full list of icons for accessing more on the Microsoft website (which Word 2010 refers to as Office.com).



Templates available locally and from the Microsoft website (Word 2010)

Locally stored “Sample templates” (Word 2010)

Occasion and Event Cards templates from Office.com (Word 2010)



Procedure Word 2007 Word 2010

1. Click the Office button. 1. Click the File tab.

2. Click New. 2. Click New. 3. Click Installed Templates under

Templates at the top left.

3. Click Sample Templates to see thumbnails of locally stored templates.

Select the required thumbnail and click Create.

Alternatively

Click a category under Office.com Templates and search for a template.

Select the required thumbnail and

click Download .

4. Select an “Installed Template” thumbnail in the main window and click Create.

Alternatively

Click a category in the left-hand pane and search for a template on Microsoft Office Online.

Select the required thumbnail and click Download .

CREATING A CUSTOM TEMPLATE

Discussion Although Word provides many templates, you can create your own template for a form or document layout that you use often. For example, if you create standardised tables for tracking data, you can create a template to make this task easier.

You can create a template from an existing document or from another template.

In both Word 2007 and Word 2010, all templates you create appear under My Templates in the New Document window. The extension for templates is .dotx.



Procedures Word 2007 Word 2010

1. Open or create the document that you want to save as a template


3. Hover the mouse pointer over the Save As command.

3. Click Save & Send.

4. Select Word Template from the menu.

4. Click Change File Type. Select Template and click Save As.

5. If you using Windows XP, select Trusted Templates in the Places Bar at the

left . If you are using Windows Vista, make sure Templates is selected in the

Favorite Links list at the left . In Windows 7, ensure Templates is selected under Microsoft Word

5. Type the desired template name in

the File name box. 6. Type the desired template name in

the File name box.

6. Click Save. 7. Click Save.

Tip You can preview your template in the Templates dialog box if the Save preview picture option is enabled in the Advanced Properties dialog box. See page 52.



Tip To create a template based on another template, open the desired template, make changes as needed, and then save the template as described above.

OPENING A CUSTOM TEMPLATE

Discussion It is important to open a template for use as a document in the correct way. If you are not careful, you may end up opening the actual template file itself rather than a copy that you can save as a new document.

Methods for opening a template are outlined below:

1. Use the New command from the Office button (Word 2007) or the File tab (Word 2010).

2. Double-click the template file from its location, eg. on the Desktop or in the email, if it

has been sent as an attachment.

Do not use the Open command unless you want to open the actual template file and make changes to it (see Modifying a Template on page 102).

In order for the template to appear in the New (Personal Templates) dialog box, if must be saved to the correct location. If you have created a custom template for your own personal use, this should not be an issue. By following the procedures on page 99 for creating a custom template, the template will be in the correct location (ie. the Templates folder).

If you have been sent a template or a colleague has created templates for you to use and stored them in a shared folder, always open them for use by double clicking the template file from its location.

To make templates appear in the New (Personal Templates) dialog box, you must ensure that they are saved, copied to or moved to the folder designated as User Templates in File Locations under Word Options.

The location of this folder will vary depending on which version of Word you are using, combined with which Windows version you are using. It may also vary depending on how your IT department has set up your computer configuration.

You can find the location of your custom templates as follows:

• Click the Office button (Word 2007) or the File menu (Word 2010)

• Click the Options button (Word Options in Word 2007)



• Select Advanced at the left.

• Scroll the right-hand pane almost to the bottom.

• Click the File Locations... button .

• Select User templates.

• Click the Modify... button. This will open an Explorer window showing you the files in that location. You can then change the location for your user templates or delete, copy, move and paste them.

Tip Beware of changing the location of your user templates. The setting in Word applies to ALL the Office applications and you may then have difficulty using them in Excel and/or PowerPoint, etc.

Tip To test whether you have opened a template for use or opened it for editing, click the Save command before making any changes to it. If it has been opened for use, the Save As dialog box will appear. If you have opened it for editing, no Save As dialog box appearing.

Tip

By creating folders in the user templates folder and putting Word templates into them, the folder names will appear as tabs in the New dialog box.





2. Click New. 2. Click New. 3. Click My templates... under


3. Click My templates in the top row under Available Templates.

4. Select the required template.

5. Click Open.

Alternatively

1. Open an Explorer window (eg. (My) Computer on the Desktop). 2. Navigate to the location of the template file. 3. Double click the template file.

Or

1. Open the email containing the template. 2. Double click the attachment.

DISTRIBUTING TEMPLATES FOR WIDER USE

Discussion Although sending templates attached to emails or storing them in a shared folder is a quick and convenient way of making your templates available to other members of your team, it still gives them the inconvenience of having to find them and double click them.

By storing your templates in a special “Workgroup Templates” folder, you can give your colleagues access from within Word using the New command, thus making the process quicker, more reliable and working in the way that the Microsoft Word developers intended.

This involves saving, copying to or moving to a shared folder and then getting everyone in your team to “point” Word to that folder in the File Locations dialog box (see previous topic).

Tip Ensure that only template files are stored in this folder. Word will also pickup other normal Word documents in the New dialog box.

Procedure 1. Create a shared folder on your computer system.



2. Save, copy or move the template files that you want to share with your colleagues into this folder.

3. Tell your colleague to “connect” to this folder as follows (you will also have to do this): a. Click the Office button (Word 2007) or the File tab (Word 2010).

b. Click the Options button (Word Options in Word 2007)

c. Select Advanced at the left. d. Scroll the right-hand pane almost to the bottom.

e. Click the File Locations... button . f. Select Workgroup templates.

g. Click the Modify... button. h. Navigate to and select the shared folder containing the templates. i. Click OK. j. Click OK. k. Click OK. l. To use a template: Word 2007 Word 2010





4. Select the required template.

5. Click Open.



MODIFYING A TEMPLATE

Discussion You can modify a document template to suit your needs. You can change a template’s text and graphics, macros, Quick Parts entries, toolbars, Ribbon settings (Word 2010 only), formatting, styles, and shortcut keys.

Modifying an existing template is a good way to create a new template with similar attributes without having to start from scratch.

Tip Modifying a template does not affect existing documents based on it.

Procedures 1. Click the Office Button (Word 2007) or the File tab (Word 2010). 2. Select Open. 3. If you are using Windows XP, click the Trusted Templates icon in the Places Bar at

the left . If you are using Windows Vista, make sure Templates is selected in the Favorite

Links list at the left .

In Windows 7, ensure Templates is selected under Microsoft Word 4. Navigate to and select the template that you want to modify. 5. Click Open. 6. Modify the template as desired. 7. When finished, save your changes and close the template.



DELETING A TEMPLATE

Discussion You can delete a template when you no longer need it. It is a good idea to delete excess templates so that the Templates window does not become too cluttered.






4. Right click the icon for the template you want to delete.

5. Select Delete.

6. Click Yes to confirm the deletion.

Tip Be careful not to delete a default Word template, since you will have to reinstall it to retrieve it.

Tip You can remove a template shortcut from the Blank and recent window (Word 2007) by right clicking the icon and selecting Remove template.



In Word 2010, icons for recently used templates are accessed by clicking the Recent Templates icon under Available templates.

Once open, template shortcut icons can be deleted same as described above.

NOTE: Deleting the shortcut does not delete the template file.



EXERCISE Working with Templates

1. Open the New dialog box. 2. If you are using Word 2007, select under Templates Microsoft Office

Online -Faxes. If you are using Word 2010, double click under Office.com Templates - Fax.

3. Select the Fax cover sheet (Blue Design) and then press Download. 4. If necessary, click on Continue to download the template. 5. Complete the template with the following information:

Field Text [Company Name] (at the top of the page)

Worldwide Sporting Goods(leave the address blank)

Your company’s slogan Select and delete this field To John Abrams From your name Fax Number 020 8417 0871 Pages 2 Phone 020 8417 0870 Date Today’s date Re Information you requested CC Leave blank

6. In the Comments field type: Here is the information you requested.



7. Save the document into the student files folder with the name JA Info request. Click OK to the compatibility message.

8. Close the document. 9. Open Tempex. 10. Save the document as a Word template named Shipping, in the

Templates folder. 11. Close the template. 12. Open a new document using the Shipping template (use the NEW

command and open the My Templates dialog box). 13. Enter the following:

a. Order# - 00123 b. Date – Today’s date c. # Ordered – numbers of your own choosing.

14. Save the template in the student files folder as a document named Order00123.

15. Close the document. 16. Open the Shipping template from its location as a template (use the

OPEN command and navigate to the Templates folder). 17. Edit the template by adding a row at the bottom of the table with the

following information: Exer-Fit Rower 2000 110 lbs. TM55600

18. Save the template again and then close it. 19. Create a new document based on the Shipping template (use the NEW

command). 20. Check that the new item has been added at the bottom of the table. 21. Close the document without saving it. 22. Delete the Shipping template (use the NEW command and open the

My Templates dialog box. Right click the template and press Delete. Close the dialog box.


LESSON 10 - CREATING FORMS


• Understand the uses for Content Controls and Form Fields

• Activating the Developer tab

• Add content controls to a document

• Prevent changes to a document containing Content Controls

• Add form fields to a document

• Protect and unprotecting a document containing legacy form fields

• Saving a form as a template

• Printing a form

• Use a Fill-in field

Microsoft Word 2007/2010 - Level 3 Using Forms


OVERVIEW OF CONTENT CONTROLS AND FORM FIELDS

Discussion You can create an online form to make it easy to enter information.

Online forms offer several advantages, such as selecting an entry rather than typing it and having certain fields update automatically. For example, if you have a field in which you always enter a company name, you can list all the possible company names when you create the form. Then, when you are entering data into the form, you can select the company name you want to use from this list, without having to type a single character.

Example of a Word form using Content Controls and a Form Field check box

Forms are created and edited using the Developer tab, which needs to be activated under Word options. The tools for creating Content Controls and Form Fields are available in the Controls group.

Controls group (Word 2007) Controls group (Word 2010)

An online form is composed of descriptive text and special objects (Content Controls and Form Fields) in which the data is entered. The available objects are listed in the following table.

Content Control Description

Text Used to collect textual, numeric or date-related information. Does not allow more than one paragraph and mixed formatting is not allowed, eg. Text can be ALL bold or ALL italic but not half bold and half italic.

Rich Text As above but allows mixed formatting and the inclusion of other Word content such as tables, shapes and SmartArt.

Picture Allows users to select a picture file on their computer system.

Combo Box Allows users to select from several choices or type in their own



value. Inherits the plain Text control restrictions

Drop-Down List As Combo Box but data entry is restricted to list only. Inherits the plain Text control restrictions.

Date Picker Allows users to type in a valid date or select from a mini calendar. Inherits the plain Text control restrictions.

Building Block Gallery

Allows users to select whole sentences, paragraphs, pictures and other ready-made text, form a list. Like a drop down control but much more powerful.

Legacy Tools (Form Fields)

These consists of form controls and related commands that were available in versions of Word prior to 2007 but that are still supported and can still be used.

Form Fields offer different functionality to Content Controls. For example, you can add Help text, assign macros and carry out calculations in Form Fields, but you can’t in Content Controls.

• Text Form Field – Same as Text content control (see above)

• Check Box Form Field - Used to allow users to select a Yes/No response.

• Drop Down Form Field – Same as Drop-Down List content control (see above).

• Insert Frame – Largely a legacy object used on older versions of Word to allow text wrapping around objects. Still used in a minority of cases where certain functionality does not exist for a Text Box, eg. you cannot add comments or footnotes inside a Text Box but you can inside a Frame.

• Form Field Shading – turns on and off grey highlighting behind form fields

• Reset Form Field – returns a form field’s properties to those originally set up before the form field was used.

NB Legacy Tools should not be mixed with Content Controls. This is because the protection that has to be applied to them prevents certain Content Controls from functioning correctly.

It is a good idea to plan how you want a form to appear before you actually create it. When designing the form, you can define the type of information you want to enter into each field. You may find it easier to arrange and align information on a form if you enter the text and form fields in a table.

If using Form Fields, you must always protect the completed form. Protection allows the Form Fields to function properly and restricts the user to entering data into the From Fields only. Consequently, the user cannot edit the layout of or change any other text on the form. The protection can be password protected.



Content Controls should not be protected as it will restrict their functionality. Users can be prevented from altering the document layout and entering text outside of the Content Controls by grouping them. It is not possible, however, to password protect the grouping.

ACTIVATING THE DEVELOPER TAB ON THE RIBBON

Discussion To work with Content Controls and Form Fields, the Developer tab must be activated.

Developer tab (Word 2007)

Developer tab (Word 2010)

Most of the commands and tools on the Developer tab are designed to enable programmers to automate and customise Word using VBA and XML. There is a Controls group, however, whose tools are well within the ability of any competent Word user. These tools are used to create online forms.



2. Click the Word Options button. 2. Click the Options button.

3. Click Popular in the pane at the left.

3. Select Customize Ribbon in the pane at the left.

4. Select the Show Developer tab in the Ribbon check box.

4. In the pane at the right of the dialog box, select the Developer check box.

5. Click OK. 5. Click OK.



ADDING A TEXT CONTENT CONTROL TO A DOCUMENT

Discussion You can use a Text content control where information must be typed into a form. Text controls are normally used where words and/or numbers need to be entered but can be used for any typed content (eg. dates and times).

The plain Text control, by default, allows the entering of a single paragraph of text only. It can be formatted with one attribute only, eg. all characters bold, all characters italic, all characters 12pts, etc.

The Rich Text control afford all the benefits of the plain Text control but can hold multiple paragraphs of text, mixed formatting and other Word content such as tables, shapes and SmartArt.

Both plain Text and Rich Text controls have properties that can be changed to enhance the way that they work.

Plain Text Content Control properties Rich Text Content Control properties

Many of the properties for text controls are common to other types of content control. These are:

Property Details

Title A descriptive name for the control. The name entered will appear at the top left corner of the control when it is selected for data entry.

Tag Used only if the control is going to be used by macros or

other program script. Use a style to format contents

Applies a consistent formatting style to data entered in the control. See Lesson 1, Using Styles on page 6)

Content control cannot be deleted

Prevents the control from being accidentally deleted when in use.

Contents cannot be edited

Disables the control. Used for entering default text that must not be changed.

Remove content control when contents are edited

Also known as the “self-destruct” property allows the control to be used only once! Not recommended.



Procedures 1. Position the insertion point where you want to insert a text content control. 2. Select the Developer tab.

3. Click the Text or Rich Text command button in the Controls group, 4. Ensure the control is selected and click Properties in the Controls group. 5. Select options as desired. 6. Click OK.

Tip If desired, click the Design Mode command in the Controls group to enter or delete any default text in the control. When finished, click the Design Mode command to return to normal working.

ADDING A COMBO BOX OR A DROP DOWN LIST CONTENT CONTROL

Discussion A Drop-Down List or Combo Box Content Control offers a list of options from which the user can select only one item. The items in the list appear in the order in which they were added, but you can rearrange them by moving items up or down in the control’s properties dialog box. The first item on the list is the default value.

The difference between the Drop-Down List and the Combo Box content control is that you can type any value into a Combo (combination) Box, but you can only select from the list in a Drop-Down.

To populate a Combo Box or Drop-Down List, you use the Properties dialog box. Once the list is created, you can edit it by adding, removing and re-ordering items. Other properties are similar to the Text controls described above.



Procedures 1. Position the insertion point where you want to insert a Combo Box or Drop-Down

List content control. 2. Select the Developer tab.

3. Click the Combo Box or Drop-Down List command button in the Controls group,

4. Ensure the control is selected and click Properties in the Controls group. 5. Set options under General: and Locking: as desired. 6. Click the Add... button at the bottom right of the dialog box.

7. In the Display Name: box, type the first item for the list. 8. Leave the Value: box blank. This is only used by programmers if the control is

bound to a database or custom XML stored in your document. 9. Click OK. 10. Repeat until all the items are added. 11. To change an item in the list, select the item in the list and click Modify....

12. To remove an item from the list, select the item in the list and click Remove. 13. Enter your changes and click OK. 14. To rearrange the order of the items in the list, select the item and then click the

Move Up or Move Down buttons. 15. When finished, click OK on the Properties dialog box.

ADDING A DATE PICKER CONTENT CONTROL

Discussion Adding a Date Picker Content Control facilitates entering dates onto an online form. Although the user could type a date into a Text control, it is useful to provide a mini calendar to choose a date from.

The Date Picker control has common properties with Text and List controls but can also be set to format the entered date into 11 date styles.

The Date Picker control can also be used for entering times (with or without the date). It can have its properties set to one of four time styles and two date/time styles.



Procedure 1. Position the insertion point where you want to insert a Date Picker content control. 2. Select the Developer tab.

3. Click the Date Picker command button in the Controls group, 4. Ensure the control is selected and click Properties in the Controls group. 5. Select options, if desired, under General: and Locking: 6. Select a date and/or time format under Date Picker Properties: 7. Click OK.

ADDING A PICTURE CONTENT CONTROL

Discussion A picture content control allows the use to select an image file from the computer system. It is rather like using the Insert tab > Picture command.

The control adds a placeholder to the document and by clicking the icon in the centre, a dialog box opens allowing the user to navigate to the required image file.



Procedure 1. Position the insertion point where you want to insert a Picture content control. 2. Select the Developer tab.

3. Click the Picture Content Control command button in the Controls group, 4. Ensure the control is selected and click Properties in the Controls group. 5. Select options, if desired, under General: and Locking: 6. Click OK.

ADDING A BUILDING BLOCKS CONTENT CONTROL

Discussion Word 2007 and Word 2010 come with many ready-made, re-useable pieces of content that are designed to be easily and quickly added to your documents .

The most useful building block for an online form is the AutoText Building Block (also known as Quick Parts). With AutoText, you can, for example, create a library of standard paragraphs for business letters or forms. For example, if you are frequently writing form letters, it will save you time and effort creating AutoText for the different types of salutation used at the end, eg. Yours sincerely, Yours faithfully, etc. These can then be easily selected from a Building Blocks content control.

For further details and instructions on creating and using Word Building Blocks, see Lesson 8 in our Microsoft Word 2007/2010 Level 2 book.

The Building Blocks Gallery content control is set up rather like a combo box or drop-down list where the user can pick a piece of frequently used content from a list. Whereas a combo box or drop-down list normally shows single words, a Building Block control can show entire paragraphs, tables, pictures (logos) or custom diagrams.



Procedure 1. Position the insertion point where you want to insert a Picture content control. 2. Select the Developer tab.

3. Click the Building Blocks Gallery Content Control command button in the Controls group,

4. Ensure the control is selected and click Properties in the Controls group. 5. Select options, if desired, under General: and Locking: 6. Select under Document Building Blocks Properties the Building Block Gallery and

Category to populate the control with. 7. Click OK.

ADDING A CHECK BOX CONTENT CONTROL (WORD 2010 ONLY)

Discussion A Check Box content control has only two possibilities, checked or unchecked. You can define the size of . the check box by increasing its Font Size. Options also exist for the symbol that is used to mark the check box.

By default, the check box is empty to signify “No” and shows an X when clicked to signify

“Yes.” You can change this, for example, to show a tick mark for “Yes” and a cross for

“No” .



Procedure 1. Position the insertion point where you want to insert a Check Box content control. 2. Select the Developer tab.

3. Click the Check Box Content Control command button in the Controls group, 4. Ensure the control is selected and click Properties in the Controls group. 5. Enter or select different options, if desired. 6. Click OK.

Tip

A check box can be added to a document in Word 2007 using the Legacy Tools (See page 124). It is not a good idea, however, to mix content controls and legacy tools (Form Fields) in the same document. This is because the protection that must be added to Form Fields will restrict the functionality of some content controls.

PREVENTING CHANGES

Discussion Once an online form has been created using Content Controls, the author will almost certainly want to restrict users to entering data via the controls only. This will also prevent them from altering the main text and layout of the form. .

This is achieved by selecting the entire document and invoking the Group command in the Controls group of the Developer tab.

Procedure 1. Click onto any content control. 2. Press Ctrl + A to select the entire document. 3. Select the Developer tab. 4. Click the Group command in the Controls group. 5. Click Group in the menu.



To remove the grouping in order to edit the form

1. Click onto any content control. 2. Select the Developer tab. 3. Click the Group command in the Controls group. 4. Click Ungroup in the menu.

LEGACY TOOLS V CONTENT CONTROLS

Discussion The Legacy Tools, as their name implies, are older; they've been part of Word since time immemorial!

Legacy Tools gallery

The top row of command buttons - Legacy Forms - create objects that are very similar to the Text, Check Box and Drop-Down content controls. They are called “Form Fields” and operate only when the document is protected for "Filling in forms." This type of protection locks all parts of a document so that it can't be edited apart from inside the Form Fields.

Protection is added by clicking the Protect Document command on the Developer or Review tab, selecting Restrict formatting and editing, and completing the required settings in the Task Pane.



Although that works well for a lot of uses, it also disables some important features such as spell checking and inserting pictures (unless you use macros, which are outside the scope of this training).

The other buttons - ActiveX Controls - are really meant for web pages but can be used in normal Word documents to provide more powerful functionality that Form Fields. They require VBA programming, however, and as such are outside the scope of this training.

Content controls were new in Word 2007. They don't need (and shouldn't have) Filling in forms protection and offer abilities that Form Fields don't have, eg. rich text, date picker, pictures and Building Blocks.

If you want to make a document where users can edit only inside the content controls, select the whole document (or just part of it) and use the Group button. This kind of protection doesn't interfere with other features in the way that Filling in forms protection does.

The main drawback of content controls is that they can't be used in Word 2003 or earlier, even if you have the Compatibility Pack that lets you open .docx files. If the document must be sent to others who don't have Word 2007 or Word 2010, don't use content controls; use Form Fields instead.

The one content control that's missing in Word 2007 - but is available in Word 2010 - is a check box.

The following topics cover the use of Form Fields to create online forms. They are provided for compatibility purposes and for historical interest.

CREATING A DROP DOWN FORM FIELD

Discussion A Drop-Down form field offers a list of options from which the user can select only one item. The items in the list appear in the order in which they were added, but you can rearrange them by moving items up or down in the Drop-Down Form Field Options dialog box. The first item on the list is the default value. .

In order for an individual to select an item from a Drop-Down form field list, the Drop-down enabled option must be selected in the Drop-Down Form Field Options dialog box. In addition, a Drop-Down form field list is not operational until the form has been protected.



Tip You can also open the Properties dialog box by double-clicking the Drop-Down Box form field you want to edit.

Procedures 1. Select .the Developer tab. If necessary, see page 112 on how to activate it. 2. Position the cursor where you want to insert a drop-down field. 3. Click the Legacy Tools command in the Controls group. 4. Click Drop-Down Form Field under Legacy Forms. 5. Click onto the form field and click Properties in the Controls group. 6. In the Drop-down item: text box, type the name of the first item. 7. Click Add >> or press <Enter> to add the item to the list. 8. Repeat steps 6 & 7 until all the items are added. 9. Click OK.

To edit an item in the drop-down list:

a. Select the item in the Items in drop-down list: b. Click Remove. c. Edit the item in the Drop-down item: text box. d. Click Add >>.

To remove an item from the drop-down list:

a. Select the item in the Items in drop-down list: b. Click Remove.

To re- order an item in the drop-down list:

1. Select the item in the Items in drop-down list:

2. Click the up or down arrows above and below Move .



Tip Fields in a form will not work as created until the form is protected.

CREATING A TEXT FORM FIELD

Discussion You can use a Text form .field when information must be typed into a form. The information can consist of text, numbers, or dates and times. You can have the current date or time appear in a Text form field.

If you define a Text form field as regular text, you can format it in the Text Form Field Options dialog box as Uppercase, Lowercase, First capital (only the first word of each sentence is capitalized), or Title case (the first letter of each word is capitalized).

If you define a Text form field as a number, you can format the number in the Text Form Field Options dialog box with or without decimal places, comma separators, dollar signs, or percent signs.

If you define a Text form field as a date, various formats are available in the Text Form Field Options dialog box, such as 1/30/01, 30 January 2001, 1.30.2001; you can also define your own date format.

You can have default text appear in a Text form field. If you want users to be able to enter data into a form field, the Fill-in enabled option for that field must be selected in the Text Form Field Options dialog box.

The Text Form Field Options dialog box

Procedures 1. Position .the insertion point where you want to insert a text field. 2. Select the Developer tab. 3. Click the Legacy Tools drop down button in the Controls group. 4. Under Legacy Forms, click the Text Form Field 5. In the Controls group, click Properties.



6. Select the desired field Type. 7. Select the Default text. 8. Select the Text format list, choose the case to display. 9. Select the Maximum length of the text in the field. 10. Select other options as desired. 11. Click OK.

Tip You can also open the Properties dialog box by double-clicking the Text form field you want to edit.

CREATING A CHECK BOX FORM FIELD

Discussion A Check Box form field has only two possibilities, checked or unchecked. You can define the size of the check box in the Check Box Form Field Options dialog box, however, and whether the default check box should be checked or unchecked.

Once a form has been protected or saved as a template, you can check or uncheck a Check Box form field by either clicking the check box or pressing the [Spacebar] key. In order for an individual to check or uncheck a check box, the Check box enabled option must be selected in the Check Box Form Field Options dialog box.

Procedures 1. Position the insertion point where you want to insert a text field. 2. On the Developer tab, Controls group, select the Legacy Tools drop down, under

Legacy Forms select Click the Check box Form Field 3. In the controls group, select Properties 4. Under Check box size, select the desired option. 5. Under Default value, select the desired option.



6. Select other options as desired. 7. Click OK.

Tip You can also open the Check Box Form Field Options dialog box by double-clicking the Check Box form field you want to edit.

CALCULATING A TEXT FORM FIELD

Discussion You can add a mathematical expression to a numeric Text form field to perform calculations in a form. For example, if you have a numeric Text form field for Quantity and a numeric Text form field for Price, you can create a mathematical expression in another numeric Text form field that multiplies the number in the Quantity field by the number in the Price field to produce a Total.

A mathematical expression is entered as a formula (it starts with an =) and can include references to form fields, mathematical operators and functions.

Field references are created by giving each form field a unique name known as a “Bookmark.”

The picture below illustrates how three text form field have had their properties set up to calculate an Item Total.

Properties that need setting are as follows:

Quantity form field:

Type: Number Number Format: 0 Bookmark: txtQty (or any made up name for the field) Calculate on exit: Yes

Price form field:

Type: Number Number Format: £#,##0.00;(£#,##0.00) Bookmark: txtPrice (or any made up name for the field) Calculate on exit: Yes

Total form field:

Type: Calculation Expression: = txtQty * txtPrice Number Format: £#,##0.00;(£#,##0.00) Bookmark: txtTotal (or any made up name for the field) Calculate on exit: Yes



Procedures 1. Select the first form field that you want to use in the calculation. 2. Select the Developer tab. 3. Click the Properties button in the Control group.

4. Type a unique name for the field in the Bookmark: box .

5. Enable the Calculate on exit check box . 6. Click OK. 7. Repeat steps 1 to 5 for all the other text boxes that you want to use in the calculation. 8. Select the Text form field in which you want to create the calculation. 9. Select the Developer tab. 10. Click the Properties button in the Control group. 11. Select the Type list. 12. Select Calculation. 13. Position the insertion point after the equal sign (=) in the Expression: box.

14. Type the desired formula, eg. or 15. Select the Number format list.

16. Select the desired number format, eg. to create a currency style.

17. Click OK. 18. Protect the form (see page 128). 19. Enter data into the text fields (press Tab to move between fields quickly). 20. The calculated text field should instantly update depending on the data entered into

other fields.

Tip You cannot select or enter data into a calculated form field. It is designed to automatically generate the data for you.

Bookmark: txtQty Bookmark: txtPrice

Bookmark: txtTotal Calculation: = txtQTY * txtPrice

Calculation: = txtTotal * 17.5%



CREATING HELP MESSAGES FOR FORM FIELDS

Discussion You can create a Help message for each form field in a form. You can have a Help message appear on the status bar when the field is selected, or in a window when the user selects the field and presses the [F1] key, or in both places.

Providing Help messages can facilitate the proper completion of a form. For example, a new user can refer to the status bar for directions when entering information into a form field.

Users can also use the AutoText entry drop down for additional entry options.

Creating a Help message for a form field

F1 key Help window Status Bar Help

Tip Before Help messages can appear in a form, the form must be protected.

Procedures 1. Select the form field to which you wish to apply help text. 2. Click Properties 3. Click Add Help Text. 4. Select the Status Bar tab to display Help messages on the status bar or the Help Key

tab to display Help messages in a window. 5. Select the desired option. 6. Type the desired Help message text, if necessary.



7. Click OK. 8. Click OK.

PROTECTING A FORM

Discussion You can prevent the text and formatting in an online form from being altered by protecting the form. In a protected form, the insertion point can move only from form field to form field; you cannot select the form text or change the form field options.

If a form is not protected, however, modifications can be made to any part of it. To prevent other users from making changes to a form, you must protect it and apply a password. Then, only those users who know the password can unprotect the form and edit it.

Protecting a form with a password

Tip It is important to remember that passwords are case-sensitive. For example, a lowercase letter “a” is viewed as a different letter from an uppercase letter A.

Procedures 1. Select the Developer or Review tab. 2. Click Protect Document in the Protect group. 3. Under Restrict Reviewing options, select Restrict Formatting and Editing.



4. In the Task Pane, under 2. Editing Restrictions, place a check mark next to Allow

only this type of editing in the document .

5. Select Filling in forms . 6. Under 3. Start enforcement click Yes, Start Enforcing Protection

7. Type the desired password in Enter new password (optional). 8. Retype the password in the Reenter password to confirm box, if necessary. 9. Click OK.

SAVING A FORM AS A TEMPLATE

Discussion Online forms are typically used over and over again. If you save an online form as a template, users will always work in a copy of the original form and not in the original itself. When using a form template, a new document based on the template is created each time a user completes the form.

Tip You should protect a form before you save it as a template in order to prevent users from altering text and formatting features.


1. Open or create the document that you want to save as a template


3. Hover the mouse pointer over the Save As command.

3. Click Save & Send.

4. Select Word Template from the menu.

4. Click Change File Type. Select Template and click Save As.



5. If you using Windows XP, select Trusted Templates in the Places Bar at the

left . If you are using Windows Vista, make sure Templates is selected in the

Favorite Links list at the left . In Windows 7, ensure Templates is selected under Microsoft Word

5. Type the desired template name in

the File name box. 6. Type the desired template name in

the File name box.

6. Click Save. 7. Click Save. For further information about creating and managing templates, see Lesson 9 (Using and Creating Templates) on page 94.

UNPROTECTING A FORM TEMPLATE

Discussion You can remove password protection from a form or form template. If you remove password protection from a form template, all future forms based on the template will not be protected.

To remove a password from a form or form template, you must know the correct password. As soon as you Stop protection a form or a form template, the password is removed from it.

Procedures 1. Select the Developer or Review tab. 2. Click Protect Document in the Protect group. 3. Under Restrict Reviewing options, click Restrict Formatting and Editing.

4. Click the Stop Protection button at the bottom of the Task Pane.



PRINTING A FORM

Discussion You can print an online form as it looks on the screen or, if you are printing onto pre-printed paper forms, you can print just the information in the form fields.

Selecting option to print form fields only Selecting option to print form fields only (Word 2007) (Word 2010)

Procedures 1. Select the Office button (Word 2007) or the File tab (Word 2010). 2. Click (Word) Options. 3. Select Advanced at the left. 4. Under When printing this document, select Print only the data from a form. 5. Click OK.

USING A FILL-IN FIELD

Discussion Fields in Word are used as placeholders for data that might change in a document and for creating mail-merge documents. These kinds of fields are also called “field codes”, and they are different from the legacy form fields covered previously in this lesson. There are about 77 fields of this type in Word. Commonly used ones are:

• Page number

• Table of Contents

• Filename

• Hyperlink

• Cross-reference

Fields can be recognised by the grey shading that normally appears behind when you select one.



Example of a Page Number and Table of Contents fields showing field shading

The Fill-in Field prompts the user by means if a simple input box for a piece of data to enter into the document. Once the input box is completed and the user clicks OK, the data typed into the box appears in the location where the field has been created.

A Fill-in field input box prompt

Fill-in field input boxes can be made to appear at any time by selecting the entire document (Ctrl A) and pressing F9 on the keyboard. More usually, however, Fill-in field input boxes appear automatically when opening a document as a template.

Fill-in fields (in common with most other Word fields) can be edited by pressing Alt F9 on the keyboard. The code for the field appears and can be edited.

Tip You can also edit a field code by right-click the field and selecting Edit Field. This can be difficult, however, because not all fields show up with grey background shading; the Fill-in field is one such example.

Example field codes (Page Number, File Name, Cross-reference)

Much of the content that Word stores in fields can be created by executing standard commands on the Ribbon (eg. Table of Contents, hyperlinks, page numbers) but many have to be inserted by either typing a special “field code” into the document or, by selecting the field from the Quick Parts command (Insert tab) and entering the necessary properties and options (“switches”).

For further information about using Word fields, search Word Help for Field (Insert and format field codes).

Tip You can control how the field shading behaves by opening the Advanced pane in Word Options and selecting from the Field shading: drop-down list under Show document content.



Procedure 1. Click where you want to insert a Fill-in field. 2. Select the Insert tab. 3. Click Quick Parts in the Text group. 4. Select Field... in the menu.

5. In the Field names: list, select Fill-in.

6. Click in the Prompt: box under Field properties. 7. Type the prompt (the message) that you want the input box to contain when it

appears. 8. Select other options as desired. 9. Click OK. The Fill-in field input box appears - DO NOT TYPE into this box. 10. Click Cancel. 11. Save the document as a template (see procedure on page 129). 12. Close the template. 13. Open the template as a New Document.



14. The Fill-in field input box appears automatically. 15. Enter the required data into the box. 16. Click OK. 17. The data is entered into the document. 18. Save the document as a Word Document.

Tip

If you know the field code for the field that you want to insert, you can type it directly in your document. First press CTRL+F9, and then type the code within the curly brackets.

You can also copy and paste a Fill-in field code and edit its prompt to create another. Press Alt F9 first to reveal the field code.

Tip To delete a Fill-in field, press Alt F9 to reveal the field codes. Select it and press Delete on the keyboard.



EXERCISE Creating Forms

1. Open Roomnk. 2. Add a Rich Text content control in the cell to the right of Name of booker. 3. Add a Drop-Down List content control in the cell to the right of Meeting

room. 4. Populate the list with the following: Emerald Room, Topaz Room, Diamond Suite. 5. Add a Plain Text content control in the cell to the right of Number of

attendees. 6. Click the Design Mode command. 7. Edit the word text to number in the control’s text. 8. Click the Design Mode command. 9. Add a Date Picker content control in the cell to the right of Date required. 10. Set its properties to display the date as: dddd, dd MMMM yyyy. 11. Add a Date Picker content control in the cell to the right of Meeting starts. 12. Set its properties to display a time as: h:mm am/pm. 13. Click the Design Mode command. 14. Edit the word date to time in the control’s text. 15. Click the Design Mode command. 16. Copy this control. 17. Paste it in the cell to the right of Meeting ends. 18. Word 2010 users – add Check Box content controls next to the right of each

AV requirement item. Word 2007 users – delete the items and add a Combo Box content control into the second cell populated with Project : TV : Conferencing.

19. Select the entire document. 20. Group the controls. 21. Save the form as a template named Room Booking in the Templates folder

and then close it. 22. Open the Booking Form template as a document (Use the NEW command) 23. Add data into the controls as follows:

a. Name – Jonathan Bestley b. Meeting Room – Topaz room c. Attendees – 8 d. Date required – <Next Monday> e. Start time – 10

(To enter a time in the Date Picker, select any date and then edit the time shown).

f. End time – 11:30 (To enter a time in the Date Picker, select any date and then edit the time shown).

24. Select Projector for AV requirements.



25. Save as a Word Document named, Jon Meeting and close it. 26. Delete the Booking Form template.

Word 2010

Word 2007

Optional extra (using Legacy controls) 1. Open CustOrd. 2. Add a Text form field in the cell to the right of Customer Name. 3. Set the properties to:

a. Regular text type; b. Title case text format. c. Enter the following Help message to appear in the status bar:

“Please type the company name”. 4. Add a Drop-Down form field in the cell to the right of Account Rep 5. Populate the list with the following:

a. Cynthia b. Tom c. Steph d. George

6. Add a Check Box form field to the right of each of the two Shipper items (FedEx and UPS).

7. Number type form fields have already been created in the table below. Your task is to automate the form so that when “Number of units” is entered, the form field calculates the Cost. a. Select the Price per unit form field for Treadmill. b. Click Properties. c. Enter a Bookmark of TMprice. d. Tick the Calculate on exit option. e. Click OK. f. Select the Price per unit form field for Exercise Bike.



g. Click Properties. h. Enter a Bookmark of EBprice. i. Tick the Calculate on exit option. j. Click OK. k. Select the Number of units form field for Treadmill. l. Click Properties. m. Enter a Bookmark of TDNum. n. Tick the Calculate on exit option. o. Click OK. p. Select the Number of units form field for Exercise Bike. q. Click Properties. r. Enter a Bookmark of EBnum. s. Tick the Calculate on exit option. t. Click OK. u. Select the Cost form field for Treadmill. v. Click Properties. w. Change the Type to Calculation. x. Type: = TMprice * TMnum in the Expression: box. y. Click OK. z. Select the Cost form field for Exercise Bike. aa. Click Properties. bb. Change the Type to Calculation. cc. Type: = EBprice * EBnum in the Expression: box. dd. Click OK.

8. Protect the document for Filling in forms with the password wsg. 9. Save the form as a template named Special Order to the Templates

folder and close it. 10. Create a new document from the Special Order template (use the

NEW command). 11. Complete the form as follows:

Customer: Jon Sports Account Rep: Steph Shipper: FedEx Product/units: Treadmill 5 Exercise Bike 3

12. Save the form as a document named JS1 to the student data folder and then close it.

13. Delete the Special Order template.

Microsoft Word 2007/2010 - Level 3 Index


INDEX

A

Apply Styles dialog box .............................................. 17

B

Bookmarks ................................................................. 59 creating .................................................................. 59 cross-referencing to ............................................... 61 deleting .................................................................. 63 going to .................................................................. 60 hyperlinking ........................................................... 62 hyperlinks............................................................... 62 viewing ............................................................. 59, 60

Building Block content control adding to document .................................... 117, 118

C

Calculations in form fields ............................... 125, 126 Characters

applying styles ....................................................... 10 copying styles ......................................................... 20 creating styles ........................................................ 13 deleting styles ........................................................ 19 editing styles .......................................................... 17

Check Box content control (Word 2010) adding to document ............................................ 118

Check box form field ................................................ 124 Clear Formatting ........................................................ 18 Combo box content control

adding to document ............................................ 114 Content controls

adding a Building Block control ................... 117, 118 adding a check box control (Word 2010) ..... 118, 119 adding a combo box control ................................ 114 adding a date picker control ........................ 115, 116 adding a drop down list control ........................... 114 adding a picture control ............................... 116, 117 adding a plain text control ................................... 113 adding a rich text control ..................................... 113 adding a text control ............................................ 114 comparison to legacy tools .................................. 120 Developer tab ...................................................... 110 grouping ....................................................... 112, 119 overview .............................................................. 110 properties ............................................................ 113 protecting document by grouping ....................... 119 types .................................................................... 110

D

Date Picker content control adding to document .................................... 115, 116

Developer tab activating ..................................................... 110, 112

Document Map viewing ............................................................. 54, 55

Documents

entering summary information .............................. 53 inserting summary information ....................... 53, 54 summary information ............................................ 52 using text flow options..................................... 51, 52 viewing the Document Map ................................... 54 viewing the Navigation Pane ................................. 54

Drop down list content control adding to document ............................................. 114

Drop down list form field ......................................... 121 Drop-down list form field ......................................... 122

E

Endnotes .................................................................... 66 browsing .......................................................... 69, 70 copying ................................................................... 70 deleting ............................................................ 70, 71 inserting ........................................................... 66, 67 moving ................................................................... 70 setting options ....................................................... 67 viewing ............................................................. 68, 69

F

Fields creating ................................................................ 132 Fill-in............................................................. 131, 133 overview............................................................... 131 viewing field codes ............................................... 132

Fill-in field creating ................................................................ 133 overview............................................................... 131

Footnotes ................................................................... 66 browsing .......................................................... 69, 70 copying ................................................................... 70 deleting ............................................................ 70, 71 inserting ........................................................... 66, 67 moving ................................................................... 70 setting options ....................................................... 67 viewing ............................................................. 68, 69

Form Fields adding a check box ............................................... 124 adding a drop down list ............................... 121, 122 adding a text box.................................................. 123 creating Help messages ....................................... 127 Developer tab ...................................................... 110 overview............................................................... 110 printing ................................................................. 131 protection ............................................................ 128 types ..................................................................... 111 unprotecting a form template ............................. 130

Forms adding content controls 113, 115, 116, 117, 118, 119 adding form fields ........................ 121, 122, 123, 124 calculating Text form fields .......................... 125, 126 creating Help messages ....................................... 127 overview............................................................... 110



printing ................................................................ 131 protecting ............................................................ 111 protecting content controls ................................. 119 protecting Form Fields ......................................... 128 saving as a template ............................................ 129 unprotecting a form template ............................. 130

G

Grouping content controls .................................................. 119

H

Help messages creating for a form ............................................... 127

I

Indexes concordance file .................................................... 91 creating a concordance file .................................... 91 cross-referencing entries ................................. 88, 89 generating ........................................................ 89, 90 marking automatically ........................................... 91 marking main entries ................................. 85, 86, 88 marking subentries ................................................ 87 typing entries ......................................................... 88 updating ........................................................... 90, 91 using ....................................................................... 85

L

Legacy Tools comparison to content controls .......................... 120 Form Fields .......................................................... 111 types .................................................................... 111

N

Navigation Pane viewing ................................................................... 54

Notes.......................................................................... 66 browsing .......................................................... 69, 70 copying ................................................................... 70 deleting ............................................................ 70, 71 inserting ................................................................. 66 moving ................................................................... 70 setting options ................................................. 67, 68 viewing ............................................................. 68, 69

Numbering controlling start number .................................. 32, 33 customising ................................................ 29, 30, 31

O

Outline levels using to create a table of contents .................. 79, 80

Outlines Body Text ............................................................... 26 collapsing levels ..................................................... 27 contextual tab ........................................................ 26 creating .................................................................. 26 displaying heading levels ................................. 27, 28 displaying text formats .................................... 33, 34

expanding levels ..................................................... 27 hiding text formats ................................................. 33 levels ...................................................................... 26 moving outline text ................................................ 28 numbering .............................................................. 29 numbering outline levels ................................. 28, 29 Outlining contextual tab ........................................ 25 paragraph levels ..................................................... 25 promoting and demoting ....................................... 26 using Outline view .................................................. 26 viewing a document Outline .................................. 25

P

Paragraphs applying styles ........................................................ 10 clearing formats ..................................................... 18 clearing styles ......................................................... 18 copying styles ......................................................... 20 creating styles ........................................................ 13 definition ................................................................ 11 deleting styles ........................................................ 19 editing styles .......................................................... 17 keeping together .................................................... 51 using text flow options..................................... 51, 52

Picture content control adding to document ..................................... 116, 117

Pilcrow ....................................................................... 11 Printing

forms .................................................................... 131 Protecting

content controls ................................................... 119 form controls ....................................................... 128

Q

Quick Style Gallery creating styles ........................................................ 15 modifying styles ..................................................... 16 using ....................................................................... 15

S

Section breaks Continuous ............................................................. 41 inserting ................................................................. 39 modifying ......................................................... 43, 44 Next page ............................................................... 39 Odd/Even page ...................................................... 42 removing ................................................................ 43 types ....................................................................... 37

Sections changing Headers & Footers ...................... 44, 46, 47 formatting ........................................................ 39, 40 overview................................................................. 37 section breaks ........................................................ 37 types ....................................................................... 38 unlinking Headers & Footers .................................. 46 uses ........................................................................ 37

Styles applying .............................................................. 7, 12 character ............................................................ 7, 10



clearing .................................................................. 18 copying ................................................................... 20 creating .................................................................. 15 creating character .................................................. 13 deleting .................................................................. 19 editing .................................................................... 17 Heading .................................................................. 10 importing and exporting .................................. 20, 21 linked ................................................................. 7, 11 list ...................................................................... 7, 11 Normal ............................................................... 9, 10 Organizer ......................................................... 20, 21 paragraph........................................................... 7, 10 table ............................................................. 7, 10, 11 viewing ........................................................... 7, 9, 10

Summary information entering ................................................................. 52 inserting ........................................................... 53, 54

T

Table of Contents ....................................................... 74 Tables of contents

creating by outline levels ................................. 79, 80 creating from {TC} field codes ................... 78, 80, 81 creating from Add Text command ................... 79, 80 creating from custom styles ............................ 76, 77 creating from Heading styles ................................. 74 creating from outline levels ................................... 79 generating .................................................. 74, 75, 76 types ...................................................................... 75 updating ........................................................... 77, 78 using ....................................................................... 74

Task pane Styles and Formatting .............................................. 7

Templates built-in .................................................................... 95 copying styles ......................................................... 20 creating .......................................................... 99, 129 creating custom ..................................................... 98 deleting ................................................................ 105 distributing to colleagues ..................................... 102 downloading .......................................................... 95 file location .......................................................... 101 file locations ................................................. 100, 102 modifying ............................................................. 104 opening custom ........................................... 100, 102 saving forms as..................................................... 129 unprotecting a form template ............................. 130 workgroup templates........................................... 102

Text annotating .............................................................. 66 using text flow options..................................... 51, 52

Text content controls adding to document ..................................... 113, 114 properties............................................................. 113

Text flow options Keep lines together ................................................ 51 non-breaking hyphens ........................................... 51 non-breaking spaces .............................................. 51 widows and orphans .............................................. 51

Text form fields calculating .................................................... 125, 126 creating ................................................................ 123