new mexico state university · web viewfrom the list. then select the name of the bookmark from the...

AXED 300/590: Application of Computer Technology at WorkCAHE Help Desk Training: Computer Success at Work

Learning Guide:

Microsoft Word – Part 2Bookmarks...................................................................................................................................................2

Inserting a Bookmark..............................................................................................................................2Deleting a Bookmark...............................................................................................................................2Using Bookmarks....................................................................................................................................2Navigating to a Bookmark in Your Document........................................................................................3Organizing Bookmarks............................................................................................................................3

Creating a Form in Microsoft Word............................................................................................................4Creating a Template.................................................................................................................................4Designing and Laying Out the Form.......................................................................................................4Opening the Forms Toolbar.....................................................................................................................4Inserting a Text Form Field.....................................................................................................................4Inserting a Check Box.............................................................................................................................5Inserting a Click Drop-Down Form Field...............................................................................................5Displaying or Removing Shading............................................................................................................5Setting or Editing Properties for the Form Field.....................................................................................6Protecting the Form.................................................................................................................................6Saving the Data for Use in a Database or Spreadsheet............................................................................6

Table of Contents.........................................................................................................................................7Creating a Table of Contents (TOC).......................................................................................................7Creating a Table of Contents from Outline Levels..................................................................................7Creating a Table of Contents from Custom Styles..................................................................................7Create a Table of Contents from Entries You Mark Yourself.................................................................8TC Fields.................................................................................................................................................9Options for Inserting a Table of Contents.............................................................................................10

Index..........................................................................................................................................................12Marking Index Entries...........................................................................................................................12Inserting the Finished Index..................................................................................................................15

Tracking & Reviewing Changes................................................................................................................15Turning on the Track Changes Feature.................................................................................................15Highlighting Changes............................................................................................................................16Accepting or Rejecting Changes...........................................................................................................16

Comparing and Merging Documents.........................................................................................................17

CAHE Technology Help Desk • 646-3305 • [email protected] • cahe.nmsu.edu/help

Instructor: Teresa D. [email protected]

mailto:[email protected]

Microsoft Word – Part 2 • page 2

BookmarksBookmarks in Microsoft Word function the same way they do on a web page—as links to marked places in the document. Use bookmarks as a means of organizing and navigating longer documents. Simply click the link for a bookmark to jump to the linked-to location.

Inserting a Bookmark1. Position your insertion point where you want to insert the bookmark. Alternatively, you can

select text or an object that you want to bookmark.

2. Open the Insert menu and select Bookmark.

3. Enter a name for the bookmark. The name must begin with a letter and cannot include any spaces, though you can use underscores (_).

4. Click the Add button.

Deleting a Bookmark1. Open the Insert menu and select Bookmark.

2. In the Bookmark dialog box, highlight the bookmark and click the Delete button.

Using BookmarksTo display the bookmarks in your document:

1. Open the Tools menu and select Options. The Options dialog box opens.

2. Click the View tab.

3. Under Show, select Bookmarks.




4. Click OK.

Bookmarks are displayed as I-beams in the document. Bookmarked text appears in brackets.

Navigating to a Bookmark in Your Document1. Open the Insert menu and select Bookmark.

2. In the Bookmark dialog box, highlight the bookmark you want to go to and click Go To.

Tip: You can also navigate to a bookmark using the Edit Find dialog box (pressing Ctrl + g or F5 on your keyboard also works) and selecting the Go To tab. Select Bookmark from the list. Then select the name of the bookmark from the drop-down menu and click Go To.

Organizing BookmarksWord displays a list of the bookmarks in your document in the Bookmark dialog box. When a document includes a number of bookmarks, you can sort them by name or location, making it easier to find a specific bookmark when navigating:

1. Open the Insert menu and select Bookmark.

2. In the Bookmark dialog, choose Sort by Name or Location. Sorting the list by name arranges the bookmarks in alphabetical order. Sorting by location arranges the bookmarks in the order in which they appear in the document.




Creating a Form in Microsoft Word

Creating a Template If you build the form as a template, it will be presented to the email recipient as a new document, based on the original form's template. The recipient can fill in the form, click the save, and then email it back to you.

1. Open Microsoft Word.

2. Create a new document by selecting New on the File menu. Go to the File menu again and click on Save As.

3. In the Save as type box, click Document Template.

4. The default folder is the Templates folder in the Save in box. To save the template so that it will appear on a tab other than General, switch to the corresponding subfolder within the Templates dialog box.

5. In the File name box, type a name for the new template, and then click Save.

Designing and Laying Out the FormType or paste your content into the template. Many forms consist solely of text, with form fields inserted throughout the document so users can provide specific information. Depending on the form, you may want to add features such as tables to align text, text boxes, borders and shading. Opening the Forms Toolbar Open the Forms toolbar by selecting View Toolbars Forms.

Inserting a Text Form Field 1. In the template, click where you want to insert the form field.

2. Click on the Text Form Field button in the Forms toolbar to add the field.

3. You can specify a default entry so that a user does not have to type except to change the response.




Inserting a Check Box 1. In the template, click where you want to insert the check box.

2. Click the Check Box Form Field button. The fields are not mutually exclusive, so users can select more than one.

Inserting a Click Drop-Down Form Field1. In the template, click where you want to insert the drop-down form field. Inserting a Drop-

Down Form Field restricts available choices to those you specify.

2. Click on the Drop-Down Form Field Button .

3. Double click on the field to view the Drop-Down Form Field Options window.

To add an item, type the name of the item in the Drop-down item box.

To delete an item, click the item in the Items in drop-down list box, then click Remove.

To move an item, click the item in the Items in drop-down list box, and then click the Move arrow buttons.

Displaying or Removing Shading

Click the Form Field Shading button on the Forms toolbar to display or remove form field shading. The shading appears on screen so users can quickly identify the fields they need to respond to. This shading does not print.

Setting or Editing Properties for the Form Field




1. Double-click the form field you want to change. 2. Change the options you want, and then click OK.

Protecting the Form When you have completed your form, click on the Protect From button in the Forms toolbar

. Recipients will not be able to modify the form except to fill in form fields with data.

Your form is now ready to distribute via email.

Saving the Data for Use in a Database or Spreadsheet 1. When a completed form is returned to you via email, open it in Microsoft Word.

2. On the Tools menu, click Options, and then click the Save tab.

3. Select the Save data only for forms check box.

4. Click OK.

5. On the File menu, click Save Copy As and type a file name in the File name box.

6. In the Save as type box, select Plain Text. Word will then save the form field data in a comma-delimited text file, which you can import into Microsoft Excel or a database.




Table of Contents Creating a table of contents in a Microsoft Word document is a two-step process. First, identify the text that you want to appear in the Table of Contents. Second, tell Word to insert the Table of Contents. Having created your Table of Contents, you can then customize it in several ways, to suit your needs.

Creating a Table of Contents (TOC)The easiest way to create a table of contents is to use the built-in outline-level formats or heading styles. If you are already using outline-level formats or built-in heading styles follow these steps:

1. Click where you want to insert the table of contents.

2. On the Insert menu, point to Reference, and click Index and Tables.

3. Click the Table of Contents tab.

4. To use one of the available designs, click a design in the Formats box.

5. Select any other table of contents options you want.

Creating a Table of Contents from Outline Levels 1. On the View menu, point to Toolbars, and click Outlining.

2. Select the first heading that you want to appear in the table of contents.

3. On the Outlining toolbar, select the outline level that you want to associate with the selected paragraph.

4. Repeat steps 2 and 3 for each heading that you want to include in the table of contents.






Creating a Table of Contents from Custom StylesIf you've already applied custom styles to your headings, you can specify the style settings you want Microsoft Word to use when it builds the table of contents.


2. On the Insert menu, point to References, and click Index and Tables.


4. Click Options.

5. Under Available styles, find a style you've applied to headings in your document.

6. Under TOC level, to the right of the style name, enter a number from 1 to 9 to indicate the level you want that heading style to represent.




Tip: If you want to use only custom styles, remove the TOC level numbers for the built-in styles, such as Heading 1.

7. Repeat steps 5 and 6 for each heading style you want to include in the table of contents.

8. Click OK.



Create a Table of Contents from Entries You Mark YourselfUse the Mark Table of Contents box to insert TOC fields into your document.

1. Select the first portion of text that you want to include in your table of contents.

2. Press ALT+SHIFT+O.

3. In the Level box, select the level and click Mark.

4. To mark additional entries, select the text, click in the Entry box, and click Mark. When you have finished adding entries, click Close.




8. Click the Options button.

9. In the Table of Contents Options box, select the Table entry fields check box.




10. Clear the Styles and Outline levels check boxes.

TC FieldsA TC field, or table entry field, is a special code designated by the letters TC within curly bracket characters, like this: {TC}. It instructs Word to insert the text within the code into a table of contents. To include text that occurs in the middle of a paragraph, you can insert a TC field that contains the text you want. (Although it's possible to mark a portion of a paragraph with a heading style, Microsoft Word includes this text in the TOC only if the marked text is at the beginning of the paragraph.)

You can also use a TC field to further customize your table of contents. For example, you can use TC fields to omit page numbers from part of the TOC by adding a switch (\) in the TC field for a given entry.

To mark a table of contents entry with a TC field, select the text that you want to appear in the table of contents and then press ALT+SHIFT+O. This displays the Mark Table of Contents Entry dialog box.

TC field for TOC entry "Sit Amet." The TC field is formatted as hidden text.

The Mark Table of Contents Entry dialog box allows you to select the outline level that each TOC entry should have. (This level corresponds to the TOC style that the entry will be displayed with in the table of contents).

In this example, the user selected the text "Sit Amet" and then displayed the Mark Table of Contents Entry dialog box. The selected options show that the TC entry "Sit Amet" will appear in the TOC as a


Clear

ClearCheck



level 3 entry (formatted with the style TOC 3). The Mark button inserts the TC field in the document ({TC "Sit Amet" \f C \l "3"} in this example).

Since the code in the TC field is just instructions for your Word program, the TC field is formatted as hidden text — it is not displayed on the screen unless you view hidden text, and it does not print. (To view hidden text, click Show/Hide on the Standard toolbar.)

Five sample TC entries with TOC levels specified. For example, {TC "Ipsum" \l 2} marks the TOC entry "Ipsum" as a level-2 entry.

Corresponding entries when the TOC is built. The entry "Ipsum" is formatted with the style TOC 2.

A note about using TC field switches

The switches in the TC field, denoted by the slash character (\), give you additional control over how the entry should look in the table of contents. The \l switch controls the TOC level of the TC entry. For example, the field { TC "Entering Data" \l 4 } marks a level-4 entry, and Microsoft Word applies the built-in style TOC 4 to that entry in the table of contents. If no level is specified, level 1 is assumed. To omit the page number for an entry, include the \n switch in the TC field for that entry; for example, {TC "Entering Data" \l 4 \n}.

Options for Inserting a Table of ContentsThe Table of Contents tab in the Index and Tables dialog box has the options for inserting and formatting your TOC. To find it:

1. On the Insert menu in Word, point to Reference.

2. Click Index and Tables, and then click the Table of Contents tab.

You can also use the Table of Contents tab to display the Outlining toolbar. With the Outlining toolbar, you can:

Apply outline levels quickly (even in a view other than Outline view).

Update the table of contents.

Go to the table of contents from whatever part of the document you're working in.




The Update TOC button and the Go to TOC button work only with the first TOC in your document and only with TOCs created from built-in styles from Word.

The Options button displays the Table of Contents Options dialog box and allows you to select the entries that you want to include in the TOC (based on the way you marked the text in your document). The options you select indicate whether the entries are marked by certain styles, by outline level, as table entry fields (TC fields), or by a combination of these.

If you use built-in heading styles to format the headings you want to include in your TOC, enter a TOC level (1-9) corresponding to the heading level (TOC level 1 for Heading 1, and so on) in the Available Styles list.




If you use outline levels to mark the headings, you can select the Outline levels option. Each outline level is automatically assigned a corresponding TOC level (that is, a heading marked with outline level 1 formatting uses TOC 1, and so on).

If you use custom styles to format the headings you want to include in your TOC, enter a TOC level (1-9) for each of the headings you want in the Available styles list.

If you use TC fields to mark the entries you want to include in your TOC, select the Table entry fields box. The TOC level for each entry is assigned when you insert the TC field.

After you have inserted your TOC, remember that the Modify button on the Index and Tables dialog box allows you to change the formatting of the entries in the TOC.

Tip: The Modify button is only available when From template is selected in the Formats list. Additionally, if you change the formatting of one TOC entry style (such as TOC 1), you change it for all TOC entries that use that style in the document. Every TOC in your document uses the same TOC entry styles and has the same formatting. For example, you cannot insert one TOC using the Classic format, and then add a second TOC to the same document using the Modern style.

Tip: To create a table of contents for a Web frame, point to Frames on the Format menu, and click Table of Contents in Frame. A table of contents in a Web frame can only be created from built-in heading styles.

If you're working with a master document, click Expand Subdocuments on the Outlining toolbar before you build or update the table of contents.

IndexAn index lists the terms and topics discussed in a document, along with the pages they appear on. To create an index, you mark the index entries in your document and then build the index. Once you mark an index entry, Microsoft Word adds a special XE (Index Entry) field to your document:

You can create an index entry:

For an individual word, phrase, or symbol.

For a topic that spans a range of pages.

That refers to another entry, such as “Transportation. See Bicycles.”

Marking Index Entries1. Do one of the following to mark index entries:

Mark words or phrases




a. To use existing text as an index entry, select the text. To enter your own text as an index entry, click where you want to insert the index entry.

b. Press ALT+SHIFT+X.

c. To create the main index entry, type or edit the text in the Main entry box. You can customize the entry by creating a subentry or by creating a cross-reference to another entry.

Tips:

To include a third-level entry, type the subentry text followed by a colon (:) and then type the text of the third-level entry.

If you want to use a symbol, such as @, in the entry, type; # (semicolon followed by the number sign) immediately following the symbol.

d. To select a format for the page numbers that will appear in the index, click to select the Bold or Italic check box below Page number format. If you want to format the text for the index, right-click it in the Main entry or Subentry box, and click Font. Select the formatting options that you want to use.

e. To mark the index entry, click Mark. To mark all occurrences of this text in the document, click Mark All.

f. To mark additional index entries, select the text, click in the Mark Index Entry dialog box, and then repeat steps 3 through 5.

Mark entries for text that spans a range of pages

a. Select the range of text you want the index entry to refer to.

b. On the Insert menu, click Bookmark.

c. In the Bookmark name box, type a name, and then click Add.

d. In the document, click at the end of the text you marked with a bookmark.

e. Press ALT+SHIFT+X.

f. In the Main entry box, type the index entry for the marked text.

g. To select a format for the page numbers that will appear in the index, click to select the Bold or Italic check box below Page number format. If you want to format the text for the index, right-click it in the Main entry or Subentry box, and click Font. Select the formatting options that you want to use.

h. Under Options, click Page range.

i. In the Bookmark box, type or select the bookmark name you typed in step 3.

j. Click Mark.




Automatically mark entries by using a concordance file

1. Create a concordance file (concordance file: A list of words to include in an index. Use a concordance file in Microsoft Word to quickly mark index entries.).

a. Click Insert Table on the Standard toolbar.

b. Drag to select two columns.

c. In the first column, enter the text you want Microsoft Word to search for and mark as an index entry. Make sure to enter the text exactly as it appears in the document. Then press TAB.

d. In the second column, type the index entry for the text in the first column. Then press TAB. If you want to create a subentry, type the main entry followed by a colon (:) and the subentry.

e. Repeat steps 3 and 4 for each index reference and entry.

f. Save the concordance file.

Tips:

To make sure Word marks all the text you want to index, list all forms of the text you want to search for. For example, type erupt, erupting, and eruption in three separate cells in the left column, and then type volcanoes in the matching cells in the right column.

To speed up the creation of a concordance file, first open both the concordance file and the document you want to index. To see both documents at once, click Arrange All on the Window menu. Then copy text from the document you want to index into the first column of the concordance file.

2. Open the document you want to index.

3. On the Insert menu, point to Reference, click Index and Tables, and then click the Index tab.

4. Click AutoMark.

5. In the File name box, enter the name of the concordance file you want to use.

6. Click Open.

Word searches through the document for each exact occurrence of text in the first column of the concordance file, and then it uses the text in the second column as the index entry. Word marks only the first occurrence of an entry in each paragraph.

Tip: Microsoft Word inserts each marked index entry as an XE (Index Entry) field in hidden text format. If you don't see the XE fields, click Show/Hide on the Standard toolbar.




Inserting the Finished Index1. Click where you want to insert the finished index.

2. To make sure that the document is paginated correctly, you need to hide field codes and hidden text. If the XE (Index Entry) fields are visible, click Show/Hide on the Standard toolbar.

3. On the Insert menu, point to Reference, click Index and Tables, and then click the Index tab.

4. Do one of the following:

Click a design in the Formats box to use one of the available designs.

Design a custom index layout.

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

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

c. To add the new style definition to your template, select the Add to template check box.

d. Under Formatting, select the options you want, and then click OK.

e. In the Style dialog box, click OK.

5. If you’re building an index for text in another language, click the language in the Language box.

6. Select any other index options you want.

To update the index, click to the left of the field and press F9.

Tips:

Don't modify index entries in the finished index; if you do, your changes will be lost when you update the index.

If you create an index in a master document, expand the subdocuments before you insert or update the index.

Tracking & Reviewing ChangesWord’s track changes feature lets you track the changes you make to a document, and later accept or reject these changes as necessary. The most common use for this feature is among multiple document reviewers, who make changes to the document that are tracked by Word and then either accepted or rejected by the author.

Turning on the Track Changes Feature Click the Track Changes button on the Reviewing toolbar, or open the Tools menu and

select Track Changes.




Highlighting Changes 1. In the Highlight Changes dialog box, select Track changes while editing.

2. In the Highlight Changes dialog box, select Highlight changes on screen to see the changes that have been made to the document.

Word displays these changes using a different color for each reviewer.

As you move your mouse over each change, Word displays a pop up telling you the type of change made (for example, inserted or deleted) and the reviewer who made the change.

Accepting or Rejecting Changes1. Review each change using the Next Change or Previous Change button on the

Reviewing toolbar.

2. When Word stops at a change, accept it by clicking the Accept Change button, or reject it by clicking the Reject Change button.

3. To accept or reject all changes at once, use the Accept or Reject Changes dialog box:

a. Open the Tools menu and select Track Changes, and then Accept or Reject Changes.

b. In the Accept or Reject Changes dialog box, click Accept All or Reject All.




Comparing and Merging DocumentsWhen you use the Compare and Merge feature to compare any two documents, Microsoft Word shows the differences between them as tracked changes.

1. Open a document.

2. On the Tools menu, click Compare and Merge Documents.

3. Select the document that you want to compare to the copy that is currently open.

4. Click the arrow next to Merge, and then do one of the following:

To display the results of the comparison in the selected document, click Merge.

To display the results in the document that is currently open, click Merge into current document.

To display the results in a new document, click Merge into new document.

Tip: To ensure the best possible merge results, make sure that the Store random number to improve merge accuracy check box is selected on the Security tab of the Options dialog box (click Options on the Tools menu).

If you've used the Versions command on the File menu to save multiple versions of the document in one file, and you want to compare the current version with an earlier one, you must first save the earlier version as a separate file under a different name.

Funded in part by the U.S. Department of Agriculture under Agreement Number 0200310. New Mexico State University is an equal opportunity/affirmative action employer and educator. NMSU and the U.S. Department of Agriculture cooperating.