Chapter 6: References Tab in Word 2016Last Update: 5/29/2017

6. Analyze technical writing and apply References tab skill sets to Word scenarios by:a) Analyze skills sets provided in the handout (Table of Contents ribbon, Footnotes ribbon,

Researcher, Citations and Bibliography ribbon, and Captions ribbon).b) Apply various skill set features to Word scenarios. To find specific features, use the

Bookmark icon.c) Achieve industry-recognized certification, learn the computing skills companies are

seeking, boost workforce resume, differentiate student from other applicants, gain valuable experience and confidence, heighten earning potential, and prepare for a successful future.

d) Apply terms in the chapter with application

The FocusIn Chapter 6, the focus is on learning the skill sets that are provided underneath each of the toolbar sections for the References tab. The focus will be on the skills sets that you need to know for certification in Microsoft Word 2016. There are seven sections listed under the References ribbons. They are as follows:

Table of ContentsFootnotesResearch Citations & BibliographyCaptionsIndexTable of Authorities

Of the ribbons, only one has a dialog box: Footnote Dialog Box. This dialog box will be discussed under the Footnotes Ribbon section.

Whole Document

The normal default setting when setting margins will set margins for the entire document. If you have five pages, and you change the top margin for the document to 2”, every page inside the document will have a 2” top margin.

However, when you are working with Business documents and English papers, the margins vary depending on whether you add a Cover Page, a Table of Contents, Work Cited page, etc. When these sections are added to a business document or an English Paper, you will need to know how to change the margins so they align with business and English standards. You will also need to understand how to count the pages, since adding extra document features changes the counting of the pages.

The rules for setting margins for business and English papers depend on what you add to the document. The page numbers in your document do not necessary correspond to the rules for Business and English documents. For example, in this document, the first page is considered page 1. However, if you were to add a Cover page, the Cover page becomes the first page of the document according to Word. However, according to Business and English documents, the first page is NOT the cover page even though Word shows it as the first page. The first page would be the first page where you actual typing your paper, which would be page 2.

If you look at the example below, this document has two pages. If you look at the bottom, left hand corner of the screen, you will see that Microsoft Word counts the Cover Page as page 1 and the 2nd page as page 2. However, in Business and English papers, the first page is NOT the Cover Page; it is page 2, which is where the paper starts.

Note that when you add a bottom page number into the document, the Page Number feature will skip the Cover Page and place Page 1 on the 2nd page.

So, you cannot count on Word to tell you the correct page number when working in a business document or an English paper. So here are the rules to follow when trying to figure out margins. The order given below is also the order in which these pages would be inserted into a document, along with its margins.

Cover Page: 2” top margin

Table of Contents: 2” top margin1st Page of the Written document: 2” top margin2nd and succeeding pages of a written document: 1” top marginBibliography & Works Cited Page: 2” top margin

Changing Margins

Let’s say that you want to change the third page of a document to have a 1” top margin. To do this, you must first communicate to the computer software program, how to do this. If you do not tell the software program the step-by-step process in setting the margin, the Word software will automatically set the margin for the entire document.

To set a different margin in a document, follow these steps:

1. Place your cursor inside the header of the document where you are changing the margin. By placing the cursor in the header, you will not have any problems with the text on the page.

2. Go to the Page Setup Dialog box, and change the top margin to 1”.

3. Go to the “Apply to” section and select the drop-down arrow.

4. Select the “This Point Forward”.5. Then click on Ok.

Table of Contents Ribbon

Most of you have probably never used the Table of Contents ribbon toolbar. So, what is a Table of Content? A Table of Content is a page within a document that contains a list of the chapter and/or section titles

or brief descriptions and their commencing page numbers. You will often find a Table of Contents at the beginning of a book to help you find a Chapter and its page number.

Placement of the Table of Contents: in a business document or MLA or APA papers, a Table of Contents is the 2nd page of the paper, following the Cover Page. It has a 2” top margin, and its left and right margins are usually 1”. However, if you are planning on inserting the paper inside a Report Cover Sheet binder, the left margin is usually 1.5”. The reason for the change in the left margin is for readability. You want to make sure that the left margin is not hidden by the sides of the cover sheet to which the paper is attached. The page number for a TOC (Table of Contents) is usually small roman numeral numbers. It is NOT considered the second page of the document. NOTE: when you use a Cover Page and a Table of Contents, the first page of your document begins with the first typed page of your written document.

The Table of Contents sections has three toolbar options. They are:

Table of Contents: adds a Table of Content into your document.Add Text: after inserting the Table, use this feature to edit your Table.Update Table: use this icon to update your Table after editing.

Table of Contents Drop-Down Menu

Looking at the diagram to the left, the drop-down menu has four options. They are:

1. Automatic Table 1: notice that in the first example, the heading is different than the other two. The heading in this example is “Contents.” When you insert it into a document, make sure you add the “Table of Contents” title.

2. Automatic Table 2: The heading in this example is the “Table of Contents,” but also has the same headings as Table 1.

3. Manual Table: Though the manual Table has the same heading, notice that it does not have Heading 1, 2 and 3, but provides other options.

4. Custom Table of Contents…: use this icon whenever you are asked to “Insert a table” and are not give the option to insert Automatic Table 1 or 2. If the directions tell you to “keep all default settings” it is asking you to customize the Table of Contents.

Custom Table of Contents

When you click on the “Insert Table of Contents” option, the Table of Contents dialog box will open. The default tab is the “Table of Contents”.

The image to the right shows you the options you will be given when the TOC dialog box opens. They are:

Tab leader:General Format:General Show levels:OptionsModify

Tab Leader

Tab leaders are small little dots that separate the headings from the page numbers in the Table of Contents. When you select the drop- down arrow on the Tab leader box, you are given options to change the type of dots used in the Table of Contents (see diagram to the right).

General

The General options are located directly below the Tab Leaders on the TOC dialog box. There are two options underneath the General option: Formats and Show Levels.

Formats: this options allows you to change ONLY the style to the Table of Contents. By selecting the drop down arrow, you will be given different options that can be applied to the Table of Contents to changes its appearance. Some options are fancy, modern, distinctive and formal.Show Levels: first, show levels means that you get to decide how many levels of side headings you will have displayed in your Table of Contents. Let’s say that you have Heading 1, Heading 2 and Heading 3 styles applied to headings in your document. By selecting “2” in the Show Levels option”, the Table of Contents will only show Heading 1 and Heading 2 and not Heading 3.

TOC Options:

When you click on the Options feature, the Table of Contents Options box will open (see diagram on right). This box allows you to alter the order of the headings in the Table of Contents (Heading 1 is always placed before Heading 2 using chronological order). Let’s say that you want to move Heading 2 so that it is at a higher level than Heading 1.

To change the order, follow these steps:

1. “Reset”: Hit the “reset” icon located in the bottom, left hand corner of the box.

2. Then scroll down under the TOC level option until you find Heading 1.

3. Then type in the number 2 (since you want it to appear 2nd in the list) and then find Heading 2 and place the number “1”.

4. Then click on “Ok.” This will change the order of the heading levels (you might have to update your table).

ModifyModify allows you to change the appearance of your text on a page (just like you did when you right clicked on the heading style and modified it in Chapter 6). Once the Modify Style dialog box opens, you can change text like you have done in the past.

To add other features such as borders and line spacing, click on the “Format” icon located in the bottom corner. (see the box to the left).

The Format icon will allow you to add borders, tabs, paragraphs, etc. (View diagram on the left). All you do is to select the Format that you want; then modify the selected section so that it fits the style that you need for your TOC. In this case, the “Border” format was selected, which allows you to modify your TOC by adding borders.

Add Text

You can add levels to your TOC, use the Add Text icon. To add a level:

1. Select the heading you want to change.2. Then click on the drop-down arrow for the Add Text icon and select the level you want to

add. The level will be added to the heading.3. If you want to add the same level to other headings, use the Format Painter icon under the

Home option to copy the formatting to other headings.

Updating TOCThe “Update Table” icon updates the table after you have made changes inside the document.

For example, you decide to insert an

additional side heading into your document. To get this side heading to be displayed in the Table of Contents, you will have to update the table. You can usually tell that you need to update your table if a “red” question mark appears next to the icon.

When you click on the “Update Table” icon, the Update box will open, giving you two options in updating the table. Choose either “Update page numbers only” or “Update entire table” (see image to the right).

Customizing Margins on Multiple PagesWhen you are writing a MLA or APA paper, report or a document, margin requirements for individual pages may vary. When creating a MLA or APA paper or a business paper, there are standard procedures for setting margins.

Cover Page: though it is marked as the first page in Word, it is not really considered the first page. Rather, it is simply the Cover Page. No number is usually assigned to the Cover Page.

Table of Contents Page: though it is marked as the second page in Word, it is not really considered the second page. Rather, it is usually assigned a “Roman Number” or not assigned any number. This page is normally given a 2” margin with a 1” left and right margin.

1st Page of the Written Document: though this page is marked as the third page in Microsoft Word, according to MLA and business document formatting, it is actually the first page of the document. The first page of the written document is the page where your MLA paper or business reports starts. It contains the heading, which is centered on the page. This page is normally given a 2” margin with 1” left and right margins.

2nd Page and Succeeding Pages of the Written Document: the 2nd and succeeding pages that follow the first page of the written document are given a 1” top margin with a 1” left and right margin.

Bibliography or Works Cited Page: Either of these types of pages is placed at the end of the document and has a 2” top margin with a 1” left and right margin.

When you are creating pages in this class, you are to follow these guidelines. These guidelines are very important to know if you are planning on attending higher levels of learning past high school. When you take the MOS test, these rules will not apply since MOS does not take into consideration the guidelines for Business and English documents.

Microsoft Word allows you to alter your margins page by page. Follow the steps below to change your margins:

1) First Page of Written Document or Cover Page:a) Go to the Custom Margin under your Margin tab under Page Layout.b) Change your top margin to 2” and left and right margins to 1”.c) Click Ok.

2) Second Page and Succeeding Pages:a) Go to page 2 and place your cursor inside the header. b) Go to the Custom Margin and change your top margin to 1”. c) Go to the bottom of the Page Setup dialog box, and select the drop-down arrow next to

“Apply to.”d) Select “This point forward.”e) Click Ok.

Footnotes Toolbar SectionThe Footnotes toolbar section allows you to insert footnotes and endnotes into a document. Many of you have used footnotes, but you may not have ever used endnotes. So, what is the difference between the two?

The primary difference between footnotes and endnotes is simply the placement within a document. Footnotes are found at the bottom of a page (i.e. in the footer) and endnotes are located at the end of a document, or sometimes at the end of a chapter or section.

Insert Footnote Icon

The Footnote section contains four features:

Insert Footnote: You can automatically add footnotes into a document in the footer. To use this feature:

1. place the cursor at the location where you want the footnote number to be inserted.

2. Then click on the “Insert Footnote”. 3. The footnote will open at the bottom of the page.

Type in the information required.Insert Endnote: allows you to automatically add endnotes into a document at the end of the document. Follow the same procedure given for Inserting Footnotes given above.Next Footnote: allows you to navigate to the next footnote on the page.Show Notes: not covered in this Chapter.

Footnote & Endnote Dialog BoxThe Footnote & Endnote Dialog Box can be found on the ribbon of the Footnotes toolbar section (see image

below). To open the Dialog box, click on the diagonal arrow in the corner; the Footnote & Endnote box will open (see diagram on the left).

This box allows you to change the location of the footnotes/endnotes, the format of the footnotes/endnotes and where those changes will be applied.

Research Toolbar Ribbon

There are two features located on the Research Toolbar ribbon. They are Smart Lookup and Researcher.

Smart Lookup

Smart Lookup is a nifty new feature in Office 2016 software suite. The feature automatically finds information on the Web using Microsoft's Bing search engine without forcing users to use an Internet browser and run a search manually.

By double clicking on a word in your document, and then selecting “Smart Lookup”, you can explore and define words (see image to the left).

Researcher

One of Word 2016's latest features, Researcher, allows you to find information for a term paper, dissertation or other project without leaving your word processor. You can easily browse web-based articles in a small pane that sits to the right of their documents, highlight text they wish to include in their projects, and insert it along with the appropriate citation style (MLA, APA, etc.).

For example, you want to do research on “volcano”. To research it right in Word 2016:

1. Click on the Researcher icon. The following pane will open.2. Type in the topic that you want to research. In this case, we

want to search for “volcano”. So, you would type in “volcano” and then hit the Enter key.

3. Bing will begin searching for Websites related to “volcanoes” (see the image to the right—you will see the Websites that Bin found in its search for Volcano Websites.

4. To access one of these sites, simply click on the site.5. Once the site you want opens, you will see an “Overview” of

the Website. To read more on the Website, click on “Read More”.

6. Not only does Bing pull up Websites, but it will pull up other information as well such as Volcano DVDs and Volcano Soundtracks (see diagrams below).

Citations & Bibliography Toolbar SectionThe Citations & Bibliography toolbar section has four features that help you insert and manage data for either a Works Cited Page or a Bibliography. The most important factor to remember is that

Word cannot insert a Bibliography or a Works Cited page until you insert at least one citation. Thus, the first step in creating a Bibliography or a Works Cited Page is to start with “Insert Citation.” The Insert Citation will give you two choices (see diagram to the right):“Add New Source” or “Add New Placeholder” (see image on the right). You have the option to choose from a list of saved sources or add new ones. Word will format the document based on your chosen selected style.

Add New Source

When you choose the Add New Source option, you will be given the option to add a new source. Before choosing the Add New Source option, you will have to select the style you want to use (see options given to the left).

Once you select the style, then you can select the “Insert Citation” icon and then fill in the source information.

Add New Placeholder

The Add New Placeholder is used whenever you want to insert a citation but do not have all of the information for the citation. You would use this option when you know the name of the citation, but may have forgotten to write down the rest of the information. By typing in a “placeholder” you are holding the place in Word until you are able to “edit” the placeholder with the information that is missing from the citation.

Manage Sources

The Manage Sources icon allows you to edit, change or delete citations that you have in your paper (see image to the right).

Style Feature

The Style Feature allows you to choose the type of paper style you are using. For example, if you want MLA, you scroll until you find the MLA choice. Once you select the MLA choice, the citations you add to your document will automatically be inserted according to the guidelines for MLA.

Bibliography Feature

The Bibliography features allows you to choose between three built-in styles:

BibliographyReferencesWorks Cited

Once you have chosen the apropriate Built-In format for displaying your references, Word will automatically place it in the correct version.

Captions Toolbar Section The Captions toolbar section allows you three choices:

Insert CaptionInsert Table of FiguresCross-reference

Caption Feature

The caption feature adds a caption to an image inserted into a document. To add a caption:

1. Click on the image.2. In the Caption box, after the Figure and #, add a

colon (:), then one space, followed by the name of the image.

3. Under Options, you can choose the type of Label you want. If you look at the image to the right, you have the choice between a caption, equation, figure and table.

4. Under the Position option, you can choose whether you want the caption above or below the selected item.

5. Then click “Ok”.

Grouping the Caption to the Selected Item

Once you have the caption inserted under or above the selected item, to move both of these images at the same time you will want to group them. To group the caption with the selected item:

1. Select the caption (Don’t select inside the caption; rather click on the outside box of the caption).

2. Then hold the Ctrl key down and select the image itself. Both the image and the caption should display the sizing handle circles (see image on the right).

3. Let up on the Ctrl key.4. Right click on the both the image and the caption, and then

select “Group”. Then select, “Group”.5. Then hit ok. The caption and the image may now be moved as one piece.6. You may want to center the caption (Ctrl + E).

Figure 1: Caption

Insert Table of Figures

Just like the Bibliography, you will need to provide data for the Table of Figures before you can insert the Table into the document. Look closely at the diagram on the left. Notice that you have many of the same features that you have for your Index, Table of Contents & Table of Authorities. You also have the same options such as Formats, Options & Modify.

You can also right click on the image to insert a “caption” as well. Use whichever is easiest for you.

Cross Reference

A cross-reference allows you to link to other parts of the same document. For example, you might use a cross-reference to link to a chart or graphic that appears elsewhere in the document. The cross-reference appears as a link that takes the reader to the referenced item.

Index and Table of AuthoritiesThese two ribbons are not covered in Word 2016.

Next Step in Chapter 6Chapter 6 Exercises will include new information from the Home tab as well as skill sets learned in Chapter 1, 2, 3, 4, and 5. Throughout each chapter, you will be building on and using skill sets that you have learned in previous chapters.

Create a folder on your flash drive called “ISS Word.” Inside that folder create a folder called “Chapter 6”. Inside that folder, create a folder that contains your first and last name. This is the folder that house all your completed Chapter 6 exercises. As you complete each exercise, please make sure you show me your work AS YOU COMPLETE THEM. Do NOT wait to show me more than two exercises at a time. It takes too long to grade exercises if I must grade more than two. When you have finished all exercises, I should be able to give you your final grade.

This handout is your guide for helping you complete your Chapter 6 Exercises. When you are working with new features in the exercises, if you are not sure how to use them, you are to come back to this handout and work your way through the examples. It is your job to figure out how to use each feature. Do not expect me to come over and tell you how to do them step-by-step—I will not do this because that is what this handout is for…it is your guide. If your features do not

function properly, or you are having difficulties, I am available. My first step will be to ask you to show me the steps you used for the feature. If you have not even attempted to use the feature, or you have not reviewed it in the handout, I will tell you to look it up in your handout and call me back if you still cannot figure it out.

Make sure you are doing your own work. If you are caught cheating, regardless if it is one or all exercises, you will receive a “0” for the exercises in the Chapter. For those of you who have friends in the class, be careful…lazy people are not stupid. They know they can make you feel guilty and they will find a way to manipulate you into giving them your work. They will come up with tons of excuses as to why they did not do their work…it all comes down to the fact that they simply choose not to do it. Just remember: they do not care whether you receive a “0” if you are caught; they only care about themselves. If they cared about you, they would not ask to copy your work because the risk to you would be too great. So, be smarter than them and say, “Do you own work and learn the material so that you can pass the MOS exam!” That way, you are demonstrating “true” friendship because you care about their well-being!