Microsoft Office
Microsoft
Office
Word 2013 Expert
Word 2013 Expert
Courseware # 3251
Lesson 5: Working with
Large Documents
Microsoft Office
Word 2013 Expert
Lesson Objectives
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•
•
•
•
•
•
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create outlines, promote or demote text
set up a master document
assign files as subdocuments
create a table of contents
create a table
mark index entries
create an index
update a table of authorities
look at advanced reference options for captions,
footnotes/endnotes, or citations
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Word 2013 Expert
Creating Outlines
• Useful to define points and sub-points within topic
• Can choose from variety of preset outline numbering
styles for each level or customize style for each level
• Can create outline numbering styles before you type, or
apply outline numbering style to selected text
• To switch to Outline view, on View tab, in Document
Views group, click Outline
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Word 2013 Expert
Creating Outlines
Promoting or Demoting Text
Promote to
Heading 1
Promote
Outline
Level
Demote to
Body Text
Demote
Moving, Expanding or Collapsing Text
Move
Down
Move
Up
Collapse
Expand
• To promote text to higher level, click Promote or press
SHIFT+TAB
• To demote text to lower level, click Demote or press TAB
• Each time you use Promote or Demote, text moves forward
or backward one level at a time
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Creating Outlines
• To demote selected text to Body Text style level, click
Demote to Body Text
• To promote selected text to Heading 1 style level, click
Promote to Heading 1
• To view or change level applied for current line, use
Outline Level
• Double-click to expand line and display text below this
line
• Click to collapse all text at all levels
• Can also click Expand or Collapse buttons on ribbon
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Word 2013 Expert
Creating Outlines
•
Text between
symbols referred to as “family of text”
– Click Move Up or Move Down to move family of text, or
click and drag symbol to new location
– Can move individual levels without affecting “family”
•
•
Use Show Level to display only text at that level
Use Show Text Formatting to change display from formatted or
normal
– Displaying in unformatted display displays more of outline and focus on text
•
Use Show First Line Only to display only first line of multiple lines of
text for level
•
When switch to Draft or Print Layout view, text displays with default
styles set for level
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Using Master Documents
• Compile and organize number of smaller files to create large
report
• Individual sections to be inserted into master document called
subdocuments
– When setting up master document, these appear as links when
files collapsed
– When expanded, will see entire text content to format text and
apply styles, and insert headers and footers, or page numbers
• Similar to setting up template in that you can insert items
such as cover pages, page borders, and headers/footers
before the subdocuments are completed
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Using Master Documents
• To insert subdocument, switch to Outline view, from Master
Document group, click Show Document and click Insert
– Navigate to where file is located and select it
– Message indicates style applied to text in subdocument that also
contains some formatting applied manually
– Can decide how to handle style indicated in message
– Word then inserts copy of file’s contents in this location, with
single-line border around content to show amount of
information in subdocument
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Word 2013 Expert
Using Master Documents
•
appears when ENTER pressed to start new line
•
Click
to select entire text in subdocument
•
To remove link from document, click Unlink from
Master document group for regular text
•
If subdocument too large or needs to be broken
down into smaller sections, position cursor where
to split subdocument and use Split from Master
Document group
•
If subdocuments small and can be combined into
larger document, select subdocuments before
clicking Merge in Master Document group
•
To prevent changes to this version of file, click
Lock Document from Master Document group
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Using Master Documents
• Once all subdocuments inserted into document, can
expand or collapse files
– Collapsing files displays path links for files, making master
document smaller, both on screen and as saved file
• Extra page may be added to end of subdocument
– Word adds page to show that this subdocument ends on
odd page
• Note where files stored so you may find them easily
– In general, if master document displays errors in
subdocument locations when opened, this is because files
no longer exist in noted path
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Referencing Information
• Creating a Table of Contents
– Includes corresponding page numbers and selected
formatting
• Easy update for table of contents
• Word automatically generates table of contents for any title with
heading style applied
– To create table of contents:
1. Select heading text to include.
2. Select format.
3. Compile table of contents.
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Word 2013 Expert
Referencing Information
– Fastest and simplest way to create table of contents is with
Word’s standard heading styles (Headings 1 through 9)
– If table of contents to use different page numbering format
than content, add section break after table of contents
page and start page numbering at 1 on first page of
document content
– If including index in document, create it before table of
contents
– Table of contents entries behave similarly to hyperlinks
• Click entry in table of contents to move to that item’s location
• Can turn this feature off
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Referencing Information
• Once styles applied to document
headings and text specified for table
of contents, ready to compile and
format table of contents
• To create table of contents, on
References tab, in Table of Contents
group, click Table of Contents
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Word 2013 Expert
Referencing Information
• Word provides different
styles you can apply to
table of contents
• To customize this, on
References tab, in Table of
Contents group, click Table
of Contents, click Custom
Table of Contents
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Word 2013 Expert
Referencing Information
Print Preview
Displays preview of table of contents with selected options.
Web Preview
Displays how table of contents will appear if save as web page.
Show page
numbers
Use if you want page numbers for table of contents entries.
Right align
page numbers
Use if you want page numbers to be aligned at right margin.
Tab leader
Select leader option from table of contents entry to page number.
Use hyperlinks
instead of
page numbers
Use if you want table of contents entries to appear as hyperlinks
instead of page numbers.
General
Select format or layout style to use for table of contents; can also
set which heading levels to include in table of contents.
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Referencing Information
Options
Select styles to use as table of contents
entries; can also enter level for styles for
non-heading text.
Modify
Change formatting attributes set for styles
to use in table of contents.
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Referencing Information
• If changes made, should update table of contents
• To edit entry in table of contents, edit its corresponding
heading in document, or use Add Text
• To update table of contents, click in existing table of
contents and:
– On References tab, in
Table of Contents group,
click Add Text or Update
Table, or
– in tab above table of contents, click Update Table
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Word 2013 Expert
Creating an Index
• Alphabetic listing to help locate specific topics and page
numbers
• Can manually mark text to include in index or have Word
automatically mark all instances of selected text
• Three basic steps to create:
1. Specify the text you want to index.
2. Define the format.
3. Compile the index.
• When determining what to include in index:
– special terms, abbreviations, acronyms and synonyms, citations
– main ideas found in document and in individual chapters
– heading and subheading variations
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Creating an Index
• Marking Index Entries
– Marked text known as Index
Entry
• Text can be marked manually or
with AutoMark
– To access feature to mark
text for index or to generate
index, on References tab, in
Index group, click Insert
Index
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Word 2013 Expert
Creating an Index
Print Preview
Display preview of generated index based settings made in dialog
box.
Type
Select how sub-entries should display when index generated.
Indented
Run-in
Columns
Set number of columns for entries when index generated.
Language
Set language for index entries; default always shows what language
installed.
Right align
Align page numbers at right margin.
page numbers
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Creating an Index
Tab leader
Include leader for page numbers.
Formats
Select which format to use for layout of index when
generated.
Mark Entry
Mark this selected text as index entry.
AutoMark
Automatically mark all entries found in document
that match entries placed in concordance (separate)
file.
Modify
Modify options for which styles will be used with
index entries, as well as the formatting attributes
associated with each style.
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Creating an Index
– To mark selection of text as index
entry:
• On References tab, in Index group, click
Insert Index and click Mark Entry, or
• on References tab, in Index group, click
Mark Entry, or
• press ALT+SHIFT+X
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Word 2013 Expert
Creating an Index
Index
Enter text to be included. Use Main entry for “heading” or main index entry, and Sub-entry for
index entry related to main entry, similar to:
Main
Index
Entry
Styles, 182
Creating, 182
Deleting, 186
Modifying, 184
Templates, 130, 165
Creating, 165
Deleting, 170
Modifying, 167
Normal, 165, 167, 170
Sub-entries
Options
Set up how index entry will be recognized and inserted into Index feature.
Page number
format
Mark
Select to add bold or italic to page number.
Mark All
Mark all occurrences of this selection in document.
Mark this occurrence (selection of text) as index entry.
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Word 2013 Expert
Creating an Index
– Upper and lower case treated as distinct, so each variation
of text must be marked separately
• Generating an Index
– Once index entries specified, choose format for index, and
generate index
– When complete, index appears in grey highlight to indicate
it was automatically processed as index entry
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Inserting a Table of Figures
• Once captions added to
appropriate items, provide list of
captions as quick reference for
anyone reading report
– List similar to table of contents
or index with options to
customize its appearance
• To insert table of figures, click
References tab and, in Captions
group, click Insert Table of
Figures
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Word 2013 Expert
Inserting a Table of Figures
Print
Preview
Click options and preview how this list will appear if
options set.
Web
Preview
Provides preview of how this list will appear if document
placed on web.
General
Select general options regarding format style for table,
caption label to generate, and what to include in list.
Options
Specify options that control how Word generates table of
figures.
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Inserting a Table of Figures
Modify
Select style to be applied to items in list; built-in style
exists that can be changed using Modify button, which
opens Modify Style dialog box.
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Using a Table of Authorities
• List of references for a legal document that can include
cases, statutes, rules, regulations, treatises, or
constitutional provisions
• Generated from citations marked in document
• Before generating table of authorities,
mark citations in the document:
– On References tab, in Table of
Authorities group, click Mark
Citation, or
– press ALT+SHIFT+I
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Using a Table of Authorities
• To include all occurrences of
citation, click Mark All
• To create table of authorities,
on References tab, in Table
of Authorities group, click
Insert Table of Authorities
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Using a Table of Authorities
Print Preview
Previews how table will appear once generated with
selected options.
Use passim
Passim (“here and there”) shown when same source
referenced on several pages throughout document.
Keep original
formatting
Maintain original formatting used for citations in table of
authorities.
Tab leader
Add leader to tab.
Formats
Select from list of templates to use for appearance of table
of authorities.
Mark Citation Add new selection of text as new entry or citation into
table of authorities; can also use Mark Citation command
for each citation entry.
Modify
Change styles or formatting for listed styles.
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Setting Advanced Reference Options
• Using Footnotes or Endnotes
– Reference selected item in document, and generally include
information about author/originator of item, or direct reader to
more information on topic
– Footnotes usually appear at bottom of page, but may also be
placed directly below text with numbered note reference mark
• Reference mark is generally placed after text referencing
– Endnotes appear at end of document or document section
– To create footnote, on References tab, in Footnotes group, click
Insert Footnote
– To create endnote, on References tab, in Footnotes group, click
the Footnote & Endnote dialog box launcher, click Endnotes
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Setting Advanced Reference Options
To customize footnote or endnote, on References tab,
in Footnotes group, click Footnote & Endnote dialog
box launcher.
Location Determines location
endnote in document.
of
footnote
or
Format
Choose number format or custom mark;
can also choose to begin numbering at
specific number or continue from previous
footnotes or endnotes in this or another
document or document section.
Apply
Apply footnote or endnote settings to
entire document or to selected text.
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Word 2013 Expert
Setting Advanced Reference Options
• To view text for footnote or endnote, point at note
reference icon in document
– Can also move from one note to another using Show Note
feature in Footnotes group
• To convert footnote to endnote or vice
versa, select reference and in Footnotes
& Endnotes dialog box, click Convert
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Word 2013 Expert
Setting Advanced Reference Options
• Using Citations
– Reference sources used or cited in your document
– To add citation, on References tab, in Citations &
Bibliography group, click Insert Citation and click Add
New Source
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Setting Advanced Reference Options
• Can add citation, even if you do not yet have information
for source
– Click Add New Placeholder to mark location for entry
later
• Edit source by using
Manage Sources
– Any item can be
changed, using
Edit to add more
information
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Word 2013 Expert
Setting Advanced Reference Options
• Using Captions
– Statement or caption below picture, table, or figure as
reference to text for audience’s information
– To insert caption, position cursor on location for caption,
on References tab, in Captions group, click Insert Caption
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Setting Advanced Reference Options
Caption
Display selected caption label with cursor for further data
entry, usually description of item being captioned.
Label
Select Equation, Figure, or Label as label for caption, or
create own labels.
Position
Select whether caption should display above or below item.
Exclude label Turn feature off if you don’t want label to show with caption
from caption description.
New Label
Use to create different label from those provided in Word.
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Setting Advanced Reference Options
Delete Label
Delete label.
Numbering
Determine numbering style to be used with captions.
AutoCaption
Set up which items Word will automatically mark to have
caption added.
Microsoft Office
Word 2013 Expert
Lesson Summary
•
•
•
•
•
•
•
•
•
create outlines, promote or demote text
set up a master document
assign files as subdocuments
create a table of contents
create a table
mark index entries
create an index
update a table of authorities
look at advanced reference options for captions,
footnotes/endnotes, or citations
Microsoft Office
Word 2013 Expert
Review Questions
1. How can you switch to Outline view?
a. Click the Outline view button from the list of view buttons
on the status bar.
b. Press Ctrl+Shift+O.
c. Click View and click Outline View in the Show group.
d. Click View and click Outline in the Views group.
2. Which key sequence would you press to promote a text level?
a. Tab
b. Shift+Tab
3. Why is setting up a master document similar to creating a
template?
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Word 2013 Expert
Review Questions
4. Why might you see an error message about one of the
subdocuments when you try to expand a master
document three months from when it was created?
5. What is the fastest way to create a table of contents?
6. What is the difference between using Mark Entry and
AutoMark for index entries?
7. Why would you want to enter a citation into a
document?
8. Why might you want to add a caption to a table or an
image?