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Microsoft Office Word 2003
Tutorial 5 – Creating Styles, Outlines,
Tables, and Tables of Contents
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Create a new folder
• You should organize your documents so you don't lose
them or spend valuable time looking for them.
• Creating folders that contain related items is one
organization method.
• To save a document in a new folder:
– Select Save As from the File menu
– Click the Create New Folder button near the top of the dialog box.
The New Folder dialog box will display
– Type the name of the new folder and click the OK button
– Enter the filename and click the OK button. The file will be saved
in the new folder
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The New Folder dialog box
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Use the Thesaurus
• The Thesaurus in Word is a handy feature when
you can't find just the right word to use in a
document.
• It enables you to identify and use a vocabulary
that is precise in meaning.
• You should use the thesaurus to look up a specific
word and locate synonyms and related words.
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How to use the Thesaurus
• To use the Thesaurus to replace a word:
– Move the insertion point to anywhere within the word that you
want to replace with a synonym
– Click Edit on the menu bar, first select the word you wish to
replace with a synonym
– Click the Research button on the Standard toolbar
– Click the list arrow below the Search for text box in the Research
task pane and then click Thesaurus: English (U.S.)
– Find a good replacement word in the task pane and click the list
arrow to the right of that word
– Click Insert to insert the newly selected word
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The Thesaurus dialog box
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Use fonts appropriately to
add interest to a document
• Word's default font is Times New Roman.
• Because it was specifically designed for narrow newspaper
columns, a wider font might be more appropriate for some
documents.
• Sometimes you might want to use a more elegant or
flamboyant font to set a striking tone for a document.
• Times New Roman is a serif font, meaning it has small
lines that embellish the characters.
• Sans serif fonts are plainer, without the embellishments.
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Some font guidelines
• There are several general practices to follow when
selecting fonts for their documents. You should:
– Use a serif font for the main text
– Use a sans serif font in titles or headings, but not the main text
– Avoid using all uppercase text, especially sans serif uppercase.
Mixed uppercase and lowercase letters are easier to read
– Avoid unusual or fancy fonts except for special circumstances like
certificates or invitations
– Don't change fonts or font attributes (bold, italic, etc.) too often
– Don't overuse special effects like outline or shadows
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Serif versus Sans Serif fonts
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Use fonts effectively
• The proper use of fonts can make a dramatic
difference in the appearance of a document.
• Some fonts are wider than others, some are very
formal, some are very casual in appearance.
• Creating a document entirely in uppercase letters
makes a document difficult to read.
• Do not overuse font attributes such as bold and
italic. Constantly changing the attributes also
makes a document hard to read.
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Learn about Word styles
• A style is a predefined format.
• Every Word document opens with Heading styles and a
Normal style (12 point Times New Roman, left alignment,
with single-line spacing).
• Normal is a paragraph style because it applies to a whole
paragraph.
• Character styles can be applied to part of a paragraph, such
as a heading that is on the same line as the text.
• Each style is defined by the characteristics of the text,
including font, size, and format.
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The Style list
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Attach a template to a document
• A template is a set of predefined styles for a
specific type of document, such as a report or
memo.
• To attach a template to a document, create a new
file, select On my computer on the New
Document task pane under the Templates heading.
• Select the template you wish to use from the
Templates dialog box that appears.
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The Templates and Add-ins dialog box
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Modify existing styles
• If you change the style definition, all the text in the
document with that style will change to match the modified
style.
• The style list includes all the character and paragraph
styles available in the document.
• To modify a style, select Styles and Formatting from the
Format menu.
• Search the style task pane for the style you want to modify
and click the list arrow next to the style name.
• When the shortcut menu opens, click Modify, and then
make the changes in the Modify Style dialog box.
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The Modify Styles dialog box
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Define a new style
• You can also define new styles by formatting a
paragraph, selecting it, and typing the new style
name in the Style list box.
• New Styles can also be defined by using the Style
and Formatting command on the Format menu.
• Click the New Style button in the Style and
Formatting pane to select the characteristics of the
style.
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The Styles and Formatting Task Pane
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Create a new template
• New templates must be saved in the Template folder to be
available for future documents.
• The template should contain all the styles to be used in
future documents using that template.
• You can create a new template from a new or existing
document.
• Verify that all the styles are included in the style list, delete
all the text, and save the document as a template in the
Template folder.
• A Word template file has a .dot extension rather than the
.doc extension of normal Word documents.
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Use Word outlines
• An outline is a map to a document.
• It identifies the basic points covered in the
document and the order in which they can be
found.
• You can create an outline before writing a
document, or you can view and edit the outline for
an existing document.
• Heading styles must be used in the document to
create outlines.
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Modify an outline
• In Outline view, you can modify and reorganize a
maximum of nine levels of headings in a document.
• You should place the insertion point in the heading and
click the Move Up or Move Down button in the Outline
toolbar.
• You can move a heading level up or down in importance.
– For example, a Level 2 heading can be promoted to a Level 1
heading or demoted to Level 3
• Outlines can also be printed for a record of the current
document.
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Word Outline view
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Hyphenate a document
• A left-aligned block of text will have a jagged look on the right
margin.
• Hyphenation reduces the ragged look because the words can be broken
into smaller pieces, enabling them to get closer to the right margin.
• The use of hyphenation can also improve the appearance of justified
text.
• You can have Word hyphenate your document automatically, or you
can choose to hyphenate manually.
– If you hyphenate manually, Word will stop at each word it would have
hyphenated so you can accept or reject each hyphen
• When you use hyphenation, you need to specify a width for the
hyphenation zone, which is the distance from the right margin.
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The Hyphenation dialog box
Open the Hyphenation dialog box by clicking the Tools menu, then click Language,
and then click Hyphenation. You can turn automatic hyphenation on or off in this
dialog box, and set other hyphenation options as well.
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Add footnotes and endnotes
• A footnote is text at the bottom of the page that includes additional
information related to the main text, such as a source or a crossreference.
• Endnotes are placed at the end of the document instead of at the
bottom of the page.
– Usually, a document will have footnotes or endnotes, but not both
• Word numbers footnotes or endnotes automatically, renumbering them
if one is added or removed.
• Word automatically formats footnotes or endnotes.
• You can edit a footnote or endnote at any time.
– If the text containing the footnote reference moves to a different page, the
footnote will also move to keep the reference and the footnote on the same
page
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Entering a footnote
To enter a footnote, select Footnote after selecting Reference from
the Insert menu. Select the Footnote and AutoNumber options.
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Insert text with Click and Type
• Click and Type enables you to double-click a blank area of
a page and start typing immediately.
• Word will automatically insert blank lines and apply
formatting to place the text correctly.
• Click and Type only works in the print layout view.
• To use Click and Type, make sure the feature is turned on
by clicking Tools in the menu bar, clicking Options,
clicking the Edit tab in the Options dialog box, and
verifying that the Enable Click and Type check box is
selected.
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Apply text highlighting
• When you want to bring attention to a phrase or sentence
in a printed document, you might reach for a highlighter
and shade the text.
• You can do the same thing in a Word document.
• Select the text and click the Highlight list arrow in the
Formatting toolbar, and choose the highlighting style you
prefer.
• The text will be highlighted with the selected color.
• When the page is printed on a color printer, the highlight
color will be printed as well.
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An example of highlighted text
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Adjust character and
paragraph spacing
• Character spacing adjusts the spacing between individual
characters.
• Kerning adjusts the spacing between specific combinations
of characters.
• Usually, you will select text, such as a title, and condense
or expand the spacing between the letters to create a
different appearance.
• Paragraph spacing adjusts the space between individual
paragraphs.
• This is most often done before or after a special item such
as a heading, bulleted list, or graphic.
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Adjust character spacing
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Adjust paragraph spacing
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Create a table of contents
• Word can automatically create a table of contents if you use the styles
Heading 1, Heading 2, etc.
• Word creates a table of contents containing the headings and the page
numbers.
• However, Word can't automatically update the table of contents.
– There is an Update Field feature that can be used to update the table of
contents
• You can use the Table of Contents tab in the Index and Tables dialog
box to select the format of the table of contents.
• To change the appearance of the table of contents, change the
document styles and create it again.
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Add a Table of Contents using theXP
Index and Tables dialog box
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