Working with Long Documents
Produced by Information Services
2014
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Working with Long Documents Practical
Inserting a Page Break and a Section Break ........................................................................................ 4
Using Sections .................................................................................................................................... 5
Creating Sectional Headers and Footers ............................................................................................. 6
Preventing Text from Separating Across Page Breaks ........................................................................ 8
Inserting Bookmarks .......................................................................................................................... 8
Deleting Bookmarks ......................................................................................................................... 10
Inserting Hyperlinks ......................................................................................................................... 10
Creating a Paragraph Style ............................................................................................................... 12
Modify an Existing Style & Save Styles to Templates ........................................................................ 15
Create a Multi level list Style ............................................................................................................ 17
The References Tab .......................................................................................................................... 22
Footnotes and Endnotes .................................................................................................................. 23
Captioning ....................................................................................................................................... 24
Insert a Cross Reference................................................................................................................... 25
Change a Cross Reference ................................................................................................................ 26
Update a Cross Reference ................................................................................................................ 27
Create a Bibliography ....................................................................................................................... 27
Create an Index ................................................................................................................................ 30
Create a Table of Contents ............................................................................................................... 31
Delete a Table of Contents ............................................................................................................... 32
Navigating Through a Document ...................................................................................................... 33
Using Outline View .......................................................................................................................... 34
Finding and Replacing Formatting .................................................................................................... 35
Creating Supplemental Document Components .............................................................................. 35
Insert Fields into a Document .......................................................................................................... 36
Insert and View Comments .............................................................................................................. 36
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Track Changes .................................................................................................................................. 37
Accept and Reject Changes .............................................................................................................. 38
Protect Documents .......................................................................................................................... 39
Removing and Changing Passwords ................................................................................................. 41
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Introduction
This practical will improve your word processing techniques, focusing on the skills
required for working on long documents e.g. thesis, reports etc.
What you will learn
By the end of the practical you should be able to:
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Insert page breaks and section breaks
Create sectional headers and footers
Prevent text from separating across page breaks
Insert a footnote or endnote
Use the document map
Find and replace formatting
Work with styles
Create a paragraph style
Modify a style and save to a template
Create supplemental document components
Insert bookmarks
Insert hyperlinks
Insert a cross reference
Create a bibliography
Create an index
Create a table of contents
Insert, view, edit and delete comments
Track changes made to a document
Accept or reject changes made to a document
Protect a document
Approximate Time
The practical should take approximately 2 hours to complete.
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Inserting a Page Break and a Section Break
1.
Open the file A New Student’s Guide to Library and IT Services (which you
should have saved to the Desktop or Queen’s Drive).
2.
On page 1 of the document, position the cursor just before the title About This
Guide.
3.
With the Insert tab selected click the Page Break control (located within the Pages group).
Handy Hints!
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To insert a break:
Place the insertion point where you want the new page to begin.
Select the Insert tab and select Page Break from the Pages group, or
Ensure the Page Layout tab is selected and click the downward arrow next to Breaks
(within the Page Setup tab) see figure 1.
Select the Page option (see figure 1).
Figure 1: Breaks
Note: Page breaks inserted by MS Word automatically as you work through your
document are called soft page breaks. However, you may want to start text on a new
page instead of waiting for MS Word to start a new page for you. When you insert/force
a page break, it’s known as a hard page break.
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Table 1: Break Options
Page Break
Inserts a hard page break within the same section.
Column Break
Starts a new column within columnar text.
Text Wrapping
Break
Stops entering text on the current line and continues text on the next blank
line. Useful for positioning text below a picture or table.
Next Page
Inserts a section break by starting a new page. Allows you to apply different
formats to different sections.
Continuous
Starts a new section on the same page. Useful for creating different formats,
such as margins, on the same page of a newsletter.
Even Page
Starts a new page by forcing text to appear on the next available evennumbered page.
Odd Page
4.
Starts a new page by forcing text to appear on the next available oddnumbered page.
View the document in Draft view to see the hard page break (Click the view tab to select
draft view, from the views group).
Note: Hard breaks are distinguished from soft page breaks by having the words Page
Break inserted in the line (see Figure 2).
Figure 2
Page Breaks
Soft page break
Hard Page Break
5.
Return to the Print Layout view.
Using Sections
You may need to apply different formats throughout a Word document, for example have
different margins or headers or footers on certain pages, restart numbering or have a landscape
page in the middle of the document. To do this you need to add section breaks, which are
markers that divide the document into sections enabling you to format each section separately.
Keep in mind that a section break controls the section formatting of the text that precedes it. For
example, if you delete a section break, the preceding text becomes part of the following section
and assumes its section formatting. Note that the last paragraph mark in the document controls
the section formatting of the last section in the document or of the entire document if it doesn’t
contain sections.
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Creating Sectional Headers and Footers
By default, MS Word places the same Header and Footer on every page of the document.
However, you may not want a Header on the title page or you may want different
Headers/Footers in different sections of your document.
1.
Go to the bottom of page 2 and place the cursor before the title 1. Locations
and Opening Hours (i.e. between the 1 and the word Locations(Note you
cannot select the 1)).
2.
Select the Page Layout tab and from the Page Setup group, click on the
downward arrow next to Breaks.
3.
Insert a Next Page Section Break
4.
Go to page 1 of the document. Ensure the Insert tab is selected. Click the
downward arrow under Header, (within the Header & Footer group).
5.
Select Edit Header
6.
Notice the view of the ribbon has changed, i.e. a design tab for header and
footer tools appears. See figure 3.
Figure 3: Header and footer tools
Go to Footer
7.
Click the Go To Footer tool (see figure 3). Scroll over the page number in
the footer to select it.
8.
With the Header & Footer Tools Design tab still selected, click on the
downward arrow under Page Number (see figure 3, 3rd control from left)
and select Format Page Number. The Page Number Format dialog box
will appear (see figure 4).
9.
Choose the small Roman Numeral (see figure 4). Ensure the Start at i is
selected (see figure 4)
10.
If the Link to Previous is on (see figure 3), click the Link to Previous to
remove it.
11.
Click Close Header and Footer (see figure 3). Note the first two pages of
the document will have a different style of page number. Page 3 of the
document (page 1 of section 2, will begin again at 1).
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Figure 4: Format Number
Note: Another way to access headers or footers is to double click the header or footer area of the
page. Also note the different first page control on the Header and Footer design tab. This will
apply to the first page of the section you are working in.
For example, if you wanted to insert a landscape page in the middle of a document:
1.
Insert a new Section break (Next Page) at the top of the page you want to change to
landscape.
2.
Ensure the Page Layout tab is selected and click the downward arrow under
Orientation, within the Page Setup group. Select Landscape (see figure 5)
Figure 5: Page Layout
3.
Go to the end of this page and insert a new Section break (Next Page). See figure 1
4.
Repeat point 2 above then click on Portrait (see figure 5).
5.
To delete the section break, display page in Normal view, position the cursor before
the break (or on the line) and press Delete on the keyboard.
If you carried out the points 1-5 above, click undo as this was for example only.
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Preventing Text from Separating Across Page Breaks
(note page numbering will be affected by restarting numbering on section 2, i.e. page 3 of the document is page 1of
section 2). Throughout this practical, page numbers will refer to section 2.
1.
Go to the bottom of page 1 and select the table with the title Opening Hours:
Teaching Weeks (select the title and the table). Note the table splits over two pages.
2.
With the Home tab selected, click on the launcher button for paragraph and select
the tab Line and Page Breaks tick the Keep with next box (see Figure 6). Click OK.
You will see that the heading and table will now have moved to the same page.
Handy Hints!
To keep bulleted texts/lists together you need to select the item and specify that you want to
Keep with next (piece of text/object) (see Figure 6).
If you do not want a paragraph to span between pages, select the paragraph then select the
option Keep lines together (see Figure 6).
Certain text should not separate between pages, for example, your document should not contain
widows and orphans. A widow is the last line of a paragraph that appears by itself at the top of a
page and an orphan is the first line of a paragraph that appears by itself at the bottom of a page.
The document will not include widow and orphans if the box is ticked. See figure 6.
Figure 6: Line and Page Breaks
Inserting Bookmarks
An electronic bookmark can be used like a physical bookmark, to mark the location in a
document you are working on. You can scroll to other parts of the document and quickly go
back to the bookmarked location. An electronic bookmark can also be used with a cross
reference, to refer the reader to the bookmarked text (or page number).
You cannot use a space or most symbols within a bookmark name. However, you can type an
underscore between words. Although you can enter numbers within the bookmark name, you
cannot start a bookmark with a number.
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1.
Position the insertion point at the top of page 29, either before of after the heading
Accessing Information Using Queen’s Online.
2.
From the Links group on the Insert tab select Bookmark. The Bookmark dialogue
box will appear (see figure 7)
3.
Name the Bookmark QOL (See figure 7)
Figure 7: Bookmark
4.
Click the Add button (see figure 7)
5.
Go to the top of page 19
6.
Position the cursor before “You have been allocated” – the first sentence.
7.
Repeat point 2 and 3 above, adding a bookmark named Email
8.
With the Home tab selected, click the downward arrow next to
Find (within the Editing group)
9.
Select Go to. Choose Bookmark from the Go to what menu. See
figure 8.
10.
A list of your bookmarks will be made available through a drop down box.
Select the QOL bookmarks and click Go To. Close the Go To dialogue box.
See Figure 8.
11.
Select one of the bookmarks you created and click on GoTo (see figure 8)
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Figure 8
Select Bookmark
Deleting Bookmarks
If you wanted to delete a bookmark, from the Insert menu, select Bookmarks and select the
bookmark you want to delete from the list. Click on Delete. Click Close. Note: Do not delete
any bookmarks at this stage.
Inserting Hyperlinks
A Word hyperlink is an electronic code that jumps the insertion point to a different
location or document when clicked. You can create hyperlinks that jump to a different
location within the same document, to a specific location in another document, or to a
Web page. You can create a hyperlink from text or a graphics image.
You may have noticed that Word automatically creates hyperlinks out of any email or
Web address you type into a Word document. Whenever you create a Table of Contents,
you can select to hyperlink to the various headings in the document.
1.
Go to the bottom of page 4 and select the text “Student Computing website”
2.
With the Insert tab selected, click on Hyperlink within the Links group
3.
In the Link to menu select Existing File or Web Page (see Figure 9).
Figure 9
Insert Hyperlink
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4.
In the space beside address, type http://www.qub.ac.uk/student and click OK (see
figure 9).
5.
To link to another document, you would select the text (or image), you want to use as
the hyperlink; click Hyperlink (from the Insert menu), click Existing File or Web Page
(see figure 9). Instead of typing a web address, click the arrow next to the Look in box
(see figure 9) and browse to where the document is stored and select it. Click OK
6.
To link to a bookmark in another document, from the Insert Hyper link dialog box
(see figure 9), click Bookmark (see figure 9). This will show all the bookmarks in the
other document. You would select the bookmark and click OK.
7.
To link to a location in the same document as the hyperlink, select the text (or image),
you want to use as the hyperlink; click Hyperlink (from the Insert menu), click Place in
This Document (see figure 9). Bookmarks and headings in the document will show
(see figure 10). Select the bookmark or heading and click OK (see figure 10)
Figure 10: Link to this Document
Working with Styles
One of Word’s most convenient and efficient attributes is the styles feature which can
help give documents a professional appearance. A style is a group of formatting settings
that can apply to characters or paragraphs. A style contains several formats, therefore
you exert less effort in formatting text, such as headings. A single style might apply 16
point, Arial, Blue font colour, Centre alignment with a 12 point spacing after the
paragraph. Instead of applying each of these formats individually, you can apply your
style that contains all these formats.
The Normal template contains about 104 different styles, including a style called Normal.
Unless you specify a style, Word uses Normal style. The Normal style contains these
settings: 12 point Times New Roman, English, single spacing, Left alignment, and
window/orphan control. The headings in the Student Guide document already use
heading styles.
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Creating a Paragraph Style
Although Word contains a great number of styles, you might want to create your own.
You can create five different types of style: paragraph, character, linked (paragraph and
character), list or number. A Character Style is a style that formats a portion of the text
within a paragraph. A Paragraph Style is a style that applies formats to an entire
paragraph or text separated by hard returns. A Linked (Paragraph and Character) is a
style that can be applied either to an entire paragraph or character, i.e. the style will only be
applied to the text selected. Paragraph styles can include font formats and paragraph formats
such as line spacing, indents, alignment, and spacing before and after the paragraph. A
list style is similar to an outline numbered list, but less flexible therefore it should be
used with more basic outlines. Since a list style is a type of style itself, it can't contain
paragraph styles, whereas outline numbered lists can. A list style can't store unique
paragraph formatting for each outline level. Use list styles where you need a simple
multilevel list without much other formatting. For complex outlines or long documents
requiring outlines, Outline Numbered lists are your best bet. Table styles can contain
certain elements of table, paragraph, and font formatting. You can apply formatting such
as font, borders, shading, and paragraph spacing to the heading row as well as the body
rows of a table, and the formatting will automatically adjust to accommodate changes in
your table structure. You can Modify existing styles or create New styles.
1.
To create a new style, with the Home tab selected, click on the Styles launcher
button (bottom right hand corner of Styles group )
2.
Click the New Style button
at the bottom of the Styles pane to display the
New Style dialogue box (see Figure 11).
3.
Type Document Title in the Name box (see Figure 11). Make sure the Style
type is Paragraph, and make sure the Based on option is Normal.
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Figure 11
New Style
4.
Click Format and select Font.
5.
Choose Garamond in the Font list; choose Bold in the Font style list; choose
16 in the Size list; click in the Font colour drop-down arrow and choose Blue;
and then click OK.
6.
Click Format and choose Paragraph.
7.
Make sure the Indents and spacing tab is selected; click the Alignment dropdown arrow and choose Centred; change the Spacing - After button to 12
points; and click OK. Click OK to accept the style formats.
8.
Click on the Document Title style in the Styles and Formatting list (see
Figure 12) to apply the style to the current paragraph, which is the title.
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Figure 12: List of Styles
The Student Guide document already has numbered headings set up.
Apply a Heading Style:
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Go to page 3 of the document and select the heading Need a Break (towards the
bottom of the document).
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With the Home tab selected, click on the Heading 1 style (see figure 13), within
the Styles group (note you may need to click the downward arrow to view the
style).
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Using Table 2 as a guide, work through the document applying the heading styles.
Figure 13: Heading 1 Style
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Table 2: Apply Heading Styles
Page
Text
Heading Style
5
Getting Help and Advice
Heading 2
5
Got the Skills? Then Prove it!
Heading 3
6
Students with Disabilities
Heading 3
7
Student Computing
Heading 2
Modify an Existing Style & Save Styles to Templates
In many instances you may wish to modify an existing style and to use this new style in
all new documents. For example, you may wish to change a particular style so that it uses
Garamond instead of Times New Roman.
1.
To modify the Document Title style, ensure the Styles and Formatting list is
still visible (see Figure 12) (if not click the styles launcher button). Click on the
down arrow beside the Document Title style and choose Modify
(see Figure 14).
Figure 14
2.
Modify Style
Modify the style in the same manner as you created a style above
To Copy Styles from One Document to Another:

Open a new blank document and save it with the name Dissertation

With the Student Guide document still open, click on the Developer tab
and select the Document Template control. (Note if the Developer tab isn’t
shown, click on the File tab and select Options, then from the left select
Customize Ribbon. Select the tick box beside Developer tab (on the right. Click OK).

The Templates and Add-ins dialogue box will appear.

Click on the Organizer button. The Organizer dialog box will appear.
See figure 16
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On one side of the Organizer box you will see either the Dissertation or the A
New Student’s Guide to Library and IT Services document. On the other side
you will see the Normal template (see figure 15).

Click on the Close File button below the Normal template. Notice the button has
now changed to Open file
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
Click on the Open file button and browse to where you have saved the
Dissertation or the Use IT at Queen’s document (the document not already
shown).
Figure 15: Organizer

Click the downward arrow beside All Word Templates (see figure 16) and select
All Word documents (see figure 16) or All files. Select the file and click Open
Figure 16: Change from Templates

You should now have both the Dissertation and the A New Student’s Guide to
Library and IT Services shown (doesn’t matter which side each file is shown on). See
figure 17. (Note: in Figure 17, the copy button will allow you to copy headings from the Dissertation
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document to the document on the right. When you select a heading in the document on the right, the Copy
button will change, i.e. point to the Dissertation document)

Select the Heading 1 style in the A New Student’s Guide to Library and IT Services
document

Click the Copy button to copy the style into the Dissertation document (you may receive
a message to say the existing Heading 1 in the Dissertation document will be overwritten.
Click OK)

Copy Heading 2, Heading 3 and Heading 4 from the A New Student’s Guide into the
Dissertation document. Click Close
Figure 17: Organizer
Create a Multi level list Style
A template containing a multi level list has already been created for you. If you double click to
open the template Assignment.dot, note it will not open the template but will in fact create a new
document based on the template. You can either use this new document, or to open the
template:
1. With the Word application open, click the File tab, select Open and browse to where the
template Assignment.dot is stored (you downloaded the file earlier)
2. Select the template and click open
You are going to modify the styles in this template and add additional heading style levels.
3. Ensure the ruler is shown across the top of the page. If it isn’t, click the View tab and
tick the check box for Ruler
4. From the Styles group on the Home tab, click Heading 1 and type the text Main
Heading. Hit the return key on the keyboard.
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5.
6.
7.
8.
9.
10.
11.
Click the Heading 2 style and type the text Sub heading. Hit the return key
Click the Heading 3 style and type the text Sub Sub Heading. Hit the return key
Click the launcher for styles and click the button to create a new style
Give the new style the name Heading4 (note no space). See figure 18
The Style type should be Paragraph
Click the arrow next to Style based on and choose Heading 3. See figure 18
Click OK
Figure 18: Create Heading4 Style
12. The style will have the number 1.1.2 See figure 19
Figure 19: New Heading style
13. With the Home tab selected, click the Increase Indent control on the Home tab,
within the Paragraph group. This will give the next level (see figure 20)
14. To align headings, position the cursor beside a heading and with the ruler shown, click
and drag the tab, the first line indent or the hanging indent (depending on the alignment
you want). See figure 20
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Figure 20: Heading Alignment
15. To update the heading, position the cursor beside the heading you want to update
16. The Styles pane should be shown down the right of the screen. If it isn’t, click the Styles
Launcher button.
17. Within the Styles pane, click the arrow to the right of the style and select the option to
update the heading to match selection (see figure 21).
18. Repeat point17 to update the other styles
Figure 21: Update Style to match selection
To add text, for example “Chapter” to the front of the number style
1. Click the launcher button for styles
2. Click the arrow to the right of the style you wish to modify, i.e Heading 1 and select
Modify
3. Click the arrow under Format and click Numbering (see figure 22)
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Figure 22: Modify Style Format
4. Click the Button Define New Number Format
5. Position the cursor beside the number 1 and type Chapter (see figure 23)
6. Click OK to close each of the dialog boxes (3 times)
Figure 23: Chapter Heading Style
Note: you may need to realign the heading styles and update the style (see points above)
To create a multi level list style (note although this is a style, it is not a heading style and will not
be picked up if you generate a table of contents)
1. Click on the File tab and create a new blank document
2. Click on the Multi level list control (on the Home tab, within the Paragraph
group) (see figure 24) and select the third option under List Library
(see figure 24).
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Figure 24: Multi level list
3. Type the text Main Numbered Heading
(note you can call the heading anything of your own choice)
and hit the return key on the keyboard
4. Click the increase indent control (see figure
24) within the paragraph group and type the text
Sub Numbered Heading. Hit the return key on
the keyboard.
5. Click the increase indent control and type
the text SubSub Numbered Heading.
6. Scroll over the top line Main Numbered
Heading. Your text should resemble
figure 25.
7.
Figure 25: Multi Level List style
8. With Main Numbered Heading selected, right click on the text.
9. Select Styles, then select Create a Style (see figure 26).
Figure 26: Create a Style
10. The Create New Style from Formatting dialog box will appear (see figure 27).
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11. Type the name Main Numbered Heading in the name box and click Modify
(see figure 27).
12. Change the font to type Garamond, size 16 and bold. Click the format button
and select Paragraph.
13. With the Indents and Spacing tab selected change the spacing before and after to 6 pt
and click OK
Figure 27: Create New Style from Formatting
14. Repeat points 7 to 12 above for the Sub Numbered Heading and the SubSub
Numbered heading, making the font sizes 14 and 12 respectively, with 3 pt spacing.
15. Notice the new styles now appear within the Quick Styles on the Home tab
(see figure 28).
Figure 28: New Styles within Quick Styles
The References Tab
With the document A New Student’s Guide to Library and IT Services open, click on the
References tab, see figure 29. The References tab is used for working with long documents, i.e.
generating a table of contents and index, inserting footnotes and endnotes, inserting captions for
tables and figures, etc.
Figure 29: References Ribbon
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Footnotes and Endnotes
Footnotes and Endnotes are used for referencing. MS Word numbers the footnotes and reserves
space at the bottom of the same page for the footnote text
You can add and delete footnotes and MS Word will automatically renumber the remaining notes
for you.
Footnotes normally appear at the end of the page the footnote was inserted. Endnotes appear at
the end of the document. They are both used to refer the reader to an additional source of
information, or to provide additional data.
1.
Go to the last paragraph on page 5 (second sentence) and position the cursor beside
the text Students can take ECDL
2.
With the References tab selected, click on Insert Footnote (within the Footnotes
group). The cursor will now be positioned in the footer of the document ready for
you to enter the footnote text.
3.
Type “Run by The British Computer Society” into the space provided. Click anywhere
on the page to exit the footnote space.
In some cases you may prefer to use a symbol instead of a number reference mark. In this case
click on the launcher button in the corner of the Footnotes group on the References tab to open
Footnote and Endnote dialogue box (see figure 30). Click on Symbol button to make selection
(see figure 30).
Figure 30: Footnotes
To delete a footnote, you work with the note reference number or symbol. In the document,
select the note reference mark of the note you want to delete. Press Delete.
To modify and format footnotes and endnotes:
1. Place the insertion point in the section in which you want to change the footnote or
endnote format.
2. If the document is not divided into sections, place the insertion point anywhere in the
document.
3. On the Insert menu, point to Reference, and then click the launcher for Footnotes.
4. Select either Footnotes or Endnotes.
5. In the Number format box, click the option you want. Click Apply.
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Captioning
A caption is a numbered label, such as "Figure 1," that you can add to a table, figure, equation, or
other item. You can have Word automatically add captions when you insert tables, figures, or
other items in your document. Or, if you've already inserted the items, you can add captions
manually.
Add Caption Manually
1. Position the cursor above the image on page 17, just before the text Entering
your Username and Password
2. On the References tab, click on Insert Caption
3. In the Label list, select the item for which you want Word to insert a caption (in
this instance ensure Figure is selected .
4. Click OK. – Now click undo
on the Quick Access Toolbar
To include Chapter Number with Caption
1. Position the cursor above the image on page 17, just before the text Entering your
Username and Password
2. On the References tab, click on Insert Caption. The Caption dialogue box will appear
(see figure 31)
3. Click on the Numbering button. The Caption Numbering dialog box will appear (see
figure 31)
Figure 31: Caption
4. Tick the box Include chapter number, see figure 31 (which will pick up the heading
number)
5. Click the downward arrow next to Use separator: (see figure 31). Select Colon and
click OK
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Using Table 3 as a guide, work through the A New Student’s Guide to Library and IT
Services document adding figure numbers to the items described below. The text has already
been added in each case in the document.
Table 3: Add Figure Captions
Figure Description
Page no/Section 2
page number
21
Inbox
23
Reading a Message
25
Creating a New Message
Add Caption Automatically
1. With the References tab selected, click on Insert Caption. Click AutoCaption
2. In the Add caption when inserting list, select the items for which you want Word to
insert captions (Microsoft Word Document).
3. Select any other options you want (Table or Figure).
4. In your document, position the cursor beside the item you want to add a caption to.
5. With the References, tab selected, click Caption. The figure or table number will
change/update each time.
6. If you want to add an optional description, click after the caption and type the text you
want.
To Update Captions
1. Select a caption or captions to update. Do one of the following:

To update a specific caption, select it.

To update all captions, click anywhere in the document and press CTRL+A to
select the entire document.
2. Right-click, and then click Update Field on the shortcut menu (or F9 key)
Insert a Cross Reference
A cross reference is a note that refers the reader to another location for more information about
a topic. You can create cross-references to headings, bookmarks, footnotes, endnotes and tables
and figures. A cross-reference can only be created to an item that is in the same document as the
cross-reference. To cross-reference an item in another document, you need to first combine the
documents into a master document (see the end of this practical for more information on master documents).
The item you cross-reference, such as a heading or bookmark, must already exist. For example,
you must insert a bookmark before you cross-reference it.
For files you make available electronically, you use hyperlinks to create electronic crossreferences. However, if you are distributing printed copies of your document, you need printed
references so that readers can find the location themselves.
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1.
Go to page 9 and position the cursor in the last line of the paragraph after the bullet
points (just after the text “see Page” in the brackets)
2.
With the References tab selected, click on Cross-reference (within the Captions
group)
3.
Within the Cross-reference box, change the Reference Type to Bookmark (see figure
32).
Figure 32
Cross-reference
4.
Change the Insert reference to option to Page number. You can choose whether it
should also serve as a hyperlink.
5.
Select the Bookmark Email. Click Insert. (see figure 32). Click close.
Change a Cross Reference
1.
Select the cross-reference in the document (for example, the number 20, i.e. the page
number you just cross referenced to). Do not select the introductory text (for example,
"see page ").
2.
On the References tab, click Cross-reference.
3.
In the Reference type box, click the new item you want to refer to, for example the
bookmark text (insteag of page number).
4.
Click Insert. Click Close
5.
Note: If you want to modify the introductory text in a cross-reference, just edit the
text in the document.
6.
If you later make any changes to the document that effect page numbering the crossreference will automatically update.
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Update a Cross Reference
Use this procedure if you move a cross-reference from one page to another.
1.
To update a specific cross-reference, select it.
2.
Right-click the selection, and then click Update Field on the shortcut menu
3.
To update all cross-references, select the entire document. Press the F9 key
Note: To delete the Cross Reference, select the field (i.e. page number) and press Delete on the
keyboard.
Create a Bibliography
A bibliography consists of a list or references used throughout the document. A bibliography
typically appears towards the end of the document or book.
1. Open a new blank document and ensure the References tab is selected.
2. Click the Insert Citation control and select Add new Source. The Create Source
dialogue box will appear (see figure 33).
3. Complete the details, using figure 33 as a guide (note: click the downward arrow next to Type
of Source to select alternatives to Book)
Figure 33: Create Bibliography Source
4. Repeat points 2 and 3 above creating source using table 5 as a guide:
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Table 4: Bibliography source
Author
Title
Year
City
Publisher
Brown, G and
Atkins, M
Effective
Teaching in
Higher Education
1988
London
Routledge
Fry, H,
Ketteridge, S and
Marshall, S
A Handbook for
Teaching and
Learning in
Higher Education
2002
London
RoutledgeFalmer
Race, P
The Lecturer’s
Toolkit. (2nd Ed)
2001
London
RoutledgeFalmer
5. Click on Manage Sources
to sort the Bibliography
6. Click the downward arrow next to Bibliography and select Bibliography (first option).
See figure 34.
Figure 34: Create Bibliography
1.
Return to the student guide document.
2.
Go to the end of the document <Ctrl> <End> to view the bibliography in this
document.
You are going to convert the text in the bibliography into a table format so that you can easily
sort the Author names in alphabetical order.
3.
Select all of the text below the heading Bibliography.
4.
With the Insert tab selected, click on the downward arrow under Table and select
Convert Text to Table (see figure 35).
5.
A Convert Text to Table dialogue box will appear (see Figure 36).
6.
Choose 3 columns and separate the text at tabs. (see figure 36). Click OK
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Figure 35: Convert Text to Table
Figure 36: Text to Table
You are going to sort the table in alphabetical order by the author’s name. Note that when you
click into the table, two new tabs appear on the ribbon, Layout and Design.
1.
Click inside the Author column and click on the Layout tab (not Page Layout)
2.
Within the Data group, select the Sort control (see figure 37).
3.
A Sort dialogue box will appear (see Figure 38).
Figure 37: Layout tab
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Figure 38
4.
Sort Table
Choose Sort by Publisher in Ascending order (see Figure 32). Click OK.
Create an Index
An index is a listing of topics covered in a book or a long document and the page numbers on
which the topics are discussed. An index typically appears at the end of a document or book.
You create an index by first marking the words or phrases you want to include in the index and
then chose a design and generate the finished index.
1.
Go to the start of the document. With the Home tab selected, click the arrow next to
Find (far right hand side of the ribbon) and select Advanced Find
2.
With the Find tab selected, type QOL into the space next to Find What
3.
Click the Find Next button. The first instance of QOL will be highlighted in the
document.
4.
Click the Cancel button and with QOL still selected, click the Reference tab and, click
Mark Entry (within the Index group)
5.
Click Mark All (see figure 39). Note if you select Mark, only that particular instance of
the word will be marked for index. Click Close.
Figure 39: Mark Index Entry
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MS Word will automatically display the entry using the Show/Hide. MS Word marks each index
entry by inserting a field immediately after the entry text in your document. XE represents an
index field.
5.
Click the Show/Hide button on the Home tab to remove the Show.
6.
Use Advanced Find to find and mark the text QCat in the same manner.
7.
Go to the end of the document <Ctrl> <End>. Create a new page.
8.
Type the text Index and take a new line. From the Reference tab click Insert Index.
9.
On the Index tab change the Format to Classic. Click OK to create the Index. A
small index will be created.
Create a Table of Contents
A table of contents (TOC) provides readers with a guide to topics covered in a long document or
book. Unlike the index that is placed at the end of the document, a table of contents is placed at
the beginning of the document and lists topics in the order in which they are presented rather
than in alphabetical order. You can create a table of contents quickly if you have applied
Heading styles throughout your document or you can mark text to be included in a TOC.
1.
Go to page 1. Position the cursor below Contents (on the left hand side of the page)
2.
With the References tab selected, click on the downward arrow under Table of
Contents (within the Table of Contents group) and click on Insert Table of
Contents.
3.
Select the tab Table of Contents (see Figure 40).
Figure 40: Table of Contents
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4.
Select to show 2 levels and to include a tab leader (see Figure 40).
5.
There are different styles of Table of Contents, click the arrow next to format for
examples.
6.
Click OK. A Table of Contents will automatically be created.
7.
To try a different format, click on the undo control on the Quick Access toolbar and
repeat creating the table of contents, this time clicking the arrow next to Format and
choose Classic. You may need to click the tab leader to show the leader dots.
Handy Hint!
If you make changes to your document, the table of contents might not accurately reflect
the headings and their respective page numbers. To update the table of contents, right
click within the table of contents or click the Update Table control
within the Table of Contents group on the References tab. Choose the Update Field
option. The Update Table of Contents dialogue box appears (see Figure 41). To
ensure all changes are made, choose the second option, Update Entire Table. Click
OK.
Figure 41: Update Table of Contents
Delete a Table of Contents
With the References tab selected, click on the downward arrow under Table of contents. Select
Remove Table of Contents
Note: You can also select the table of contents manually and press Delete.
Modify a Table of Contents
1.
Right click within the Table of contents and select Edit Field.
2.
Under field select TOC (i.e. Table of Contents) and click the button Table of
Contents.
3.
In the Formats box, click From template, and then click Modify.
4.
In the Styles box, click the style you want to change, and then click Modify.
5.
Under Formatting, select the options you want.
To add the new style definition to your template (a file or files that contain the structure and
tools for shaping such elements as the style and page layout of finished file) select Add to
template.
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Navigating Through a Document
The Navigation Pane shows the structure of headings in your document and different ways to
search the document (see figure 42)
Figure 42: Navigation Pane
1.
Click on theView tab and tick the Navigation Pane button within the Show group
2.
Click the option to Browse the headings in the document (see figure 42)
3.
Use the Navigation Pane to jump to section 5.
4.
Close the Navigation by clicking on the X (top right of pane).
Another way to browse the document is by using the Select Browse Object (towards the bottom
right hand side of the open window.
5.
Click the circly on the Select Browse Object button (see Figure 43). Figure 44 will
appear, showing the different ways to browse the document.
6.
Click the Browse by Footnote (see figure 44)
7.
Browse the document by footnotes using the Up or Down Object buttons on the
vertical scroll bar (blue arrows).
Figure 43
Select Browse Object
Figure 44
Browse Window
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Using Outline View
Outline view shows the headings of a document indented to represent their level in the
document's structure. You can also use outline view to work with master documents. Headings
and text can be reordered by moving them up or down and you can also promote or demote
headings or text. In order to see a document's structure in outline view headings must be
formatted using the built-in heading styles or paragraphs must use outline levels.
On the View tab, click Outline. Show the headings and body text you want by using the buttons
on the Outlining section of the ribbon (see figure 45) and Table 5.
Figure 45
Outline View
Table 5: Promote/Demote Headings
Position the insertion point in the text you want to promote or demote:
On the Outlining toolbar, click
Promote to Heading 1
On the Outlining toolbar, click
Demote to Body Text
On the Outlining toolbar, click Promote
until the text is at the level you want
On the Outlining toolbar, click Demote
until the text is at the level you want.
Move an item up a level
Move an item down a level
Expand an item (i.e. heading and text beneath a heading
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Collapse an item (only show the heading, the text beneath it will be hidden). Click
Expand to show text
Click on the View tab and return to Print Layout View
Finding and Replacing Formatting
1.
From the Home tab, select Replace (from the Editing group). If the full dialogue
box as seen in Figure 46 is not visible click the More button.
2.
Click the mouse in the Find what box. Click the Format button. Select Font.
3.
Select Times New Roman, Italic and size 12. Click OK.
4.
Click the mouse in the Replace with box. Click the Format button
(see Figure 46). Select Font.
5.
Select Garamond, Bold Italic, size 12 and the font colour red. Click OK.
6.
Click Replace All. The program should replace 3 instances where it finds formatting
that matches your criteria. Click OK and close the Find and Replace dialogue box.
Figure 46
Find and Replace
Handy Hint!
The Special menu (see Figure 46) in the Find and Replace dialogue box, replaces
special characters.
Creating Supplemental Document Components
Well-prepared, long documents include special features to help readers locate information easily.
For example, people often refer to a table of contents or an index to locate particular topics
within a long document. Bookmarks and hyperlinks also help people to jump to a particular
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location within a document onscreen. You can also break a long document into several
documents to work with a smaller part of the document at a time.
Field codes
Fields are given names that are replaced in the document with the actual text, i.e. field name
FirstName, replaced in the document with John. Microsoft Word inserts fields when you use
particular commands, such as the Date and Time command on the Insert menu. You can also
manually insert your own fields by using the Field command on the Insert menu. In Step 4 of
Mail Merge, you add fields to a form letter.
Insert Fields into a Document
For example to insert today’s date:
1.
From the Insert tab, click the arrow under Quick Parts and select Field. Select Date
and choose a format of your choice (see Figure 47). Click OK.
2.
When using your own computer, under document properties, set author with your
name, then select Author as field name. It will appear when you click on OK.
Figure 47 Field
Insert and View Comments
1. Position the cursor on page 1, after the heading “Locations and Opening Hours”.
2. From the Review tab, select New Comment. A Comment field appears
(see Figure 48).
3. Type the text “Opening hours are subject to change throughout the year”
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Figure 48 Comment Field
4. Click outside the Comment field.
5. To edit a comment, click into the comment and make changes
6. To delete a comment, right click on the comment and select Delete Comment (see
figure 48).
Track Changes
Occasionally changes are made to your document either by yourself or others, such as text added,
deleted, images inserted, etc. By turning on Track Changes this will ensure the original document
is retained, with revision marking listed alongside. In the following example, you will make the
changes although in practice this could be any number of people who are working on the
document.
1.
Select the Review tab and click Track Changes.
2.
Add a few words anywhere in the document.
Note: The text will appear in colour and underlined.
3.
Now delete some text. Note how a deleted comment field appears with the deleted
text.
4.
Position the mouse pointer over the changes to see who made the change and on what
date.
To change the tracking options click the downward arrow under Track changes and select
Change Tracking Options. The Track Changes box will appear. From here you can change
how you want the changes to appear in the document (see figure 49)
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Figure 49: Track Changes
Accept and Reject Changes
1.
Right-click over one of the revisions you have made. A menu will appear. Accept or
reject the change (see Figure 50).
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Figure 50
2.
Select the next revision. This time use the Review tab (see Figure 50). Click on the
Next button (see Figure 50) to systematically go through all revisions. Click on the
Accept or Reject changes buttons (see Figure 50).
Figure 51
3.
Accept or Reject Changes
Review Tab: Tracking and Changes group
When complete, click on Track Changes to turn off Track Changes.
Protect Documents
At times you need to control when and how people make changes to your document
You can use MS Word’s protection features to make sure no unauthorized changes are made. To
control access to a document, set a password for users to open, edit and save the document. You
can set a password for users to open the document as read-only.
Note: you may need to show the Developer tab on the ribbon. To do this, click on the File tab
and select Options. Ensure the Customize Ribbon tab is selected on the left hand pane and
click the check box beside Developer
on the right
1.
To protect a document from editing select the Developer tab and click the
Restrict Editing control.
2.
The Restrict Formatting and Editing pane will appear on the right (see
figure 52)
3.
Click the box under point 2 Allow only this type of editing in the document (see
figure 52) and click the downward arrow to make your selection. For example track
changes, filling in forms, etc. See figure 52.
Note: If you have created a form in Word, by selecting filling in forms only allows users to
complete the form fields without actually changing the form.
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Figure 52
4.
Restrict Editing or Password Protect a File
To protect a document from being opened click on the File tab and select Save As.
Click the arrow next to Tools in the Save As dialogue box and select General
Options (see Figure 53).
Figure 53
Password Protect a File
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5.
A dialogue box will open which will allow you to password protect the opening of a
document (see Figure 54). Enter a password to open. You will be asked to confirm
the password. Click OK. Click Save. Note: if you do not remember your password,
you cannot open/modify the document (depending on the option you selected).
Figure 54 Password Protect a File
Removing and Changing Passwords
1.
Open the file (you will need the existing password to do this)
2.
From the File tab, select Save As.
3.
From the Tools drop down menu in the Save As box, select General Options.
4.
Under Password to open, enter a new password and click OK.
5.
Re-enter the password.
6.
Save the document before closing.
Note: Do not forget the password. Also be aware that this is not a 100% secure method of
protecting a document. A dedicated hacker can easily crack this protection. However, it is useful
for general protection.
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Master Documents
Master documents allow you to create a series of small, individual document files and then link
them into a single Master Document. Each subdocument may be created by a different person,
on different PCs and the individual files may be linked together over a network. To create a
master document, you start with an outline and then designate headings in the outline as
subdocuments. You can also add an existing document to a master document to make it a
subdocument. Create a folder for the master document and subdocuments, otherwise the sub
documents will be dispersed with other documents. Close any documents you have opened. In
the associated files folder, open the sub folder Guide. In here is another copy of the “A New
Student’s Guide”. Open this document.
1.
Ensure that you are in Outline view (from the View menu, select Outline).
2.
Click on Show Document
3.
Select the heading Locations and Opening Hours (on page 3) and the text that follows
(down as far as the end of page 12)
4.
Click the Create
5.
Select heading 2 Library Facilities (on page 13) and the text beneath it, down as far as the
end of page 17
6.
Click the create control
7.
Repeat for heading 3 and 4.
8.
Save and close the document. Notice in the folder “Guide” where you have saved your
subdocuments, the student guide document will appear, along with 4 subdocuments.
9.
Double click on the Student guide document to open it again. Notice that the
subdocuments have been reduced to hyperlinks.
control.
10. On the Outlining tab click Expand Subdocuments to view the text (or select Collapse
Subdocuments to revert to hyperlinks).
On the Outlining tab click Expand Subdocuments
or Collapse Subdocuments
Subdocuments

To work with the contents of a subdocument, open it from the master document.
When subdocuments are collapsed in the master document, each subdocument
appears as a hyperlink.

When you click the hyperlink, Microsoft Word displays the subdocument in a
separate document window.

You can also open the subdocument separately and make chances. These changes
can then be viewed from the master document.
Add an Existing Document as a Subdocument in the Master Document

Ensure the sub documents are expanded.
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
On the Outlining tab, click Insert

The Insert Subdocument box will appear

Browse to the location for the file you want to add as a subdocument and select it
Remove Sub Documents

If the subdocuments are collapsed, click Expand Subdocuments on the Outlining
tab.

If the subdocuments you want to remove are locked, unlock them.

Click the subdocument icon for the subdocument you want to remove.

Click Unlink
document.
6.
The subdocument now becomes part of the master
Exit from MS Word.
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