This document and the accompanying class assume you have fairly extensive experience in Word 97 or 2000. You should have the skills taught in Word 97/2000: Introduction, Basic Formatting, and Increasing Efficiency.
Papers and reports are usually lengthy, highly formatted documents that are reviewed by several people and revised repeatedly. They often contain detailed documentation in footnotes, and because of their length, they might require navigational aids such as tables of contents and indexes. Fortunately, Word includes many features to simplify the task of creating and editing papers and reports.A Note About Word 97 and Word 2000
Word 97 and Word 2000 are similar versions of the same program, but have a few differences, which are noted in this document as needed.
Normally, you want Word to automatically recalculate the location of page breaks in your document as you work. On long documents and documents heavy in graphics, however, this process can slow your editing. For instance, a change on page one of a 100-page document may mean recalculating the breaks for 99 more pages. To turn automatic pagination off:
- Switch to Normal View if you are not there already.
- Go to the Tools menu, select Options, and click on the General tab.
- Uncheck the Background Repagination box.
Word then repaginates only when you print the document, switch to print preview or page layout view, or compile a table of contents or index. You can return to automatic repagination by re-checking Background Repagination.
Select Page Setup from the File menu to define the Margins, Paper Size, Paper Source, and Layout. For all these attributes, you can elect to have the formatting apply to the Whole document, to Selected sections, or to Selected text.
To set margins, choose Page Setup... from the File menu, and click on the Margins tab. Make your changes by typing in the number of inches (or centimeters) or by clicking on the arrows. Check the Mirror Margins box if you're creating a bound document with double-sided printing.
After placing the insertion point where the new page should begin, you can create a page break in one of two ways:
- Hold down the <Ctrl> key, and press Enter
- From the Insert menu, select Break, and then Page Break. Click OK.
The new page will have the same formatting as the previous page. If you want the new page to have a different appearance (e.g. headers and footers, columns), you must create a Section Break (see below) instead of a page break.
You can divide your document into sections so that the same document can have sections with different margins or headers and footers. If you have graphics or charts oriented horizontally, you might also want to use sections to put them on a page oriented as a landscape, while your other pages are oriented as portraits.
To create a section, you must create a section break:
- Click where you want the new section to begin.
- From the Insert menu, select Break to bring up the Break dialog box.
- In the Section Breaks area, press the button corresponding to where you want the new section to start: Next Page, Continuous, Even Page, or Odd Page.
Even Page begins the new section on a left-hand page, and Odd Page begins it on a right-hand page. Continuous begins the new section on the same page. Once a break creates a section, you can then format the section. The formatting is inherited until it is changed in subsequent sections.
Once you create a section, you can adjust the page setup for it. Click in the section, and from the File menu, choose Page Setup. You can use different tabs to make changes to the section without changing the rest of your document. For example, select the Layout tab. If need be, you can change the Section Start you specified when you created the section break originally. You can also select the Vertical Alignment for the section: Top aligns the text at the top margin; Center, of course, centers the text between the top and bottom margin, and Justified aligns the first paragraph with the top margin and the last paragraph with the bottom margin.
Tip: To orient a page as a landscape, first separate it from the portrait pages before and after it by inserting New Page section breaks. Then, select the File menu, Page Setup, and the Paper Size tab. Select the Landscape button and click OK. Be sure to preview your document before printing to make sure that pages are oriented properly.
You can create a title page with a section break as follows:
1. Type the title at the top of the title page.
2. Separate the title page from the rest of your document by inserting a section break after it. From the Insert menu, select Break and then click the Odd Page button to begin a new section on a right-hand page.
3. Make sure your cursor (insertion point) is still on the title page, before the second section break. From the File menu, select Page Setup, and click on the Layout tab. Then select the Vertical Alignment you want: Top, Center, or Justified.
Information in your document can appear in multiple columns like a newspaper. You can put existing text into columns, or start with a blank document (or section), insert the columns, and then edit the document. Text and graphics appear in columnar form after the point where you insert the columns.
To insert columns, in Word 97 first switch to Page Layout view, and in Word 2000, switch to Print Layout view. From the Standard toolbar, select the Columns button. Select the number of columns you want to use: 1, 2, 3, or 4 columns (from left to right). To force text to move to the top of the next column, select Break from the Insert menu and then Column Break. For more control over the columns, select Columns from the Format menu. You can specify the Number of Columns and their Width and Spacing. You can also check boxes to place a Line between columns and to Start new column. Use the Apply To: drop down box to apply column formatting to just This section or from This point forward.
Tip: to add an isolated, multi-column section to a document, insert section breaks before inserting the columns. If you want the multi-column section to appear on a page with other text that is not in columns, use Continuous section breaks to separate the section from areas before and after it. If you want the columns to appear on a separate page (or pages), use New Page section breaks to separate the multi-column page from pages before and after it. Then insert the columns.
Headers and appear at the top and footers at the bottom of every page in document, or in a particular section. They can contain text, graphics, page numbering, the date, the time, and other information that you think bears repeating. They can be different for the first page of a section or for odd and even pages. Once defined for a section, they appear on all pages from that point forward unless you turn them off, in which case you can create another header or footer from that point forward.
You can quickly create a simple header or footer containing only the page number:
- From the Insert menu, select Page Numbers.
- Use the Position drop down menu to select where the numbers will appear on the page: Top of Page puts page numbers in the header, while Bottom of Page puts them in the footer.
- Select the page numberís Alignment: Left, Center or Right, or, if you are formatting the facing pages of a book, Inside or Outside.
- To have the page number print on the first page of the section, select Show number on first page.
- To control the format of page numbers, click the Format button. In the Page Number Format dialog box, use the drop down menu to select the numbering format.
- To have the numbers start at a number other than 1 (one), click the Start At: button, and type in a number.
- After you have made your changes, click OK.
To delete page numbers, you must go to the header or footer, as discussed below.
To add (and delete) text or other information in headers and footers, select Header and Footer from the View menu. Word automatically switches to page layout view, and the document header appears along with the Header and Footer toolbar.
Using the Header and Footer toolbar, you can add the following information to your header or footer:
You can switch between the header and footer by clicking the aptly named Switch Between Header and Footer button.
Page number The date Total number of pages in the document The time when the document was last saved In addition, with the Insert Auto Text drop down menu, you can quickly insert information such as the file or author name.
To change the format of the page numbers click the Format Page Number button.
Use the <Tab> key to center or align text left or right. Word has already set the appropriate tabs for centering and for left and right alignment in the header/footer. You can also change the tab settings with the ruler or by selecting Tabs... from the Format menu (see Word 97/2000: Basic Formatting for more information on setting tabs).
If you want different headers or footers on odd and even pages, click the Page Setup button on the toolbar. Select Layout..., and click in the Different Odd and Even box. If you want a different (or no) first page header, check the Different First Page box. Then select OK to return to header and footer view.
Use the Show Previous and Show Next buttons to move from one header or footer to the another in a different section.
When you finish editing your headers and footers, select Close to continue editing your document.
Tip: To change the distance of the header/footer from the edge of the page, go to the Page Setup window, either from the File menu or from the Header and Footer Toolbar. Choose Margins and make your changes.
You can type notes in your document and define them as "hidden." You can then choose whether or not to show the text on-screen or in the printed document.
- To make highlighted text hidden, select Font from the Format menu and check the Hidden box in the Effects area. The dotted line that appears under the text indicates that it is hidden.
- To show hidden text on-screen, press the Show/Hide ¶ button on the standard toolbar. The text appears with a dotted underline. (Note: if you don't plan to print hidden text, turn off the Show/Hide ¶ option when you preview your document; otherwise, page breaks display incorrectly.)
- To have hidden text appear on-screen at all times, select Options from the Tools menu. Click on the View tab and check the Hidden Text option, found in Word 97 in the Nonprinting Characters area of the dialog box, and in Word 2000 in the Formatting Marks section.
- To print hidden text, select Print from the File menu and click the Options button. Check Hidden text in the Include with document area of the dialog box.
You can add comments to a document as you edit. Comments don't normally print with your document, and are a good way for you to get and give feedback, ask questions, or remind yourself to do more research or make changes later. To insert a comment, select Comment from the Insert Menu. In the window that opens at the bottom of the screen, type your comments. (If your computer has a sound card and you have a microphone, you can also click the Insert Sound Object button and record a short message. Keep in mind that a "sound object" increases the size of your document, so you may not want to go on too long.) When you finish adding your comment, click Close. Word marks the point where you inserted the comment with your initials (or the initials of the person who installed Word on your computer.)
You can review and edit comments with the Reviewing Toolbar.
Turn on the Reviewing Toolbar by selecting the View menu, Toolbars, and then Reviewing.
To reopen the comment window and make any changes, click on the Edit Comment button
To move between comments, click on the Previous Comment or Next Comment button.
To delete the next comment following your cursor's position, click the Delete Comment button. (You don't have to select the comment to delete it --just make sure that you click in front of the comment you want to delete.)
To add a comment, click the Insert Comment button.
To print comments, select Print from the File menu, and click the Options button. Check Comments in the Include with document area of the dialog box.
Word has several features to help you keep track of any changes to your document. You can later review the marked changes and accept or undo any revisions. When multiple people are working on the same document, the revisions can be color coded and/or later compiled into a single document for review by the main editor.
To track changes, first turn on the Reviewing Toolbar.Then click the Track Changes button. Word will now mark any additions, deletions, or changes to formatting, both in the text and with a vertical line in the left margin next to any revised text. If multiple people make revisions, Word will automatically put each personís revisions in different colors.
To change the appearance of your revision marks, go to the Tools menu and select Track Changes, and then Highlight Changes. Click on the Options button. Select the type and color of the marks for additions, deletions, and changed formatting. You may also choose where and in what color vertical lines will appear in the margins next to changes.
With the Reviewing toolbar, you can move quickly through your document to any marked changes. (If the Reviewing toolbar is not on, select the View menu, Toolbars, and then Reviewing.)Simply click on the Previous Change and Next Change buttons. If you click on the text marked as revised and move the cursor over the text, Word will tell you who made the change, at what time, and what type of change was made.
You can then click the buttons on the toolbar to Accept Change or Reject Change. If you go to the Tools menu and select Track Changes and then Accept or Reject Changes, you have these same options, as well as Accept All and Reject All.
Word makes creating and printing footnotes easy. You can choose what reference mark will appear in the text and control where in your document the footnotes will appear.
To create a footnote, follow these five steps:
- Place the insertion point where you want to add a footnote.
- Go to the Insert menu and select Footnote to bring up the Footnote and Endnote dialog box.
Choose Footnote or Endnote by clicking the appropriate button.
- Make any changes to formatting and placement here or in the Options... menu (see below) and click OK.
- Type the footnote or endnote in the panel that opens up.
- Click the Close button.
Word uses standard numbering (1, 2, 3) to mark footnotes and endnotes, but you can choose other numbers or symbols.How to Change the Number Format
- Bring up the Footnote and Endnote dialog box by selecting Footnote from the Insert menu.
- To number notes consecutively, make sure there is a check next to the AutoNumber option in the Numbering section of the dialog box.
- To change the numbering, click on the Options button and select the footnote or endnote tab, as appropriate.
- Use the drop down menu to select the type of numbers you want to use.
- Click OK.
How to Use Special Symbols as Your Footnote or Endnote Marks
- Select Custom Mark in the Numbering section of the Footnote and Endnote dialog box.
- To indicate the custom mark you want to use, do one of the following:
- Type the mark into the field box.
- Select a special character by clicking the Symbol button. In the Symbol window, you can select one of the symbols shown, or scroll through the list of fonts to see more options. When you find the symbol you want to use, click OK.
- In the Footnote and Endnote window, click OK to insert the note.
How to Restart Numbering:
- From the Footnote and Endnote dialog box, click Options, and select the footnote or endnote tab.
- In the Start At: field, type in the number that you would like to begin with.
- In the Numbering section of the window, specify where to restart numbering: Continuous, Restart each section or Restart each page (the latter appears only for footnotes).
- Click OK.
From the footnote/endnote dialog box, click Options and select the footnote or endnote tab. Tell Word where to Place the note: footnotes can appear either at the Bottom of Page, or Beneath Text, whether the text ends at the bottom of the page or higher; endnotes can appear at the End of Document or End of Section.
To edit a footnote or endnote, double-click on the place holder in the text to open the footnote/endnote window. You may also open the window by selecting Footnotes from the View menu. To delete a footnote, delete its marker in the text.
To jump to a note in the text, select Go To from the Edit menu, select Endnote or Footnote, and then the footnote number.
Tip: you can also move from one note to another using the Browse By button at the bottom of the vertical scrollbar on the right side of the Word window. First, click the Select Browse Object button, which is in between the double headed arrows on the scrollbar. Then, from the list of options that appears, select either
Browse by Endnotesor Browse by Footnotes.
Now that you've selected the option you want, you can click the double-headed arrows to move from one note to another. Note that you can also change your Browse By options and browse by comments, move through the document page by page, or bring up the Find window and search for different characters or formatting in your document.
To avoid printing footnotes or endnotes for a section of your document, go to the File menu, select Page Setup..., and then Layout. Check the Suppress Endnotes box.
Lengthy documents often require a table of contents. You can use your document's headings as table of contents entries or create custom entries in "TOC" (table of contents) fields. Once you've defined heading entries, you can create the table of contents.
You can create entries for your table of contents simply by applying Word's built-in heading styles to existing paragraphs. A Word style is the combination of character and paragraph formatting attributes defined for a given paragraph or type of paragraph.To apply a heading style and thereby create an entry for your table of contents, select the text you want to use, and then use the Style drop down menu (on the far left on the Formatting toolbar), to select Heading 1 (or Heading 2-9). What if you don't like the look of the heading style? You can change it, as explained next.
Word has several built in heading styles (Heading 1, Heading 2, etc. in the Style menu), but you can alter them to fit the design of your document. From the Format menu, select Style... In the Styles: box, select the heading (or other style) that you want to modify. Then click Modify and then Format. Select the element you want to modify (Font, for example). Make any changes in the window that opens up, and click OK. If you want to use the new heading style in other documents that use the current template, be sure to select Add to Template in the Modify Style dialog box. Then click OK and Close the Style window. Any text in that heading style now changes to the new formatting. (For more information on defining and creating styles, see Word 97/2000: Tables and Styles [dww29]).
After you have created the headings, place the insertion point where you want the table to print. From the Insert menu, select Index and Tables and then Table of Contents. Make any changes to the format that you like, and select OK. To update an existing Table of Contents, perhaps after adding additional headings or making revisions that would change the page numbers, click anywhere in the Table of Contents and press F9.
To the right is an example of an index for types of pasta. The steps for creating an index are discussed next and refer to this example.
The first step in creating an index is to mark the places in your document to which you want to refer your reader. Your "index entry" can be a block of text you've selected, a range of pages you've bookmarked, or just the current position of your cursor. For the example, we went to the pages on which the topics listed in the index are discussed, and then marked our index entries. To mark an index entry, press <Alt>Shift-x. The Mark Index Entry window appears .
In the Main Entry field, type the main heading you want in your index ("Pasta" in the example). If you have selected a block of text, it appears in this field automatically. In the Subentry field, type the text you want to appear below or beside the main entry in your index ("Fettuccine," for example). To create a level below the subentry, type the subentry, a colon (:), and then the second level entry ("Stuffed:Manicotti," for example.) You have three options for the references to your reader:
- To refer the reader to the page on which the entry appears, select Current Page.
- If you do not want to give the page number for the current entry but want the reader to refer elsewhere in your index instead, select Cross-reference, and complete the Cross-reference field.
- If you are referring the reader to a range of pages you have bookmarked ("Sauces" in the example), select the Page Range field, and then select the bookmark from the drop down list.
After making your selections, click on the Mark button. Word records the index entry. You can continue marking entries as necessary. When you finish, Close the Mark Index Entry window.
When you want to compile the index, follow these steps:
- Position the insertion point where you want to insert the index.
- Select Index and Tables from the Insert menu and click on the Index tab.
- Select the format and any additional options, and then click on the OK button.
Word automatically generates the index and includes any entries in the subdocuments. To update an existing index, position the insertion point anywhere in the index and press F9.
