Word Chapter 09

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Microsoft Word 2010:

Microsoft Word 2010 Chapter 9 Creating a Reference Document with a Table of Contents and an Index

Objectives:

Insert a screenshot Add and modify a caption Create a cross-reference Use the Building Blocks Organizer Use the Navigation Pane Link text boxes Compress pictures Work in Outline view Objectives Creating a Reference Document with a Table of Contents and an Index 2

Objectives:

Work with a master document and subdocuments Insert a cover page Create and modify a table of contents Create and update a table of figures Build , modify, and update an index Create alternating footers Add bookmarks Creating a Reference Document with a Table of Contents and an Index 3 Objectives

Project – Reference Document:

Creating a Reference Document with a Table of Contents and an Index 4 Project – Reference Document

General Project Guidelines:

Prepare a document to be included in a longer document Include elements common to a reference document Prepare the document for distribution Creating a Reference Document with a Table of Contents and an Index 5 General Project Guidelines

Inserting a Screenshot:

Display the contents you wish to capture in a screenshot Point to the Word program button on the taskbar to display a live preview of the open documents or window titles of the open documents , depending on your computer’s configuration Click the Screenshot button ( Insert tab | Illustrations group) to display the Available Windows gallery Click the desired screenshot to insert the selected screenshot in the Word document at the location of the insertion point Creating a Reference Document with a Table of Contents and an Index 6 Inserting a Screenshot

Inserting a Screenshot:

Creating a Reference Document with a Table of Contents and an Index 7 Inserting a Screenshot

Adding a Caption:

Click to select the graphic for which you want a caption Click the Insert Caption button (References tab | Captions group) to display the Caption dialog box with a figure number automatically assigned to the selected graphic Type the desired caption Click the OK button to insert the caption below the selected graphic Creating a Reference Document with a Table of Contents and an Index 8 Adding a Caption

Adding a Caption:

Creating a Reference Document with a Table of Contents and an Index 9 Adding a Caption

Creating a Cross-Reference:

Position the insertion point at the desired location Click the Cross-reference button (References tab | Captions group) to display the Cross-reference dialog box Click the Reference type box arrow (Cross-reference dialog box) to display the Reference type list; scroll to and then click Figure, which displays a list of figures from the document in the ‘For which caption’ list Click the desired figure Click the ‘Insert reference to’ box arrow and then click ‘Only label and number ’ to instruct Word that the cross-reference in the document should list just the label, Figure, followed by the figure number Click the Insert button to insert the cross-reference in the document at the location of the insertion point Click the Close button Creating a Reference Document with a Table of Contents and an Index 10 Creating a Cross-Reference

Creating a Cross-Reference:

Creating a Reference Document with a Table of Contents and an Index 11 Creating a Cross-Reference

Using the Select Browse Object Menu:

Click the Select Browse Object button on the vertical scroll bar to display the Select Browse Object menu Click the Browse by Graphic icon to set the browse object to the selected item Click the Previous Graphic button on the vertical scroll bar to display the previous graphic in the document window Creating a Reference Document with a Table of Contents and an Index 12 Using the Select Browse Object Menu

Using the Select Browse Object Menu:

Creating a Reference Document with a Table of Contents and an Index 13 Using the Select Browse Object Menu

Marking an Index Entry:

Select the text you wish to appear in the index Click the Mark Entry button (References tab | Index group) to display the Mark Index Entry dialog box Click the Mark button to mark the selected text in the document as an index entry Click the Close button in the Mark Index Entry dialog box Creating a Reference Document with a Table of Contents and an Index 14 Marking an Index Entry

Marking an Index Entry:

Creating a Reference Document with a Table of Contents and an Index 15 Marking an Index Entry

Sorting Building Blocks and Inserting a Sidebar Text Box Building Block Using the Building Blocks Organizer:

Be sure the insertion point is on the page with the insertion point Click the Quick Parts button (Insert tab | Text group) to display the Quick Parts menu Click Building Blocks Organizer on the Quick Parts menu to display the Building Blocks Organizer dialog box Click the desired heading by which to sort the building blocks Position the mouse pointer between two column headings and double-click when the mouse pointer changes to a two-headed arrow Scroll through the Building blocks list and then click the desired sidebar to select it Click the Insert button to insert the selected building block in the document on the current page Creating a Reference Document with a Table of Contents and an Index 16 Sorting Building Blocks and Inserting a Sidebar Text Box Building Block Using the Building Blocks Organizer

Sorting Building Blocks and Inserting a Sidebar Text Box Building Block Using the Building Blocks Organizer:

Creating a Reference Document with a Table of Contents and an Index 17 Sorting Building Blocks and Inserting a Sidebar Text Box Building Block Using the Building Blocks Organizer

Linking Text Boxes:

Click the first text box to link Click the Create Link button (Drawing Tools Format tab | Text group ), which changes the mouse pointer to the shape of a cup Display the second text box to link Position the mouse pointer in the empty text box, so that the mouse pointer shape changes to a pouring cup Click the empty text box to link it to the first text box, which causes text from the first text box to flow into the second (linked) text box Creating a Reference Document with a Table of Contents and an Index 18 Linking Text Boxes

Linking Text Boxes:

Creating a Reference Document with a Table of Contents and an Index 19 Linking Text Boxes

Compressing Pictures:

Double-click a picture in the document to select it Click the Compress Pictures button (Picture Tools Format tab | Adjust group ) to display the Compress Pictures dialog box If the ‘Apply only to this picture’ check box contains a check mark, remove the check mark so that all pictures in the document are compressed If necessary, click the desired Target output Click the OK button to compress all pictures in the document Creating a Reference Document with a Table of Contents and an Index 20 Compressing Pictures

Compressing Pictures:

Creating a Reference Document with a Table of Contents and an Index 21 Compressing Pictures

Changing the Symbol Format in a Bulleted List:

Select the bulleted list for which you want to change the bullet symbol Click the Bullets button arrow (Home tab | Paragraph group) to display the Bullets gallery Click the desired bullet symbol in the Bullet Library area to change the bullet symbol on the selected bulleted list Creating a Reference Document with a Table of Contents and an Index 22 Changing the Symbol Format in a Bulleted List

Changing the Symbol Format in a Bulleted List:

Creating a Reference Document with a Table of Contents and an Index 23 Changing the Symbol Format in a Bulleted List

Adding Entries in Outline View:

If necessary, display a new blank document window (open the Backstage view, click the New tab , if necessary, click the Blank document button, and then click the Create button ) Click the Outline button on the status bar, which displays the Outlining tab on the Ribbon and switches to Outline view Be sure the Show Text Formatting check box is selected (Outlining tab | Outline Tools group ) Creating a Reference Document with a Table of Contents and an Index 24 Adding Entries in Outline View

Adding Entries in Outline View:

Creating a Reference Document with a Table of Contents and an Index 25 Adding Entries in Outline View

Adding Entries in Outline View:

Creating a Reference Document with a Table of Contents and an Index 26 Adding Entries in Outline View

Showing First Line Only:

Place a check mark in the Show First Line Only check box (Outlining tab | Outline Tools group), so that Word displays only the first line of each paragraph Creating a Reference Document with a Table of Contents and an Index 27 Showing First Line Only

Inserting a Subdocument:

Position the insertion point where you want to insert the subdocument Display the Outlining tab . Click the Show Document button (Outlining tab | Master Document group ) so that all commands in the Master Document group appear Click the Insert Subdocument button (Outlining tab | Master Document group ) to display the Insert Subdocument dialog box Locate and select the file to insert Click the Open button to insert the selected file as a subdocument Creating a Reference Document with a Table of Contents and an Index 28 Inserting a Subdocument

Inserting a Subdocument:

Creating a Reference Document with a Table of Contents and an Index 29 Inserting a Subdocument

Exiting Outline View:

Click the Close Outline View button to redisplay the document in Print Layout view Creating a Reference Document with a Table of Contents and an Index 30 Exiting Outline View

Inserting a Cover Page:

Click the Cover Page button ( Insert tab | Pages group) to display the Cover Page gallery Click the desired cover page to insert the selected cover page as the first page in the current document Creating a Reference Document with a Table of Contents and an Index 31 Inserting a Cover Page

Inserting a Cover Page:

Creating a Reference Document with a Table of Contents and an Index 32 Inserting a Cover Page

Changing a Picture:

Right-click the picture to be changed Click Change Picture on the shortcut menu to display the Insert Picture dialog box Navigate to the location of the new picture file Click the Insert button to replace the selected picture in the document with the new picture Creating a Reference Document with a Table of Contents and an Index 33 Changing a Picture

Changing a Picture:

Creating a Reference Document with a Table of Contents and an Index 34 Changing a Picture

Adjusting Vertical Alignment on a Page:

Click the Page Setup Dialog Box Launcher (Page Layout tab | Page Setup group) to display the Page Setup dialog box Click the Layout tab to display the Layout sheet Click the Vertical alignment box arrow and then click the desired vertical alignment Click the OK button Creating a Reference Document with a Table of Contents and an Index 35 Adjusting Vertical Alignment on a Page

Adjusting Vertical Alignment on a Page:

Creating a Reference Document with a Table of Contents and an Index 36 Adjusting Vertical Alignment on a Page

Inserting a Blank Page:

Position the insertion point at the location to insert the blank page Click the Blank Page button (Insert tab | Pages group) to insert a blank page at the location of the insertion point Creating a Reference Document with a Table of Contents and an Index 37 Inserting a Blank Page

Inserting a Blank Page:

Creating a Reference Document with a Table of Contents and an Index 38 Inserting a Blank Page

Creating a Table of Contents:

Position the insertion point at the location for the table of contents Ensure that formatting marks do not show Click the Table of Contents button (References tab | Table of Contents group ) to display the Table of Contents gallery Click the desired style for the table of content Creating a Reference Document with a Table of Contents and an Index 39 Creating a Table of Contents

Creating a Table of Contents:

Creating a Reference Document with a Table of Contents and an Index 40 Creating a Table of Contents

Updating Page Numbers in a Table of Contents:

If necessary, click the table of contents to select it Click the Update Table button that is attached to the table of contents to display the Update Table of Contents dialog box Ensure the ‘Update page numbers only ’ check box is selected because you want to update only the page numbers in the table of contents Click the OK button to update the page numbers in the table of contents Creating a Reference Document with a Table of Contents and an Index 41 Updating Page Numbers in a Table of Contents

Updating Page Numbers in a Table of Contents:

Creating a Reference Document with a Table of Contents and an Index 42 Updating Page Numbers in a Table of Contents

Finding a Format:

Click the Find button arrow ( Home tab | Editing group) to display the Find menu Click Advanced Find on the Find menu to display the Find and Replace dialog box If Word displays a More button in the Find and Replace dialog box, click it so that it changes to a Less button and expands the dialog box Click the Format button to display the Format menu Click Font on the Format menu to display the Find Font dialog box. If necessary , click the Font tab Click to select the formats to find Creating a Reference Document with a Table of Contents and an Index 43 Finding a Format

Finding a Format:

Click the OK button to close the Find Font dialog box Be sure no text is in the Find what text box (or click the Find what box arrow and then click [Formatting Only ]) Be sure all check boxes in the Search Options area are cleared When the Find and Replace dialog box is active again, click its Find Next button to locate and highlight in the document the first occurrence of the specified format Creating a Reference Document with a Table of Contents and an Index 44 Finding a Format

Finding a Format:

Creating a Reference Document with a Table of Contents and an Index 45 Finding a Format

Updating the Entire Table of Contents:

Click the table of contents to select it Click the Update Table button that is attached to the table of contents to display the Update Table of Contents dialog box Click the ‘Update entire table’ option button Click the OK button to update the entire table of contents Creating a Reference Document with a Table of Contents and an Index 46 Updating the Entire Table of Contents

Updating the Entire Table of Contents:

Creating a Reference Document with a Table of Contents and an Index 47 Updating the Entire Table of Contents

Changing the Format of a Table of Contents:

Click the Table of Contents button (References tab | Table of Contents group ) to display the Table of Contents gallery Click Insert Table of Contents in the Table of Contents gallery to display the Table of Contents dialog box Make the desired changes in the Table of Contents dialog box Click the OK button to modify the table of contents according to the specified settings Creating a Reference Document with a Table of Contents and an Index 48 Changing the Format of a Table of Contents

Changing the Format of a Table of Contents:

Creating a Reference Document with a Table of Contents and an Index 49 Changing the Format of a Table of Contents

Using the Navigation Pane to Go to a Heading in a Document:

Display the View tab. Place a check mark in the Navigation Pane check box (View tab | Show group) to display the Navigation Pane at the left edge of the Word window If necessary, click the ‘Browse the headings in your document’ tab in the Navigation Pane to display the text formatted using Heading styles Click the Table of Figures heading in the Navigation Pane to display the top of the selected page in the top of the document window Creating a Reference Document with a Table of Contents and an Index 50 Using the Navigation Pane to Go to a Heading in a Document

Using the Navigation Pane to Go to a Heading in a Document:

Creating a Reference Document with a Table of Contents and an Index 51 Using the Navigation Pane to Go to a Heading in a Document

Creating a Table of Figures:

Ensure that formatting marks are not displayed Position the insertion point at the end of the Table of Figures heading and then press the ENTER key, so that the insertion point is on the line below the heading Click the Insert Table of Figures button (References tab | Captions group) to display the Table of Figures dialog box Set the desired options in the Table of Figures dialog box Click the OK button to create a table of figures at the location of the insertion point Creating a Reference Document with a Table of Contents and an Index 52 Creating a Table of Figures

Creating a Table of Figures:

Creating a Reference Document with a Table of Contents and an Index 53 Creating a Table of Figures

Editing a Caption and Updating the Table of Figures:

Click the desired heading in the Navigation Pane Insert the desired text Click the heading, Table of Figures, in the Navigation Pane to display the Table of Figures heading in the document window Click the table of figures to select it Click the Update Table of Figures button (References tab | Captions group ) to display the Update Table of Figures dialog box Click ‘Update entire table ’ Click the OK button to update the table of figures Creating a Reference Document with a Table of Contents and an Index 54 Editing a Caption and Updating the Table of Figures

Editing a Caption and Updating the Table of Figures:

Creating a Reference Document with a Table of Contents and an Index 55 Editing a Caption and Updating the Table of Figures

Building an Index:

Position the insertion point at the desired location for the index Click the Insert Index button (References tab | Index group) to display the Index dialog box Make the desired changes in the Index dialog box Click the OK button to create an index at the location of the insertion point Creating a Reference Document with a Table of Contents and an Index 56 Building an Index

Building an Index:

Creating a Reference Document with a Table of Contents and an Index 57 Building an Index

Updating an Index:

Click the index to select it Click the Update Index button ( References tab | Index group) to update the index Creating a Reference Document with a Table of Contents and an Index 58 Updating an Index

Creating Alternating Footers Using a Footer Building Block:

Click the Footer button (Insert tab | Header & Footer group) and then click Edit Footer to display the footer area Be sure the Link to Previous button (Header & Footer Design tab | Navigation group) is not selected Place a check mark in the Different Odd & Even Pages check box (Header & Footer Tools Design tab | Options group), so that you can enter a different footer for odd and even pages If necessary, click the Show Next button (Header & Footer Tools Design tab | Navigation group) to display the desired footer page Creating a Reference Document with a Table of Contents and an Index 59 Creating Alternating Footers Using a Footer Building Block

Creating Alternating Footers Using a Footer Building Block:

Click the Quick Parts button (Header & Footer Tools Design tab | Insert group) to display the Quick Parts menu and then click Building Blocks Organizer on the Quick Parts menu to display the Building Blocks Organizer dialog box Locate and select the desired building block, and then click the Insert button Repeat the previous three steps to insert the alternating footer Creating a Reference Document with a Table of Contents and an Index 60 Creating Alternating Footers Using a Footer Building Block

Creating Alternating Footers Using a Footer Building Block:

Creating a Reference Document with a Table of Contents and an Index 61 Creating Alternating Footers Using a Footer Building Block

Inserting a Date in a Footer:

With the insertion point in the footer, c lick the Insert Date and Time button (Header & Footer Tools Design tab | Insert group) to display the Date and Time dialog box Select the desired date and time format Click the OK button to insert the selected date and time format in the document at the location of the insertion point Creating a Reference Document with a Table of Contents and an Index 62 Inserting a Date in a Footer

Inserting a Date in a Footer:

Creating a Reference Document with a Table of Contents and an Index 63 Inserting a Date in a Footer

Setting a Gutter Margin:

Click the Margins button (Page Layout tab | Page Setup group ) and then click Custom Margins to display the Page Setup dialog box Creating a Reference Document with a Table of Contents and an Index 64 Setting a Gutter Margin

Switching to Draft View:

Click the Draft button on the status bar to switch to Draft view Creating a Reference Document with a Table of Contents and an Index 65 Switching to Draft View

Adding a Bookmark:

Position the insertion point at the location for the bookmark Click the Bookmark button (Insert tab | Links group) to display the Bookmark dialog box Type the desired bookmark name Click the Add button to add the bookmark name to the list of existing bookmarks in the document Creating a Reference Document with a Table of Contents and an Index 66 Adding a Bookmark

Adding a Bookmark:

Creating a Reference Document with a Table of Contents and an Index 67 Adding a Bookmark

Chapter Summary:

Insert a screenshot Add and modify a caption Create a cross-reference Use the Building Blocks Organizer Use the Navigation Pane Link text boxes Compress pictures Work in Outline view Chapter Summary Creating a Reference Document with a Table of Contents and an Index 68

Chapter Summary:

Work with a master document and subdocuments Insert a cover page Create and modify a table of contents Create and update a table of figures Build , modify, and update an index Create alternating footers Add bookmarks Creating a Reference Document with a Table of Contents and an Index 69 Chapter Summary

Microsoft Word 2010:

Chapter 9 Complete Microsoft Word 2010