MICROSOFT WORD FEATURES FOR ARTS POSTGRADUATES

Transcription

1 MICROSOFT WORD FEATURES FOR ARTS POSTGRADUATES...2 Page Setup...3 Styles...4 Using Inbuilt Styles...4 Modifying a Style...5 Creating a Style...5 Section Breaks...6 Insert a section break...6 Delete a section break...6 Headers and Footers...8 To insert text in the Header or the Footer:...8 Footnotes and Endnotes...10 Inserting a Footnote...10 Formatting a Footnote...10 Deleting a Footnote or Endnote...11 Creating a Footnote Continuation Notice...11 Editing or Viewing a Footnote or Endnote...11 Moving from one footnote/endnote to the next...11 Moving a Footnote or Endnote...12 Changing the Default Styles for Footnotes and Endnotes...12 Table of Contents...13 Creating a Table of Contents...13 Table of Contents Options and Modify Buttons...14

2 When you are preparing a long document in Microsoft Word, there are a number of features that can assist you and ensure that you retain control over the document. Some of these features are essential (headers and footers, footnotes); others are optional, but very useful. These features include: Page Setup Styles Section Breaks Headers and Footers Footnotes Table of Contents

3 Page Setup PageSetup is used to set page margins page orientation (portrait or landscape) some printing options (paper size and printer tray source) section options (apply formatting to one section or multiple sections). Page Margins are generally around 2.5 centimetres on the left and right side and aound 3 centimetre on the top and bottom. You may need to increase the margins to allow for the content of headers and footers, or to allow for margin notes being added by the reader. It s a good idea to ask your department or lecturer if there are any requirements/preferences for page layout. Orientation is usually portrait. Landscape is used for notices, or for a folded brochure. Pages the default option is Normal. If you are preparing a document of binding in book format, you could use the Mirror Margins option. To see what effect the different options have, select them and look at the preview diagram on the bottom right hand side. Apply to you can apply Page Setup options to an entire document (the default option). If the document is split into sections, you can apply diffeent page setup options to different sections, by using the options in Apply To.

4 Styles A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance. When you apply a style, you apply a whole group of formats in one simple task. For example, instead of taking three separate steps to format your title as 16 pt, Arial, and center-aligned, you can achieve the same result in one step by applying the Title style. The following are the types of styles you can create and apply: A paragraph style controls all aspects of a paragraph's appearance, such as text alignment, tab stops, line spacing, and borders, and can include character formatting. A character style affects selected text within a paragraph, such as the font and size of text, and bold and italic formats. A table style provides a consistent look to borders, shading, alignment and fonts in tables. A list style applies similar alignment, numbering or bullet characters, and fonts to lists. You can create, view, and reapply styles from the Styles and Formatting task pane. Direct formatting that you apply is also stored in this pane, so that you can quickly reapply it. Using Inbuilt Styles Word includes a number of styles that you can use,if you do not want to create your own. The styles are displayed when you open the Formatting and Styles pane. You may find it easiest to use the inbuilt styles, (for example, Heading 1, Heading 2 and Heading 3) and modify them to suit your document.

5 Modifying a Style To modify a style, open the Styles and Formatting window and click on the style you wish to modify. Right click on the style and select Modify from the menu. Click on Format in the Modify Style box to change the formatting of the style. Creating a Style To create a style, select Format Styles and Formatting. The Styles and Formatting task pane opens (in earlier versions of Windows this is a dialog box). Click on New Style. The New Style dialog box opens. Type a name for the new style in the Name box. The Style type defaults to paragraph.. You can create a completely new style, or base a new style on some of the characteristics of an existing style. Click on Format to select the formatting options for the new style. When you have defined the style characteristics, click OK to return to the New Style dialog box. Click on Automatically update to set the document to automatically update all existing occurrences of the style if you modify it in the future.

6 Section Breaks Section Breaks are inserted manually by the user to separate blocks of text in a document, for formatting purposes. For example, if you have a document that you want to break into chapters, with the page number, and chapter title displayed in the footer, you use section breaks to customize the footers in the different sections of the document. You can change the following section formats: Margins Paper size or orientation Paper source for a printer Page borders Vertical alignment Headers and footers Columns Page numbering Line numbering Footnotes and endnotes 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 Note: turn on paragraph marks to see where section breaks and pagebreaks. Paragraph marks are non-printing markers on the page. To turn them on or off, click on the sign on the Standard Toolbar. Insert a section break 1. Click where you want to insert a section break. 2. On the Insert menu, click Break. 3. Next page inserts a section break and starts the new section on the next page. Continuous inserts a section break and starts the new section on the same page. Odd page or Even page inserts a section break and starts the new section on the next odd-numbered or even-numbered page. Delete a section break When you delete a section break, you also delete the section formatting for the text above it. That text becomes part of the following section, and it assumes the formatting of that section. Select the section break you want to delete.

7 If you're in print layout view or outline view and don't see the section break, display hidden text by clicking Show/Hide paragraph marks on the Standard toolbar. Press Delete.

8 Headers and Footers Headers and footers are areas in the top and bottom margins of each page in a document. You can insert text or graphics in headers and footers for example, page numbers, the date, a company logo, the document's title or file name, or the author's name that are printed at the top or bottom of each page in a document. You can work in the header and footer areas by clicking Header and Footer on the View menu. If you divide your document into sections, you can alter the elements displayed in the header or footer to suit the section. To insert text in the Header or the Footer: 1. Select View Header and Footer from the main menu. The header and footer menu bar appears and the main body of the document is greyed out. The insertion point appears in the Header. The buttons on the bar represent various options available to you. A pop up help explanation will appear when you rest your mouse over any of the buttons. They are explained below. Switch between Headers and Footers Click on this to switch from the header to the footer and vice versa, depending on where you want to insert content. Show previous / Show next Click on this to move back to the previous or next header or footer in the case that the document is divided into sections with different headers and footers. Same as previous If your document is divided into sections, Word assumes each section has the same header and footer content, unless you change it. If you want to change the content in a section, you click on the Same as previous button to turn it off.

9 Insert Page number Click on this to add page numbers in the Header or the Footer. Date Document Layout Time Show/Hide document text Closes the header/footer window and brings you back to the main text of your document.

10 Footnotes and Endnotes Footnotes appear at the bottom of the page on which the reference number appears. Endnotes all appear at the end of the document. Footnotes supply extra information about a topic within the body of the text or provide a reference for a quotation used within the text. In Word a footnote or endnote is made up of two parts, a reference number in the text and the actual entry at the bottom of the page or at the end of the chapter or text. Using auto-numbered footnotes or endnotes allows you to delete, insert and re-arrange your footnotes or endnotes without having to worry about the numbering. Inserting a Footnote To insert a footnote click Insert Reference Footnote. The Footnote and Endnote window appears. Select Location Endnote to insert an endnote, or leave the default selection at Footnote to insert a footnote. Footnotes can be placed at the bottom of the page or directly below the text. In Normal view a window appears at the bottom of the screen for you to type your text. In Page Layout view, the insertion point will move to the bottom of the page, ready for you to start typing in your text. In Page Layout view the insertion point moves to the bottom of the page, ready for you to start typing your text. When you have finished typing your text, either: In Normal view, click in your document to continue with your main text. This leaves the footnote window open. You can, if you wish, click on Close to close the footnote window. or In Page Layout view, click anywhere in the body of the text to carry on with your work Formatting a Footnote Use the Format options in the Footnote and Endnote window to change the numbering system, or to use symbols as custom footnote markers. You can also use the custom mark option to manually enter a footnote reference. You can use a mixture of custom references and automatic numbering if you wish. By default footnotes are numbered starting at number 1; change this default in the Start at option, if required.

11 Use the Format Numbering section of the dialogue box to select whether numbering is continuous, or restarts in each section, or each page Deleting a Footnote or Endnote To delete a footnote or endnote: Select the reference number in the text by dragging over it. Press the Delete key. This will delete both the reference number and the text of the footnote/endnote. Do not just delete the text of the footnote/endnote, as the reference number will remain in the text. Creating a Footnote Continuation Notice If a footnote or endnote overflows onto the next page, you can create a continuation notice to let readers know that a footnote or endnote is continued on the next page. Switch to normal view. On the View menu, click Footnotes. If your document contains both footnotes and endnotes, a message appears. Click View footnote area or View endnote area, and then click OK. In the note pane, click Footnote continuation notice or Endnote continuation notice. In the note pane, type the text you want to use for the continuation notice for example, type Endnotes continued on the next page. Note To view the continuation notice as it appears in the printed document, click Print Layout View on the horizontal scroll bar. You must have at least one footnote in your document before you can create a Footnote Continuation Notice. Editing or Viewing a Footnote or Endnote. Footnotes and endnotes can easily be edited by clicking on the View Footnotes. Move to the footnote or endnote you wish to alter and amend as required. You can also double-click on any footnote or endnote reference number with the left-hand mouse button to view or modify the text. Moving from one footnote/endnote to the next Double click on the bottom left hand corner of the status bar to open up the Find and Replace dialog box. Double click on Footnote (or Endnote) and you will jump to the next footnote (or endnote) reference in your document. You can also type in the

12 number of a footnote or endnote in the Enter footnote number box and then press Return to go to a specific footnote/endnote. Moving a Footnote or Endnote To move a footnote or endnote select the footnote or endnote reference and move it to its new location by dragging and dropping or cutting and pasting. Provided you have used automatic footnote numbering the footnotes or endnotes will be correctly renumbered and the entries re-ordered. Note - Right-click over the text of your footnote/endnote, and you will a shortcut menu, which allows you to cut, copy, paste and format your footnote/endnote or convert from one to the other. Changing the Default Styles for Footnotes and Endnotes If you wish you can change the styles used for Footnotes and Endnotes. Do this as follows: Click on the Format - Style. Select the style you want to change (Footnote Text, Endnote Text, Footnote Reference and Endnote Reference). Click on the Modify button. Click on the Format button and then select the parameter you want to change. When you have completed the changes click on OK. After carrying out the changes repeat for the next parameter and so on. Click on OK and then on Close. Any changes you make will only apply to the current document. You can make sure that these changes will be used in any future documents by clicking on the on the Add to Template box in the Modify Style dialogue box.

13 Table of Contents A table of contents is a list of the headings in a document. You can use a table of contents to get an overview of the topics discussed in a document. You can create a table of contents using the built-in heading styles in Microsoft Word. If you want to use your own formatting for headings, apply custom heading styles. To use additional options for customizing the table of contents, you can use fields. For example, you can use fields to omit page numbers from part of the table of contents. After you've specified the headings to include, you can choose a design and build the finished table of contents. When you build a table of contents, Word searches for the specified headings, sorts them by heading level, and displays the table of contents in the document. Creating a Table of Contents The easiest way to create a table of contents is to use heading styles: 1. Click where you want to insert the table of contents. 2. On the Insert menu, point to Reference, and click Index and Tables. 3. Click the Table of Contents tab. 4. On the right hand side, the dialog box displays the inbuilt styles, Heading 1, Heading 2 and Heading 3 as the basis of the table of contents. Page numbers are displayed and aligned to the right by default. Remove the tick from the boxes to change this default. 5. Click on the arrow beside Tab Leader if you want to select a different leader from the title to the page number. 6. In General, change the appearance of the table of contents using the Format menu. In Show Levels, use the scroll box to add or remove heading levels from the table of contents.

14 Table of Contents Options and Modify Buttons Word uses the inbuilt Styles Heading 1, 2 and 3 to create a table of contents. You may find it easiest to use these inbuilt styles, having modified them to suit your document using Styles and Formatting menu. Or if you have created your own styles and applied them to your chapter headings, use the Options button to create your table of contents. Options Click the Options button to add or delete Headings from the table of contents. You can also use it to add your own styles to the table of contents. Modify Click the Modify button, to modify the format of a style from the Table of Contents menu. Note: once you have created a table of contents in a document, if you make any changes to the layout of the headings, select Insert Reference Index and Tables from anywhere in the document. Click OK in the Table of Contents window and word asks if you want to replace the existing table of contents. Click Yes to update the TOC.