WORDS TO KNOW Bibliography A list of sources. Citation A reference to a source of information. In legal documents, it is a reference to previous court decisions or authoritative writings. Common knowledge Facts that can be found in many at least three independent sources and are known by a lot of people. Copyright The exclusive right to perform, display, copy, or distribute an artistic work or form of expression, such as words, music, images, or objects. Endnote An explanation or reference to additional material that prints at the end of a document. Fair Use doctrine Part of copyright law that provides for the limited use of copyrighted work without permission. Footnote An explanation or reference to additional material that prints at the bottom of a page. Hard page break A nonprinting character inserted to force the start of a new page. Note reference mark A number or character inserted in the document to refer to footnote or endnote text. Lesson 22 Managing Sources and Controlling Text Flow What You Will Learn Inserting a Hard Page Break Controlling Pagination Inserting Footnotes and Endnotes Inserting Citations Analyzing Citations Creating a Reference Page Software Skills Make a long document easier to read and work in by using page breaks and pagination to control where a new page should start. Use the Internet to locate information and include footnotes or endnotes in documents to provide information about the source of quoted material, or to supplement the main text. Insert citations to mark references and to create a reference page or bibliography for your report. Application Skills In this lesson, you will work to develop a report on exercise for the Michigan Avenue Athletic Club. You will use page breaks and pagination features to control the position of text at the top and bottom of pages. You will also insert footnotes and endnotes, and add citations. Finally, you will create a reference page.
What You Can Do Inserting a Hard Page Break n A default Word document page is the size of a standard 8.5" by 11" sheet of paper. n With 1" top and bottom margins, a page has 9" of vertical space for entering text. 3 The number of lines depends on the font size and spacing settings. n Word inserts a soft page break to start a new page when the current page is full. n Soft page breaks adjust automatically if text is inserted or deleted, so a break always occurs when the current page is full. n Insert a hard page break to start a new page before the current page is full. For example, insert a hard page break before a heading that falls at the bottom of a page; the break forces the heading to the top of the next page. n You can insert a hard page break using the Breaks button in the Page Setup group on the Page Layout tab or the Page Break button in the Pages group on the Insert tab. 3 Press The shortcut key combination for inserting a hard page break is b+ e. n Breaks move like characters when you insert and delete text. Therefore, you should insert hard page breaks after all editing is complete to avoid having a break occur at an awkward position on the page. n In Draft view, a soft page break is marked by a dotted line across the page. n By default, in Print Layout view page breaks are indicated by a space between the bottom of one page and the top of the next page; if you have nonprinting characters displayed, the space where you insert a hard page break is marked by a dotted line with the words Page Break centered in it. n You can double-click the space between pages to hide it in Print Layout view. If you do, page breaks are marked by a solid black line. Double-click the black line to show the space. n In Draft view, a hard page break is marked by a dotted line with the words Page Break centered in it. WORDS TO KNOW Note text The text of the footnote or endnote citation. Orphan The first line of a paragraph printed alone at the bottom of a page. Pagination The system used for numbering pages in a document. In Word, it also means using features to control the way paragraphs and lines break at the top and bottom of a page. Plagiarism The unauthorized use of another person s ideas or creative work without giving credit to that person. Soft page break The location where Word automatically starts a new page because the current page is full. Widow The last line of a paragraph printed alone at the top of a page. Try It! Inserting a Hard Page Break 1 Start Word and open WTry22a from the data files for this lesson. 2 Save the file as WTry22a_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. 3 Display nonprinting characters. 4 Position the insertion point at the beginning of the heading Zebra. 5 On the Insert tab, in the Pages group, click the Page Break button. 6 Click Undo on the Quick Access Toolbar. 7 On the Page Layout tab, in the Page Setup group, click the Breaks button and click Page. 8 Double-click the space between pages, then double-click the black line to reveal the space again. 9 Select the line on which the nonprinting page break displays and press c. 10 Save the changes to WTry22a_
Controlling Pagination n Use pagination options to control the way Word breaks paragraphs and lines at the top and bottom of a page. For example, you can control whether or not a heading stays on the same page as the paragraph that follows it. n The following pagination options are available on the Line and Page Breaks tab of the Paragraph dialog box: l. Widow/Orphan control. Select this option to prevent either the first or last line of a paragraph from printing on a different page from the rest of the paragraph. l. Keep with next. Select this option to prevent a page break between the current paragraph and the following paragraph. l. Keep lines together. Select this option to prevent a page break within a paragraph. l. Page break before. Select this option to force a page break before the current paragraph. n You can also press j+e to manually insert a hard line break. A hard line break forces Word to wrap text before reaching the right margin. 3 To see hard line breaks onscreen, display nonprinting characters. Try It! Controlling Pagination point in the heading Photography Tips. 2 On the Page Layout tab, click the Paragraph group dialog box launcher to display the Paragraph dialog box. 3. You can also click the Paragraph group dialog box launcher on the Home tab. 3 Click the Line and Page Breaks tab. 4 Under Pagination, click to select the Keep with next check box, and then click OK. The heading is now kept with the next paragraph. 5 Save the changes to WTry22a_ Inserting Footnotes and Endnotes n Footnotes or endnotes are required in documents that include quoted material, such as research papers. n Standard footnotes and endnotes include the following information: l The author of the quoted material (first name first) followed by a comma. 3 This information may not always be available. l The title of the book (in italics) followed by the city of publication followed by a colon, the publisher followed by a comma, and the date. l If the source is not a book, the title of the article (in quotation marks), or Web page (in quotation marks) followed by a comma, the name of the publication if it is a magazine or journal (in italics), the publication volume, number, and/or date (date in parentheses) followed by a colon. l The page number(s) where the material is located, followed by a period. l If the source is a Web page, the citation should also include the URL address, enclosed in angle brackets <> and the date you accessed the information, followed by a period. 3 There are other styles used for footnotes and endnotes. If you are unsure which style to use, ask your teacher for more information. n Footnotes or endnotes can also provide explanations or supplement text. For example, an asterisk footnote might provide information about where to purchase a product mentioned in the text. n The commands for inserting footnotes and endnotes are in the Footnotes group on the References tab of the Ribbon.
n When you insert a footnote, Word first inserts a note reference mark in the text, then a separator line following the last line of text on the page, and finally the note number corresponding to the note mark below the separator line. You then type and format the note text in the note area below the separator line. n Endnotes include the same parts as footnotes but are printed on the last page of a document. n Word uses Arabic numerals for footnote marks; if endnotes are used in the same document, the endnote marks are roman numerals. n You can select a different number format or a symbol for the note mark. n By default, numbering is consecutive from the beginning of the document. You can set Word to restart numbering on each page or each section. You can also change the starting number if you want. n Word automatically updates numbering if you add or delete footnotes or endnotes, or rearrange the document text. n To delete a footnote or endnote, position the insertion point to the right of the note mark in the text and press twice. Try It! Inserting Footnotes point at the end of the last sentence in the first paragraph under the heading Lions. The point should be between the period and the paragraph mark. 3 Insert footnotes after punctuation marks. 2 Click References > Insert Footnote. 3 Type African Wildlife Foundation: Wildlife: Lion, <http://www.awf.org/content/wildlife/ detail/lion>, Today s date. 3 If Word automatically removes the brackets and/or formats the URL as a hyperlink, you can right-click the text, click Remove Hyperlink,, and then retype the brackets, if necessary. 4 Save the changes to WTry22a_ Insert a footnote Note mark Note text
Try It! Inserting Endnotes point at the end of the last sentence in the second paragraph under the heading Zebra. 2 Click References > Insert Endnote. 3 Type The movement of wildebeest, zebra, and other grazing animals across the plains is known as the Great Migration. 4 Save the changes to WTry22a_ Inserting Citations n When you use words, pictures, video, sounds, or ideas that come from someone else in a paper or report, you must insert a citation to identify the source. n A proper citation gives credit to the source, and provides the tools a reader needs to locate the source on his or her own. n To create a citation you select the citation style, then enter source information such as the type of source, the author, the publisher, and the publication date into a Create Source dialog box. n The citation displays inline at the insertion point location; the format depends on the selected citation style. n For example, in MLA (Modern Language Association) style, the author s last name displays in parentheses. n The citations are stored with the document. They are also added to a master list of sources which is available for use with any Word document you create or edit. n The commands for entering a citation are on the References tab in the Citations & Bibliography group. Try It! Inserting Citations point after the third sentence in the second paragraph under the heading Lions. 2 On the References tab, click the Style dropdown arrow to display a list of available citation styles. 3 Click MLA Sixth Edition. 4 Click the Insert Citation button and click Add New Source to display the Create Source dialog box. 5 Verify that the Type of Source is Book. 3 If necessary, click the Type of Source down arrow and click Book. 6 Fill in the information as follows: n. Author: George B. Schaller n. Title: The Serengeti Lion: A Study of Predator-Prey Relations n. Year: 2009 n. City: Chicago n. Publisher: The University of Chicago Press 7 Click OK. 3 To insert a citation using the same information you have already inserted in the same document, click the Insert Citation button and click the source to insert. 8 Save the changes to WTry22a_ studentfirstname_studentlastname and close it. Leave Word open to use in the next Try It.
Analyzing Citations n Citations can help you ensure that the material you are using comes from an accurate and reliable source. n If you do not cite your sources, you are guilty of plagiarism. n You should insert a citation when you quote someone else, summarize or paraphrase another s work, use an idea that has been expressed by someone else, and when you make reference to someone else s work. n When you reference information that is considered common knowledge, you do not have to include a citation; however, the definition of common knowledge varies. It is better to be safe and cite the source. n Sometimes, a citation is not enough to ensure that you are in compliance with the law. Artistic creations such as music, text, and artwork both printed and electronic are protected by copyright. n You must have permission from the copyright holder in order to use the work. n Part of copyright law referred to as the fair use doctrine allows you to use a limited amount of copyrighted material without permission, as long as the purpose is not to make money from the material. For example, you can quote a few lines of a song or a passage from a book. Creating a Reference Page n Use Word s Bibliography feature to automatically create a reference page or bibliography by compiling a list of all citations in the document. n Commands for creating a reference page are on the References tab in the Citations & Bibliography group. n A reference page may also be called a Works Cited page. n The page is inserted as a content control and formatted in the selected citation style. n Word comes with built-in designs for one bibliography and one works cited page, or you can simply insert the bibliography as a list. n If you add or edit sources, you can update the reference page. Try It! Creating a Reference Page 1 In Word, open WTry22b from the data files for this lesson. 2 Save the file as WTry22b_studentfirstname_ studentlastname in the location where your teacher instructs you to store the files for this lesson. 3 Press b+ d to move the insertion point to the end of the document. 4 Press b+ e to insert a hard page break. 5 On the References tab, click the Bibliography button to display a gallery of available designs. 6 Click the Works Cited design. Word inserts the bibliography at the insertion point location. 3 To update a bibliography if you add or edit citations, click in the list to select the content control, and then click Update Citations and Bibliography on the Content Control handle. 7 Save the changes to WTry22b_ studentfirstname_studentlastname, close it, and exit Word.