Word 2010 - Long Documents

IT Services
Word 2010
Long Document Essentials
Quick Guide
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Heading Styles
Table of Contents
Navigation Pane
Start a new page
Line and paragraph spacing
Page numbers
Create a landscape section
Lookup alternative words
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Table of Contents
Your long document ..............................................................................1
Styles .....................................................................................................2
Table of Contents ..................................................................................7
Start a new page ....................................................................................9
Show and hide formatting marks ........................................................10
Restructure a document in the Navigation Pane .................................10
More about styles ...............................................................................13
Line spacing .........................................................................................15
Spacing above and below paragraphs .................................................16
Add page numbers ..............................................................................17
Create a landscape section ..................................................................18
Look up alternative words and definitions ..........................................19
Further help with Word .......................................................................21
Keyboard shortcuts .............................................................................22
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Your long document
Knowing how to use features built into Microsoft Word can save you lots of
time. This guide will help you to improve the appearance and navigate
around your document quickly.
It’s important to back up your document regularly. Backing it up to your
personal Z: drive or emailing it to yourself is safer than storing it just on a
memory stick or on your computer.
Make a back up copy before you try any of the features in this guide.
More guides and practice files
The Blackboard course site Word 2010 - Long Documents has manuals,
practice files and exercises. You can self enrol on this course.
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Go to http://blackboard.le.ac.uk
Login using your University IT account username and password
Click on the Courses tab at the top right.
Under Course Search type 'Word 2010'
Locate the course called Word 2010 Long Documents
Hover your mouse over the Course ID ITSX068
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Click the arrow to the right of the Course ID ITSX068
Click Enrol
Click either of the Submit buttons
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Styles
Word allows you to use a wide range of formatting in your documents - bold
or italic formatting, small or large fonts, centred text, and so on. A style is a
name given to record a particular combination of formatting. Documents
usually have some headings. Without styles, you would need to format each
heading separately. With styles, you can just choose one of the pre-defined
Heading styles for each heading.
Using styles will help to keep your document consistent. If you use heading
styles you will also be able to create and update an automatic table of
contents and many other automatic features of Word. You can change the
formatting of a style to your preferred look.
The Styles group
The Styles group is found on the Ribbon in the Home tab. It includes the
Normal style - the default style for new documents - and the heading styles
Heading 1, Heading 2, etc.
To see all of the available styles in the
Quick Styles gallery click the More button
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Apply a style
Apply heading styles to structure your document with main headings
(Heading 1) and sub headings (Heading 2, Heading 3 etc.). You can select a
different style at any point.
To preview what a style will look like in your document:
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2.
Click into a paragraph
In the Styles group, point to the required style button - you may need to
scroll down the list first to find the required style
To apply a style:
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2.
Click into a paragraph
In the Styles group, click the required style button - you may need to
scroll down the list first to find the required style
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Show heading levels in the Style Gallery
There are up to 9 heading levels available to use. When you use Heading 1 in
your document, Heading 2 should appear in the Style Gallery, and so on.
If Heading 2 isn’t showing follow the steps below to enable this option.
To Display the Styles pane:
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In the Styles group, click the Styles dialog launcher
From the bottom of the Styles dialog box select Options…
Select the Show next heading when previous level is used option
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Navigate headings
The Navigation pane displays an outline of the current document down the
left-hand edge of the document window. It allows you to browse headings,
pages and search results in your document and quickly jump to these areas in
your long document.
To show the Navigation pane:
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On the Ribbon, click the View tab
In the Show group, click the Navigation Pane option so that it is ticked
To choose what to show in the Navigation Pane:
1.
At the top of the Navigation Pane, click the required tab
To jump to a heading using the Navigation Pane:
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2.
Choose the Headings tab
Click the required heading
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Change the appearance of a heading style
You can change the font and paragraph settings for a style. The quickest way
is to change the paragraph then update the style.
To format the Heading 1 style:
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Choose a heading that already has Heading 1 style applied
Change the font and paragraph as required
Select the entire heading
On the Ribbon in the Styles group right click on Heading 1
Choose Update Heading 1 to Match Selection
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All paragraphs that have Heading 1 style applied will be updated
automatically.
Heading 1 in the Styles group will preview with the new formatting
7.
Repeat the steps above for other heading styles you are using within your
document.
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Table of Contents
Word can automatically create a table of contents for your document. The
table is created from the heading styles applied in the document.
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Position the insertion point where you would like to place the table of
contents
On the Ribbon, click the References tab
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Click the Table of Contents button
At the bottom of the Table of Contents gallery, choose Insert Table of
Contents…
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Choose the number of heading levels to show
Click OK, or press Enter
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You will need to update your table of contents regularly
To update a table of contents to reflect changes in the document:
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On the Ribbon, click the References tab
Choose Update Table
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Start a new page
There are several ways to start a new page by inserting a page break.
Click in front of the paragraph you want to move to a new page:
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On the Ribbon, click the Insert tab, and then in the Pages
group, click the Page Break button
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Press Ctrl+Enter
To remove a page break, choose one of the following methods:
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Position the insertion point at the start of the new page, and then press
the Backspace key
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Position the insertion point at the end of the previous page, and then
press the Delete key
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Show and hide formatting marks
When you are editing a document, you may find it is easier to see what you
are doing with the formatting marks displayed. There are hidden symbols
used for spaces, new paragraphs, new pages, line breaks, tab stops, etc.
To hide and show the formatting marks:
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On the Home tab, in the Paragraph group, click the Show/Hide ¶ button
Some common formatting marks are listed below:
When you print a document, the formatting marks are not printed.
Restructure a document in the Navigation
Pane
In the Navigation Pane, it is easy to move sections around
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2.
Display the Navigation Pane from View > Navigation Pane
Click the Headings tab
3.
Drag and drop a section to another location
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4.
When a heading is moved any sub headings will move with it
However, it is important to remember that when you move a Heading
section you should only display the headings down to the level of those you
wish to move
To select which heading levels to show in the Navigation pane:
1.
Right click on any heading in the Navigation Pane for further options
2. Select Show Heading Levels
3. Select the appropriate Heading level
Remember to show all heading levels once the restructuring has been done
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Demote or promote a section
You can demote and promote a group of headings in one go using the
Navigation Pane.
All sub headings of the selected heading will be demoted or promoted with
it.
Example: If Outlets in the Charles… is demoted from Heading 2 to Heading 3
all outlets: City Side, Park Side Bar, Café Piazza, chi and delic!ous will be
demoted from Heading 3 to Heading 4.
To promote or demote a section and all its sub sections:
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Back up your document
Right click on a heading in the Navigation Pane
Select Demote
or Promote
Check the structure of your document carefully
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More about styles
Change the appearance of the Normal style
If you want to change all the normal text within your document then you
would change the Normal style.
If your existing document already has formatting throughout, changing the
Normal style will affect everything you have already typed and formatted,
including text within tables diagrams. Always make a back up copy of your
existing document before attempting to change the Normal style. Check the
document carefully. It may be necessary to revert to the backed up
document and leave the Normal style as the default if too much formatting is
affected. It is best practice to change the Normal style before you begin
typing your document.
To format the Normal style:
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Back up your document
Choose a paragraph that already has the Normal style applied
Format the font and paragraph as required
Select the whole paragraph
On the Home tab in the Styles group right click on Normal
Choose Update Normal to Match Selection
7.
All paragraphs that have Normal style applied will be updated
automatically.
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8.
Any styles based on the Normal style may also be changed - check your
document carefully.
Create a new style from formatted text
You may want to create a new style in your document that you will reuse
frequently, e.g. for instructions.
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Choose a paragraph that will be the basis for your new style
Format the font and paragraph as required
Select the whole paragraph
On the Home tab in bottom right corner of the Styles group click the
More button
Choose Save Selection as a New Quick Style…
6.
The Create New Style from Formatting dialog box will be displayed.
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8.
In the Name box, enter a name for the new style e.g. Instruction
Click OK
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The new style is saved and automatically added to the Quick Style gallery so
that you can use it again in other parts of your document.
Line spacing
Line spacing controls the amount of white space between the lines within a
paragraph. By default, Word uses 1.15 line spacing.
To change the line spacing of the current or selected paragraphs:
On the Home tab In the Paragraph group, click the Line
and Paragraph Spacing button, and then choose the
required setting
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Spacing above and below paragraphs
One method of creating space between paragraphs is to press Enter several
times. However, this can be a bit disorganised. When you move a paragraph
you have to remember to move the spaces before or after it to keep your
document neatly laid out.
A better way is to set paragraph spacing. When you press Enter to conclude a
paragraph, Word automatically adds the space for you.
1.
Click the Page Layout tab to view the Paragraph group
To set space before a selected paragraph(s):
2.
In the Paragraph group under Spacing, change the value in the Spacing
Before box
To set space after a selected paragraph(s):
3.
In the Paragraph group under Spacing, change the value in the Spacing
After box
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Add page numbers
To add page numbers to a document:
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Click the Insert tab
In the Header & Footer group, click the Page Numbers button,
point to Top of the Page or Bottom of the Page, and then
choose a suitable position and numbering style
The page number will be added to the header or footer accordingly
In the Header & Footer Tools - Design tab, click the Close Header and
Footer button
The first page will be numbered as page 1. Page numbering will run through
to the end of your document.
If you need different page number styles for different parts of your
document you will need to set up sections first.
For more help: see the link Get control of page numbers, headers, and
footers in the Resources section of the Blackboard Word 2010 - Long
Documents course.
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Create a landscape section
Sections are a way of dividing up a document so that you can use different
layouts for different parts of the document - for example, one page in
portrait orientation followed by another in landscape orientation.
In the example shown above a next page section break has been inserted at
the end of page one and page three. This splits the document into three
sections. The page orientation of the second section has been changed to
Landscape.
To insert a section break:
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3.
Ensure your cursor is positioned in the appropriate position.
On the Ribbon, click the Page Layout tab
In the Page Setup group, click the Breaks button
, and then
choose the Next Page section break
To change the orientation of a section:
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2.
Click anywhere in the required section
On the Ribbon, click the Page Layout tab
3.
In the Page Setup group, use the Orientation button as required
The changes are applied to the current section.
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Look up alternative words and definitions
The Research task pane In Word combines the functions of a dictionary, a
thesaurus and an encyclopaedia. It enables you to look up a definition of a
word, check for synonyms and antonyms (opposite meaning) of a word, or
search for articles on the Internet relating to a topic.
Looking up a dictionary definition, synonym or antonym
To look up a word in a dictionary:
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On the Review tab, in the Proofing group, click the
Research button OR
Hold down Alt and click on a word in the document
The Research pane will be displayed. Word will automatically find
suggestions using the current dictionary, thesaurus or translation language.
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If you click on the synonym or antonym in the Research Pane, Word will look
up that term in the thesaurus.
If you point to a synonym or antonym, an arrow appears beside it - you can
click this to display a drop-down menu of useful options, for example to
insert the alternative word into your document.
Synonyms are also available when you right click on a word in your
document.
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Further help with Word
Web guide
For information on how to use Word 2010 and links to help resources visit
the IT Help section on the IT Services website.
go.le.ac.uk/ithelp
Staff and PhD Students
Staff and PhD Students can book onto the follow-on course Word 2010: Long
Document Additional Features.
go.le.ac.uk/itcourses
Guided IT Learning Sessions
Staff and PhD students can also book a Guided IT Learning Session for one to
one training or book with a small group of your colleagues for help using
Word.
See the Guided IT Learning Sessions page on the Staff Development website
for dates and a booking form.
go.le.ac.uk/guidedlearning
Departmental training
You can request training for your department or team.
Email its-train@le.ac.uk
IT Service Desk
Call 0116 252 2253 or email ithelp@le.ac.uk to ask a question or report a
problem.
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Keyboard shortcuts
Click into your heading text then press the keystroke to apply to style
Ctrl+Alt+1
Heading 1
Ctrl+Alt+2
Heading 2
Ctrl+Alt+3
Heading 3
Ctrl+Home
Go to the beginning of the document
Ctrl+End
Go the end of your document
Ctrl+Enter
Start a new page
Ctrl+Z
Undo
Ctrl+Y or F4
Repeat the last action you made (e.g. to apply
Heading 2 to the next paragraph)
Shift+F3
Change case
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X:\IT Services\CS\Training&Comms\Training\Office 2010 ongoing courses\Word 2010 Long Documents Essentials\Guides\Long Document
Essentials Quick Guide R04.docx
Version updated: 03/04/2013