long document essentials quick guide r04

7/27/2019 Long Document Essentials Quick Guide R04

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IT Services

Word 2010

www.le.ac.uk/itservices

Long Document Essentials

Quick Guide

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

Some of the Quick Guide content has been provided by Time 2 Study Publications Limited:

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Screen shots from Microsoft products are reprinted by permission from Microsoft Corporation.


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UNIVERSITY OF LEICESTER IT SERVICES 1


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 navigatearound your document quickly.

Its 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.

1. Go to http://blackboard.le.ac.uk2. Login using your University IT account username and password3. Click on the Courses tab at the top right.4. Under Course Search type 'Word 2010'5. Locate the course called Word 2010 Long Documents6. Hover your mouse over the Course ID ITSX068

7. Click the arrow to the right of the Course ID ITSX0688. Click Enrol9. Click either of the Submit buttons


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2 UNIVERSITY OF LEICESTER IT SERVICES


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 aname 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 ofcontents 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 adifferent style at any point.

To preview what a style will look like in your document:

1. Click into a paragraph2. 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:

1. Click into a paragraph2. 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 isnt showing follow the steps below to enable this option.

To Display the Styles pane:

1. In the Styles group, click the Styles dialog launcher2. From the bottom of the Styles dialog box select Options3. 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:

1. On the Ribbon, click the View tab2. 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:

1. Choose the Headings tab2. 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:

1. Choose a heading that already has Heading 1 style applied2. Change the font and paragraph as required3. Select the entire heading4. On the Ribbon in the Styles group right click on Heading 15. Choose Update Heading 1 to Match Selection

6. All paragraphs that have Heading 1 style applied will be updatedautomatically.

7. Heading 1 in the Styles group will preview with the new formatting

Repeat the steps above for other heading styles you are using within yourdocument.


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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.

1. Position the insertion point where you would like to place the table ofcontents

2. On the Ribbon, click the References tab

3. Click the Table of Contents button4. At the bottom of the Table of Contents gallery, choose Insert Table of

Contents

5. Choose the number of heading levels to show6. 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:

1. On the Ribbon, click the References tab2. 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:

On the Ribbon, click the Insert tab, and then in the Pagesgroup, click the Page Break button

Press Ctrl+EnterTo remove a page break, choose one of the following methods:

Position the insertion point at the start of the new page, and then pressthe Backspace key

Position the insertion point at the end of the previous page, and thenpress 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 symbolsused for spaces, new paragraphs, new pages, line breaks, tab stops, etc.

To hide and show the formatting marks:

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

1. Display the Navigation Pane from View > Navigation Pane2. 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 itHowever, it is important to remember that when you move a Heading

sectionyou 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 Levels3. Select the appropriate Heading levelRemember 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: IfOutlets in the Charles is demoted from Heading 2 to Heading 3

all outlets: City Side, Park Side Bar, Caf 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:

1. Back up your document2. Right click on a heading in the Navigation Pane3. Select Demote or Promote4. 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 thedocument 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:

1. Back up your document2. Choose a paragraph that already has the Normal style applied3. Format the font and paragraph as required4. Select the whole paragraph5. On the Home tab in the Styles group right click on Normal6. Choose Update Normal to Match Selection

7. All paragraphs that have Normal style applied will be updatedautomatically.


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8. Any styles based on the Normal style may also be changed - check yourdocument carefully.

Create a new style from formatted textYou may want to create a new style in your document that you will reuse

frequently, e.g. for instructions.

1. Choose a paragraph that will be the basis for your new style2. Format the font and paragraph as required3. Select the whole paragraph4. On the Home tab in bottom right corner of the Styles group click the

More button

5. Choose Save Selection as a New Quick Style

6. The Create New Style from Formatting dialog box will be displayed.

7. In the Name box, enter a name for the new style e.g. Instruction8. 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 spacingLine 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 therequired 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 paragraphyou 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 SpacingBefore box

To set space after a selected paragraph(s):

3. In the Paragraph group under Spacing, change the value in the SpacingAfter box


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Add page numbers

To add page numbers to a document:

1. Click the Insert tab2. 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

3. The page number will be added to the header or footer accordingly4. In the Header & FooterTools - 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 inportrait 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:

1. Ensure your cursor is positioned in the appropriate position.2. On the Ribbon, click the Page Layout tab3. In the Page Setup group, click the Breaks button , and then

choose the Next Page section break

To change the orientation of a section:

1. Click anywhere in the required section2. On the Ribbon, click the Page Layout tab

3. In the Page Setup group, use the Orientation button as requiredThe 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 aword, 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:

On the Review tab, in the Proofing group, click theResearch button OR

Hold down Alt and click on a word in the documentThe 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 yourdocument.


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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 booka 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 [email protected]

IT Service Desk

Call 0116 252 2253 or email [email protected] to ask a question or report a

problem.


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