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Document FormattingUsing Word XP (2002)

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Copyright © 2003, Carlson School of Management, Office of Information Technology, University of Minnesota. Duplication of material without prior written consent is forbidden. Revised July, 2003

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Word XP – Document Formatting

Table Of ContentsDOCUMENT FORMATTING..........................................................................................................1

USING VIEWS................................................................................................................................ 1

FORMATTING CHARACTERS VS. FORMATTING PARAGRAPHS............................................1

FORMATTING FONTS................................................................................................................... 3

VIEWING HIDDEN CHARACTERS...............................................................................................5

COPYING FORMATS TO OTHER TEXT IN YOUR DOCUMENT.................................................6

FORMATTING PARAGRAPHS.....................................................................................................8

CUSTOMIZING AUTOCORRECT................................................................................................10

USING STYLES........................................................................................................................... 12

INSERTING PAGE BREAKS.......................................................................................................15

INSERTING SECTION BREAKS.................................................................................................15

PAGE NUMBERS........................................................................................................................ 16

HEADERS AND FOOTERS.........................................................................................................18

USING PAGE SETUP.................................................................................................................. 19

USING PRINT PREVIEW.............................................................................................................21

USING THE RULER.....................................................................................................................22

SETTING TABS........................................................................................................................... 22

USING BULLETS AND NUMBERS.............................................................................................24

USING THE DOCUMENT MAP....................................................................................................27

CROSS-REFERENCES...............................................................................................................27

FOOTNOTES AND ENDNOTES..................................................................................................28

CREATING A TABLE OF CONTENTS........................................................................................31

CREATING PAGE BORDERS.....................................................................................................33

USING WORD’S AUTOFORMAT BORDERS.............................................................................34

CREATING AN INDEX................................................................................................................. 35

REFRESHING FIELDS................................................................................................................. 37

Tips on Formatting Resumes....................................................................................................38



Course Objectives:At the end of this course, participants will be able to:

Do simple formatting using the Formatting toolbar

Use the menu to format fonts, bullets, numbers, and paragraphs

Use and create styles

Format tabs

Insert page numbers

Insert and format headers and footers

Insert page and section breaks

Insert footnotes and endnotes

Use the Document Map

Insert cross references to other parts of a document

Create a Table of Contents

Create custom page borders.

Create an Index



Document Formatting

Document formatting is used to change the appearance of a document to make it more interesting and easier to read. It also includes adding headers and footers, page numbers, tables of contents, cross references, and indexes. You can format individual characters, individual paragraphs, individual sections, or the entire document.

Using Views

Word has several views in which you can work. To select a different view, click the appropriate button on the lower-left part of the screen. The view most users prefer is the Print Layout View.

Using ZoomZooming a document changes the size of the image on the screen. It does not change the printed document. From the Standard tool, click to adjust the zoom of the document. For a custom zoom, click in the field and type a custom zoom, then press Enter.

Formatting Characters vs. Formatting Paragraphs

Applying a format to individual words or characters provides the finest level of formatting. You typically apply direct formatting to one or more characters within a paragraph. The character formatting overrides the formatting for the entire paragraph. For instance, in this paragraph, the word “within” above, has character formatting applied to it.

To format an entire paragraph, it is best to use a paragraph format. (See page 7 for more information on paragraph formatting.) This makes the formatting more consistent throughout your document. Word XP keeps track of formatting you have done within a document, so that you can apply it in other areas of the document, if desired. (See page 5 for more information.)


Click here to type custom zoom. Press Enter


Selecting Text with the Mouse

Before you can do any formatting, you must first select the text you want to format. You can use your mouse or keyboard shortcuts to select text. Use any of the following options to select text using your mouse.

To Select: Do this:

Any text Click and drag over the text.

A single word Double click the word (or simply click anywhere in the word).

A line Point in the left margin next to the line. Single-click the mouse.

A paragraph Double-click in the left margin next to the paragraph.

The entire document

Triple-click in the left margin.

Selecting Text with the KeyboardUse any of the following options to select text using the keyboard. Use your mouse or arrow keys to move to the text you want to select.

Use this keyboard shortcut

To select:

Ctrl + Shift + (arrow key) One word to the right or left of the insertion point. OR one line up or down.

Shift + Home Text from the insertion point to the beginning of the line.

Shift + End Text from the insertion point to the end of the line.

Ctrl + Shift + Home From the insertion point to the beginning of the document.

Ctrl + Shift + End From the insertion point to the end of the document.

Ctrl + A Entire document.

Selecting with the Mouse and KeyboardClick at the beginning of the text you want to select. Press and hold Shift. Then click at the end of the text you want to select.



Formatting Fonts

You can use the Formatting toolbar to easily format text.

Using ToolbarsToolbars consist of buttons to perform the most frequently used menu commands. Rest the mouse pointer over a button to identify the button’s purpose.

By default, Office XP displays the Standard Toolbar and the Formatting Toolbar in one row. You can modify the toolbars by the following methods.

Click (on the right edge of each toolbar) to display additional tools available from that toolbar.

Select Tools, Customize; on the Options tab, select Show Standard and Formatting toolbars on two rows. Each toolbar displays in a row by itself.orClick the button at the end of a toolbar and select Show Buttons on Two Rows.

To add or remove toolbars, select View, Toolbars, then select the appropriate toolbar.

Formatting Text Using the Toolbar ButtonsSelect text, then use any of the following buttons to format.

Click: To:

Select a font

Select a font size

Bold the selected text

Italicize the selected text

Underline the selected

Highlight text (click button, then click and drag over text to highlight it)

Select a different font color

Copyright © 2003, Carlson School of Management, University of Minnesota 2


Using Undo and RedoYou can easily undo and/or redo changes. Use one of the following procedures to undo a command.

Select Edit, Undo

Press Ctrl + Z Click the Undo button on the Standard toolbar.

Use one of the following procedures to redo a command.

Select Edit, Redo

Press Ctrl + Y Click the Redo button on the Standard toolbar.

To undo or redo multiple commands, click the next to the Undo or Redo button, and select the appropriate command. All changes up to the selected item in the list are made.

Repeating the Last ActionTo repeat the last action, press Ctrl + Y.

Common Keyboard Shortcuts for FormattingYou can use the following keyboard shortcuts to format selected text.

Ctrl + b = bold

Ctrl + i = italic

Ctrl + u = underline

3 Copyright © 2003, Carlson School of Management, University of Minnesota


Formatting Text Using the Format Menu

For additional text formatting options, select the Format, Font menu. The Font dialog box displays. A Preview area displays your selections. Some of the additional options available from the Font dialog box include:

Different effects, such as superscript, subscript, and strikethrough.

Effects such as all caps and small caps.

Customized underline styles.

Different kinds of character spacing (activate the Character Spacing tab).

Animated text effects (these are only viewable on-line – not in printed documents).

Changing the Default FontIf you want to change the default font for all new documents, make the desired changes, then click the Default button. Click Yes.

Viewing Hidden Characters

You can choose to hide or show non-printing characters on the screen. These do not display on the printed page. However, they are useful as a reference for spacing in the document. To turn on the hidden characters, click on the Standard toolbar.



Copying Formats to Other Text in Your Document

Word XP has two easy ways for you to copy a format to other text in your document. You can use the Format Painter, or the Styles and Formatting Task Pane.

Using the Styles and Formatting Task PaneA new feature of Word XP is the Styles and Formatting Task Pane. Once you have applied formatting to text in your document, the Task Pane displays that formatting, as well as any styles you may have applied (Styles are covered beginning on page 11.) Follow these steps to turn on the Styles and Formatting Task Pane.

1. Click the Styles and Formatting button on the left-side of the Formatting toolbar. (You can also select View, Task Pane.) The pane displays on the right side of the screen. In the example below, some text was formatted to be Bold and Sea Green, with no change in font or size.


Click to apply formatting.

Click to view other Formatting options.

Click to view other Task Pane options.


2. Use any of these features:

To apply an existing format to other text, simply select the text, then click that format from the Styles and Formatting Task Pane.

To modify a format, click the drop-down arrow by that format, and select Modify. From the dialog box that opens, modify as desired. This change will modify all occurrences of the applied format.

To return the text to normal, select the text and select Clear Formatting.

To apply a style, select the text, then select a Style. See page 11 for more information on styles.

To view other formatting and style options, click the drop-down arrow in the Show: field at the bottom of the Styles and Formatting Task Pane.

To view other Task Pane options, click the drop-down arrow in the upper-right corner of the Task Pane. Other options include, Reveal Formatting, Mail Merge, the Clipboard, and a translator.

Note: To view Reveal formatting, simply select the text for which you want the formatting displayed.

3. To close the Task Pane:

Click the X on the Task Pane.

Select View, and deselect Task Pane.

Click the Styles and Formatting button on the left-side of the Formatting toolbar

Using the Format Painter

Another easy way to copy formatting from one location to another is by using the Format Painter button on the toolbar.

1. Select the text that has the format you want to copy.

2. Click the Format Painter button on the Standard toolbar.

3. Click and drag over the text to which you want to copy the formatting.

Note: To use the Format Painter for multiple locations in the document, double-click the Format Painter button on the Standard toolbar. Click and drag over the text you want to format. To deactivate the Format Painter, click the button again.



Formatting Paragraphs

Paragraph formatting allows you to change the appearance of an entire paragraph, including paragraph alignment and spacing. Paragraph formatting always affects the entire paragraph in which the insertion point is located (or all selected paragraphs).

Changing Paragraph AlignmentYou can easily change paragraph alignment using the Formatting toolbar. Click in the paragraph you want to change, or to change multiple paragraphs, select the paragraphs. Select the desired option below.

Click: To:

Left align the paragraph(s)

Center align the paragraph(s)

Right-align the paragraph(s)

Justify the paragraph(s)

Change line spacing for selected paragraph. Click the to select the desired option.

Apply numbers to the paragraph(s)

Apply bullets to the paragraph(s)

Decrease the indent of the paragraph(s)

Increase the indent of the selected paragraph(s)

Apply a border to the selected paragraphs. For alternate border options, click the .



Formatting Paragraphs Using the MenuYou can set additional paragraph formatting options using the menu. To format one paragraph, simply click anywhere in the paragraph. To format multiple paragraphs, select the paragraphs.

1. Select the paragraph(s) you want to format.

2. Select Format Paragraph. The Paragraph dialog box displays.

From the Indents and Spacing tab, you can adjust any of the following:

Alignment

Left and right indents

Hanging indents (as used in bullets, etc.)

Spacing before and/or after the paragraph

Line spacing (single, double, 1.5, etc.)

From the Line and Page Breaks tab, you can select options for how Word handles paragraphs that extend beyond the current page. For an explanation of any of the choices, click the in the upper-right corner of the dialog box.

3. Select the appropriate options, then click OK.



Customizing AutoCorrectWord has several automatic features to assist you. However, if you may want to disable some of these features, to have more control over your formatting. Most options can be changed in AutoCorrect.

1. From the menu, select Tools, AutoCorrect Options. The AutoCorrect dialog box displays.

2. Activate each tab and select the desired options, then click OK. (For help with an option, click the ? in the upper-right corner of the dialog box, then click on the feature to display an explanation of its use.)

Note: If Word automatically makes changes for you, you can usually undo the correction. A small rectangle displays beneath the correction.

Rest your mouse on the rectangle to display an option to make changes to how AutoCorrect works with that type of change.



Turning Off Automatically Creating StylesAs you format text, Word can save each format for you as a style. This can make it difficult for you when you want to use the styles for creating a Table of Contents (see page 30). Check to see that this feature is turned off.

1. Go to Tools, AutoCorrect Options.

2. Activate the AutoFormat As You Type tab.

3. At the bottom of the list, deselect Define styles based on your formatting.

Tip: For help with any other option, click the ? in the upper-right corner of the dialog box, then click on the option for which you have a question.

4. Click OK.


Turn this option off.


Using Styles

Word has several preformatted styles in the Normal template available for your use. You can also create your own styles, if desired. Styles are valuable if you use the same formatting multiple times in the same document. There are paragraph styles, which format all text in a selected paragraph, and character styles, which format words or selected words. Paragraph styles are the most common.

Important: It is important to use styles in a document if you want to create a Table of Contents. Word can use the styles to indicate what headings of your document should be included in the Table of Contents. Tables of Contents are discussed on page 30.

If styles are created automatically, you may wish to turn off some AutoFormatting options available from AutoCorrect. See previous page.

Using Word Preformatted Styles The preformatted styles are part of the Normal template and are available from the Formatting toolbar or from the Styles and Formatting Task Pane. To display the list from the Formatting toolbar, simply click the in the far left portion of the Formatting toolbar. A list of the preformatted styles displays.

To turn on the Task Pane, select View, Task Pane.


Paragraph styles


Applying a StyleFollow these steps to apply a style.

1. Click in the paragraph to which you want to apply the style. Note: To apply a style to multiple paragraphs, select the paragraphs

2. Select the style from the drop-down list on the Formatting toolbar, or the Styles and Formatting Task Pane to apply that style to all text in that paragraph or paragraphs.

Creating a Paragraph StyleBy default, as you format your document, Word automatically saves the formats. Turn on the Styles and Formatting task pane to easily modify the formats, or create styles from the formats. There are a number of ways to work with this task pane. One way is described below.

1. From the Styles and Formatting task pane, in the Show: field, select Available Formatting.

2. Format the font, color, alignment, paragraph spacing, etc. that you want to use for your style. The format is created with a name describing all the formatting features you have applied.

3. To create a style from that format, click the New Style button.



The New Style dialog box displays.

Type a new name in the Name: field.

Select the desired style type (most styles are paragraph styles).

If desired, modify formatting with the toolbar, or click the Format button to make changes.

4. Click OK.

Modifying StylesYou can modify an existing style.

1. From Styles and Formatting in the Task Pane, click the drop-down arrow for the style you want to change.

2. Click Modify.

3. Make changes as described above.

4. Click OK.



Inserting Page Breaks

You can insert a page break at any point.

From the menu, select Insert, Break, Page Break. or

Press Ctrl + Enter.

To delete a page break you inserted, select the Page Break indicator, and press Delete. (If the page break is not visible, click on the Standard toolbar.

Inserting Section Breaks

Section breaks are usually used to allow different formatting for different parts of a document. For instance, you might want to display a chart or table on a page in the “landscape” format while keeping the rest of the document in “portrait” format. You could do this by inserting a section break before the page containing the table, and insert another section break after the page containing the table. When using section breaks, it may be necessary to change your headers and footers for the various sections. This is discussed in more detail later in this class. Follow these steps to insert a section break. You might also want page numbering to be different for a particular section of a document.

1. Position your mouse at the point where you want to insert a section break.

2. From the menu, select Insert, Break. The Break dialog box displays.



3. In the Section break types area, select the appropriate option.

N ext page begins the break on the next page. For example, placing the table on the next page.

Continuous places a section break on the same page. Might be used for inserting a graphic or a table. Might also be used to have a portion of the page display columns.

E ven page begins the new section on the next even page. This may insert a blank page to make this possible.

O dd page begins the new section on the next odd page. This may insert a blank page to make this possible.

Page Numbers

You can add page numbers to a document, or you can include page numbers in headers and footers (see next page). If you don’t need headers and footers in your document, use the following steps to insert page numbers.

1. From the menu, select Insert, Page Numbers. The Page Numbers dialog box displays.

In the Position and Alignment fields, select where you want the page numbers to display.

If you do not want the page number to display on the first page, deselect Show number on first page.



To format your page numbers, click the Format button. For instance, you might want to restart numbering for this section or display numbers in a different format.

Select the appropriate options, then click OK to return to the Page Numbers dialog box.

2. Click OK to insert the page numbers.

Note: When you add page numbers, dates, times, and so on to a header or footer, Microsoft Word inserts fields for these items. Fields ensure that page numbers are automatically updated as you change the document and that dates, times, and other items are updated when you print the document. If you see field codes such as {PAGE} or {DATE} instead of the actual page numbers, dates, times, and so on, press ALT+F9.

To change the settings in Word so that you see the page numbers, go to Tools, Options. On the Print tab, deselect Field Codes.



Headers and Footers

Headers and footers are often used in printed documents. They can include text, graphics, file names, title names, copyright information, page numbers, etc. You can have the same header and footer on all pages, or make them different for different sections or for odd and even pages, etc. Follow these steps to add headers and footers.

1. From the menu, select View, Header and Footer. The Header and Footer toolbar displays. The text of your document appears “grayed out” and the Header displays, ready to receive text.

2. Add the desired text, or use any of the buttons available to insert text. Each button displays a tip to describe its function. The buttons are described below.

Select Insert Auto Text to select from pre-entered text, if desired.

To insert page numbers, click .

To insert the number of pages in the document, click .

To format page numbers, click (See page 15.)

To insert the current date, click .

To insert the current time, click .

To open Page Setup, click . See information on Page Setup on page 18.

To show/hide the document content, click .

To make this header the same as the previous header (if you have different sections in this document), click .

To move between the header and footer of the document, click the Switch Between Header and Footer button .


Header area of document


To move to the next or previous header (if you have different headers for different document sections) click the next or previous buttons .

To close the Header and Footer toolbar and return to the document, click .

Using Page Setup

From the Page Setup dialog box you can adjust margins, paper size, and page layout.

1. Select File, Page Setup (or click the Page Setup button on the Header and Footer toolbar).

2. Activate the Margins tab, if necessary.

3. Select the desired options.

4. In the Apply to: field, select the appropriate option. (You may want different layouts or margins for different sections.)



5. Activate the Paper tab.

6. Adjust paper size and/or orientation, if desired. You may also have print options available. However, these will vary, depending upon the printer(s) you have available.

7. Activate the Layout tab. You have the option to set up headers and footers differently, depending upon the section.

8. Select all appropriate options.

9. Click OK.

Formatting Graphic ElementsYou can align a graphic as you would a paragraph with the alignment buttons on the formatting toolbar. For other options, right-click the graphic and select Format.

You can resize a graphic. Click the graphic to select it. Then, click and drag the selection handles on the sides or corners until the graphic is the desired size.



Using Print PreviewFrom print preview you can see how the document will print. Use one of the following options to open print preview.

Select File, Print Preview.

Click the Print Preview button on the Standard toolbar.

The document opens in preview mode. A toolbar displays at the top to allow you to customize print preview. Rest your mouse on a button to display a tip identifying the button’s purpose.

Click: To:Print the document.

Magnify the document. Acts as a toggle.

Tip: To edit the document when magnified, click the magnifier again, then click in the document where you want to make changes.

View one page.

View multiple pages. Select the number of pages you want to view.

Change the zoom.

Display or hide the ruler.

Reduce the number of pages in a document by one so that you can prevent a small portion of a document from spilling onto another page.

View Full Screen. Hides most screen elements so that you can view more of your document. To switch back to your previous view, click again or press Esc.

Close Print Preview

Get help with using Print Preview buttons.

Tip: You can also use the Zoom button on the Standard toolbar to view the document in a preview mode at a smaller percent (e.g., 25%).



Using the Ruler

You can use the ruler to adjust margins, indents, and also set tabs. If the ruler is not displayed, select View, Ruler. When using the Normal view or Web layout view, a ruler only displays on the top. When using the Print Layout view, a ruler displays on the top and also on the left side.

Adjusting Margins with the RulerYou can adjust the margins and indents with the ruler.

Setting Tabs

By default, Word has left tabs set for every one-half inch. You can set new tabs using the menu or the ruler. There are several kinds of tabs you can set.

Note: Any tabs you set will affect selected paragraphs, and any paragraphs following the selected paragraphs.

Setting Tabs with the RulerFollow this procedure to set tabs with the ruler.

1. Click the tab button on the ruler until the desired tab style displays. A tool tip displays to indicate the style of tab.

2. To insert a tab, click on the ruler at the position where you want the new tab to display. All tabs to the left of the new tab are removed.


Click and drag the border of the shaded area to adjust the margin for the entire document.

Click and drag the to adjust the margin for the selected paragraph.

Click and drag the to adjust the hanging indent of the selected paragraph.

Click and drag the to adjust the first line indent of the selected paragraph.

Click tab button to cycle through tab styles.

Click and drag the on the right side of the ruler to adjust the right margin of the selected paragraph.


Moving Tabs with the RulerTo move a new tab to a different location, simply click and drag the tab marker to the desired location. Changes for “selected” text will display.

Removing Tabs with the RulerTo remove a new tab, simply click on the tab marker and drag it down beneath the ruler. The tab marker is removed.

Setting Tabs with the MenuYou can also set tabs using the menu. This allows you the option of adding leaders to the tabs.

1. Select Format Tabs. The Tabs dialog box displays.

2. To add a new tab, type the desired placement in the Tab stop position: field.

3. Select the appropriate Alignment.

4. To set tab leaders, in the Leader area, select the appropriate option.

5. Click the Set button.

6. Click OK.

Clearing TabsUse the following procedure to clear tabs and return to the default tabs.

1. Select Format, Tabs. The Tabs dialog box displays.

2. Click the Clear (to clear the selected tab) or Clear All button.

3. Click OK.



Using Bullets and Numbers

You can add bullets and numbers to selected paragraphs from the Formatting toolbar. To customize the bullets or numbers, use the Format menu.

1. Select the paragraphs for which you want to customize the bullets or numbers.

2. Select Format, Bullets and Numbering. The Bullets and Numbering dialog box displays.

3. Select the desired bullet style, or to customize your bullets, see below.

4. Select the desired option and click OK.



Customized Bullet OptionsYou can select from many bullet styles.

1. Click the Customize button. The following dialog box displays.

2. Click the Character button. The Symbol dialog box displays.

3. Select a different font. Each font has different bullet options. Some of the best fonts for bullets are: Wingdings, Webdings, and Symbols.

4. Select the desired bullet style.

5. Click OK to close the Symbol dialog box. (If you want to change the color, click the Font button and make changes.)

Note: To select Picture options for bullets, click the Picture button above. Select the desired picture bullet and click OK.

6. If desired, adjust the Bullet position and Text position indents.

7. Click OK to close the Customize Bullet List dialog box.



Formatting NumbersYou can also format numbers.

1. Select the paragraphs for which you want to customize the bullets.

2. Select Format, Bullets and Numbering. The Bullets and Numbering dialog box displays.

3. Activate the Numbered tab, if necessary.

4. Select the appropriate option(s).

5. If desired, click the Customize button to enter additional options.

Note: You can also customize outline-numbering options from the Outline Numbered tab. The List Styles tab has additional options for multi-level numbering.

6. Click OK.

Resetting Bullet or Numbering FormatsIf you have used custom bullet and numbering styles, the standard options are no longer displayed from the above dialog box. Activate the appropriate tab, select the box surrounding the bullet or number style that you want to reset, and click the Reset button in the lower-left corner of the dialog box.


Click to reset formats

Click to customize formats


Using the Document Map

Word XP has a document map that is useful to use when working with long documents. You can easily move from one section of the document to another. This feature works best when heading styles have been used.

To turn on the document map, click the Document Map button on the Standard toolbar. To turn it off, click the button again.

Cross-references

You can create a cross-reference in a document to refer to another location in the document. This is useful for inserting page numbers to get more information on a particular topic. Apply heading styles before attempting to create cross- references.

1. Select Insert, Reference, Cross-reference. The Cross-reference dialog box displays.

2. In the Reference type: field, click the and select the appropriate reference (e.g., a heading style).

3. In the Insert reference to: field, click the and select the information you want to insert into the document (e.g., page number).

Note: Select Insert as hyperlink to allow readers to move to the referenced item when viewing the document on-line.

4. In the For which (reference type): field, select the specific item to which you want to refer (e.g., a specific subject heading).

5. Click the Insert button.

6. Click the Close button to close the dialog box.



Updating Cross-referencesIf you move the text referred to in the cross reference, the cross reference (e.g., page number) should also change. To ensure that this happens, select the cross-reference and press the F9 key.

Tip: If you have several cross-references in the same document, press Ctrl + a to select the entire document, then press F9.

Footnotes and Endnotes

You can include footnotes or endnotes to further explain text in a document. Each note has a superscript reference mark in the text (for example, 1 ) and the note text to explain the reference. Footnotes display on each page; endnotes display at the end of the document. Follow these steps to insert footnotes or endnotes.

1. Position the insertion point where you want to place the note reference mark.

2. Select Insert, Reference, Footnote. The Footnote and Endnote dialog box displays.

3. In the Location area, select the appropriate option.

4. In the Format area, select the desired option(s).



5. Click Insert to close the dialog box and insert the note.

If you are in Normal view, Word inserts the note reference mark at the insertion point. A note pane displays on the bottom of the screen, and the insertion point displays in the note pane.

If you are in the Print Layout view, your insertion point moves to the end of the page (or end of the document, for an endnote) to type the test for the footnote or endnote.

6. Type the note text.

If you are in the Normal view, click Close to close the note pane and return to the main document.

If you are in the Print Layout View, click in the main document to return to the document.

Adjusting Page Breaks When Using Footnotes and Endnotes

Inserting footnotes and/or endnotes can affect page breaks. Be sure to check print preview before printing and make any necessary adjustments.

Deleting Individual Footnotes and EndnotesTo delete a footnote or endnote, select the note reference mark in the document and press Delete. The note reference mark and the corresponding text are removed.

Tip: To locate a reference mark, from the Print Layout View, double-click the footnote number. Your cursor automatically moves to the reference mark.

Deleting All Footnotes or EndnotesFollow these steps to delete all footnotes and/or endnotes in your document.

1. Select Edit, Replace. The Find and Replace dialog box displays.



2. Position your insertion point in the Find what: field.

3. Click More to view additional searching options.

4. Click Special to display additional options.

5. Select either Footnote Mark or Endnote Mark.

6. Verify that the Replace with: field is empty.

7. Click Replace All.

8. Click OK to return to the Find and Replace dialog box.

9. Click Close to close the dialog box.



Creating a Table of Contents

If you have used headings using Word’s preformatted styles (Heading 1, Heading, 2, etc.) you can easily generate a table of contents based on those headings. You decide how many levels of headings to include as well as how to format the table of contents. Follow these steps to create a table of contents.

1. Position the insertion point where you want to insert the table of contents (usually the beginning of the document). You may want to insert a section break and create the table of contents in the section before the main body of the document.

2. Select Insert, Reference, Index and Tables. The Index and Tables dialog box displays.

3. If necessary, activate the Table of Contents tab.

4. In the Formats: field, select the desired format for the table of contents. A preview displays in the Print Preview and Web Preview panes.

5. In the Show levels: field, indicate how many levels of headings you want to include in the table of contents.



6. Select the appropriate options to show page numbers and align page numbers, if desired.

7. To have a tab leader (e.g., dotted line) display between the headings and the page numbers, select the desired Tab leader.

8. Click OK. The Table of Contents displays.

9. If necessary, insert a page break and/or section break to separate the table of contents from the rest of the document.

10. If desired, format headers, footers, and page numbers as needed. See page 15 for information on inserting and formatting page numbers. (or select View, Header and Footer and click the Format Page Number button on the Header and Footer toolbar).

Refreshing the Table of ContentsAs you add headings and content to your document, you should refresh the table of contents to ensure that all headings are included and page numbers are correct.

1. Click on the left margin of the Table of Contents. The Table of Contents text displays highlighted.

2. Press the F9 key. The Update Table of Contents dialog box displays.

3. Select the appropriate option (usually Update entire table).

4. Click OK.

Note: Word now automatically displays the Update dialog box when you print your document. However, this would only update the table of contents – not the cross references.



Creating Page Borders

Word has many options for page and/or paragraph borders. Perhaps after creating a table of contents, you will want to create a cover page for your document. Page borders are often used on cover pages. You can put borders on an entire document or only on individual pages, or sections.

Follow these steps insert a page border.

1. If you only want a border on one page, navigate to that page.

2. Select Format, Borders and Shading. The Borders and Shading dialog box displays.

3. Activate the Page Border tab.

4. Select all the desired options. A preview displays in the Preview area.

Select from many styles available in the Style: area.

Select a color, if desired.

Select the desired width.

For additional options, select an illustrated border from the Art: area.

For illustrated horizontal line borders, click the Horizontal Line button.

5. In the Apply to: area, select the appropriate option.

6. Click OK to apply the page border.



Paragraph BordersUse a similar procedure for applying custom paragraph borders.

1. Select the paragraph(s) to which you want to apply a border.


3. Activate the Borders tab.

4. Select the appropriate options.

5. Click OK.

ShadingYou can also apply shading to selected paragraphs.

1. Select the paragraph(s) to which you want to apply shading.


3. Activate the Shading tab.

4. Select the appropriate options.

5. Click OK.

Using Word’s AutoFormat Borders

Word can create automatic borders (dividers) from several keyboard shortcuts. If this feature is not turned on, see page 9 for more information. Type any of the following keys three (3) times, then press Enter. The corresponding borders are created horizontally across the page.

Type: To create:

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Creating an Index

An index is useful in a large document. This class covers a brief introduction to creating an index. For more information, consult Help.

Marking the Index entriesYou must first mark the index entries in your document. Word does not do this for you. One of the simplest ways to quickly mark the words you want to index is to use the AutoMark feature. This requires creating a separate file containing a list of the words you want to index.

1. Create a new document containing the list of entries you want to index. Simply type the list and press Enter after each entry. These entries should be appropriate to the document you want to index.

2. Save the file.

3. Open the document into which you want to place the index.


5. Activate the Index tab, if necessary.



6. Click .The Open Index AutoMark File dialog box displays.

7. Locate and select your “index” file, and click Open. Word marks all entries of the words from your list in the current document.

Note: If you have the Show/Hide button turned on to view paragraph marks and spacing, you are able to view the marked entries.

Creating the IndexOnce your have the words marked, follow these steps to create the index.

1. Position your insertion point where you want to insert the index.


3. Activate the Index tab, if necessary.

4. In the Type area, and Formats area select the desired options. An example displays in the Print Preview area.

5. Click OK to insert the index.

6. If desired, insert a page and/or section break and a title for the index page.


Marked index entry


Other Options to Mark Index EntriesYou can also mark index entries in other ways.

Select the word you want to mark, then press Alt + Shift + x.OR

Select the word you want to mark, then select Insert, Reference, Index and Tables. From the Index and Tables dialog box, activate the Index tab, and then click the Mark Entry button.

The Mark Index Entry dialog box displays. Select the appropriate options, and click OK. For help with the dialog box, click the button in the upper right corner, then click on the field with which you want help.

Updating an IndexIf you make changes to your document, you need to manually update the index. Click to the left of the index to select it, and press F9.

Refreshing Fields

If you have used any options such as cross references, tables of contents, or indexes you should refresh the entire document.

1. Press Ctrl + a to select all.

2. Press the F9 key.

3. If the Update Table of Contents dialog box displays, select the desired option and click OK.



Tips on Formatting Resumes

Questions often come up when students are creating resumes. The best way to get text and bullets to align properly is to use a table.

Insert and format the heading information (your name, address, phone, etc.) you want to use at the top of your document. Then to list your qualifications and experience, insert a table.

Select Table, Insert Table. Usually 2 columns are sufficient. Do not be concerned about the number of rows. Initially, select 3 or 4.

Type dates, and places of employment, etc. in the left column. Type the explanation and details in the right column.

Remove gridlines by selecting Table, Select Table. Then select Table, Properties, click the Borders and Shading button. Click “None” for a border. (You can also use the Borders button on the formatting toolbar.) You can still see the cell borders, but they won’t print. Check Print Preview, or click Table, Hide Gridlines.

To insert or delete rows, use the Table menu. By default, new rows will insert below the last row of a table when you press the Tab key.

Using a Resume TemplateWord has several templates you can use. Select File, New. From the Task Pane, select General Templates. Activate the Other Documents tab. Select the desired template and edit to fit your needs. You can also use the Resume Wizard, if desired. The formats used are tables, and you can view the gridlines by selecting Table, Show Gridlines. Showing gridlines is helpful if you need to insert or delete a row.
