write, design and produce business documents using word€¦ · web viewtitle: write, design and...

Write, Design and Produce Business

Documents using Word 2010

(with Windows 7)

Written by Annette Thompson

© VisAbility – Guide Dogs WA

VisAbility – Guide Dogs WAThe Perron Centre

SKILLS YOU WILL LEARN IN THIS TRAINING MANUALSKILLS YOU WILL LEARN IN THIS TRAINING MANUAL

FormattingCharacter

Understand new default settings Font and size

Paragraph

Understand new default settings Alignment Line spacing Before and After spacing Page Break Before Keep lines together Keep with next Indentation Borders Understand widows and orphans

Page

Vertical alignment Page borders Paper orientation Margins Mirror margins and gutters

Copy and Paste

Understand default options Overwrite default options instance by instance

FeaturesFind and Replace

Find text and special characters Replace text and special characters Reset Browse by Object

Extend Mode

Use extend mode Use extend mode with Find

Tabs

Create custom including dot leaders

Write, Design and Produce Business Documents using Word 2010 2


Bullets and Numbering

Apply to existing text Change the bullet symbol, for example Wingdings Change the number format

Tables

Create tables Merge and split cells Cell alignment Change text direction Produce formulas Sort information Insert and delete columns and rows Understand and change Auto Fit options Evenly distribute columns Apply borders to entire table and to certain cells Understand and change table alignment Apply table styles Convert text to tables and table to text Linking data from Excel into a Word table Understand linking and updating, also breaking links Create table captions

Images

Insert images both clipart and saved images Change size Change text wrapping Change In Line to floating Position using advanced options Add Alt text Create captions

Charts

Insert as object

Mail Merge

Create main documents Create recipient lists using Excel Edit recipient list Sort recipient list Merge

Templates

Create templates Use templates to create documents



Fill In Fields

Create Fill In fields

Columns

Apply to text Apply column breaks Ensure even columns

Watermarks

Insert text watermark Insert image watermark

Document ProductionTable of Contents

Create and update Use different formats Use dot leaders Modify style

Indexing

Create index entries, both single and multiple Create and update the index Use different formats Use dot leaders Modify style

Cross References

Create cross references Update cross references

Styles

Understand implications Apply to text Modify existing Create new

Headers and Footers

Create Edit Insert graphics Understand and use various options, for example Different First Page, Odd

and Even Understand Link to Previous



Document Properties and Fields

Insert and use document properties Insert field codes for example File Name and Path and Style Ref

Page Numbering

Insert page numbering using various options, for example outside,Page X of Y, Numbers in Ribbon or Scroll image

Section Breaks

Understand implications Use various options, for example next, odd, even Understand link with Headers and Footers



Table of ContentsUse the table of contents below to navigate within this document.

Press Up or Down Arrow to locate the required topic and then place the cursor within the line of text and then press Enter to move directly to that topic. To return to the Table of Contents, press Alt Left Arrow, (ZoomText users will need to pass through by pressing Alt Pause).

Introduction..............................................................................................................15Assistive technology versions................................................................................15Before you start......................................................................................................15How to get the best from the training manual.........................................................15Files used in this Training Manual..........................................................................16Files used in Review Exercises..............................................................................17Conventions used in practical and review exercises..............................................18Time to get started.................................................................................................18

Chapter 1. What’s New in Microsoft Word 2010.................................................19Word Processing....................................................................................................19Start Microsoft Word...............................................................................................19What’s New in Microsoft Word 2010?....................................................................20View of Documents and Word Window..................................................................24Default Settings......................................................................................................26File Format.............................................................................................................26Retrieve Documents...............................................................................................27Pin/UnPin Documents to the Recent List...............................................................27Protected View.......................................................................................................28Quick List Keystrokes.............................................................................................29

Chapter 2. 2010 and Compatibility Mode............................................................31Features Available in Each Mode...........................................................................31Convert a Document to the Word 2010 Mode........................................................32Save 2010 Mode Documents to Pre 2010 Versions...............................................32Quick List Keystrokes.............................................................................................33

Chapter 3. Review of General Procedures and Shortcut Keys.........................35Access Screen Information....................................................................................35Review of Procedures for Managing Files and Documents....................................36Save Documents....................................................................................................36Review of Shortcut Keys for Working within a Document......................................38Review of Shortcut Keys for Navigating Within a Document..................................38Review of Shortcut Keys for Selecting Text Within a Document............................38Quick List Keystrokes.............................................................................................39

Chapter 4. Change Settings for Assistive Technology.....................................41Turn Off Click and Type.........................................................................................41Turn Off the Mini Bar..............................................................................................41Split Page Breaks from Paragraph Marks..............................................................42Turn Off Full Screen Reading View........................................................................42Oops from the Keyboard........................................................................................43Quick List Keystrokes.............................................................................................43

Chapter 5. Print Options.......................................................................................45New Combined Print and Print Preview Screen.....................................................45



Tab Order of Print Screen......................................................................................45Review of Procedures............................................................................................47Print on Both Sides of the Paper............................................................................49Quick List Keystrokes.............................................................................................51

Chapter 6. Help in Windows and Word...............................................................53Help in Windows 7..................................................................................................53Help in Microsoft Word 2010..................................................................................54Get Help for Specific Features...............................................................................54Quick List Keystrokes.............................................................................................54

Chapter 7. Language Settings, Spell Checker and Synonyms.........................55Set the Language...................................................................................................55Spelling and Grammar Checker.............................................................................56Use Synonyms and the Thesaurus........................................................................58Quick List Keystrokes.............................................................................................59

Chapter 8. Character Formatting: The Basics....................................................61Word 2010 Font Default Settings...........................................................................61Format Characters.................................................................................................61Repeat Formatting..................................................................................................64Change the Case of Characters.............................................................................65Copy Formatting.....................................................................................................66Non Breaking Characters.......................................................................................67Quick List Keystrokes.............................................................................................69

Chapter 9. Paragraph Formatting........................................................................71What is a Paragraph...............................................................................................71Word Paragraph Default Settings...........................................................................72Create Random Text..............................................................................................74Paragraph Formatting............................................................................................75Widows and Orphans.............................................................................................79Before and After Spacing.......................................................................................79Paragraph Borders.................................................................................................81Use Drop Caps.......................................................................................................84Paragraphs and Page Breaks................................................................................85Quick List Keystrokes.............................................................................................89

Chapter 10. Page Formatting...............................................................................91Page Setup............................................................................................................91Paper Size and Orientation....................................................................................92Vertical Page Alignment.........................................................................................94Pagination..............................................................................................................95Mirror Margins........................................................................................................96Gutter Margin.........................................................................................................97Delete a Single Page of Content............................................................................97Page Borders.........................................................................................................98Add a Cover Page..................................................................................................99Quick List Keystrokes...........................................................................................102

Chapter 11. Design Principles for Documents.................................................105Creating Organisational Documents....................................................................105Style Guides.........................................................................................................105The Four Basic Principles of Design....................................................................108Quick List Keystrokes...........................................................................................109



Chapter 12. Plan, Draft, Review and Finalise Documents...............................111Plan the Document...............................................................................................111Draft the Document..............................................................................................114Review the Draft...................................................................................................115Finalise the Document..........................................................................................115Quick List Keystrokes...........................................................................................117

Chapter 13. Business Words and Commonly Confused Words.....................119Commonly Misspelt Words...................................................................................119Sentences for Practice.........................................................................................120Quick List Keystrokes...........................................................................................124

Chapter 14. Emails..............................................................................................125Introduction..........................................................................................................125Email....................................................................................................................125Email Features.....................................................................................................127Quick List Keystrokes...........................................................................................128

Chapter 15. Memos using Fill In Fields and Templates...................................129Introduction..........................................................................................................129Design the Memo.................................................................................................131Fill In Fields..........................................................................................................133Save As a Template.............................................................................................134Create a Document Based on the Template........................................................136Quick List Keystrokes...........................................................................................138

Chapter 16. Fax Cover Sheets............................................................................139Introduction..........................................................................................................139Design the Fax Cover Sheet................................................................................141Create a Document Based on the Template........................................................143Quick List Keystrokes...........................................................................................145

Chapter 17. Letterheads.....................................................................................147Introduction..........................................................................................................147Design and Create a Letterhead..........................................................................147Quick List Keystrokes...........................................................................................150

Chapter 18. Writing Letters................................................................................151Introduction..........................................................................................................151Business Letter Example......................................................................................153Quick List Keystrokes...........................................................................................154

Chapter 19. Mail Merge.......................................................................................155What is Mail Merge?.............................................................................................155The Mail Merge Process......................................................................................155Some Important Points.........................................................................................156Part 1 of Mail Merge: Create and Save the Recipient List...................................156Part 2 of Mail Merge: Link the Data Source and Create the Main or Form Document and Insert the Merge Fields................................................................159Date and Currency Fields.....................................................................................160Part 3 of Mail Merge: Preview and Perform the Merge........................................163Part 4 of Mail Merge: Save Merged Letters in a New Document.........................164Edit (Refine) the Recipient List.............................................................................164Remove the Filter.................................................................................................166Edit the Variable Data..........................................................................................166Reopen a Saved Main Document........................................................................166Mail Merge to Email..............................................................................................166



Quick List Keystrokes...........................................................................................167Chapter 20. Insert and Position Graphics.........................................................169

Add Images to Documents...................................................................................169Select the Graphic................................................................................................170Insert a Graphic from a File Location into a Word Document...............................172Wrapping Styles...................................................................................................173Select a Floating Image (After Changing the Wrapping Style).............................175Apply Alignment to Graphics................................................................................177Pre Word 2007 and Word 2010 Converted Version Notes...................................178Quick List Keystrokes...........................................................................................180

Chapter 21. Advanced Graphics Features........................................................181Additional Options for Clip Art and Images..........................................................181Quick List Keystrokes...........................................................................................186

Chapter 22. WordArt...........................................................................................187What is WordArt?.................................................................................................187Format WordArt....................................................................................................188Word Art Ribbon...................................................................................................189Quick List Keystrokes...........................................................................................190

Chapter 23. WordArt Gallery Style Descriptions (COMPATIBILITY Mode)... .191Quick List Keystrokes...........................................................................................192

Chapter 24. Bullets and Numbering...................................................................193Bullets and Numbering.........................................................................................193Sub Lists..............................................................................................................195Modify Bullets or Number Formats.......................................................................197Use a Unique Symbol or a Picture Bullet.............................................................198Customise Numbered List Format........................................................................198Format Bullets or Numbers Differently than the Paragraph Text..........................199Skip Numbering....................................................................................................200Create a Style for Your Modified Bullets or Numbered Lists................................202Quick List Keystrokes...........................................................................................202

Chapter 25. Wingding Character Codes............................................................203Quick List Keystrokes...........................................................................................207

Chapter 26. Find, Replace and Go To................................................................209Find......................................................................................................................209Find and Replace.................................................................................................214Use the Go To Command....................................................................................215Reset the Browse Object Feature........................................................................216Navigation Quick Keys For JAWS........................................................................218Quick List Keystrokes...........................................................................................219

Chapter 27. Use the Extend Mode......................................................................221What is Extend Mode?.........................................................................................221Quick List Keystrokes...........................................................................................224

Chapter 28. Reports............................................................................................225Introduction..........................................................................................................225Business Report Structure...................................................................................226Quick List Keystrokes...........................................................................................228

Chapter 29. Copy and Paste Options................................................................229Introduction..........................................................................................................229Default Paste Options..........................................................................................229Paste Options Button...........................................................................................232



Paste Special Options..........................................................................................234Quick List Keystrokes...........................................................................................235

Chapter 30. Format Text using Styles...............................................................237Introduction..........................................................................................................237What is a Style?...................................................................................................238Default Heading Styles.........................................................................................238Other Default Styles.............................................................................................239Apply Default Styles.............................................................................................239Modify a Style.......................................................................................................241Dock the Styles Pane...........................................................................................243Understanding Heading Styles and Title Styles...................................................244Create a New Style..............................................................................................244Select Similar Formatting.....................................................................................246Create a New Style Based on Direct Formatting..................................................247Print a Style Sheet................................................................................................248Reveal Formatting Pane.......................................................................................249Delete a Style.......................................................................................................249Save a Style Set to use in Other Documents.......................................................250Use Pre Defined Quick Style Sets........................................................................251Reset to Default Style Set....................................................................................252Change the Colour and Font Set for any Style Set..............................................252Change the Paragraph Spacing for any Style Set................................................253Styles and Templates...........................................................................................253Quick List Keystrokes...........................................................................................254

Chapter 31. Built In Style Sets............................................................................257Brief Description...................................................................................................257Detailed Description.............................................................................................259Quick List Keystrokes...........................................................................................265

Chapter 32. Create a Table of Contents............................................................267What is a TOC......................................................................................................267Modify the TOC Properties...................................................................................268Use the TOC to Navigate.....................................................................................270Update the TOC...................................................................................................271Format the TOC...................................................................................................271Save the Modified TOC Style...............................................................................272Save As a Template.............................................................................................272Delete the TOC....................................................................................................273Use a Saved TOC Style.......................................................................................273Save Changes to Building Blocks........................................................................273Quick List Keystrokes...........................................................................................274

Chapter 33. Pre Designed Formats for Table of Contents...............................275Chapter 34. Create an Index...............................................................................277

What is an Index...................................................................................................277Mark All Text and Phrases for Indexing...............................................................279Move Around the 2 Column Index........................................................................280Change to Draft View...........................................................................................281Make Changes to the Index Entries.....................................................................281Update the Index..................................................................................................282Format the Index..................................................................................................282Save the Modified Index Style Set.......................................................................284



Delete Index Entries.............................................................................................284Delete a Marked All Entry.....................................................................................284Quick List Keystrokes...........................................................................................286

Chapter 35. Pre Designed Formats for Indexes................................................287Chapter 36. Concordance Files for Indexing....................................................289

What is a Concordance File?...............................................................................289Quick List Keystrokes...........................................................................................290

Chapter 37. Cross References, Hyperlinks, Bookmarks, Comments, Highlighting and Send File....................................................................................291

Cross Referencing................................................................................................291Hyperlinks............................................................................................................293Bookmarks...........................................................................................................295Comments............................................................................................................297Highlight Text.......................................................................................................300Send File as Attachment......................................................................................301Quick List Keystrokes...........................................................................................302

Chapter 38. Tab Stops........................................................................................305What are Tab Stops?...........................................................................................305Tab Alignment......................................................................................................306Leader Characters................................................................................................306Set the Tabs and Clear Existing Tabs..................................................................306Understanding Tabs.............................................................................................307Setting Tabs After Typing.....................................................................................310Quick List Keystrokes...........................................................................................316

Chapter 39. Create Newsletter Style Columns..................................................317Creating Columns.................................................................................................317Navigate Between Columns.................................................................................318Column Lengths...................................................................................................318Create a Heading that Spans Columns................................................................318Change the Number of Columns..........................................................................319Force the Start of a New Column.........................................................................319Find Manual Column Breaks................................................................................320Quick List Keystrokes...........................................................................................320

Chapter 40. Tables..............................................................................................321Use Tables in a Word Document.........................................................................321Create a Table.....................................................................................................322Parts of a Table....................................................................................................324Navigate within a Table........................................................................................324Contextual Ribbons for Tables.............................................................................325Select within a Table............................................................................................325An Overview of the Properties..............................................................................327Table Properties...................................................................................................327Table Borders.......................................................................................................328Gridlines...............................................................................................................330Column Properties................................................................................................331Change the Auto Fit Behaviour of the Table........................................................333Move a Column....................................................................................................333Row Properties.....................................................................................................334Move Table Rows Quickly....................................................................................335Columns and Rows..............................................................................................335



Distribute Columns and Rows Evenly..................................................................337Cell Properties......................................................................................................338Change Text Direction..........................................................................................341Create Formulas...................................................................................................342Sort Table Data....................................................................................................349Allow Row to Break Across Pages.......................................................................351Create a Repeating Header Row.........................................................................352Break a Table!......................................................................................................352Convert Text to Tables and Tables to Text..........................................................352Insert an External Table.......................................................................................354Table Styles.........................................................................................................358Table Styles Options............................................................................................359Modify Table Styles..............................................................................................360Create a New Table Style....................................................................................361Building Blocks.....................................................................................................361Create Captions and Table of Figures.................................................................364Save Changes to Building Blocks........................................................................365Quick List Keystrokes...........................................................................................366

Chapter 41. Description of Table Styles............................................................369Chapter 42. Section Breaks................................................................................375

Understanding Section Breaks.............................................................................375Insert Section Breaks...........................................................................................379Format a Title/Cover Page...................................................................................380Start a New Section on an Odd Page Number.....................................................381Change Section Break Types...............................................................................381Letterhead and Second Plain Page......................................................................382Move Section Breaks...........................................................................................382Remove Section Breaks, Troubleshooting...........................................................383Delete Section Breaks, But Not Section Formatting.............................................385Find Breaks..........................................................................................................386Quick List Keystrokes...........................................................................................387

Chapter 43. Headers and Footers......................................................................389Understanding Headers and Footers...................................................................389The Connection Between Sections and Headers & Footers................................390Ribbon and Keyboard Keystrokes........................................................................391Understanding How to Achieve the Correct Results............................................393Page Numbers.....................................................................................................396Pre Word 2010 and Word 2010 Converted Version Notes...................................399Word 2010 Full Mode Notes.................................................................................401Format Page Numbers.........................................................................................401Add Page Numbers to Existing Header or Footer Content...................................403Add Content to the Header or Footer with Preset Page Numbers.......................403Add Document Properties....................................................................................404Control Where Page Numbering Starts................................................................406Format Page Numbers Differently In Different Sections.......................................411Remove Page Numbers.......................................................................................417Repeat Heading Style Text in the Header............................................................418Create Different Headers or Footers for Odd And Even Pages...........................419Turn Off Link to Previous......................................................................................420Create a Different First Page Header or Footer...................................................420



Remove the Header Or Footer.............................................................................422Save to Gallery.....................................................................................................422Save Changes to Building Blocks........................................................................423Quick List Keystrokes...........................................................................................424

Chapter 44. Page Number Gallery Description.................................................425Quick List Keystrokes...........................................................................................431

Chapter 45. Watermarks.....................................................................................433What is a Watermark?..........................................................................................433Change or Remove a Watermark in Sections of the Document...........................435Printer Watermarks..............................................................................................435Quick List Keystrokes...........................................................................................437

Chapter 46. Long Document Formatting Checklist..........................................439Long Document Formatting Checklist..................................................................439First Process........................................................................................................439Second Process...................................................................................................440Third Process.......................................................................................................441Finally...................................................................................................................442Quick List Keystrokes...........................................................................................442

Conclusion.............................................................................................................443Where To From Here?...........................................................................................445

Additional Training Manuals.................................................................................445For Further Information Contact:..........................................................................445

Skills and Knowledge Required for Assessment................................................447Formatting............................................................................................................447Features...............................................................................................................447Document Production...........................................................................................449

Appendix: Shortcut Keys for Windows 7, JAWS and ZoomText.......................451JAWS v9.0 or later Keystrokes.............................................................................451ZoomText v9.14 or later Keystrokes....................................................................452Windows Key Shortcuts.......................................................................................452Windows Explorer Keyboard Shortcuts................................................................453Windows 7 Magnifier Keyboard Shortcuts (NOT ZoomText)...............................453Dialog Box Keyboard Shortcuts...........................................................................454

Appendix: Quick List Keystrokes.........................................................................455Chapter 1 What’s New in Microsoft Word 2010................................................455Chapter 2 2010 and Compatibility Mode..........................................................455Chapter 3 Review of General Procedures and Shortcut Keys..........................456Chapter 4 Change Settings for Assistive Technology......................................456Chapter 5 Printing Options...............................................................................456Chapter 6 Help in Windows and Word..............................................................457Chapter 7 Language Settings, Spell Checker and Synonyms..........................457Chapter 8 Character Formatting: The Basics...................................................457Chapter 9 Paragraph Formatting......................................................................458Chapter 10 Page Formatting............................................................................459Chapter 15 Memos using Fill In Fields and Templates....................................459Chapter 16 Fax Cover Sheets..........................................................................459Chapter 19 Mail Merge.....................................................................................460Chapter 20 Insert and Position Graphics.........................................................460Chapter 21 Advanced Graphics Features........................................................461Chapter 22 WordArt.........................................................................................461



Chapter 24 Bullets and Numbering..................................................................463Chapter 26 Find, Replace and Go To..............................................................463Chapter 27 Use the Extend Mode....................................................................464Chapter 29 Copy and Paste Options................................................................464Chapter 30 Format Text using Styles...............................................................464Chapter 32 Create a Table of Contents...........................................................465Chapter 34 Create an Index.............................................................................465Chapter 37 Cross References, Hyperlinks, Bookmarks, Comments, Highlighting and Send File 466Chapter 38 Tab Stops......................................................................................467Chapter 39 Create Newsletter Style Columns..................................................467Chapter 40 Tables............................................................................................467Chapter 42 Section Breaks..............................................................................470Chapter 43 Headers and Footers.....................................................................470Chapter 45 Watermarks...................................................................................471


CHAPTER 32CHAPTER 32CREATE A TABLE OF CONTENTSCREATE A TABLE OF CONTENTS

This chapter explains how to create a Table of Contents. On completion of this chapter you should be able to:

Understand why styles are used for headings Create a Table of Contents Modify the properties of the TOC styles Navigate using the Table of Contents Update a Table of Contents Format the Table of Contents Save a modified Table of Contents for use in another document Delete a Table of Contents

Files for this chapter:

About Us

What is a TOCA Table of Contents, also known as a TOC, is a list of headings within a document. You can use a Table of Contents to:

gain an overview of the topics within the document quickly navigate to a particular topic in the electronic version of the document find the relevant page number for a particular topic

You can create a Table of Contents very quickly and easily by using the built in level heading styles. This is one of the main reasons why the correct use of styles is important when producing documents.

When you create a TOC, the default heading levels of 1, 2 and 3 are automatically included. You can increase or decrease the number of heading levels to be included in the TOC. You can also choose a design for the TOC so that it looks and feels like part of the overall document style.

Each heading level that is included in the TOC has its own style attached to it so you can change the format of the TOC entries.

The default properties of the TOC are as follows and can be turned off or changed:

Page numbers are shown Page numbers are Right Aligned Tab leaders between text and page numbers are full stops Format of TOC is called From Template 3 levels of Headings are included Hyperlinks are used

JAWS may indicate that there are other tabbed sections however these are greyed out in Word 2007 and 2010 and cannot be accessed. In pre 2007 versions you

needed to press Control Tab to access the Index tabbed section and the Table of Contents tabbed section

The TOC is usually created on its own page and may be in its own section. Sections will be discussed in detail in a later chapter. For now you will be creating the TOC on its own page using hard page breaks.

The TOC is created from the References Ribbon by pressing Alt S then T then I.

Practical Exercise: Create a Table of Contents1. Open the document ‘About Us’2. Ensure the cursor is at the beginning of the document3. Press Control Enter to create a new page4. Press Up Arrow to move to the new page5. Change the paragraph formatting to be the Normal Style by pressing Control

Shift N (ZT pass thru)6. Press Enter to leave a blank line7. On the very first line type the text “Table of Contents” and press Enter8. Ensure the cursor is on the blank line underneath the text9. Press Alt S then T then I (References Ribbon, Table of Contents, Insert TOC)

10. Accept all defaults by pressing Enter11. Check the TOC contents to ensure the correct heading levels were inserted12. Save the document and leave it open for the next practical exercise

End of Practical Exercise

Modify the TOC PropertiesThe TOC uses its own style to display the Table of Contents information. Each level of the TOC has its own style. The Styles are named TOC 1, TOC 2, TOC 3 etc and reflect the heading level it represents. For example the TOC 1 style will show all the text that uses the heading level 1 style and so on.

The individual TOC styles can be modified to change the appearance of the text. The TOC styles can be changed in the same manner as any other style, however the TOC styles operate slightly differently. Each TOC style, by default, is set to update automatically. This means that once the TOC has been created, the individual styles can be modified directly in the actual TOC and the style will reflect the changes. Some people may find this method easier whereas others prefer to use the same modifying method as all other styles.

Font PropertiesThe Font type and size can be changed for each TOC style. The default font is Calibri 11pts for all nine levels. The font colour is black regardless of the colour used in the headings. However if capital letters have been used in the headings then they appear in capitals in the TOC.

Paragraph PropertiesThe paragraph properties of the TOC levels can also be changed. For example if the Table of Contents is rather large and holds several levels of headings and there are many sub headings within each level, you may find that a major heading level might be at the end of one page of the TOC and the sub headings are on the next page. You may want to keep the major level heading with the sub headings in the TOC and therefore force the major and sub headings to be together on the next page of the TOC. This can be done by changing the paragraph properties of the TOC style, just the same as you would change the paragraph properties of any paragraph to ensure it stays with the next. Access the Modify button from within the Styles Pane and then the format options to allow access to the paragraph properties.

The default spacing after each TOC level is set to 5pts, if the TOC is rather large it may spread over several pages or use more space on the page than you would prefer. You can change the paragraph properties for the various TOC levels to change the spacing after to be 0pts.

Modify MethodsAs mentioned there are several methods to modify the individual TOC styles. In fact there are 3 methods:

Modify the actual style from the Styles Pane, as you would any other style Modify the style within the TOC dialog box, either when creating the TOC or

any time after the TOC has been created Apply direct formatting to the individual TOC levels in the actual Table of

Contents

Given that styles have been discussed in detail in a previous chapter, the following practical exercises will step you through the second and third method.

Modify the Style with the TOC Dialog Box MethodThe styles can be changed by accessing the Modify button within the main Table of Contents dialog box. You then select the TOC level that you want to change by tabbing to the Styles edit box and using Down Arrow to select the required style, and then tab to the Modify button and press Enter, this then opens the Modify Styles dialog box and you can make any required changes using the Alt O method to access the various format options.

Practical Exercise: Modify the TOC Properties with the Dialog Box1. Ensure the document ‘About Us’ is open2. Ensure the cursor is positioned within the TOC content3. Press Alt S then T then I (References Ribbon, Table of Contents, Insert TOC)4. Tab to Modify and press Enter5. Tab to the Styles list and ensure TOC 1 is selected6. Tab to Modify and press Enter7. Press Alt O to access the Format button8. Press Down Arrow to select Paragraph and press Enter to open the

Paragraph dialog box

9. Change the After spacing to 0pts and Tab to OK and press Enter10. The focus is on OK in the Modify Style dialog box, press Enter to close11. The focus is on OK in the Styles dialog box, press Enter to close12. The focus is on OK in the TOC dialog box, press Enter to close13. The message ‘Do you want to replace the selected Table of Contents’ is

displayed with the focus on the Yes button, press Enter to update and accept the changed properties

14. Check the TOC contents to ensure the correct heading levels were inserted15. Save the document and leave it open for the next practical exercise


Modify the Style with Direct Formatting in the Table of Contents MethodThe styles can be changed by applying direct formatting to the TOC level entry in the actual Table of Contents. Any changes will be reflected in the style as the TOC styles are set to update automatically.

Practical Exercise: Modify the TOC Properties within the TOC1. Ensure the document ‘About Us’ is open2. Ensure the cursor is positioned within the 2nd level heading in the TOC

content, in this case ‘Our Vision’3. Open the Paragraph dialog box by pressing Alt H then P G4. Change the After spacing to 0pts and Tab to OK and press Enter5. Check the TOC contents to ensure the correct heading levels were inserted6. Save the document and leave it open for the next practical exercise


Use the TOC to NavigateYou can use the TOC to navigate within the electronic document. The cursor must be positioned within the text entry of the topic you wish to move to, not at the beginning of the line. Press Enter and you are moved to the heading within the document. You can move back to the TOC by pressing Alt Left Arrow, ZoomText users pass through first.

Practical Exercise: Navigate using the TOC1. Ensure the document ‘About Us’ is open2. Move the cursor to be within the TOC entry of ‘Our main location’3. Press Enter, the focus will now be at the beginning of the heading in the

document4. Change the heading to read “Head Office”5. Press Alt Left Arrow (ZT pass thru) to move back to the TOC entry6. Save the document and leave it open for the next practical exercise


Update the TOCIf you add, delete, move, or edit headings or other text in a document, you will need to Update the TOC. To do this: Move the cursor into the Table of Contents, press AppKey and choose Update Field and then Update Entire Table.

The update field keystroke of F9 can also be used.

The option of Update Entire Table is usually the best option to choose as this will ensure that all text and page numbers will be updated. If you choose the default option of Update Page Numbers Only then any change in the text for the headings will not be reflected. The Update Page Numbers Only option will not update the TOC formatting if manual or direct formatting has been applied to the document content.

Practical Exercise: Update the TOC1. Ensure the document ‘About Us’ is open2. Ensure the cursor is within the TOC3. Press AppKey and choose Update Field (U)4. Press Down Arrow to select Update Entire Table and press Enter5. Check the TOC contents to ensure the updated text of ‘Head Office’ is now

displayed6. Save the document and leave it open for the next practical exercise


Format the TOCThere are several designs to choose from when creating the TOC. These are accessed within the TOC dialog box. The default is From Template and is the most common format. The other options (which are described in detail in the next chapter) are:

Classic Distinctive Fancy Modern Formal Simple

The design can be changed when creating the TOC or any time after it has been created. The TOC dialog box is the only location to choose a pre designed format.

You can also modify the individual styles to format the TOC in any way you want, however the Modify button is not available from within the TOC dialog box when a design other than From Template is chosen, so any further modifications will need to be made either via the Styles Pane or by directly and automatically updating the formatting in the actual TOC.

Practical Exercise: Change the TOC Format1. Ensure the document ‘About Us’ is open2. Ensure the cursor is within the TOC

3. Press Alt S then T then I (References Ribbon, Table of Contents, Insert TOC)4. Tab to Format and select Fancy and press Enter to accept5. Tab to OK and press Enter6. The message ‘Do you want to update the selected Table of Contents’ is

displayed with the focus on OK , press Enter to update the TOC7. Ensure the TOC formatting has been updated and the format applied8. Save the document and leave it open for the next practical exercise


Save the Modified TOC StyleIf you have created and modified a TOC to be formatted in a specific way then you may want to save the formatting for future use in other documents. You can do this by selecting the option of Save Selection to Table of Contents Gallery from the References Ribbon. Ensure the entire TOC is selected and then press Alt S then T then S. You can then give the formatted TOC a name and it will be saved as a building block.

Practical Exercise: Save the TOC Style1. Ensure the document ‘About Us’ is open2. Ensure the cursor is at the very beginning of the TOC3. Press Control Shift Down Arrow as many times as required to select the entire

TOC4. Press Alt S then T then S (References Ribbon, Table of Contents, Save

Selection to Table of Contents Gallery)5. Type a name for the new TOC style, for example “My Fancy”6. Tab to Gallery and leave this as the default of Table of Contents7. Tab to Categories and leave this as the default of General8. Tab to Description and leave this blank9. Tab to Save In and leave this as Building Blocks.dotx(en-US)

10. Tab to Options and leave this as Insert Content in its Own Paragraph11. Tab to OK and press Enter12. Save the document and leave it open for the next practical exercise


Save As a TemplateAnother way to save any modification that will be used constantly in your business documents is to save the document as a Template and then create the new documents based on that template. This means that all the required modified styles are saved within the template.

Delete the TOCIf you have created the document wholly in Word 2007 or 2010 you can use the Ribbon command of Alt S then T then R to delete the TOC. If you have a document opened in compatibility mode for 97-2003 or are using a pre 2007 version, you will

need to select the TOC by positioning the cursor at the very start of the TOC and pressing Control Shift Down Arrow until all entries are selected and then press Delete.

Practical Exercise: Delete the TOC1. Ensure the document ‘About Us’ is open2. Ensure the cursor is within the TOC3. Press Alt S then T then R (References Ribbon, Table of Contents, Remove

TOC)4. Ensure the TOC has been removed5. Save the document and leave it open for the next practical exercise


Use a Saved TOC StyleTo create a TOC using a saved format, ensure the cursor is positioned where the Table of Contents is to appear and press Alt S then T then press Down Arrow to select the named TOC style and press Enter. The TOC is inserted using the number of heading levels that was specified in the saved format. The TOC can be updated and navigated in the usual way.

Practical Exercise: Use a Saved TOC Style1. Ensure the document ‘About Us’ is open2. Ensure the cursor is on the blank line under the text Table of Contents3. Press Alt S then T (References Ribbon, Table of Contents)4. Press Down Arrow to locate the saved My Fancy TOC Style and press Enter

to create the TOC5. Check the TOC contents and formatting to ensure the correct Style was

applied6. Save and close the document


Save Changes to Building BlocksWhen you close Word after modifying any part of the TOC you may be prompted with the message ‘You have modified styles, building blocks (such as cover pages or headers), or the content that is stored in “Building Blocks.dotx”. Do you want to save changes to “Building Blocks.dotx”?’. Tab to Save and press Enter to make the modified TOC available to other documents.

This is the end of the chapter. You should now be able to:

Understand why styles are used for headings Create a Table of Contents Modify the properties of the TOC styles Navigate using the Table of Contents Update a Table of Contents Format the Table of Contents

Save a modified Table of Contents for use in another document Delete a Table of Contents

Complete Review Exercises 30, 31, 32 and 33 which are located in the Review Exercise folderRemember to create and update the TOC in your Singapore Report.The following chapter is a detailed description of the Table of Contents Format Styles

Quick List KeystrokesCreate Table of Contents Alt S then T then I

Use TOC Position cursor within required TOC entry then Enter

Navigate back to TOC Alt Left Arrow (ZT pass thru)

Update TOC F9Or from within TOC: AppKey then U

Save Table of Contents Style Alt S then T then S

Create TOC from Saved Style Alt S then T then Down Arrow to required Style

Delete Table of Contents Alt S then T then ROr for Compatibility mode/Pre 2007 versions: select TOC, Delete

This is the end of the quick list for this chapter.

ADDITIONAL TRAINING MANUALSADDITIONAL TRAINING MANUALS

Additional training manuals available from our online shop at www.visability.com.au under the Educational Resources link are:

Windows 7

Operate a Personal Computer with Windows 7

Internet Explorer

Browse and Search the Net with Internet Explorer 8

Beginners Microsoft Office

Word 2010 Basics Email using Outlook 2010

These titles are also available for Microsoft Office 2007

Advanced Microsoft Office

Write, Design and Produce Business Documents using Word 2010 Organise Schedules using Outlook 2010 Design and Produce Spreadsheets using Excel 2010 Create and Use Databases using Access 2010 Create PowerPoint Presentations using PowerPoint 2010

These titles are also available for Microsoft Office 2007

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