Transcript Word Tutorial 10.ppt

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Microsoft Office Word 2003
Tutorial 10 – Managing Long Documents
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Use master documents in Word
• With Word, you can create a master document,
which is a long document divided into smaller
individual files, called subdocuments.
• Master documents are very useful when working
with a document containing multiple sections.
• Working with each section individually reduces
the time involved in opening, editing and closing a
very large document.
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Create a master document, and create, split,
merge, and remove subdocuments
• You can create a master document by converting an existing document
into a master document and its parts into subdocuments.
• You can also create one by inserting existing files as subdocuments
into an existing document.
• When you create a master and a subdocument, Word creates a new file
using the name of the subdocument's first heading and saves it in the
same folder as the master.
– If a subdocument becomes too large, you can split the subdocument into
two subdocuments
– If two subdocuments are both fairly small, you can merge them into one
subdocument
– You can also remove a subdocument by incorporating its text into the
master document
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Convert an existing document to aXP
master document
• To convert an existing document to a master document:
– Open the existing document
– Click Tools on the menu bar, click AutoCorrect Options, click the
AutoFormat As You Type tab
– Click the Built-in Heading Styles check box
– Click the OK button to close the AutoCorrect dialog box
• You can then switch to Outline view and click the Master
Document View button to change to that view.
• Even though you are in Master Document View, the
document is not really a master document until a
subdocument is inserted.
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Insert or split a subdocument
• To insert a subdocument:
– Move the insertion point to where you want the subdocument
– Click the Insert Subdocument button on the Outlining toolbar,
locate the document to insert, and click OK
• To split a subdocument:
– Be sure you are in Master Document View
– Move the insertion point to the subdocument heading where you
want to divide the subdocument, and then click the Split
Subdocument button on the Outlining toolbar
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An example of a master documentXP
with a subdocument
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Control text flow and page breaks
• You can insert hard page breaks to control where page
breaks occur. However, this sometimes leads to
additional problems if text is inserted or deleted in the
vicinity of the hard page break.
• Word has other types of page break settings that can be
used to avoid these problems and to control page breaks
for text that has specific styles applied to it.
• These styles are used to avoid problems with creating
widows, orphans and isolated headings.
• Controlling page breaks in this way improves the text
flow of your document and ensures that the data appears
as you want it to appear.
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Set page breaks for a heading style
• To control page breaks for a heading style so the heading
stays with its associated text:
– Click the Styles and Formatting button to open the Styles and
Formatting Task Pane
– Click the list arrow for a heading style, and click the Modify
option
– When the dialog box opens, click the Format button, and then click
Paragraph
– Click the Line and Page Breaks tab and insert a check mark in the
Keep with text box
– Click the OK button twice to close both dialog boxes
• This same technique can be used with other styles.
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The Paragraph dialog box
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Use automatic heading numbers, numbered
captions, and cross-references
• The Heading Numbering feature automatically names
sections of a large document for you.
• This feature provides automatic sequential numbering,
numbering across subdocuments, and provides a
consistent style.
• Word also has a feature that allows you to insert
numbered captions for pictures, charts, or other graphic
objects to identify them by name.
• You can also create a cross-reference, which is a
notation in a document that points the reader to another
place in the document.
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Apply automatic numbering
to heading styles
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• You can add automatic numbering to headings in the
Bullets and Numbering dialog box, on the Outline
Numbered tab.
• Click the Customize button to modify the styles shown.
• Once automatic heading numbers have been applied, as
you scroll through your document, you will see that all
headings have associated section numbers, making it easy
to identify or refer to specific sections.
• If any headers are removed, altered or moved to a new
location, Word will update the headings automatically.
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The Bullets and Numbering dialog box
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Add a numbered caption to an image
• Numbered captions make it easy to identify graphic images
within a document.
• To add a numbered caption to a figure:
– Select the figure and then click the Insert menu
– Point to Reference, and then click Caption
– Make sure that Figure is selected in the Label list box, and specify
the position for the caption in the Position list box
– Move the insertion point to the right of the caption number, press
the spacebar and enter your caption
• Click OK to close the dialog box and insert the caption
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An example of a numbered caption
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Create a graph with Microsoft Graph
• Microsoft Graph is a tool you can use to insert bar, line and pie
charts into Word documents.
• Select the type of chart you want and then modify or enter the
chart information into a datasheet that will appear.
– When Microsoft Graph starts, a default datasheet is supplied
• You can delete the information in the datasheet and reenter your
own data.
• As you add data and labels to the datasheet, Microsoft Graph
automatically creates the chart.
• You can move and resize the chart within the Word document,
wrap text around it, and create a caption for the chart.
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Insert a chart
• To insert a chart:
– Move the insertion point where you want the chart to go
– Click Insert on the menu bar, then click Object
– When the dialog box opens, click the Create New tab, select
Microsoft Graph Chart from the list, and then click OK
– Click the Chart Type button's list arrow and select the type of chart
you want from the list
• As you enter your data in place of the default data,
Microsoft Graph will build the chart for you.
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An example of a Microsoft GraphXP
chart
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Track revisions in a document
• Revision tracking allows you to view changes and
comments in a document added by people reviewing the
document.
• Word uses revision marks to denote these changes.
• Only changes that are made while revision tracking is
turned on will be marked.
• You can ensure that this happens by protecting the
document for tracked changes, which means no one can
change the document unless you have revision tracking
turned on.
• You can mark each person's edits using a different color.
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Merge revisions and insert comments
• Once all revisions have been made, you can review all
changes at one time, or review them by reviewer.
• Word allows you to accept or reject revisions individually.
• If you accept a revision, Word removes the revision mark
but keeps the revision text.
• Word also allows you to save a document as a new version
of an existing document, which allows you to preserve the
original version in case you need to access it later.
• Reviewers can also insert comments, which are notes
containing ideas that the reviewer thinks is relevant to the
document.
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Protect a document for
tracking changes
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• To protect a document so that no one can modify the
document without tracking changes:
– Open the document, click the Tools menu, and then click Protect
Document
– When the dialog box appears, click the Tracked changes option
button to insert a check mark, and then click OK
• To turn on the track changes option you must display the
Reviewing toolbar:
– Click the View menu and then click Toolbars
– Click the Reviewing toolbar name
• When you click the Track Changes button on the
Reviewing toolbar, any modification made will be
recorded.
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The Reviewing toolbar
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Protect a document with
a digital signature
• A digital signature is an attachment to a file that vouches for the
document's authenticity.
• It tells the person receiving the document that you wrote it, or
reviewed it, and that the document is unaltered since you signed it.
• You can obtain a digital certificate from a certification authority, or
you can create one using the SelfCert program.
– Only digital certificates obtained from a certification authority are valid
and reliable
• If you modify a digitally signed certificate in any way, Word will strip
the digital signature from the document.
• You can also add your own digital signature to an already digitally
signed document, indicating that you have opened and read the
document.
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Create certificates using SelfCert
• Although someone can create their own certificate using
SelfCert, it does not guarantee the authenticity of the
document.
• Only a certification authority certificate can be generally
guaranteed to be reliable and safe.
• It is easy for anyone to forge a certificate using SelfCert.
• If you choose to use SelfCert, it is usually found in the
Microsoft Office program folder, and you can locate it by
clicking the Browse button on the Run menu dialog box.
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A document that has been
digitally signed
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Use advanced page numbering
techniques and style references
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• For a document to be published as a book, you may want
to include special page numbering techniques.
• The pages preceding the actual first page of text, such as
title page, table of contents , etc., are usually numbered
using lowercase Roman numerals, whereas the main text is
numbered beginning with page 1, or possibly a section id
and page number.
• You can also change the layout of the footer and even the
page layout itself for odd and even pages.
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Adjust margins and headers/footers
for odd and even pages
• You can adjust the left and right margins and the page
gutter depending on whether the page is odd or even.
• For the footers, you can control which side of the page the
footer information prints on for odd or even pages.
• You can also insert a style reference into a footer.
• A style reference is a field code that inserts text formatted
with a particular style at the location of the field code.
• You can do this to update the section name that appears in
the footer when the section changes.
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Set up a document in book format
• Most books are printed on both sides of the page, and then
the pages are bound.
• Generally, when you open a book, the odd numbered pages
appear on the right, the even numbered pages appear on the
left.
• The gutter is the blank space between the pages where the
pages are bound.
• Setting up odd and even page number layouts and footers
helps to give a consistent look to the document.
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An illustration of page layout
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A document with page
formatting applied
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Create an index
• An index is a list of words and/or phrases and the page
number(s) on which they appear.
• Creating an index manually can be very time consuming,
but by using the Word Index feature much of it becomes
automated.
• There are several methods that can be used to create the
index, and which one you choose will depend on the
requirements of the document you are working on.
• Word also makes it easy to create index subentries to
further improve the usefulness of an index.
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Insert an index
• One way to create an index is to have Word search for every
occurrence of a word or a phrase. To do this:
– Go to the beginning of the document and use Word's Find command to
find the first occurrence of a word or phrase
– When the first occurrence is found and selected, press the Alt+Shift+X
keys to open the Mark Index Entry dialog box
– The selected word will appear in the Main entry text box
– Click the Current page option button
– Click the Mark All button. Word will search the document and mark every
occurrence of this word or phrase
– Click the Close button to return to the document
• You can repeat this process for every word you want included in the
index.
• Word will insert field codes for each index entry.
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A document with index field codes
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Create a table of contents,
and a table of figures
• Another useful feature for a large document is a table of
contents.
• This is a list of major topics in the document and allows a
reader to quickly locate a specific topic.
• Creating a table of contents is very similar to creating an
index.
• You can also create a table of figures in a Word document,
which lists the names and page numbers of any graphics,
charts, or diagrams contained in the document.
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