Computer Fundamentals 20/06/2018 Computer Fundamentals Word Features 2

Recap Page layout Font Paragraphs Illustrations Margins, size & orientation, columns, breaks etc Font Size, font face, colour, style (bold, italic etc) Paragraphs Alignment, indentation, spacing, page breaks Illustrations Picture, Clip Art, Shapes, SmartArt, Chart, Screenshot

Recap Spelling, grammar Language AutoText Checks spelling & grammar as you type Red: Spelling, Green: Grammar Language Review > Language, select language option AutoText Insert reusable pieces of content, such as author, names etc. Type the text you want to add & select it Insert > Quick Parts > AutoText > Save Selection to AutoText Gallery To re-use, just select it from Quick Parts > AutoText

Styles Styles is a powerful tool Apply styles to paragraphs 20/06/2018 Styles Styles is a powerful tool Apply styles to paragraphs Also possible to have character styles, although these are not as widely used Benefits of Using Styles Consistent treatment of text within document Updating the style will update all the text with the applied style Note: Text with an applied style that has it’s properties changed manually, will keep the style. To revert to the style defaults, reapply the style or use the keyboard shortcut Ctrl+space to return to the default settings for the style

Default Styles The styles all derive themselves from the Normal Style 20/06/2018 Default Styles The styles all derive themselves from the Normal Style Used for all the general or body text that doesn’t fall into any of the other styles Headings 9 levels – 1 being the highest

Default Styles Styles are listed in the Home Tab on the Styles View 20/06/2018 Default Styles Styles are listed in the Home Tab on the Styles View Select the text you want to apply a style to and select the style from the list

Style Inheritance Each style is based upon another style 20/06/2018 Style Inheritance Each style is based upon another style Word then stores what is different to that style Hence Heading 2 (which depends on Heading 1) will change to reflect changes in Heading 1 – unless the particular parameter has been set to be different from Heading 1

Modifying a Style Click on the Home tab Use the Styles View 20/06/2018 Modifying a Style Click on the Home tab Use the Styles View Select an option and apply that formatting to the current selection

Modifying a Style Clicking the drop down arrow on the Styles View 20/06/2018 Modifying a Style Clicking the drop down arrow on the Styles View

20/06/2018 Modifying a Style One option is to Change Styles on the Styles View of the Home Tab

Styles Dialog Displays the current settings ie. Heading 2 20/06/2018 Styles Dialog Displays the current settings ie. Heading 2 The style previously based on Heading 1 The style the next paragraph will have Style 1 Buttons for the common formatting functions The format button has more extensive options to modify the style This is where you change the language (Language Option)

Create New Style Dialog 20/06/2018 Create New Style Dialog Home > Styles Window > New Style Naturally once you have created a style, you can apply it to more text and modify it as previously described

Numbering, Styles, Levels 20/06/2018 Numbering, Styles, Levels Styles can be assigned a level number based on the hierarchical structure in the document Headings 1-9 have level 1-9 respectively The levels can be used to number the headings Called outline numbering

20/06/2018 Fields Fields are used to access information from other parts of the documents Extremely versatile Common fields can be inserted directly from the Insert tab on the Header and footer View Page Number Date and/or time Symbols Fields can reference changing information To update, select the field and right mouse click and select update field. F9 is the keyboard shortcut for this

20/06/2018 Inserting a Field If you want to insert a page number, date/time, or a symbol it is easier to insert these with their options directly from the insert menu For other fields use Fields option from the Insert->Text->Quick Parts->Fields

Useful Fields Styleref Seq 20/06/2018 Useful Fields Styleref gets the text for the last paragraph with this style Also can be set to return the level number Useful for inserting the current section title (ie. Heading 1) Seq Used for numbering a sequence of items within a document

Captions Feature to label Numbers sequentially 20/06/2018 Captions Feature to label Images Graphics Tables Numbers sequentially Renumbers if another caption is inserted in the middle of other captions Option to include chapter numbering and restart numbers when a new chapter is started Useful in generating tables of figures etc. Figure 1 – Caption Dialogue box

Headers & Footers Headers are inserted at the top of each page 20/06/2018 Headers & Footers Headers are inserted at the top of each page Footers at the bottom of each page Use Headers and Footers option from the Insert menu to edit the headers and footers The document cannot be edited while editing the headers and footers and vice versa

Headers & Footers – Page Factors 20/06/2018 Headers & Footers – Page Factors There are several page setup settings that affect the way headers and footers function Different odd and even If you print on both sides of pages, you will want to right align the front and left align the back Different first page Generally will omit a header for title page and other pages with major headings in large documents

Section Breaks, Headers & Footers 20/06/2018 Section Breaks, Headers & Footers Section breaks are used to break the document up where the page layout has changed Each page breaking section has it’s own header and footer definition

Footnotes & Endnotes Particularly useful in annotating work 20/06/2018 Footnotes & Endnotes Particularly useful in annotating work End of page End of paper or chapter

20/06/2018 Generated Tables If you have spent the time to use styles correctly you can generate the following very quickly Tables of Contents Tables of Figures/Equations/Tables Using additional marked text other tables can be generated Indexes as found in the back of most reference books Tables of Authorities Legal referencing Bibliography / Works cited Sources

Table of Contents Example 20/06/2018 Table of Contents Example

20/06/2018 Inserting the Table Under References > Table of Contents

Summary of Generated Tables 20/06/2018 Summary of Generated Tables For reports and longer documents Useful in navigating the structure Some busy managers only read the summary! Not uncommon to have major sections start on a new page Hint: modify the style’s paragraph setting to start on a new page

Links & Referencing You can cross reference other parts of your work 20/06/2018 Links & Referencing You can cross reference other parts of your work Say you want to reference a figure that you have captioned Cross reference sub option of the references option of the Insert menu Numbered Item Heading Bookmark Footnote Endnote Figure Table

Cross Referencing Can insert the full caption The numbering only 20/06/2018 Cross Referencing Can insert the full caption The numbering only Extremely flexible Automatically updates to account for changes made in your document

Referencing Sources Always reference your sources Many different referencing styles Harvard, British Standard, IEEE etc. Check with your school which referencing style you are required to use Student Portal provides information about referencing Portal > Students > Study Skills for current students > Referencing (in the Resources section)

Referencing – Built-in tools MS Word has a built-in Citations & Bibliography tool “Insert citation” Creates a new source Bibliography Can be generated automatically based on the sources that you have created and used in your document

20/06/2018 Large Documents Facility to have a ‘master’ document that puts together a collection of subdocuments Go into View tab and then click Outline icon on the Document View. The Outlining Tab will appear which will display a Master Document View.