Formatting Long Documents This resource will help you gain the skills to make a long document look good. Using these skills will save you lots of time. The basic skills are shown in the frame on the left of the screen. You can click on any of these. It will take you to a slide that explains that skill. You can also use the arrow on bottom right of the slide to go to the next slide. You can create a good document using just the basic skills. More advanced skills can be found from the Index or by using the orange buttons on the slides. A button like this means there is a video clip to watch Warning. Press Esc if you click on the Slide Show icon on the right of the toolbar below this screen

Index Click on the button to the left of the heading to go to the slide. 1 1a 1b 1c 2 2a 3 3a Making a long document look good How to number the pages How to create the table of contents Starting a new page Wrapping text around graphics Getting rid of the drawing canvas Numbering pages in a long document How to set the Headings

How to use this resource It would be a good idea to have a document open in Word. As you read about a skill, try it out in your document. This document needs to have several pages of writing. Feel free to work on a copy of one of your own documents or you can use the one provided below. Use the task bar to switch between this resource and Word. Here is a long document about Earthquakes which needs to be formatted. If you want to use it save it to your own area. Here is a long document about Earthquakes which needs to be formatted. If you want to use it save it to your own area.

1 Example of a Good Document Documents should be page numbered. You dont have to do this – Word can do it for you. Long documents should have a Table of Contents. You dont have to do this either. Word can do it so that the page numbers in the Table of Contents will update if you put in more writing. Sometimes you will want to have something begin on a new page. Do not keep pressing enter, use a page break. Here is an example of a good document which you can save to your own area and look at.Here is an example of a good document

1a Wrap text around graphic

1b Starting a New Page When you have finished typing your document, have a look at it in print preview. You might find that a certain part of the writing needs to start on a new page. Use the button to see a poor version. To start a new page put your cursor (click) before the first bit of writing you want on that page. Hold the Ctrl key down and tap the enter key (some people call it return). Use the button to see the good version. This produces a hard page break. Use the button to find out how to see this. Use a hard page break rather than pressing enter to make extra space. Poor Version Better Version View the codes Try it for yourself

1c Getting rid of the drawing canvas To remove the drawing canvas go to the Tools menu. Select the Options submenu Select the General tab Take the tick off Automatically create drawing canvas when inserting autoshapes Index

2 How to number the pages Click on the arrow to go to the next slide. This shows how Word can number all the pages in a document for you. As you add more pages, the numbering will update. Advanced Numbering Techniques Long documents should have the page number somewhere on each page so people can find what they are looking for.

Alternative Numbering There are many extra choices using View, Header and Footer Use the toolbar to switch between the Header and the Footer. If you want Word to number pages so that is says page 3 of 4, the autotext is page x of y. Alternatively use these icons on the toolbar. The first is page number, the second is number of pages. The third is page format. You can have roman numerals for an appendix. The icons to the right of the switch are used for documents with multiple sections. Another very useful autotext is filename and path.

2a Numbering pages Go to the Insert Menu and select Page Numbers This dialogue box will appear. Click OK for the page number to appear on the right in the footer. If you prefer you can change the options using the drop down arrows. Click here to try it for yourself

3 How to create the table of contents You can only have a table of contents if you have already set Headings in your document. The next slide shows how to do this. When you are ready to put in the table of contents, create a new page at the beginning of the document. –Ctrl Home, Ctrl enter, Ctrl Home. Select Insert, Reference, Index and Tables, select the Table of Contents tab. Click OK. try it for yourself

3a How to set headings Click into a heading. Click into the Style field. Select the heading level. Planets of the Solar System would be set as Heading 1 Neptune and Venus would be subheadings - Heading 2

Soft Page Break The heading America is at the bottom of one page and the writing about America is at the top of the next page.

Hard Page Break Now the heading is at the top of the page.

View codes When you are in Word, click here to see the formatting codes. This is called a hard page break. Word automatically puts soft page breaks in when there is no more room on a page. Soft page breaks appear as a line of dots only, without the words Page Break This code shows that you pressed Enter to start a new line.