1 CA201 Word Application Making Information in Longer Documents Accessible Week # 12 By Tariq Ibn Aziz Dammam Community college

Tariq Aziz, Dammam Community College 2 Objectives In this chapter you will learn to: –Manage master documents and subdocuments. –Add bookmarks and cross-references. –Create and modify a table of contents. –Create and modify an index. –Summarize a document.

Tariq Aziz, Dammam Community College 3 Long Document One way of handling long documents is to break them into a set of subdocuments with a master document. The master document contains hyperlinks to all the subdocuments However, each subdocument can be worked on independently.

Tariq Aziz, Dammam Community College 4 Adding Bookmarks and Cross- References Word provides several tools for navigating long documents, two of which are: –bookmarks –cross-references

Tariq Aziz, Dammam Community College 5 Bookmark If you are reading a long document and come across an item you think you will want to refer to later, you can flag the item with a bookmark.

Tariq Aziz, Dammam Community College 6 Bookmark To insert a bookmark, you select the text or object you want to mark and assign it a bookmark name by clicking Bookmark on the Insert menu. You can quickly jump to the bookmark by using the Go To tab of the Find and Replace dialog box.

Tariq Aziz, Dammam Community College 7 Cross-reference If you are developing a long document, you can create cross-references to quickly move readers to associated information elsewhere in the document. For example, The Garden Company catalog team might insert the text For more information about pest control, see “All About Bugs,” with a link to that section in the catalog. You can create cross-references to headings, figure captions, numbered paragraphs, endnotes, or any other text

Tariq Aziz, Dammam Community College 8 Cross-reference When you can predict that readers will want to jump to a specific location in a document, you can insert a cross- reference.

Tariq Aziz, Dammam Community College 9 Important You can create bookmarks and cross- references only to items within the same document, or within a master document and its subdocuments.

Tariq Aziz, Dammam Community College 10 Managing Master Documents and Subdocuments To create and manage a long document that involves multiple sections, you can turn the document into a master document and subdocuments You can work on different subdocuments independently. Switch to Outline view to create a master document and subdocuments

Tariq Aziz, Dammam Community College 11 Managing Master Documents and Subdocuments If your document does not already have heading levels assigned, you can use the buttons on the Outlining toolbar to assign them. Then you select a heading and use the Create Subdocument button on the Outlining toolbar to turn that section of the document into a subdocument.

Tariq Aziz, Dammam Community College 12 Adding Footnotes and Endnotes Footnotes and endnotes explain, comment on, or provide references for text in a document. Footnotes appear at the bottom of the page containing the associated text. Whereas endnotes appear at the end of a document or at the end of a section in that document.

Tariq Aziz, Dammam Community College 13 Adding Footnotes and Endnotes Each footnote and endnote consists of a reference mark and note text. The reference mark is a number or symbol in the main text of the document that matches a number or symbol next to the footnote or endnote. In most views, this area is divided from the main text by a note separator line.

Tariq Aziz, Dammam Community College 14 Creating and Modifying a Table of Contents A table of contents generally appears at the beginning of a document, and lists the main headings and subheadings along with corresponding page numbers. A table of contents provides an overview of the topics covered in a document and lets readers navigate quickly to a topic. Word provides several predefined table-of-contents formats, including Classic, Formal, and Simple Any change in document, needs update TOC

Tariq Aziz, Dammam Community College 15 Creating Other Types of Tables If a document includes figures or tables that have descriptions, or captions, you can use the Index and Tables dialog box to create a table of figures.

Tariq Aziz, Dammam Community College 16 Creating and Modifying an Index An index typically appears at the end of a document Its alphabetically lists the main topics, names, and terms used in a document, along with the page numbers. The items in the list are called index entries.

Tariq Aziz, Dammam Community College 17 Creating and Modifying an Index An index entry can have related subentries. For example, the main index entry lawn might have below it the subentries installing, maintaining, and mowing. You select the text you want to mark, and press Alt+Shift+X

Tariq Aziz, Dammam Community College 18 Summarizing a Document Word’s summarizing capabilities. –With Word, you can get summary information about a document in a variety of ways. –File  Properties –The Summary tab can display the title, subject, and author, as well as the category and any relevant keywords or comments. You enter this information to remind you at a glance what the document is about.

Tariq Aziz, Dammam Community College 19 Summarizing a Document People might be too busy to read a long and detailed document You can use Word’s AutoSummarize feature to extract the key points of the document.

Tariq Aziz, Dammam Community College 20 AutoSummarize AutoSummarize works best on well- structured documents with headings and subheadings, such as reports. The feature works by analyzing the document to determine which words are used frequently, and then assigning a score to each sentence based on the number of high-frequency words it contains.

Tariq Aziz, Dammam Community College 21 Summarizing a Document You determine what score is necessary for a sentence to be included in the summary, which can be inserted in the document as an executive summary or abstract that can be quickly scanned. You can also have Word copy the high- frequency words to the Summary tab of the Properties dialog box as keywords, and the high-scoring sentences as comments.

22 Summarizing a Document Before AutoSummarizeAfter AutoSummarize

Tariq Aziz, Dammam Community College 23 Auto Summarize You can also use Word’s AutoSummarize feature to highlight the key points in a document for quick reference. On the Tools menu, click AutoSummarize. Select the type of summary you want.

Tariq Aziz, Dammam Community College 24 Chapter Key Points You can split the document by creating a master document and subdocuments. You can quickly navigate to specific points in a document using bookmarks and cross-references. You can use a table of contents to provide an overview of the topics covered in a document You can create an index of key concepts, words, and phrases. Word keeps track of summary information such as word and character count You can tell Word to summarize the content of a document by using the AutoSummarize feature. The AutoSummarize results can be inserted in the document as an abstract or executive summary.

Tariq Aziz, Dammam Community College 25 Quiz from Chapter 12 Tuesday, May 13, 2008