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Chapter 8 Inserting Elements and Navigating in a Document

3 Page Elements and Navigation Insert symbols, special characters, and drop caps to add visual appeal to a document. Insert the date and/or time in one of a number of formats and make it update automatically, if desired. Insert one file into another to combine document content. Create hyperlinks, bookmarks, and cross- references to make the document more informative and easier to navigate.

4 Inserting Symbols A symbol is a decorative or specially- accented character, or a special-purpose character such as the Euro currency symbol or a mathematical operator. Position the insertion point, click the Symbol button in the Symbols group of the Insert tab, and click the desired symbol. Or click More Symbols to open the Symbol dialog box. Working on the Symbol tab, select a font. Click the desired symbol, and click Insert.

5 Inserting Symbols Select a font Select a symbol Insert the symbol

6 Inserting Symbols After you insert the desired symbols, click Cancel to close the Symbol dialog box. You can select the symbol in the document and format it, copy it, and move it as needed.

7 Inserting Special Characters Special characters are special punctuation and typographical characters, such as an em dash or copyright (©) symbol. Position the insertion point, click the Symbol button in the Symbols group of the Insert tab, and click More Symbols to open the Symbol dialog box. Click the Special Characters tab. Click the desired character, and click Insert. Click Close to close the dialog box.

8 Creating a Drop Cap Format the first letter or word of a paragraph as an enlarged drop cap to call attention to the information. Text can wrap around the enlarged drop cap or the drop cap can appear beside the text in the left margin. Select the letter or word to format as a drop cap, and click the Drop Cap button in the Text group of the Insert tab. Select a drop cap style or click Drop Cap Options to open the Drop Cap dialog box.

9 Creating a Drop Cap In the Drop Cap dialog box, choose Position, Font, Lines to drop, and Distance to text choices to customize the drop cap as desired, and then click OK.

10 Inserting the Date and Time Insert the current date and time in the document, either as a static or updating entry. Position the insertion point, then click the Date & Time button in the Text group of the Insert tab to open the Date and Time dialog box. Click the desired format in the Available formats list, and click the Update automatically check box to insert an automatically-updating date field. Click OK. Press Alt + Shift + D to insert a date field, or press Alt + Shift + T to insert a time field.

11 Inserting the Date and Time Select a format Check to insert an updating date field

12 Checkpoint What is the difference between a symbol and a special character? Name some instances of when you might insert a symbol or special character in a document. How do you open the Symbol dialog box? What is a drop cap, and when might you use one? How do you create a basic drop cap? What is an advantage of inserting an automatically-updating date? How do you open the Date and Time dialog box?

13 Inserting a File You can insert the contents of an entire file at the insertion point to avoid the need to retype the content. Click the arrow on the Object button in the Text group of the Insert tab, and click Text from File. Select the document to insert in the Insert File dialog box.

14 Navigating Using the Document Map The Document Map has a navigation pane listing all headings formatted with heading styles or resembling a heading. Use the list of headings to navigate in the document. Click the View tab and click the Document Map check box in the Show/Hide group to check the check box. Clear the check box to hide the map later. Click a heading in the navigation pane at the left to navigate to that portion of the document.

15 Navigating Using the Document Map Click a heading to navigate to that portion of the document

16 Navigating Using Thumbnails You also can navigate using larger page thumbnails rather than headings. Click the Thumbnails check box in the Show/Hide group of the View tab to check the box and display the navigation pane with thumbnails. Clear the check box later to hide the thumbnails. Click a thumbnail in the navigation pane to display that page of the document.

17 Navigating Using Thumbnails Click a thumbnail to display that page

18 Creating a Bookmark Creating a bookmark marks a location so that you can move the insertion point to that location quickly. Position the insertion point at the location to bookmark, and click the Bookmark button in the Links group of the Insert tab to open the Bookmark dialog box. Type a name for the bookmark in the Bookmark name text box, and click Add.

19 Displaying Bookmarks Bookmarks are not visible in the document by default, so you must change an option to display them. Click the Office button, and then click Word Options. Click Advanced in the left panel, click the Show bookmarks check box under Show document content to check the check box, and click OK.

20 Navigating with Bookmarks To move the insertion point to a specific bookmark, click the Bookmark button in the Links group of the Insert tab. Click the bookmark to go to in the Bookmark name list, and click Go To. Click Close to close the Bookmark dialog box.

21 Checkpoint Name one benefit of inserting a file in the current file. What does the Document Map display? How do you display the Document Map? How do you display and navigate with page thumbnails? What is a bookmark? How do you create and navigate to a bookmark?

22 Inserting Hyperlinks Create a hyperlink to navigate to another location in the document, open a file in a different program, create a new document, or link to an address. To start the process, select the text to format as a hyperlink, and click the Hyperlink button in the Links group of the Insert tab or press Ctrl + K. Use the ScreenTip button to enter alternate ScreenTip text for the hyperlink, if desired.

23 Inserting Hyperlinks

24 Linking to a Place in the Document To create a hyperlink to another location in the document, apply a heading style to the text or insert a bookmark. Click the Place in This Document button in the Link to group at the left side of the Insert Hyperlink dialog box. Click the heading or bookmark to link to. Enter alternate display text in the Text to display text box, if needed, and click OK.

25 Linking to a File in Another Program Create a hyperlink from Word to a document in another program, such as an Excel workbook file or a PowerPoint presentation. Click the Existing File or Web Page button in the Link to group at the left side of the Insert Hyperlink dialog box. Use the Look in list to navigate to a folder, and then click the desired file. Enter alternate display text in the Text to display text box, if needed, and click OK.

26 Linking to a File in Another Program Click file to link to

27 Navigating with a Hyperlink On a Web page, you click to follow a hyperlink. In a Word document, Ctrl + Click a hyperlink to open the location or document that it represents.

28 Creating a Cross-Reference A cross-reference refers the reader to another location within the document. Cross-references are inserted as hyperlinks by default. The cross reference can link to a page by number, a heading in the document, a bookmark, or other item. Start by typing the introductory text that you want to lead to the cross-reference link.

29 Creating a Cross-Reference Click the Cross-reference button in the Links group of the Insert tab to open the Cross- reference dialog box. Open the Reference type drop-down list, and click the reference type, such as Heading. Click the cross-reference item in the list, and click OK. Ctrl + click the cross-reference to follow it, as for a hyperlink.

30 Creating a Cross-Reference Select a reference type Click the reference item

31 Checkpoint What is a hyperlink? What can you create a hyperlink to? How do you open the Insert Hyperlink dialog box? How do you follow a hyperlink? What is a cross-reference? Name one type of item you can create a cross- reference to?

32 Wrap Up Insert a symbol to include a foreign language character, other special symbol, or decorative character in a document. Insert a special character to add a typographical character into a document. A drop cap is an enlarged initial character or word used to call attention to the beginning of an article or section. Word provides a tool for inserting the date and time, enabling you to choose a format and specify whether the date or type updates automatically. Insert a file to eliminate the need to retype text. Display the Document Map to navigate to a particular heading in the document. Display page thumbnails to be able to navigate by clicking a page. Mark a particular location in the document as a bookmark and return to the bookmark via the Bookmarks dialog box. Create a hyperlink to another location in the document or another document. A cross-reference is a special hyperlink that refers the reader to related information in a document.