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

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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 20/06/2018
Modifying a Style
One option is to Change Styles on the Styles View of the Home Tab

11. 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)

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

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

24. 20/06/2018
Inserting the Table
Under References > Table of Contents

25. 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

26. 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

27. 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

28. 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)

29. 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

30. 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.