Unit I: Developing Multipage Documents

1. Microsoft Word 2010 - Illustrated Unit I: Developing Multipage Documents

2. Objectives • Build a document in Outline View • Work in Outline view • Navigate a document • Generate a table of contents • Mark entries for an index Microsoft Office Word 2010 - Illustrated Complete

3. Objectives (continued) • Generate an index • Insert footers in multiple sections • Insert headers in multiple sections • Finalize a multipage document Microsoft Office Word 2010 - Illustrated Complete

4. Building a Document in Outline View • Use Outline View to organize headings and subheadings that identify topics and subtopics • Each heading is assigned a level from 1 to 9, with Level 1 being the highest level • Assign the Body Text level to the paragraphs • Each level is formatted with a style (e.g. Heading 1) Microsoft Office Word 2010 - Illustrated Complete

5. Building a Document in Outline View (continued) • Click the Outline button in the Document Views group on the View tab • The document appears in Outline view with the Outlining tab open • Buttons on the outlining tab: Microsoft Office Word 2010 - Illustrated Complete

6. Building a Document in Outline View (continued) Outlining tab Level 1 heading Body text Level 2 heading Microsoft Office Word 2010 - Illustrated Complete

7. Working in Outline View • Promote and demote headings and subheadings • Move or delete blocks of text • When you move a heading, all of the text and subheadings also move with the heading • To move headings and text: • Use the buttons on the Outlining tab, or • Drag the heading or text with your pointer Microsoft Office Word 2010 - Illustrated Complete

8. Working in Outline View (continued) • Use the buttons on the Outlining toolbar to view and work with headings and subheadings • Use the Collapse, Expand, and Show Level commands to view all or just some headings and subheadings Microsoft Office Word 2010 - Illustrated Complete

9. Working in Outline View (continued) Move up and down buttons Show Level list arrow Collapse button Expand button Plus outline symbol indicates that additional levels or paragraphs of text are included under the heading Microsoft Office Word 2010 - Illustrated Complete

10. Navigating a Document • Use the Navigation pane and cross references to navigate through a multi-page document • The Navigation pane shows all the headings and subheadings in the document • Click on a heading in the Navigation pane to move to it • Drag and drop headings to re-order them Microsoft Office Word 2010 - Illustrated Complete

11. Navigating a Document (continued) • Navigation pane cont. • Use thumbnails to navigate a document • A thumbnail is a smaller version of a page that appears in the Navigation pane • Add cross-references to a document • A cross-reference is text that electronically refers the reader to another part of the document Microsoft Office Word 2010 - Illustrated Complete

12. Navigating a Document (continued) Navigation pane Drag headings to re-order them Microsoft Office Word 2010 - Illustrated Complete

13. Navigating a Document (continued) • Using bookmarks • A bookmark identifies a location or a selection of text in a document • A bookmark can be a word, the beginning of a paragraph, or a heading • Click the Insert tab, then click Bookmark in the Links group to open the Bookmark dialog box Microsoft Office Word 2010 - Illustrated Complete

14. Generating a Table of Contents • Use a table of contents to obtain an overview of the topics and subtopics covered in a multi-page document • Word searches for headings, sorts them by heading levels, and then displays the completed table of contents • Format headings and subheadings with Heading styles Microsoft Office Word 2010 - Illustrated Complete

15. Generating a Table of Contents (continued) • Click the Table of Contents button in the Table of Contents group on the References tab • Click Insert Table of Contents to open the Table of Contents dialog box • By default, a table of contents includes the top three heading levels in a document • Modify a table of contents • Style, formatting of headings, etc. Microsoft Office Word 2010 - Illustrated Complete

16. Generating a Table of Contents (continued) Preview Formal format selected Microsoft Office Word 2010 - Illustrated Complete

17. Marking Entries for an Index • An index lists many of the terms and topics included in a document, along with the pages on which they appear • Can include main entries, subentries, and cross-references • Mark items to include in the index • Search for the term you want to mark • Click the Mark Entry button in the Index group on the References tab Microsoft Office Word 2010 - Illustrated Complete

18. Marking Entries for an Index (continued) • Marking items cont. • The Mark Index Entry dialog box opens • Click Mark All to mark all instances of the term as index entries • The term is marked with the XE field code • XE stands for Index Entry Microsoft Office Word 2010 - Illustrated Complete

19. Marking Entries for an Index (continued) Selected text appears here Click Mark All to mark all instances of the term as index entries Microsoft Office Word 2010 - Illustrated Complete

20. Generating an Index • An index often includes subentries and cross-references • A subentry is text included under a main entry • A cross-reference in an index refers the reader to another entry in the index Microsoft Office Word 2010 - Illustrated Complete

21. Generating an Index (continued) • Add a subentry • Select the term and click Mark Entry • Enter the main entry term in the Main entry text box • Enter the subentry term in the Subentry text box • Add a cross-references • Click the Cross-reference option button in the Mark Index Entry dialog box to create a cross reference Microsoft Office Word 2010 - Illustrated Complete

22. Generating an Index (continued) Adding a subentry Adding a cross-reference Microsoft Office Word 2010 - Illustrated Complete

23. Generating an Index (continued) • Generate and format an index • Click Insert Index in the Index group on the References tab • Select a format • The index is sorted alphabetically, includes page numbers, and removes duplicate entries • Right-click the index and click Update Field to update any changes Microsoft Office Word 2010 - Illustrated Complete

24. Generating an Index (continued) Completed index Microsoft Office Word 2010 - Illustrated Complete

25. Inserting Footers in Multiple Sections • Multipage documents often consist of two or more sections that you can format differently • Can include different text in the footer for each section and can change how page numbers are formatted from section to section • Click the Insert tab, then click the Footer button in the Header & Footer group Microsoft Office Word 2010 - Illustrated Complete

26. Inserting Footers in Multiple Sections (continued) Link to Previous Button deselected Section 2 Footer Page number changed to 1 Page 2 of document Microsoft Office Word 2010 - Illustrated Complete

27. Inserting Footers in Multiple Sections (continued) • Using text flow options • Text flow options control how text in multi-page document breaks across pages • Change text flow options in the Paragraph dialog box Microsoft Office Word 2010 - Illustrated Complete

28. Inserting Headers in Multiple Sections • Modify the header to be different in each section • Header text and page numbers can be different in each section • Deselect the Link to Previous button when you change the text of a header or footer in a new section • Insert a cover page • Enter text in content controls Microsoft Office Word 2010 - Illustrated Complete

29. Inserting Headers in Multiple Sections (continued) Microsoft Office Word 2010 - Illustrated Complete

30. Finalizing a Multipage Document • Customize a document’s table of contents • By default, a table of contents only shows headings formatted with Heading 1, 2, and 3 styles • Customize a table of contents to include headings formatted with other styles • Modify the position and leader style of a table of contents Microsoft Office Word 2010 - Illustrated Complete

31. Finalizing a Multipage Document (continued) Scroll to see other TOC levels Microsoft Office Word 2010 - Illustrated Complete

32. Summary Outline view Use to organize headings and subheadings that identify topics and subtopics in multipage documents Navigate through documents with: Navigation pane Thumbnails Cross-references Microsoft Office Word 2010 - Illustrated Complete Microsoft Office Word 2010 - Illustrated Complete 32

33. Table of contents An overview of topics and subtopics covered in a multipage document Index Lists many terms and topics included in a document, along with the pages on which they appear Headers and footers can be unique for each section of a document Summary (continued) Microsoft Office Word 2010 - Illustrated Complete Microsoft Office Word 2010 - Illustrated Complete 33

34. Summary (continued) Microsoft Office Word 2010 - Illustrated Complete Microsoft Office 2010 Illustrated • Cover Pages • Add to a document as a title page • Enter information in content controls • Modifying a Table of Contents • Change TOC levels • Modify TOC styles 34