Creating Effective and Powerful Documents in Word List of Contents
… and all styles should now be removed
Proofing the document
Check and correct syntax, spelling, grammar and layout. Don’t forget to use keyboard shortcuts wherever possible.
Navigating around a document
Home – moves to the Start of a line
End – Moves to the End of a line
Ctrl + Home – moves to the top of the document
Ctrl + End – moves to the end of the document
Right and left Arrow Keys - Moves cursor letter by letter
Ctrl + right/left Arrow Keys - Moves cursor Word by Word
Spelling and Grammar
F7 – Spelling and Grammar checker
Delete – deletes the character IN FRONT of the cursor
Backspace – deletes the character BEHIND the cursor
Ctrl + A – Select All
Ctrl + C – Copy
Ctrl + V – Paste
Ctrl + X – Cut
Ctrl + Y – Repeat Tying
Ctrl + Z – Undo
Shift + Left/Right arrows – selects letter by letter
Shift + Ctrl + Left/Right arrows – selects word by word
Shift + Ctrl + Up/Down arrows – selects line by line
Double left click – selects a word
Ctrl + B - Makes the selected text Bold
Ctrl + U - Makes the selected text Underlines
Ctrl + I - Makes the selected text Italic
Ctrl + L - Left justifies the line
Ctrl + R - Right justifies the line
Ctrl + E - Centre justifies the line
Ctrl + J – Justified (equal)
Ctrl + D – Opens the Font card
Ctrl + M / T – Increase indent (to the right)
Ctrl + Q – Decrease indent (to the left)
Ctrl + K – Create Hyperlink
Ctrl + F - Find
Ctrl + N – Create a New document
Ctrl + O – Opens a document Ctrl + S – Saves a document
Ctrl + P – Opens the print dialogue box
Creating a new page (or Page Break)
To create a new page simply place the cursor at the start of the line where you want the break and
Insert > Break > and select OK in the Box (or Ctrl + Return)
Reveal Formatting (Show/Hide)
When a document is being edited it is sometimes helpful to have the formatting shown (a backwards P)
Click the Show/Hide button to the Standard Toolbar
Styles and Formatting
Introducing Styles and Formatting to the document allows us to create structure. It allows us to create Tables of Contents (for example) and to ‘decorate’ the text.
Using styles is one of the most important and powerful techniques when creating MLP (Modified Large Print) and Braille documents. Done correctly means that any subsequent modification can be done quickly and effectively.
Open the Styles and Formatting panel
Format > Styles and Formatting (or Alt + O + S)
Set the Heading Level
This sets the hierarchy of the document - rather like chapters of book
Set/Edit the Style
Modify the Style by clicking the drop down menu to the Right of the Heading
Here you set/edit change the Style of the Heading (or whatever has been selected)
Creating one (or more) Style Templates
Once a group of styles has been created it may be useful to save this as a Word template so that it can be applied to other documents.
… and that’s it!
Applying a Template to an existing document
… and the document style will be updated
NB. You can create new styles by simply clicking the New Style button. This is particularly helpful when transcribing into Braille and you want to ‘map’ a style in a text document to a particular style in Duxbury (Braille Translation application)
Modifying the Normal Style
Lets change the Normal style in word so that when you hit Return (say to start a new paragraph) is creates a double space (rather than the standard single space) and change line spacing to 1.5.
This method can be used to change any element of a Style – for example the spacing and styles of bullet points
Creating a Table of Contents Sheet
Place the Cursor where the List of Contents is to be positioned.
Insert > Reference > Index and Tables
…. and select the ‘Index and Tables’ Tab and click OK.
Updating a Table of Contents Sheet
Once a Table of Contents has been created it will be needed to be updated each time a new Heading has been created (or edited)
Right Hand Click on the Table of Contents and select Update Field and click update entire table.
Creating Headers and Footers
View > Header and Footer (or Alt + V +H)
… and this will show the Header and Footer parts of the document.
Click on the Header area and enter the Header text.
Click on the Footer area and now you have a range of AutoText options (eg. (Author, Page No, Date).
Headers and Footers 1 will appear on all pages of the document.
We have some text with two photos in and we want to position the two photos together.
Table > Insert >Table…
Creating Captions for Images and a List of Captions
Creating the Caption
Creating the List of Captions
LanguagesSometimes it is necessary to create documents in more than one language. In this section we will see how to
The added benefit is that when this document is opened in Duxbury (for example) those sections of text defied as a foreign language will be recognised and transcribed into Braille using the correct language rules.
You should now notice that the spelling ‘errors’ (against an English dictionary) have now been removed.
Creating Footnotes 3
Creating a Book in Word
…. And then just create the content of the book as normal.
1 Unless Sections are set
2 Good idea for producing MLP. Try to avoid word wrapping text.
3 Not to be used when preparing materials for Braille production
© Sensory, Physical & Medical, NYCC Page of Issue 4.2 Jun 2009
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