Creating Effective and Powerful Documents in Word List of Contents



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Creating Effective and Powerful Documents
in Word

List of Contents


Creating Effective and Powerful Documents
in Word 1

List of Contents 2

List of Figures 3

Objectives 4

Microsoft Word 4

Reference Documents 4

Creating a new document 4

Opening a document 4

Page Set-Up 4

Saving the Document (Version Control - Part 1) 5

Saving the Document (Version Control - Part 2) 5

File and Folder Management (Version Control – Part 3) 5

Clear the Formatting 8

Proofing the document 8

Navigating around a document 8

Spelling and Grammar 8

Proofing/Editing/Navigation Tools 9

Change the Case of Text 9

Creating a new page (or Page Break) 10

Reveal Formatting (Show/Hide) 10

Styles and Formatting 10

Open the Styles and Formatting panel 10

Set the Heading Level 11

Set/Edit the Style 11

Creating one (or more) Style Templates 12

Creating Style Template 12

Applying a Template to an existing document 12

Modifying the Normal Style 14

Creating a Table of Contents Sheet 15

Updating a Table of Contents Sheet 16

Creating Headers and Footers 16

Using Tables to help layout/positioning of images 17

The process 17

Creating Captions for Images and a List of Captions 18

Creating the Caption 18

Creating the List of Captions 19

Advanced Topics 20

Languages 20

Creating Footnotes 20

Creating a Book in Word 21

Tracking changes 21

List of Figures


Figure 1: Create a table 18

Figure 2: Make it 2 columns by 1 row 18

Figure 3: The Table 18

Figure 4: The Results 18


Objectives


By the end of the session you should be able to

  1. Rapidly create (or edit) documents to a high standard

  2. Be familiar with a wide range of features within MS Word

  3. Spell and grammar check documents in a Foreign language

  4. Create and manage an effective file management system

  5. Create (or edit) documents such that they can easily converted to

  • MLP (Modified Large Print)

  • Braille (Grade I or II)

Microsoft Word


These notes and screen shots have been prepared using Word 2003. However, they should support Word 2000 as well. However, if you are using Word 2007 please contact us for more information/guidance.

Reference Documents


These notes should be used in conjunction with

  • THE GAZEETER.doc

  • vista 2009 spring v2.1.doc

  • Kensuke'sKingdomresource2 v1.doc

  • Kim's Story v2.doc

  • English – French.doc

Creating a new document


File > New (or Ctrl + N)

Opening a document


File > Open > example.txt (or Ctrl + S)

Page Set-Up


File > Page Setup (or Alt + F + U)

… and set up consistent Margins and Orientation

.

Saving the Document (Version Control - Part 1)


This ensures you preserve your original prior to changes being made.

File > Save (or Ctrl + S)

… and Save as example org.doc

NB. Org - Original


Saving the Document (Version Control - Part 2)


Now save the document as: example v1.doc

File > Save As

NB. v1 – Version 1

File and Folder Management (Version Control – Part 3)


When you are creating and editing many documents (sometimes very large) it is very important to be able to devise a filing system which is:

  • Meaningful / self explanatory

  • Easy for you (and others) to rapidly locate (and access) documents

  • Easy to back-up and/or archive



As an example, if you were creating: a thesis for your college work, preparing a cv and doing some transcription for two students you might choose a folder structure as below.


Clear the Formatting


  1. Open the Styles and Formatting Panel







  1. Select all the text using the mouse or (Ctrl + A)

  2. and Click Clear Formatting

… 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

Proofing/Editing/Navigation Tools


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 + H - Replace
Ctrl + G - Go To page

Ctrl + N – Create a New document


Ctrl + O – Opens a document

Ctrl + S – Saves a document

Ctrl + P – Opens the print dialogue box

Change the Case of Text


  1. Select the text you want changes (say to Title case)

  2. Format > Change Case or (Alt + O + E)

  3. … and Select Title (or whatever) to change the case


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

  1. Go to the Start / End of the line to be set

  2. Click the appropriate Heading Level (H1, H2, etc) in the Right Hand panel

NB. To do this you will need to Show Available styles (Formatting in use or All styles) in the bottom Right Hand drop down menu



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.

Creating Style Template













  1. Once the document has been created and styled correctly re-save the document as a Word Template
    1. File > Save As and select Document Template under the Save as type


  1. Within the Template Folder create a new sub folder to store your new template folders (eg. cv)

  2. Save the document with a meaningful title (eg. professional)

… and that’s it!

Applying a Template to an existing document


  1. Open the Document to be styled as normal











  1. Open the Template Tab

    1. Tools > Templates and Add-Ins

  1. Attach the appropriate template and check ‘Add to Template’










… and the document style will be updated
  1. If one or more of the styles are changed in this new document then remember to check the box ‘Add to Template’


  2. When the document is resaved you will be invited to update the document Template. This makes sure that changes are saved to the Template file ready for other to use.

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.















  1. Using the drop down menu at the side of the Normal font click Modify

  2. In the drop down box at the bottom left of the tab select paragraph
  3. Here you can change Spacing after to (say) 12 pt and Click OK


  4. Select the 1.5 line spacing button and click OK

  5. and that’s it!

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.

Using Tables to help layout/positioning of images


Tables 2 are a very useful way in which photos (or other objects) can be used to layout professionally

Example.


We have some text with two photos in and we want to position the two photos together.

The process


  1. Position the cursor where the Table is to be created

Table > Insert >Table…

  1. Create a 2 column by 1 Row Table

  2. Drag and Drop images into Table cells



    Figure 1: Create a table



    Figure 2: Make it 2 columns by 1 row



    Figure 3: The Table



    Figure 4: The Results



  3. Select the Table using the Control handle in the top left hand corner f the table
  4. Right hand click and select Borders and Shading go to the Borders Tab


  5. Click None and then click OK






Creating Captions for Images and a List of Captions

Creating the Caption


  1. Select the image

  2. Right mouse click and select Caption



  3. Select Label. If a suitable one is not available then Create a new by Clicking New Label (eg. Photo)

  4. Enter some text and click OK



  5. Complete this for all images in the documents

Creating the List of Captions


  1. Place the Cursor where the List of Captions (images) is to be positioned.

  2. Insert > Reference > Index and Tables and select the ‘Index and Tables’ Tab

  3. Select the Table of Figures Tab and Click OK




Advanced Topics

Languages

Sometimes it is necessary to create documents in more than one language. In this section we will see how to


  • Define a section of text as foreign language

  • Spell and grammar check



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.












  1. Open the document

  2. Select the Foreign text

  3. Tools > Language > Set language

  4. Select the language eg, French (France) and click OK

You should now notice that the spelling ‘errors’ (against an English dictionary) have now been removed.

Creating Footnotes 3


  1. Place the cursor where the Footnote is to be referred

  2. Insert > Reference > Footnote and select the Footnote

  3. Click Insert and create your Footnote text in the Footer.

Creating a Book in Word


  1. Create a New document (File > New and select Blank or Ctrl + N)

  2. Open the Page Format Card (File > Page Setup)

  3. … and select Book Fold under pages

…. And then just create the content of the book as normal.


  1. Then print out as Normal. Because you have defined the document as a Book it will be printed out as an A5 book. For example, if the book is a 8 page book then




LHS

RHS

Sheet 1 (front)

Page 8

Page 1

Sheet 1 (back)

Page 2

Page 7

Sheet 2 (front)

Page 6

Page 3

Sheet 2 (back)

Page 4

Page 5


Tracking changes


  1. Go to Tools > Track Changes

  2. Once set then all further changes to the documents will be highlighted for easy review by the Author.





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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