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TABLE OF CONTENTS
Sources ....................................................................................................151
iv
Introduction to
Microsoft Word
LESSON 1
+ + + +
In This Lesson:
Starting Word
Starting Word
To start Microsoft Word:
1. Click the Start button on the Windows taskbar. This opens the Windows Start
menu.
2. Point to All Programs, and then select (click) Microsoft Word.
OR
You can also start Word using various shortcuts to the program. The
Microsoft Word shortcut icon may appear in the top left of the Start
menu (as in the picture above), in the Windows taskbar, and on the
desktop.
Shown in the previous page is the Microsoft Word default window. When Word is
launched, a new blank document, or default window, opens in Print Layout view.
Although window elements are fully explained in our Windows course, here is a brief
explanation of the Word window.
Title bar
Displays the document name followed by a program name.
Menu bar
Contains a list of options to manage and customize documents.
Standard toolbar
Contains shortcut buttons for the most popular commands.
Formatting toolbar
Contains buttons used for formatting.
Ruler
Used to set margins, indents, and tabs.
Insertion Point
The location where the next character appears.
End-of-document marker
Indicates the end of the document.
Help
Provides quick access to Help topics.
Scroll bars
Used to view parts of the document.
Status bar
Displays position of the insertion point and working mode buttons.
Task Pane
Provides easy access to commonly used menus, buttons and tools.
View Buttons
Changes the layout view of the document to normal view, web layout view, print
layout view, or outline view.
Office Assistant
Links to the Microsoft Office Help feature.
Each menu groups together related commands, sometimes using submenus to further
group commands:
• Normal view displays the text and objects you insert, as well as page and
section breaks, and natural page breaks (indicated by dotted lines). However, the
layout of the page is not displayed—page numbers are not shown, for example,
and any text-wrapping you’ve applied to objects does not appear.
• Web Layout view displays the document as a web page, including any graphics,
text-wrapping, and backgrounds you’ve applied.
• Print Layout view displays the document as it will be printed. Each page is
shown in its entirety, including any white space at the bottom, as well as headers
and footers, page numbers, and text-wrapping.
• Outline view displays the structure of the document, allowing you to reorganize
text by dragging and dropping headings. You can collapse and expand the
document depending on whether you want to view only headings or all the text.
To quickly change between document views in Word, use the View buttons at the
bottom left corner of the window:
In This Lesson:
Saving a Document
Once you have opened Word, you will be ready to create
your document. The blank screen is like the blank piece of Opening a Document
paper. The following instructions will guide you through
creating a basic document with Word XP including saving, Selecting a Printer
opening, printing, and exiting.
Using Print Preview
Printing a Document
Creating a New Document Exiting Word
Saving a Document
The Save and Save As commands are located under the File menu. If you are saving a
document for the first time, either selection will take you to the Save As dialog box.
To save and name your document or to save a copy of your document under another name:
To help you locate the file in the future, use a descriptive filename.
Do not give the file an extension. Word will automatically add a
.doc extension.
Use the Save command to save a document that has already been named and saved. If you
select the Save command and you have not saved the document before, you will see the Save
As dialog box. Use the Save command to save the changes you make to the original document.
Opening a Document
Follow these instructions if you have already created a document or if you want to open a
document already created in Word.
1. Open Word
2. From the File menu, select Open…
OR
From the Standard toolbar, click OPEN
OR
4. To select the document, click the name of the document you want to open
Word limits the files listed to Word documents with a .doc extension. If
the file you want is not listed, the extension may be something other
than .doc. To view all files, from the Files of type pull down list, select
All Files.
Selecting a Printer
In order to print any document, a printer must be selected. These instructions will show you
how to select a printer and set a default printer which will remain the selected printer every
time you print.
To make selecting a printer from the Print dialog box easier, simply set a default printer that
will automatically be used every time you print.
OR
Printing a Document
The general steps to printing an open document are as follows:
2. In the Page range and Copies sections, make the changes in the range of pages you want
to print and/or the number of copies you want
3. To print your document, click OK
When you use the toolbar option, all pages of your document will be
printed. This print process does not take you through the Print dialog
box.
Exiting Word
When you are done working with your document and would like to take it off the screen, you
have two options, depending on whether you would like to start another Word document or
exit Word. If you are finished using Word for the day, be sure to select the Exit command.
In This Lesson:
Editing Basics
Selecting Text
Once you have created a Word document and typed in some
text, you may want to edit your work by adding, moving, or Making Multiple Selections
deleting text. This document covers the Undo command and
the basic editing functions of selecting, moving, and deleting Deleting Text
text.
+ + + +
Editing Basics
Typing Features
As you start on your document, you should be aware of some functions in Word that make
writing easier:
Word Microsoft Word wraps text at the end of each line and
Wrap continues on the next line; you do not have to press the
[Enter] or [return] keys as on a typewriter.
Delete The [Backspace] key will move the cursor to the left one
Character space at a time, eliminating text or space. The [Delete] key
will move the cursor to the right one space at a time,
eliminating text or space.
Arrow The arrow keys move the cursor up or down one line at a
Keys time and left or right one space at a time. The arrow keys do
not delete; they allow you to position the cursor exactly
where you want it. This is especially helpful if you have to
add something to your document.
If text was accidentally deleted or if there was some type of editing mistake, you may be able
to reverse the last action using the Undo command. If your last action cannot be reversed, the
option will read Cannot Undo.
1. From the Standard toolbar, click the next to the UNDO button
2. From the list which appears, select the action(s) you would like to undo
Use the scroll bar to locate the action you would like to undo.
When you undo an action, you also undo all actions above it in the
list.
Selecting Text
Selecting text is a basic editing skill used in Word. You select text for operations such as
deleting and formatting. Once your text is selected, you can also cut, copy, or paste your text;
for more information, refer to Cutting, Copying, and Pasting Text. When you select text, you
indicate to the computer that your next action(s) are meant to affect just what is selected. For
If a block of text is selected, any new text typed will replace the
selected text. If you do this by accident, go immediately to the Edit
menu and select Undo Typing to restore the original text. For
instructions on using the Undo command, see Using the Undo
Command.
example, by selecting text you can change the font and size of only that selected section.
1. Move the mouse to the left side of the document until it turns into an arrow
2. To select a single line of text, click the mouse button once
To select multiple lines of text, click and drag
1. Use the mouse to move the I-beam to the left of the beginning of the text to be selected
2. Click and hold the mouse button
3. Drag the mouse over the text you want selected
4. Release the mouse button
The selected text will be highlighted.
If the text is near the left margin, it may be easier to start selecting
the last letter and drag it to the first letter.
1. Place the I-beam at the beginning of the text you want to select
2. Press and hold [Shift]
3. Click at the end of the text you want to select
All text between the two points is selected.
To deselect text:
1. Click the mouse button anywhere outside of the selected text area
Drag-and-drop is another option for moving a block of text. This option is best for moving text
short distances. Drag-and-drop is done with the mouse and the text never goes to the
Clipboard. As you are dragging the text, a gray insertion point appears. When you let go of the
mouse button, the text will drop wherever the insertion point is. As you are becoming
comfortable with drag-and-drop, remember the Undo command.
The insertion line will indicate where the text will be dropped.
If you dropped the text in the wrong spot, use the Undo command.
The insertion line will indicate where the text will be dropped.
Deleting Text
You can delete anything from a few characters to several pages of text. You can also restore
deleted text using the Undo command.
If you released the copied text in the wrong spot, use the Undo
command.
1. Place the insertion point to the right of the text you want to delete
2. Press [Backspace]
The selected text will disappear and be replaced with what you type.
You can also use the UNDO button on the Standard toolbar to undo
your typing. For more information on using the Undo command, refer
to Using the Undo Command.
In This Lesson:
Cut text is removed from its original location and placed on the Clipboard to be pasted. Up to
24 items can be stored on to the Clipboard. For instruction on how to use the Clipboard, see
Using the Clipboard.
OR
OR
Press [Ctrl]+[X]
The text will be removed from your document and temporarily stored on the Clipboard.
3. Use the mouse or arrow keys to place the cursor in the location where you would like to
move the text
4. From the Edit menu, select Paste
OR
OR
Press [Ctrl]+[V]
OR
From the Clipboard task pane, click the item you want pasted
Copied text is not removed from its original position; a duplicate copy of the selected text is
placed on the Clipboard. Up to 24 items can be copied and saved onto the Clipboard. For
instruction on how to use the Clipboard, see Using the Clipboard.
OR
OR
Press [Ctrl]+[C]
OR
OR
Press [Ctrl]+[V]
OR
From the Clipboard task pane, click the item you want pasted.
1. Move the pointer over the item on the Clipboard that you want deleted
2. Click the arrow next to the item
3. Select Delete
In This Lesson:
If you click on the suspected misspelling, Word gives you one or more suggested corrections.
Using the dialog box is a little more time consuming, but can give you more options for
changing the misspelled word.
OR
OR
Press [F7]
The options for the dialog box include all the options from the Quick
menu plus the options described in the following table.
Correcting Grammar
When Grammar Check finds a sentence which appears to have improper grammar, it will
underline the error with a green wavy line. Word allows you to modify your error through the
Quick menu or through a dialog box. If it is an error that does not have a clear solution, Word
will display the grammatical rule which is being violated.
1. Right click the grammatical error » select the appropriate solution or Ignore Once
For more extensive editing, it may be easier to use the dialog box.
The options function identically to those of the Quick menu with the addition of the IGNORE
RULE button, which ignores all the errors due to the current grammatical rule displayed.
4. Click OK.
In This Lesson:
Adjusting Paragraph
Alignment
This lesson will help you to use paragraph formatting options Adjusting Line Spacing
to achieve the look that you want for your document.
Working with Indents
+ + + +
Aligning Text
Below you will view examples of text that are aligned using the left, right, center, and justified
alignment buttons.
Alignment Shortcut
OR
OR
When you make a line spacing change, it affects only the text in a
paragraph that contains the insertion point.
Word offers three types of indents: normal indents, first line indents, and hanging indents. A
normal indent inserts a specified amount of space between the page margin and all the lines
in a paragraph. A first line indent inserts space between the first line and the page margin so
it looks like you used a tab. A hanging indent uses a normal indent for the first line and then
moves subsequent lines farther to the right.
Paragraph indents can be set using the Paragraph dialog box or the Ruler.
If you are adjusting more than one paragraph, select all the
paragraphs you want.
Instead of using the Paragraph dialog box, you can make indent adjustments using the Ruler.
Shown here is a graphic of the Ruler.
Hanging A Hanging
Indent Indent
looks like this
1. If the Ruler is not displayed, from the View menu, select Ruler
2. Place your insertion point in the paragraph you want to adjust
If you are adjusting more than one paragraph, select all the
paragraphs you want.
3. Click and drag the appropriate indent button to the desired location
In This Lesson:
Formatting Text
+ + + +
Formatting Text
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the following:
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Lesson 7 – Text Formatting 36
3. From the Font Size pull-down list, select the desired font size
OR
OR
5. In the Effects section, click to mark any desired additional font effects (e.g., small caps,
superscript, subscript)
6. When finished, click OK
To clear character formatting, select the text and click the formatting
button a second time.
OR
From the Font style scroll box, select the desired style
4. If needed, in the Effects section, select a format (e.g., small caps, shadow)
5. When finished, click OK
Enhancement Keystroke
Highlighting Text
On the Formatting Toolbar, find the Highlighter icon.
The down triangle indicates a pull-down window with a list of colors. The icon acts as a toggle
switch. Click it on to highlight in the chosen color anything the mouse highlights. Use it
anytime during typing. If a user clicks the highlighter when text is highlighted, that text
becomes highlighted in the chosen color.
Format Painter
The beauty of using an office suite is that commands, terminology, and techniques that you
learn in one program often apply to other programs in the suite. So it is with Microsoft Office
— learn to do something in Word and you’ll probably be able to do it in Excel, PowerPoint,
and Access with little or no learning curve. In this article you will discover the Format Painter,
a tool that lets you copy formatting in one part of a document into another, no matter how
complex.
Office documents may be formatted in a variety of ways. You can select some text and
change their font, size, color, and so on. In Word, you may create and/or use a style and
then apply that style whenever you want. If you are working with tables in Word or Excel,
you can select an AutoFormat and choose from a variety of attractive settings. PowerPoint
lets you pick design templates complete with color schemes, backgrounds, and more. No
matter which program or technique you use, however, a time will come when you just want
text or paragraphs to use the same format in one part of the document as you have in
another part of the document. And that’s where the Format Painter becomes indispensable.
The Format Painter icon is found on the Standard toolbar looking like a big paintbrush. If you
click it, nothing happens. Instead, Microsoft Word determines and remembers the formatting
in effect wherever the insertion point is located. When you select text in another part of the
document, that formatting is duplicated. In Figure 1, the insertion point is in the word Primo.
The format of the word is unlike the surrounding text — the font, size, attributes, and color
are different. The same word appears in the next paragraph, but its formatting is the same as
the rest of the text.
To copy the format of the word to its second occurrence, just click the Format Painter icon,
and click on the word Primo in the second paragraph. Voila! Your second word has the same
format as the first, as in Figure 2.
To copy formatting to more than one word, select the words after clicking the Format Painter
icon. To copy paragraph formatting, select the paragraph whose format you want to duplicate
first. (Paragraph formatting includes line spacing, tab settings, indentation, bullets,
numbering, and alignment.) Click the Format Painter, then click in the paragraph and all
paragraph formats are copied. Drag to select several paragraphs to format more than one.
You can set the Format Painter icon to allow multiple copying of selected text:
a. select the text with the formatting that you want to copy
b. double-click the Format Painter icon (the paintbrush icon) on the Standard toolbar
c. drag over the text you want to format
d. repeat this action over other sections of text
e. to turn off the Format Painter function, single-click the paintbrush icon again.
In This Lesson:
Inserting Symbols
Inserting Symbols
Use the Symbol dialog box to locate symbols, characters
from other languages, arrows, and other characters.
Symbols inserted into documents can then be formatted like
letters or numbers.
The available symbols will depend on which fonts you have installed on
your machine. Word comes with pre-installed symbols for you use, but
other fonts such as, Wingdings, will also offer numerous symbol options.
2. Click INSERT
The symbol appears in your document and the CANCEL button changes to the CLOSE
button.
3. To close the Symbol dialog box, click CLOSE
4. Click INSERT
The special character appears in your document and the CANCEL button changes to the
CLOSE button.
5. To close the Symbol dialog box, click CLOSE
In This Lesson:
In This Lesson:
+ + + +
One of the ways word processors changed the world was to
introduce all kinds of fancy formatting features formerly
reserved only for the professionals. One example of this
once out-of-reach formatting is the drop cap, a large letter
inserted at the beginning of the paragraph. Inserting drop
caps in Word XP is a cinch.
2. On the Format menu, click Drop Cap to display the Drop Cap dialog box.
3. Click Dropped if you want the document text to wrap around the drop cap, or In margin
if you want the drop cap to appear in the margin and to the left of the text.
4. Make any necessary adjustments to the font, number of lines to drop, and the drop cap's
distance from text in the Options area.
5. Click OK.
In This Lesson:
Inserting Footnotes/Endnotes
+ + + +
Footnotes and endnotes contain supplemental information
that’s referenced in the body of the document. Footnotes
appear at the bottom of the page containing the reference,
while endnotes appear together at the end of the document.
Inserting Footnotes/Endnotes
When there is a need to create a footnote/endnote, make
sure you have your cursor in the correct place to add the
subscript. Click on the insert pull-down menu, then click on
reference and then click on footnotes.
Lesson 11 – Footnotes and Endnotes 50
You will then see a footnote and endnote box. The features of this box are simple. Choose
whether you want a footnote or an endnote. The endnote usually has all of the bibliographic
information at the end of your document. The footnote will (unless you change your
preferences) insert the information at the bottom of each page with the number.
You can view reference text at any time by moving your mouse over
the reference in the body of the text; when you do this, Word displays
the reference text in a popup.
To edit the text, double-click the reference mark, or just move the
cursor to the reference text using your mouse or arrow keys.
In This Lesson:
About Columns
Creating Columns
Columns can help to separate sections of your document and
make them look more inviting to read. The length of a line of Modifying Columns
text inside the columns is shortened, therefore making it
easier to read. Columns are a good way to separate sections Deleting Columns
of your document on one page. For example, when creating
a newsletter or bulletin, columns will give a more + + + +
professional look. The following instructions show you how to
create, modify, and delete columns in your document.
About Columns
By creating columns, you are creating a separate section in
your document. Therefore, any formatting changes such as
margins, indents, or headers and footers that you make to
the column text affect only the section, not the entire
document.
You can create columns before or after you start typing. You
can create columns on your entire document or on selected
text only. How you accomplish this depends on your starting
point:
Creating Columns
You can create columns which span a single page or the entire document. Using the toolbar to
create columns is quick and easy, whereas the Columns dialog box offers more options for
modification.
Adding columns using the toolbar option is an easy way to put columns into your document. If
COLUMNS is hidden from the Standard toolbar, click MORE BUTTONS on the Standard
toolbar to locate it and add it to the toolbar.
1. Place your insertion point in the document where you want the columns
OR
Using the Columns dialog box gives you more options for modifying columns than using the
toolbar option. With the dialog box, you can adjust the width and spacing of columns. Also, the
dialog box allows you to create up to 45 columns depending on the size of your paper,
however, standard paper allows only 12 columns.
OR
3. To select the number of columns, in the Number of columns text box type the appropriate
number
OR
Options One, Two, and Three will give you columns with equal width.
Options Left and Right will give you two columns with unequal width.
From the Apply to pull-down list, select the desired option of having columns applied to
Your choices will depend upon whether or not you selected the text or
placed your cursor in the text to create columns.
4. Click OK
Modifying Columns
There are several different options you can use to modify your columns to make them appear
exactly how you want them. The following section provides instructions on how to adjust
column width, add lines, insert column breaks and level column endings.
Word will not allow you to use this option if Equal column width is
selected in the Column dialog box.
In order to use rulers for width adjustment you must be in Print Layout
(Page Layout) view
4. Click and drag the column boundary for the appropriate column width
The width will be adjusted for the two columns on either side of the
column boundary.
3. To create columns of unequal width, make sure that Equal column width is not selected
4. Under Width and spacing, type values for the column attributes you want to change
The Width will alter the width of the column and the Spacing will alter
the space between the columns.
5. Click OK
Adding Lines
Adding lines between columns adds creativity and design to your document. You
may want to add lines to your column if your are following a style similar to that
of a newsletter or bulletin. This feature automatically adds lines between all
columns.
Deleting Columns
You can choose to delete all columns in a document or only a section of columns. You can
either use the Standard toolbar, which is a quicker way to delete your columns, or you can
choose to use the Columns dialog box.
In This Lesson:
+ + + +
2. In the Search text text box, type keywords related to the Clip Art you desire
3. Click SEARCH
3. In the Collection List section, click the plus sign before Office Collections
7. Return to the document you are creating by closing Microsoft Clip Organizer
8. From the Edit menu, select Paste
2. In the Insert Picture dialog box, using the Look in pull-down menu, navigate to the
appropriate drive and/or folder
3. Select the image to be inserted
4. Click INSERT
If you are not satisfied with the results, on the Toolbar, click UNDO
For more precise positioning, including text wrap options, access the Advanced options:
If the Picture toolbar does not appear, from the View menu, select
Toolbars » Picture.
o In Line with Text: the image is placed on the same line as the surrounding text
o Square: text is wrapped squarely around the image
o Tight: text is wrapped closely and completely around the image
o Behind Text: the image is placed behind the text
o In Front of Text: the image is in front of the text, blocking the text from view
o Top and Bottom: the image is placed between lines of text
o Through: text is wrapped closely around the image
o Edit Wrap Points: you can select where you want the text to wrap around the image
4. OPTIONAL: To deselect the Clip Art, click somewhere else in the document
In This Lesson:
Adding Images
Managing Images
Adding visual components to your documents can enhance
or reinforce its message. Images from Clip Art collections, Wrapping Text Options
WordArt, the Internet, or scanned images can be added to
your Word documents. Picture Options
+ + + +
Adding Images
Adding images from a variety of sources, including scanned
images, images saved from the Internet, and Clip Art, is
easy in Word XP. Word has an extensive Clip Art Gallery that
provides easy access to images.
Managing Images
Once you have inserted an image into your document, you can easily position or resize it as
needed. You can also control the way text will wrap around a picture.
Resizing an Image
Boxes called sizing handles will appear around the selected image.
To keep the image in the same proportions, use one of the corner
handles.
You will see an outline of a box indicating the new size of the image.
4. Under Wrapping style, select one of the five different wrapping styles
6. Click OK
OR
3. Under Wrapping style, select one of the five different wrapping styles
5. Click OK
Once you insert an image, the Picture toolbar should automatically appear. If the Picture
toolbar does not appear, see Picture Options.
Positioning an Image
drag images in Word, the Wrapping Style of the image cannot be In line with text.
The mouse arrow will turn into a four-headed arrow when you are able to move the image.
Picture Options
Once you have inserted a picture into your document, there are options that can enhance the
look of your image. The Picture toolbar lets you change the look of your image by providing
options such as line style, transparency, contrast, changing color, and cropping.
Rotate Left Each click turns the image by 90 degrees to the left
In This Lesson:
Drawing Objects
Drawing Objects
OR
OR
OR
o Line Tool -
o Arrow Tool -
o Rectangle Tool -
o Oval Tool -
• The mouse pointer changes to a crosshair .
• Drag the crosshair from a starting point until the object is the desired size.
• Release the mouse button to end the drawing object and turn off the Drawing tool.
Hold the Shift key down to create straight lines, perfect circles, or
perfect squares.
AutoShapes are inserted (on their own layer) with the In front of text
wrapping style applied.
Here are just a few examples of what WordArt allows you to do:
To Insert WordArt:
• Place the insertion point where you would like to insert WordArt.
• Click the WordArt button on the Drawing toolbar . The WordArt gallery opens.
To select several objects hold down the Shift key and click on each object,
or use the Select Objects tool.
Fill color allow you to color all selected drawing objects. No fill is the color
white.
Changes the line style of a selected object. Includes solid and dotted lines.
Objects are drawn in layers. The last object to be added appears in the top layer. If you move
it over another object it will appear in front of it. You can change the order of any object to
move it forward or back. In Word, objects can also either be in front of or behind text on the
page
OR
• Right-click the selected object(s) then select Order from the shortcut menu
Aligning objects by eye can be quite tricky and time-consuming. It is easier to use the Align
and Distribute tools.
• On the Drawing toolbar, click Draw then from the Draw menu, select Align or
Distribute
If you select more than two objects, you can choose to distribute
them. This means that the space between each object will be
equalized.
The Relative to Page/Canvas/Slide option is checked. Any align options you choose will
now apply in relation to the page, drawing canvas, or slide until you uncheck the Relative to
Page/Canvas/Slide option again by clicking it.
OR
• Select the object you want to rotate then on the Drawing toolbar, click Draw
• Select Rotate or Flip and point to any green handle and drag it to rotate the object
To group objects
• Select the objects you want to group then on the Drawing toolbar, click Draw and select
Group (or right-click the objects and select Group)
Formatting changes can be made to all objects within a group or to one particular
object.
• Click on the shape within the group that you want to format
• Format as required
Centre square selected within the Centre square within a group formatted
group differently
In This Lesson:
1. Select the paragraph(s) that you want to add shading to or place a border around
2. To add a border, click the next to OUTSIDE BORDER
OR
3. From the pull-down list, select the desired border or shading option
Removing Borders
3. Click NO BORDER
Removing Shading
3. Click NO FILL
Modifying Borders
3. Click NO BORDER
4. OPTIONAL: On the Tables and Borders toolbar, select a different line weight and line style
5. Again, click the next to OUTSIDE BORDER
A pull-down list appears.
Modifying Shading
Adding Borders
OR
In the Preview section, click where you want a border to appear
5. OPTIONAL: Adjust the Style, Color, and Width using the scroll box and pull-down lists
respectively
6. Click OK
Removing Borders
Modifying Borders
1. Select the paragraph(s) with the border you would like to change
Adding Shading
4. From the Fill, Patterns, and Color areas, select the desired options
The Preview section will automatically adjust based on your selections.
5. Click OK
Modifying Shading
Removing Shading
In This Lesson:
+ + + +
1. Finish typing the last line of bulleted text and press [Enter] or [return]
The cursor should be on a blank bulleted line.
To remove bullets:
The Bullets and Numbering dialog box can be used to add or remove bullets and numbers, just
as the Formatting buttons can. However, the dialog box gives you many more options in
modifying the numbers, bullets, and the spacing around the numbers and bullets. Also, the
Bullets and Numbering dialog box gives you the option to customize your bullets or numbers.
The following sections require you to access the Bullets and Numbering dialog box from the
Format menu; however, you can also access the Bullets and Numbering dialog box by right
clicking the mouse.
1. Right click the area that has or will have bullets or numbers » select Bullets and
Numbering...
• This is an example of bulleted text. Word inserts a quarter-inch indent between the bullet
and the text, maintaining the indent if the text wraps. When you press [Enter] or [return],
the next bullet appears.
1. Place the insertion point where you want the bullets to begin
5. Click OK
1. Finish typing your last line of bulleted text and press [Enter] or [return]
4. Click NONE
5. Click OK
5. Click OK
To remove bullets:
4. Click NONE
5. Click OK
Bullets can be created automatically as you type if you have those options selected in
the AutoCorrect dialog box. If you have created a specific bullet style, you may want to turn
this option off. An option in the AutoCorrect dialog box is selected and active when a check
appears in the checkbox corresponding to that option.
To enable/disable AutoFormatting:
3. To enable AutoFormatting: Under Apply as you type, select Automatic bulleted lists
To disable AutoFormatting: Under Apply as you type, deselect Automatic bulleted lists
4. Click OK
Word converts the text to a list, adding a bullet each time [Enter] or [return] is pressed
Formatting
Option What You Type
Applied
Hibbard
* (space) Hibbard
Automatic Humanities
Humanities Hall
bulleted Hall
[Enter] or
lists
[return]
- Hibbard
Automatic - (space) Hibbard
Humanities
bulleted Humanities Hall
Hall
list: [Enter] or
Hyphen [return]
-
1. After typing your last list item, press [Enter] or [return] twice
IV. This is an example of numbered text. Note that when the text
wraps, it does not wrap all the way to the number, but only to where the
first line of text began.
If you want to change the number style, the first number in the list, or the indents, you will
have to use the Bullets and Numbering dialog box.
1. Place the insertion point where you want the numbers to begin
Word will insert the first number and move the cursor a quarter of an inch to the right, where
you can begin typing text.
1. Finish typing the last line of numbered text and press [Enter] or [return]
To remove numbers:
The Bullets and Numbering dialog box can be used to add or remove bullets and numbers, just
as the Formatting buttons can. However, the dialog box gives you many more options in
modifying the numbers, bullets, and the spacing around the numbers and bullets. Also, the
Bullets and Numbering dialog box gives you the option to customize your bullets or numbers.
The following image shows the Bullets and Numbering dialog box.
The following sections have you access the Bullets and Numbering dialog box from the Format
menu; however, you can also access the Bullets and Numbering dialog box by clicking the right
mouse button.
1. Right click the area that has or will have numbers » select Bullets and Numbering...
The Bullets and Numbering dialog box appears.
IV. This is an example of numbered text. Note that when the text
wraps, it does not wrap all the way to the number, but only to where the
first line of text began.
1. Place the insertion point where you want the numbers to begin
5. Click OK
1. Finish typing your last line of numbered text and press [Enter] or [return]
3. Click NONE
4. Click OK
5. Click OK
To remove numbers:
4. Click NONE
5. Click OK
Numbers can be created automatically as you type if you have those options selected in
the AutoCorrect dialog box. If you have created a specific number style, you may want to turn
this option off. An option in the AutoCorrect dialog box is selected and active when a check
appears in the checkbox corresponding to the option.
To enable/disable AutoFormatting:
3. To enable AutoFormatting: Under Apply as you type, select Automatic numbered lists
To disable AutoFormatting: Under Apply as you type, deselect Automatic numbered
lists
4. Click OK
Word converts the text to a list, adding a number each time [Enter] or [return] is pressed
D. Hibbard F. Hibbard
Humanities Humanities Hall
Hall G.
[Enter] or
[return] OR
Automatic
lettered
OR h. Hibbard
list
Humanities Hall
e. Hibbard i.
Humanities
Hall [Enter]
or [return]
1. After typing your last list item, press [Enter] or [return] twice
By modifying numbered or bulleted lists, you are able to change the way the information is
displayed. For example, you can create multilevel lists. By customizing numbered or bulleted
lists, you are able to change the appearance of each bullet or number. For example, instead of
a plain bullet, you could use a symbol or a picture.
In addition to creating your lists, Word gives you ways of modifying the format of your
information. The following instructions will show you how to add explanatory text within your
list without creating additional bullets and how to create a multilevel list.
Perhaps you want to add information to a list item but do not want to create a separate list
item. Using this simple keystroke will place your cursor on the next line without a bullet
appearing.
1. Place the cursor after the last character in the list item where you want to add text
2. Press [Shift] + [Enter]
Sometimes, single bulleted steps are not enough. Creating an outline can help organize your
document for clearer presentation. Word allows up to nine different levels for outline lists. It is
easy to demote or promote a list item from one level to another using the INDENT buttons as
described here.
7. To demote a list item, place your cursor before the list item and click INCREASE INDENT
OR
Press [Tab]
8. To promote a list item, place your cursor before the list item and click DECREASE INDENT
OR
Customizing your bulleted list allows you to use creative and eye-catching bullets. Word
provides many different images to choose from. The following instructions assume that a
bulleted list has already been created.
OR
To change the style, color, and size of the bullet, click FONT...
To select a symbol for your bullet:
Click CHARACTER...
To select a picture for your bullet:
Click PICTURE...
6. Click OK
Word gives you ways of modifying numbered lists. The following instructions will show you how
to add explanatory text within your list without creating additional numbers and how to create
a multilevel list.
Perhaps you want to add information to a step but do not want to create a separate step.
Using this simple keystroke will place your cursor on the next line without a number appearing.
1. Place the cursor after the last character in the step where you want to add text
2. Windows: Press [Shift] + [Enter]
Sometimes, single numbered steps are not enough. Creating an outline can help organize your
document for clearer presentation. Word allows up to nine different levels for outline lists.
These instructions will show you how to create multi-level lists. It is easy to demote or
promote a list item from one level to another using the INDENT buttons as described here.
OR
Press [Tab]
8. To promote a list item, place your cursor before the list item and click DECREASE INDENT
OR
Customizing your numbered list allows you to have a wider variety of styles for numbers. Word
provides several different ways of customizing your numbers in order to create an effective
looking numbered list. The following instructions assume that a numbered list has already been
created.
6. To change the number style, from the Number style pull-down list, select the desired
option
7. To change the starting number for the list, in the Start at text box, type or use the nudge
buttons to indicate the appropriate number
8. To position the numbers in a list, under Number position, complete the appropriate text
boxes
If you would like the numbers to be right aligned rather than the default
setting of left aligned, from the Number position pull-down list select Right.
This may be useful if your numbered list has more than nine steps and you
want it to look polished with the single digit numbers all appearing on the
right side rather than the left.
9.
In This Lesson:
10. To create a header and footer for the rest of the document, click SHOW NEXT
11. Follow steps 3-5 in Creating a Universal Header and Footer
12. To hide the Header and Footer toolbar and return to your document, click CLOSE
2. Place your cursor in the header or footer area where you want to add AutoText
3. On the Header and Footer toolbar, click INSERT AUTOTEXT
4. Select the desired AutoText option
5. Click CLOSE
In This Lesson:
Adding Watermarks
Removing Watermarks
A watermark is an image or text that appears behind the
main text of a document. It is usually a lighter shade than + + + +
the text so you can read the document easily. Text
Watermarks are often used to categorize or to show the
purpose of a document with words such as ASAP. Picture
Watermarks add visual attention and attractiveness to a
document with the use of significant imagery such as logos.
Adding Watermarks
You can insert Clip Art, pictures, or text as watermarks in
your print documents. For example, you might want the
word Confidential to appear on all the pages of your
document to remind readers the material is not to be read
by everyone.
3. Using the Look in: pull-down list and navigation window, locate and select the image file
you want to use
4. Click INSERT
5. OPTIONAL: To change the size of the image, from the Scale pull-down list, select a size
Using the Washout option will make text that overlaps the watermark more readable.
7. Click OK
5. Format the text by making the appropriate selections from the Font, Size, and Color pull-
down lists
Using the Semitransparent option will make text that overlaps the watermark more readable.
8. Click OK
Removing Watermarks
1. Open the document you want to remove the watermark from
2. From the Format menu, select Background » Printed Watermark...
3. Select No watermark
4. Click OK
In This Lesson:
Tab Types
Tab Types
Tabs come in different types which are defined by the way
text lines up with the tab. The following table explains the
different tab types.
Lesson 19 – Setting Tabs 104
Right With the Right tab, text will end at the tab
and flow to the left.
Setting a tab does not automatically align your text. You still have to press [Tab] at the
appropriate places.
Setting Tabs
3. In the white area of the Ruler, click where you want the tab to be
Using Tabs
1. Place the insertion point where you want text to align with the tab
2. Press [Tab]
1. On the Ruler, click and hold the tab you want to move
2. Drag the tab to the new location and release the mouse button
Deleting Tabs
To change the tab type you can either delete the tab and add a new tab of the correct type or
you can use the Tabs dialog box.
In the Tabs dialog box, you can set leaders for the tabs. Leaders are lines (solid, dashed, or
dotted) that appear in the blank space created by a tab. The most common use for a leader is
in a table of contents where a dotted line leads up to the page number. Leaders guide the
reader's eye across the page.
Setting Tabs
3. In the Tab stop position text box, type the desired location
4. Adjust the tab alignment and leader if necessary
5. Click SET
6. To set additional tabs, repeat steps 3-5
7. After all tabs have been set, click OK
Using Tabs
1. Place the insertion point where you want text to align with the tab
2. Press [Tab]
Moving Tabs
Moving tabs in the Tabs dialog box involves adding a new tab and deleting the old one.
3. From the Tab stop position list, select the tab to be moved
4. In the Tab stop position text box, type the new tab location
5. Click SET
6. From the Tab stop position list, select the original tab location
7. Click CLEAR
8. To move other tabs, repeat steps 3-7
9. Click OK
Deleting Tabs
3. From the Tab stop position list, select the tab(s) to be deleted
4. Click CLEAR
OR
3. From the Tab stop position list, select the tab to be changed
4. Under Alignment, select the new tab type
5. Click SET
6. To change other tabs, repeat steps 3-5
7. When done, click OK
++ ++ ++ ++
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different tab types.
Creating a Table
When creating a table, some preliminary planning reduces
the amount of time needed later to make the table look
right. Sometimes even a simple sketch of one or two lines of
the table can save a lot of time. Once you have an idea of
what you want the finished table to look like, you can begin
creating it by using the Table Menu, the Toolbar, Existing
Text, or the Drawing Button.
Lesson 20 – Tables 109
1. Place the insertion point where you want the table to appear
3. In the Insert Table dialog box, type the number of columns and rows that you want for
your table
a. Select Fixed column width and type a value for the width
b. To let the table expand as you type, select AutoFit to contents
c. To let the table expand or shrink along with the size of the window, select AutoFit to
window
An empty table appears on your screen and you are ready to begin adding information.
A menu appears.
3. To indicate the size of your table, select the appropriate dimensions by dragging across to
select columns; drag down to select rows.
An empty table appears on your screen and you are ready to begin adding information.
If you have already typed the information for a table, you do not have to retype it into a new
table. You can convert the existing text into a table. Word converts special characters such as
paragraph marks, tabs, commas, or periods into the rows and columns of a table. You can also
define an alternative special character (e.g., the tilde~).
3. Verify the number of columns you want and their width; change if necessary
4. Under the Separate text at section, select the appropriate option for separating the text
into table cells (e.g. paragraphs, tabs, or commas)
5. Click OK
OR
2. Click and drag your pencil until the outline of the table is the size you want
3. Release mouse
4. To draw vertical and horizontal lines for your columns and rows, click and drag the pencil
within the table
To correct a mistake:
You can enter information into the cells in your table by typing, just like you add text to your
documents. However, you will need to be able to move from cell to cell in your table in order to
place your information appropriately. When you want to move to another cell in a table, use
one of the following methods:
Since the Tab key is used to move between cells, you need to press the following keys to insert
a tab character within a cell: [Ctrl]+[Tab]. Other helpful keyboard shortcuts for moving
around and selecting within a table are listed in next page.
You can use the keyboard to navigate through your table. The following table illustrates these
keyboard shortcuts and their functions.
To Select... Keys
You can use the keyboard to select data in your table. The following table illustrates these
keyboard shortcuts and their functions.
TO SELECT... PRESS...
OR
With the cursor in the upper most
cell of the column, press [Shift] +
down arrow
As you create your table, Word may assign default dimensions to rows, columns and cells,
which may or may not suit your purposes. This document explains how to resize various table
elements.
It is common to add or delete rows and columns to your table, especially if you do not know
exactly what information you need, or if you want to add to the table once you get the basics
down.
Adding Rows
1. Place your cursor in the last cell (last row, last column)
2. Press [Tab]
1. Place your insertion point in a cell above or below where you want to add a row
2. From the Table menu, select Insert » Rows Above or Rows Below
Deleting Rows
1. Place your insertion point to either side of where you want to insert a column
2. From the Table menu, select Insert » Columns to the Left or Columns to the Right
Deleting Columns
When a table is initially created, all columns have equal column widths. Depending on what
you are doing, this may or may not be appropriate. If you do need to adjust column widths you
may do so using the ruler or the Table Properties dialog box available from the Table menu.
1. Place the insertion point within the column you want to adjust
2. Click and hold the table border that is between the columns you want to adjust
OR
3. Drag the table border or the MOVE TABLE COLUMN icon to the desired location
4. Release the mouse
When adjusting row height with the ruler, only the row border you move will change size.
You must be in Print Layout view to adjust the row height from the ruler line.
To access this view, from the View menu select Print Layout
OR
3. Drag the table border or the ADJUST TABLE ROW icon to the desired location
4. Release the mouse
Depending on the setup of your information, you may want to combine two cells. The most
common use of combining cells is for column headings. You can merge cells horizontally or
vertically.
To avoid having to redo your table headings, use the merge and split features as the final step
in formatting your table.
If there is text in more than one of the cells being merged, the text from each cell will be
separated by paragraphs in the resulting cell.
The following instructions assume that the Tables and Borders toolbar is displayed. If it is not,
right click on the Menu Bar and click Tables and Borders.
3. In the Number of columns and/or Number of rows boxes, type the number of rows and/or
columns that you want to divide the cell into
4. Click OK
The following instructions assume that the Tables and Borders toolbar is displayed. If it is not,
right click on the Menu Bar and click Tables and Borders.
3. In the Number of columns and/or Number of rows boxes, type the number of rows and/or
columns that you want to divide the cell into
4. Click OK
Formatting Tables
After you create a table, you may want to add some finishing touches to enhance its
appearance.
Applying AutoFormat
AutoFormat can apply a style to tables you have created. You may select from numerous pre-
designed table formats. AutoFormat is a timesaving feature that automatically applies pre-
designed combinations of borders, shading, fonts, colors, and AutoFit column widths.
4. If you want to apply formats to only portions of your table, in the Apply special formats to
section, select the appropriate parts of the table
5. When you find a table format that you like and the options are selected, click APPLY
The formatting is applied to your table.
Borders are one way that you can enhance the appearance of your table. Shading cells can
help emphasize the information contained in it or differentiate headings from content.
In order to use the toolbar option, the Tables and Borders toolbar must be displayed.
1. On the Tables and Borders toolbar, from the Line Style pull-down list, select a line style
3. In your table, click individual cell borders or drag along borders to apply the new style
1. Click within or select the cells that you want to apply the border to
2. On the Tables and Borders toolbar, from the Line Style pull-down list, select a line style
5. From the choices that appear, select the appropriate border placement
To add shading:
1. Click within or select the cells in your table to which you want to apply the shading
2. From the Tables and Borders toolbar, click the on SHADING COLOR
The Borders and Shading tabs in the Borders and Shading dialog box allow you to add borders
and shading to an individual cell or the whole table.
To add borders:
1. Click within or select the cells that you want to apply the border to
4. In the Setting, Style, Color and Width sections, select the desired options
5. OPTIONAL: To apply custom border settings, in the Preview diagram, click the lines or
buttons
6. Click OK
To add shading:
1. Click within or select the cells to which you want to apply the shading
5. OPTIONAL: In the Patterns section, from the Style pull-down list, select a pattern
6. Click OK
Sorting tables is a feature designed for sequencing lists (e.g., experiment sites, number
grades, or a bibliography). You can sort a table by up to three columns, in either ascending or
descending order. For example, you can sort a table of committee members by last name then,
within that sort, by first name. You can also sort numbers or dates.
Sorting a Table
Sorting elements of your table is useful for organizing your data, whether it is text, numbers,
or dates. You can also perform subsequent sorts on the data, initially sorting by one criterion
then sorting by a second criterion within that sort.
3. From the Sort by pull-down list, select the first column you want to sort by
6. OPTIONAL: To sort additional columns, from the Then by pull-down list, select the
features you want
8. Click OK
Sorting a List
The Sort command can also be used in lists which are not in a formatted table. The same
sorting options are provided.
In This Lesson:
If the Mail Merge toolbar is not displayed when you are working in your main document:
Button Function
The Documents
Starting Document
The starting document contains the format for the document with field references to the data
source.
Data Source
Referred to as a recipient list, the data source contains the unique information for each record.
It is merged with the main document to create the customized form letter or mailing list.
Recipient Records
A record is made up of related information in the data document. If your data file contains
members of a student organization, one record will be the information that applies to a specific
student. This information runs horizontally across the data grid.
Fields
In the data document, a field is a subsection of a record, such as a name or zip code. Fields
can be big or small. For example, a field can contain an entire address, or separate fields may
break the address down into street address, state, and zip code. Separating the fields allows
you to use them together as a group (e.g., print the entire address at the top of the letter) or
use them individually (e.g., address the recipient by first and last name, or first name alone).
It also allows you to sort your addresses by name, state, or zip code. The nature of the task
determines how distinct your fields should be. Field information runs vertically down the data
grid.
You can either create a new data source or use a pre-existing source, such as your Outlook
Contacts. You may also wish to alter the entries in your data source without having to open it,
change the appropriate entries, and then save the changes. Mail Merge allows you to specify
which individual entries you want to include as well as add and delete data document entries
and fields.
Before creating the data document, take a moment to plan out the information you want to
include. While creating your data document, you can add or remove fields to tailor the
document to suit your needs. Creating a new data source is an option in the third step of the
Mail Merge Wizard.
1. From the Tools menu, select Letters and Mailings » Mail Merge Wizard...
The Mail Merge task pane appears.
8. In the Enter Address information section, enter the appropriate information in the desired
fields
9. OPTIONAL:
10. OPTIONAL:
The default save location is My Data Sources and the file extension is
.mdb (Microsoft Office Address Lists).
12. Using the Save in pull-down list, navigate to the desired save location
13. In the Field name text box, type the desired name for your address list
15. OPTIONAL: Click on the desired heading which you want the list to be sorted by
You can add, edit, or delete records even after you have merged the data and main
documents. For the changes to take effect, however, you will have to re-merge the documents.
If you want to create a new data document, see Creating a New Data Source.
2. From the Tools menu, select Letters and Mailings » Show Mail Merge Toolbar
The Mail Merge Toolbar appears.
4. Using the Look in pull-down list and other navigational tools, navigate to and select the
data document.
5. Click OPEN
8. Click EDIT...
1. Open your data document by following the instruction under Accessing the Data Document
If you previously had four records, the number shown in Total entries in list should change to
five.
Deleting an Entry
1. Open your data document by following the instruction under Accessing the Data Document
2. In the View Entries section of the Address List dialog box, click the buttons to display the
record you want to delete
4. Respond appropriately
You can add field names or delete field names even after you have merged the data and main
documents.
Adding Fields
1. Open your data document by following the instruction under Accessing the Data Document
3. Click ADD...
4. In the Type a name for your field text box, type the desired field name
5. Click OK
6. Repeat steps 3-5 until all desired fields have been added
7. Click OK
9. Click CLOSE
The Mail Merge Recipients dialog box appears, with the new field and information added.
Deleting Fields
1. Open your data document by following the instruction under Accessing the Data Document
3. In the Field Names section, select the field you want to remove
4. Click DELETE
5. Respond appropriately
You can either create a new data source or use a pre-existing source, such as your Outlook
Contacts. You may also wish to alter the entries in your data source without having to open it,
change the appropriate entries, and then save the changes. Mail Merge allows you to specify
which individual entries you want to include as well as add and delete data document entries
and fields.
After selecting the main document type, creating a new data source is the second step when
using the Data Merge Manager. Before creating the data source, take a moment to plan out
the information you want to include. While creating your data source, you can add or remove
fields to suit your needs.
1. If the Data Merge Manager is not displayed, from the Tools menu, select Data Merge
Manager
2. In the Data Merge Manager, under Data Source, click GET DATA » select New Data
Source...
4. To add a field,
a. In the Field name text box, type a name for the new field which only contains letters
and numbers only, no other characters.
b. Click ADD FIELD NAME
6. When you have all of the desired fields for your data source, click OK
7. In the Save As text box, type a name for the data source
9. Click SAVE
10. Type the information for each record of the Data Source
You can add, edit, or delete records even after you have merged the data and main
documents. For the changes to take effect, however, you will have to re-merge the documents.
2. If the Data Merge Manager is not displayed, from the Tools menu, select Data Merge
Manager
3. In the Data Merge Manager, under Data Source, click EDIT DATA SOURCE
Adding a Record
1. Open your data document by following the instruction under Accessing the Data Source
If you previously had four records, the number shown in Record should change to five.
Deleting a Record
1. Open your data document by following the instruction under Accessing the Data Source
2. In the Record section of the Data Form dialog box, click the buttons to display the record
you want to delete
3. Click DELETE
You can add field names or delete field names even after you have merged the data and main
documents.
Adding Fields
1. Open your data document by following the instructions under Accessing the Data Source
3. With the cursor, select the last column (or any other column where you would like another
column added)
4. From the Table menu, select Insert » Columns to the Left or Columns to the Right
5. In the header row of the new column, type the new field name
Deleting Fields
1. Open your data document by following the instruction under Accessing the Data Source
The same main document may be used with different data sources. For example, you may
make a list for different committees or organizations. Each document may have only one data
source at a time. If you wish to merge your main document with a new data source, you must
select the new data source and replace the old one. You simply use the New Data Source
command in the Data Merge Manager to select the data source to be merged with the main
document.
3. To create a new data source, under Data Source, click GET DATA » select New Data
Source...
OR
To select an existing data source, click GET DATA » select the file that contains the data
When you have more than one data source for a main document, you
simply select the data source you want to merge with by using the Get
Data menu which was used above to select the data file.
In This Lesson:
Next page
Next page inserts a section break, breaks the page, and then starts the new section
on the next page:
Generally, you will find Next page section breaks the most useful, as you will usually
need a new section and/or formatting style to start on a new page.
4) Under section break types choose the type of break you wish to use (Next page or
Continuous)
5) Click OK
Your Section Break should now appear as shown in Fig 6:
1) Create a Next page section break at the end of page 9, where you want to change
from portrait to landscape
2) Create another Next page section break at the end of page 10 where you want to
return to portrait
3) Make sure your cursor is on page 10
4) Click on the File menu
5) Select Page Setup…
The Page Setup window will appear
6) Make sure the Margins tab is selected
The main text in your document is now greyed out and the header area is
visible. The Header and Footer toolbar is opened.
6) Deselect the Same as Previous button
This means you can make changes to the header in the current section without
it affecting the header in the previous section
7) Add page numbering by clicking on the Insert Page Number button (Fig. 9)
8) If required, you can apply further formatting to your page numbers by clicking on
the Format Page Number button
In This Lesson:
1. Place your cursor within the item to be included in the table of contents
4. From the Outline level pull-down list, select the appropriate level
By default, levels 1, 2, and 3 are included in the table of contents.
5. Click OK
6. Repeat steps 1-5 as necessary for each item to be included in the table of contents
1. Place your insertion point where the table of contents should appear
3. From the Formats pull-down list, select the desired style for the table of contents
Your selection will be shown in the Print Preview and Web Preview scroll boxes.
a. Click MODIFY...
The Style dialog box appears.
b. From the Styles scroll-box, select the level that you want to modify
c. Click MODIFY...
The Modify Style dialog box appears.
d. Make the desired formatting changes
e. Select Add to template
f. Click OK
You are returned to the Style dialog box where your changes are shown in the Preview
box.
To make additional changes to the same level, repeat steps c - g
g. When finished, in the Style dialog box, click OK
5. To change the levels to be included within the table of contents, in the Show levels text
box, select the appropriate number of levels
a. To include a heading in the table of contents, in the TOC level text box for the
appropriate heading, type the table of contents level at which the heading should be
included
b. Click OK
2. If only page numbers have changed in the document, select Update page numbers only
If headings have changed, select Update entire table
3. Click OK
In This Lesson:
5. Ensure Current page from Options is set. Check Italic in Page number format.
You can edit the Main entry text at this point if you want the text that appears in the
index to be different from the text in the document. You can also create a subentry if you
think people will look up different words for the topic. For example if the text in the
document is about mountaineering you may wish to create a subentry for climbing.
6. Click the Mark All button to create an index entry for all occurrences of the words Health
and Safety. Mark All marks only the first occurrence in each paragraph, so repetitions
within a paragraph will not be marked.
7. Click Close.
Notice an XE is marked after the desired word.
You don’t have to close the Mark Index Entry dialog box until you have finished marking all
the entries for the index. Scroll through the document and add two or three more appropriate
words to the index.
Indexes are case sensitive. For example Health is not the same as health.
Index entries can also be marked by entering all the words to be indexed in a separate
document. Save that document and from the Index tab of the Index and Tables dialog box
click on the AutoMark button. Select the created file and Word will automatically index every
occurrence of the words.
Once index entries have been marked, it is a simple process to create the index table. This is
usually placed at the end of the document, perhaps in a separate section.
1. Position the cursor at the end of the document and insert a Next Page Section Break.
2. Select Insert | Reference | Index and Tables. The Index and Tables dialog box
appears.
3. Select the Index tab and choose a Format from the drop down list.
4. Click OK.
5. Look at the index that has been created.
6. Close the document without saving any changes.