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Word Long Docs Quick Reference (Windows PC)
Last updated February 2020 See https://staff.brighton.ac.uk/is/training for more videos and documentation Faye Brockwell
See https://staff.brighton.ac.uk/is/training/Pages/Word/longdocs.aspx
for videos and exercises to accompany this quick reference card.
Styles
Working with styles in Word will improve the consistency of your
formatting as well as speeding up the process of formatting a
document. The main style types are:
Type of style Used to
Paragraph
styles
Control the formatting of the entire paragraphs,
including tab settings, line spacing, and indents as
well as character formatting such as font, font size
and text colour.
When applied, affect the whole of the paragraph
Character
styles
Control character formatting such as font, font size
and text colour.
When applied, only affect selected words
List styles Control the formatting of numbered and bulleted lists
Table styles Control the formatting of tables
Normal style
The Normal style is the default paragraph style for paragraphs of text in
Word. If you don’t like the line spacing or font when you start a new
Word document, modify the Normal style so it behaves how you want it
to.
If you want this change to apply to every new Word document that you
create, modify the Normal.dotm template.
Modify styles
You can make existing styles behave how you want them to – you don’t
have to create new ones.
In the Styles pane, right-click on the style you want to modify.
Click on Modify…
You can use the formatting tools
in the Modify Style window to
make common changes like
Font, Font Size, Text Colour,
Line Spacing and Alignment
Hover over the tools to see what
they are.
The preview window will show
you what your changes will look
like.
If you want to apply the changes for this and any new Word
documents, click to select New documents based on this
template.
If you are not using your own template, this will update the
Normal.dotm template on the computer you are working on.
Click on the Format button for more advanced controls, such as
margins, borders and more specific line-spacing options.
Click OK when finished.
Note: the changes to the style will be applied to the text where your
insertion point is flashing. If you did not want this to happen:
In the Styles pane, click to select the Normal style
2
Heading Styles
Heading styles are a special type of paragraph
style. There are ten heading styles available in
Word: the Title style (which should only be used
once per document), along with Heading 1 through
to Heading 9.
Heading styles:
Control the formatting of headings so that, to the reader, the text
visually looks like a heading
Tag the headings so that Word recognises the heading, thus
enabling Word to recognise the structure of your document. This in
turn enables you to:
o create a Table of Contents
o apply numbering to your document
o include chapter numbers in a table of figures or an index of
tables
o Use the Navigation Pane or Outline View to manage the
overall structure of your document
If the default Heading styles do not look how you want them to, modify
them.
Show the styles gallery pane
o On the Home tab, click on the to the
bottom right of the Styles gallery
This will open the styles pane to the r ight, but not all styles will be
displayed.
o Click on Options at the bottom-right of the
pane
o In Select styles to show choose All
styles
o In Select how list is sorted choose
Alphabetical
o Click OK.
Apply a paragraph or heading style to an existing
paragraph of text
o Click on any word in the paragraph so your insertion point is
flashing somewhere within the paragraph
o Click once on the style in the styles pane.
Apply a heading style to several headings at once
Useful if you’re cleaning up an existing document
o Click once in the margin to the left of the first heading you want to
select.
o Scroll to where your next heading is.
o Hold down the CTRL key and click once in the margin to the left of
the heading
o Release the CTRL key on your keyboard.
o Repeat until you have selected all the headings you want to.
o Click once on the heading style in the styles pane.
Do not keep the CTRL key held down whilst scrolling down the page as
this is the command to zoom!
3
Select all text with similar formatting
Useful for cleaning up a document that was not previously formatted
using styles.
o Click so your insertion point is flashing on some of the text you want
to select (e.g. within one heading)
o On the Home tab, click on Select and choose Select all text
with similar formatting.
Apply a character style to selected words
o Double-click on any word in the paragraph to select the entire word
o Click once on the character style in the styles pane
Tip: hold down the CTRL key whilst you double click on words to select
several words at once.
Apply a style before typing
Click where you want to type the text.
Click on the required style in the styles pane.
Type your text.
Clear style formatting
If you want to “remove” a style from a word or paragraph, simply apply
the Normal style to the word or paragraph:
Click once in a paragraph of text or double click on a word to select
it
In the Styles pane, click to select the Normal style
If you have a document that has been formatted without using styles
correctly and you want to start again from scratch:
Press CTRL and A on your keyboard to select all of the text
In the Styles pane, click to select Clear All
If you have copied and pasted text from another document that uses a
different template, and want to strip the source formatting:
Use your mouse to select the text
In the Styles pane, click to select Clear All
Copying and pasting
If you copy text from one document to another, when you paste you
can choose whether to keep the styles formatting from the original
document or convert the text to the styles formatting in your new
document.
Copy the text from the original document
Paste the text into the new document
Click on the Paste Options icon
Choose to apply the styles formatting
of the new document
Choose to paste the text without any styles formatting (Normal
style). This option is good when you want to start afresh in your
new document.
Apply style formatting to an existing document
If you have already written a document, but now want to format it using
styles, e.g. to structure it properly using Heading styles:
Save a copy of your document as a visual reminder of the
formatting you had originally.
Have both the original and the copy open, side by side.
Clear the style formatting from the original document.
Apply styles (see page 2) to your original document, using the copy
as a visual guide.
4
Create your own character style
This is useful if you want to emphasise words. Using a style allows you
to easily update the formatting of all emphasised words in your
document without having to find and select them all.
At the bottom of the Styles Pane, click
on the New Style button h .
In the Name field, type a name for
your style
In the Style Type field, choose
Character
In the Style based on field choose
Default Paragraph Font
Use the tools to set the formatting for
your new style
If you want this style to be available in any new Word documents,
click to select New documents based on this template.
If you are not using your own template, this will update the
Normal.dotm template on the computer you are working on.
Click OK
Create your own paragraph style
This is useful to make paragraphs stand out – by putting a box around
a paragraph, for instance. (Do not use this to create new Heading
Styles).
Click on the New Style button at the bottom of the Styles
Pane.
In the Name field, type a name for
your style
In the Style Type field, choose
Paragraph
In the Style based on field choose
Normal
In the Style for following
paragraph choose which style you
want – this is what style will be applied
to text in the next paragraph after your
press ENTER.
Usually this will be either the Normal style, or the name of the
style that you are creating
Use the tools to set the formatting for your new style
If you want this style to be available in any new Word documents,
click to select New documents based on this template.
If you are not using your own template, this will update the
Normal.dotm template on the computer you are working on.
Click OK
5
Numbering headings or chapters
This is only possible if you have used heading styles to format your
headings.
Tip: Multi-level lists can be temperamental. If possible, we recommend
that you leave this step towards the end of creating your document,
when you are happy with its structure
On the Home tab, click on the drop-down arrow on the multi-
level list icon
Choose one of the options that includes the
word Heading, like the one shown on the
right
The numbering will be applied to your
document
If you would like to edit how numbering works in
multi-level lists, see the Numbering chapters
and sections video from LinkedIn Learning’s
Word 2016: Creating Long Document course.
Table of contents
This is only possible if you have used heading styles to format your
headings.
Create a table of contents
Click where you want your table of contents to be
On the References tab click on Table of
Contents.
Choose which style of table of contents you want.
The table of contents will appear.
Update a table of contents
Right click on the Table of Contents in your document
Select Update Field
Check the section Update entire
table
Click OK
Format a table of contents
Like everything in Word, a table of contents
is formatted using styles: TOC Heading
and TOC 1 through to TOC 9.
To change the formatting for the levels of
your Table of Contents, you will need to
modify the corresponding TOC style.
6
Templates
All Word documents are based on a template. Templates store the
styles and page settings for your document. They can also contain
standard text (e.g. in a meeting minutes template)
You can have different templates for different types of document. For
instance, one template for chapters of your thesis, another template for
meeting minutes.
Saving your styles and page settings as a template saves you time
when creating documents of the same type, as you do not need change
the settings for each new document.
Modify the default formatting for new Word documents
Unless you specify otherwise, any new Word documents are based on
the Normal.dotm template stored on your computer.
If you don’t like the default settings for Word on your computer (e.g.
you want text to always be Arial instead of Times New Roman, or you
want to reduce the space inserted every time you press ENTER) you
must update the Normal.dotm template.
Open a new blank Word document
Modify the Normal style to meet your
needs, but click to select New
documents based on this
template.
This will update the style not only in your
current document, but also for any new
documents using the Normal template.
Create a new template from scratch
Start a new Word document
Click on File >> Save As
In the Save File as Type
box, choose Word Template
(.dotx)
You may see the file path change
to be your Custom Office
templates.
If that doesn’t happen, or if you are working on a computer you do
not work on regularly,
choose where to store your template, e.g. your OneDrive for
Business.
Type a name for your template in the File Name box.
Click Save.
You are now working on a new template. Set your template up as you
need it to be. You may want to:
Create new paragraph styles
Create new character styles
Modify existing styles
Change page layout settings such as margins
Create a standard Header or Footer
Type some standard text onto the page
Remember to click File>>Save to save the changes to your
template.
7
Create a new template from an existing document
If you have spent a lot of time changing the set-up of an existing Word
document, e.g. by modifying the styles to get them just as you want to,
you can save these settings as a template for use on other documents,
following the steps above. You may want to remove any text from your
template first!
Start a new document using a template
Template stored in your Custom Office
templates
Open Word
Click on File >> New
Click on PERSONAL
Click on the template you want
This will open a new Word (.docx) file based on your template.
Template stored in another location
Navigate to the location where your template is stored (e.g. in File
Explorer)
Double-click on the template
This will open a new Word (.docx) file based on your template.
Apply a template to an existing Word
document
Click on the Developer tab on the ribbon.*
Click on Document Template.
Click on Attach.
Locate your template where you saved it and
double-click to choose it.
Click on the Automatically update
document styles checkbox.
Click OK
*If you do not have the Developer tab on your Word
ribbon:
Click on the File tab and then on Options.
In the Word Options window, click on
Customize Ribbon.
In the Main Tabs box on the right, click the
Developer checkbox.
Click OK
Edit a template
Open Word
Click on File >> Open
Navigate to where the template is
stored.
You may want to limit the search to All
Word Templates
Click on your template and click Open
Make the changes to your template
Click File >> Save to save the changes to your template.
8
Page breaks
Page breaks allow you to start the next paragraph on a new
page, without pressing ENTER several times.
Click where you want your page break to be.
On the Insert tab, choose Page Break.
Section breaks
Section breaks allow you to break your document into sections. This
allows you to format individual sections of your document
independently of other sections, so that you can control:
Margins
Paper orientation (landscape or portrait)
Contents and position of headers and footers
Format, position and sequence of page numbers
Number of columns
Location where footnotes print
Line numbers
Show non-printing characters
This is essential when working with section
breaks:
On the Home tab click the Show Hidden Characters icon.
Insert a continuous section break
Continuous section breaks are used to identify separate sections of a
document within a single page, e.g. to have a long bulleted list across
multiple columns.
A. Mark the start of your section
Click your insertion point at the end of the paragraph immediately
before the point where you want your section to start
On the Page Layout tab, click on Breaks
Choose Continuous
B. Mark the end of your section
Click your insertion point at the end of the paragraph at the end of
your section
On the Page Layout tab, click on Breaks and choose
Continuous
C. Format your new section
Click so that your insertion point is flashing somewhere between
your two section breaks
Any formatting that you apply will apply to just that section (e.g. 2
columns instead of 1)
9
Insert a next page section break
Next page section breaks are used to identify separate sections of a
document, where sections are on different pages.
These are often used to:
Have different headers and footers for different sections
Manage page numbering independently for different sections
Make one page of your document landscape orientation
To add a next page section break:
Click your insertion point where you want one section to end and
the other to begin.
On the Page Layout tab, click on Breaks
Choose Next Page
Make one page of your document landscape
Insert a Next Page Section Break to mark the end of the
portrait section
(i.e. at the end of the last portrait page before the landscape page)
Insert a Next Page Section Break to mark the end of the
landscape section (i.e. at the end of the last landscape page)
Click so your insertion point is flashing somewhere on one of the
pages that you want to be landscape
Click on the Page Layout table
Click on Orientation and choose Landscape
Delete a section break
Turn on non-printing characters
Use your mouse to select the section break (click and drag)
Press Delete
10
Headers and footers
Headers and footers are used to repeat standard text or content at the
top or bottom of each page, e.g. chapter headings or page numbering
Insert a header or footer
On the Insert tab, click on Header or Footer
Click on a layout to choose it
Add automatic page numbers to your
document
On the Insert tab, click on Page Number
Choose where you want your page numbers to
appear
Choose the style of page number
Manage different headers for sections of your document
Useful for chapter headings, for instance.
Use Next page section breaks to break the document into sections
(e.g. chapters)
In the first section, double-click on the header to update it. This
header will be repeated across all sections.
Click in the header of the next section to select it.
Click on the Header & Footer Tools tab
Click to deselect Link to Previous
You can now edit the header for this section independently of the
preceding section.
Repeat these steps for each section that you want to edit
independently of the section before
Manage different footers for sections of your document
Use the steps shown above, but in the Footer of your document rather
than the header.
Manage page numbering independently for different
sections of your document
In the text of the document, insert a Next page section break to
mark the point at which page numbering should be handled
differently (e.g. at the end of a section)
This will create two sections. Double-click on the footer in the
second section to open it.
Click on the Header & Footer Tools Design tab
Click to deselect Link to Previous
On the Header & Footer Tools Design tab, click on Page
Number and choose the location and style for your page numbers
11
Format page numbering
E.g. to force the page numbering to start at 1
Double click on the page number to
select it
Right-click and choose Format Page
Numbers
Change the Start at number to be the
page number you require
Click OK
To include the chapter number click to select Include Chapter
Number.
This will only work if
You have applied Heading 1 style to your chapter headings in
your document
Your document has a Heading-style multi-level list applied - see
Numbering headings or chapters
Planning and managing the structure of a document
MindGenius
MindGenius is mind mapping software that allows you to plan a
document visually using a mind map. You can then convert your map
into a Word document, with branches of your document converted into
Heading styles to form the structure of your document.
For more information, including videos on how to plan a Word
document using MindGenius, see
https://staff.brighton.ac.uk/is/training and click on the MindGenius
link.
Navigation pane
With the Navigation pane you can:
See the structure of your document
Change the structure of your document
Jump quickly to a section of your document
Search your document for specific text
Turn Navigation Pane on
Click on the View tab
Click to select the Navigation Pane checkbox
The navigation pane will appear on the left of your
document.
If you have used Heading Styles in your document,
the headings will appear in the Navigation pane.
Click on any heading to jump to that section of the document.
Use the Navigation Pane for a contextual search
Click on the Search Document box at the top of
the Navigation Pane
Type your search word or string and press ENTER
Click on RESULTS to show contextual search
results
Click on any of the search result to jump to that part
of the document.
Use the Navigation Pane to change the structure of your document
To move sections of your document, simply drag and drop the headings
in the Navigation Pane. Any sub-headings will be moved too.
This change will be reflected in your document – all text and images for
the sections associated with those headings and sub-headings will
move too.
12
Outline view
With Outline View you can:
Plan the structure of your document
Change the structure of your document
Plan a new Word document in Outline view
Open a new blank Word document
On the View tab, click on Outline
The view will change to Outline View. In this view
you will type the headings and sub-headings of your document, to build
the headings structure of your document. Do not write any body text in
Outline view.
Type your first heading. This will usually be a Heading 1 style.
Press ENTER then:
o Start typing to create another heading of the same level.
E.g. Another Heading 1 style.
o Press the TAB key to create a sub-heading.
E.g. a Heading 2 style heading
o Press SHIFT + TAB to revert back to a higher level heading
E.g. to revert back to a Heading 1 style.
Continue to build the structure of your headings.
To move a section:
Point at the + icon to the left of the heading, then drag and drop
it to its new position.
Do this at the highest level for the section you want to move to ensure
that all associated sub-headings are moved in one hit.
When you have finished building the structure of your document:
On the Outlining tab click on Close Outline View to
switch back to print view, where you can continue to write
your document as normal.
Change the structure of a document in Outline View
You can drag and drop sections of an existing document within Outline
view. This will move entire sections of your document, including all
sub-headings, along with their associated text and images within the
document, in one hit.
On the View tab, click on Outline on
Click on the Outlining tab
In Show Level: select Level 9
Body text of your document will now be hidden, showing just the
headings of your document.
To move a section:
Point at the + icon to the left of
the heading
Drag and drop it to its new position.
Do this at the highest level for the
section you want to move to ensure that all associated sub-headings
are moved in one hit.
Using the Outlining tools on the ribbon
The Outlining tab appears on the ribbon when you are in Outline View.
Hover over any of the tools to find out what they are for.
13
Images
Insert an image
Click so that your insertion point is flashing where you
want to insert an image
On the Insert tab, click on Pictures.
Navigate to your image file and double-click to insert it.
Change how text behaves alongside your image
After inserting your image, click on the Wrap Text icon
that appears
Choose which text wrapping option you require:
Icon Description of icon
Square: choose this option to have more
control over where the image is positioned
on the page
In Line with Text: choose this so that the
image is in its own space with no text
wrapping
Resizing your image
Click on the image to select it
Click and drag one of the drag handles that
appear at the corners of the image
Move your image (no caption)
Point your cursor at the centre of the image
Click and drag the image to the required location
You may need to change the text wrapping options (see above)
Move your image (in-line image with caption)
If your image has a caption, and the text wrapping is set to in-line,
dragging and dropping the image will lose the caption. To avoid this:
Use your mouse to select both the image and its caption
Cut and paste the image to its desired location.
You may need to update the caption numbering.
Move your image (image with text wrapping and caption)
If your image has a caption, and the text wrapping is set to one of the
text wrapping options (e.g. Square), dragging and dropping the image
will lose the caption. To avoid this:
Click to select the image, then hold down the ctrl key whilst you
click to select the caption
Right-click on the selection, then choose Group, then click on
Group
Drag and drop the image and its caption to their desired location.
You may need to update the caption numbering.
Using the Picture Tools format tab
When you click on an image to select it, the Picture Tools Format
tab appears on the ribbon.
Explore these tools, which include colour correction, image size
compression, add artistic effects, borders, cropping and alignment.
14
Table of figures
Word can automatically create a table of figures for all the images in
your document. To do this you must add a caption to each image and
then insert your table of figures
Add captions to images
Click on an image to select it
On the References tab, click on Insert
Caption
In the Label box, choose Figure
In the caption box, type the text to
accompany your image.
Word will automatically number the caption.
To include the chapter number in your caption:
click on Numbering and click to select the Include Chapter
Number checkbox
This will only work if:
You have applied Heading 1 style to your chapter headings
Your document has a Heading-style multi-level list applied - see
Numbering headings or chapters
Create the table of figures
Click where you want the table of figures to
go
On the References tab click on Insert
Table of Figures
On the Table of Figures tab, in the
caption drop-down box choose Figure
Check the other options and then click OK.
Update caption numbering
If your caption numbering gets out of order:
Click to select one of the caption numbers
In the styles pane, right-click on the Caption style.
Click on Select All
Right-click on any one of the selected caption numbers
Click on Update Field
Updating a table of figures
Right click on the table of figures and select Update Field
Select Update entire table and click OK
Index of tables
Word can automatically create an Index of Tables for all the tables in
your document. To do this you must add a caption to each table and
then insert your index of tables.
Add captions to tables
Click on a table to select it
On the References tab, click on Insert Caption
In the Label box, choose Table
In the caption box, type the text to accompany your table.
Word will automatically number the caption.
To include the chapter number in your caption:
click on Numbering
click to select the Include Chapter Number checkbox
This will only work if
You have applied Heading 1 style to your chapter headings in
your document
Your document has a Heading-style multi-level list applied - see
Numbering headings or chapters
15
Create the Index of Tables
On the References tab click on Insert Table of Figures
On the Table of Figures tab, in the caption drop-down box
choose Table
Check the other options and then click OK.
Updating a table of figures
Right click on the index of tables and select Update Field
Select Update entire table and click OK
Insert a cover page
Word has a tool for creating cover
pages.
On the Insert tab, click on Cover
Page
Click on a cover page style to apply
it
A cover page will be inserted at the
beginning of your document.
Click on any of the pre-defined text
boxes to edit or delete them
Building a bibliography
We recommend that EndNote is used for adding citations to your
document and creating your bibliography.
Once you have created a reference library in EndNote you can link up
your library to a Word document and insert citations directly into the
text of your document. EndNote will format the citation into the
referencing style you require and simultaneously create a bibliography
at the end of your document.
This process is called Cite While You Write.
For more information on using Cite While You Write, visit the library’s
EndNote Subject Guide:
http://libguides.brighton.ac.uk/c.php?g=517605&p=3538097
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