Unit I: Developing Multipage Documents

Unit I: Developing Multipage

Documents

Microsoft Word 2010 - Illustrated

• Build a document in Outline View• Work in Outline view• Navigate a document• Generate a table of contents• Mark entries for an index

Microsoft Office Word 2010 - Illustrated Complete

Objectives

• Generate an index• Insert footers in multiple sections• Insert headers in multiple sections• Finalize a multipage document


Objectives (continued)

Building a Document in Outline View• Use Outline View to organize headings

and subheadings that identify topics and subtopics• Each heading is assigned a level from 1

to 9, with Level 1 being the highest level

• Assign the Body Text level to the paragraphs

• Each level is formatted with a style (e.g. Heading 1)


Building a Document in Outline View (continued)• Click the Outline button in the

Document Views group on the View tab• The document appears in Outline view

with the Outlining tab open• Buttons on the outlining tab:


Building a Document in Outline View (continued)


Outlining tab

Level 1 heading

Level 2 heading

Body text

Working in Outline View

• Promote and demote headings and subheadings• Move or delete blocks of text• When you move a heading, all of the

text and subheadings also move with the heading

• To move headings and text:• Use the buttons on the Outlining tab, or• Drag the heading or text with your pointer


Working in Outline View (continued)• Use the buttons on the Outlining

toolbar to view and work with headings and subheadings

• Use the Collapse, Expand, and Show Level commands to view all or just some headings and subheadings


Working in Outline View (continued)


Move up and down buttons

Expand button

Collapse button

Show Level list arrow

Plus outline symbol indicates that additional levels or

paragraphs of text are included under the heading

Navigating a Document• Use the Navigation pane and cross

references to navigate through a multi-page document• The Navigation pane shows all the

headings and subheadings in the document

• Click on a heading in the Navigation pane to move to it

• Drag and drop headings to re-order them


Navigating a Document (continued)• Navigation pane cont.

• Use thumbnails to navigate a document• A thumbnail is a smaller version of a page

that appears in the Navigation pane• Add cross-references to a document

• A cross-reference is text that electronically refers the reader to another part of the document


Navigating a Document (continued)


Navigation pane

Drag headings to re-order

them

Navigating a Document (continued)• Using bookmarks

• A bookmark identifies a location or a selection of text in a document

• A bookmark can be a word, the beginning of a paragraph, or a heading

• Click the Insert tab, then click Bookmark in the Links group to open the Bookmark dialog box


Generating a Table of Contents

• Use a table of contents to obtain an overview of the topics and subtopics covered in a multi-page document• Word searches for headings, sorts

them by heading levels, and then displays the completed table of contents

• Format headings and subheadings with Heading styles


Generating a Table of Contents (continued)• Click the Table of Contents button in

the Table of Contents group on the References tab• Click Insert Table of Contents to open

the Table of Contents dialog box• By default, a table of contents includes

the top three heading levels in a document

• Modify a table of contents• Style, formatting of headings, etc.


Generating a Table of Contents (continued)


Preview

Formal format

selected

Marking Entries for an Index• An index lists many of the terms and

topics included in a document, along with the pages on which they appear• Can include main entries, subentries,

and cross-references• Mark items to include in the index

• Search for the term you want to mark• Click the Mark Entry button in the Index

group on the References tab


Marking Entries for an Index (continued)• Marking items cont.

• The Mark Index Entry dialog box opens• Click Mark All to mark all instances of

the term as index entries• The term is marked with the XE field

code• XE stands for Index Entry


Marking Entries for an Index (continued)


Selected text appears here

Click Mark All to mark all

instances of the term as

index entries

Generating an Index

• An index often includes subentries and cross-references• A subentry is text included under a

main entry• A cross-reference in an index refers the

reader to another entry in the index


Generating an Index (continued)

• Add a subentry• Select the term and click Mark Entry• Enter the main entry term in the Main

entry text box• Enter the subentry term in the Subentry

text box• Add a cross-references

• Click the Cross-reference option button in the Mark Index Entry dialog box to create a cross reference


Adding a subentry


Generating an Index (continued)Adding a cross-reference


• Generate and format an index• Click Insert Index in the Index group on

the References tab• Select a format• The index is sorted alphabetically,

includes page numbers, and removes duplicate entries

• Right-click the index and click Update Field to update any changes




Completed index

Inserting Footers in Multiple Sections• Multipage documents often consist of

two or more sections that you can format differently• Can include different text in the footer

for each section and can change how page numbers are formatted from section to section

• Click the Insert tab, then click the Footer button in the Header & Footer group


Inserting Footers in Multiple Sections (continued)


Link to PreviousButtondeselected

Page 2 ofdocument

Page numberchanged to 1

Section 2 Footer

Inserting Footers in Multiple Sections (continued)• Using text flow options

• Text flow options control how text in multi-page document breaks across pages

• Change text flow options in the Paragraph dialog box


Inserting Headers in Multiple Sections• Modify the header to be different in

each section• Header text and page numbers can be

different in each section• Deselect the Link to Previous button

when you change the text of a header or footer in a new section

• Insert a cover page• Enter text in content controls


Inserting Headers in Multiple Sections (continued)


Finalizing a Multipage Document

• Customize a document’s table of contents• By default, a table of contents only

shows headings formatted with Heading 1, 2, and 3 styles

• Customize a table of contents to include headings formatted with other styles

• Modify the position and leader style of a table of contents



Scroll to see other

TOC levels

Finalizing a Multipage Document (continued)


Summary

• Outline view• Use to organize headings and

subheadings that identify topics and subtopics in multipage documents

• Navigate through documents with: • Navigation pane• Thumbnails• Cross-references

32Microsoft Office Word 2010 - Illustrated Complete


• Table of contents• An overview of topics and subtopics

covered in a multipage document• Index

• Lists many terms and topics included in a document, along with the pages on which they appear

• Headers and footers can be unique for each section of a document

33Microsoft Office Word 2010 - Illustrated Complete

Summary (continued)

• Cover Pages• Add to a document as a title page• Enter information in content controls

• Modifying a Table of Contents• Change TOC levels• Modify TOC styles

34Microsoft Office 2010 IllustratedMicrosoft Office Word 2010 - Illustrated Complete

Summary (continued)