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Word 2007: How to Simplify Long or Complex Documents
What’s Inside Getting Started ................................................................................................ 1 Targeted Topics ......................................................................................................... 1 Practice Files ............................................................................................................... 1
Navigating a Long Document ......................................................................... 3 Keyboard Shortcuts ................................................................................................... 4 Scroll Bar Tricks .......................................................................................................... 5 Select Browse Object ................................................................................................ 6 Working with the Status Bar .................................................................................... 7 Navigating with Go To ............................................................................................. 8 Browsing by Bookmarks............................................................................................ 8 Navigating with the Document Map.....................................................................11 Navigating with Thumbnails ...................................................................................12
Understanding Formatting in Word 2007 ...................................................... 13 Character or Font Formatting ................................................................................ 13 Paragraph Formatting ............................................................................................13 Document or Page Formatting ...............................................................................14 Show/Hide ................................................................................................................15 Checking for Formatting Inconsistencies ...............................................................16 Reveal Formatting...What's Going On .................................................................18
Page Formatting ............................................................................................ 23 Choosing Paper Size, Layout & Margins .............................................................23 Inserting Document Headers and Footers ............................................................25 Adding a Watermark .............................................................................................30 Enhancing Documents with Page Borders ............................................................32
Section Formatting ........................................................................................ 35 Understanding Sections ..........................................................................................35 When You Need Section Breaks ...........................................................................36 Inserting Section Breaks ..........................................................................................37 How Section Formatting is Stored .........................................................................40 Using Headers and Footers with Section Breaks ................................................41 Adding Pages with Landscape Orientation ........................................................45
Automation in Long Documents .................................................................... 49 Creating a Cross-Reference ..................................................................................50 Easy Text Entry with AutoCorrect..........................................................................52 Automatic Text with Quick Parts ...........................................................................54
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Word 2007: How to Simplify Long or Complex Documents
Formatting with Styles .................................................................................. 57 Document Themes.....................................................................................................58 Applying Quick Styles ............................................................................................60 Creating a New Style ............................................................................................. 63 Modifying Styles ......................................................................................................64 Advanced Formatting with the Style Separator ................................................68
Adding a Table of Contents .......................................................................... 71 Creating a Table of Contents ................................................................................71 Updating Your Table of Contents .........................................................................72 Formatting Your Table of Contents.......................................................................74 Advanced TOC Techniques ....................................................................................77
Creating an Index.......................................................................................... 81 What to Index ..........................................................................................................81 Marking an Index Entry ..........................................................................................82 Building an Index .....................................................................................................84 Creating Index Entries with a Concordance File ................................................86 Updating an Index .................................................................................................. 87
Inserting Footnotes and Endnotes ................................................................. 89 Adding a Footnote ..................................................................................................89 Adding an Endnote ..................................................................................................91 View, Edit, or Delete Footnotes or Endnotes .......................................................92
Designing Document Templates .................................................................... 95 Saving a Word Document as a Template ...........................................................96 About the Normal Template ..................................................................................98
Working with Different Versions of Word...................................................... 99 File Compatibility between Versions of Office ..................................................99 Word 2003 Files in Word 2007....................................................................... 100
Customizing the Quick Access Toolbar ....................................................... 105 Customize Technique #1 ..................................................................................... 106 Customize Technique #2 ..................................................................................... 107 Customize Technique #3 ..................................................................................... 108 81H
82H
83H
Index ........................................................................................................... 109 84H
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Word 2007: How to Simplify Long or Complex Documents
Section Formatting The longer and more complex your document is, the more likely it is to need different sections. Word's sections aren’t chapters, that is, they don't have anything to do with how you've divided your document with headings and subheadings. Sections are electronic divisions you create by adding section breaks to your document. Section breaks are a close cousin to page breaks, except a section can contain any number of pages. More important, each section in a Word document can have its own distinctive page formatting.
Understanding Sections Many people work with Word for years without ever really understanding Word's sections. After all, the majority of Word documents are only a single section. In fact, a multiple page document can be just one section. But sometimes Word adds section breaks behind the scenes. For example, when you insert an envelope into the same document as a letter, Word uses a section break to separate the different page formats needed to create these features.
Documents Start with One Section Think of your document as a large piece of undeveloped, flat land. Initially, it has one set of boundaries without any distinctive elements. Now, you want to divide the land into plots for individual property owners who can develop their areas in any way they want. Each lot is divided with fences and property lines...in Word, these boundaries are called section breaks. The section breaks allow you to change the page formatting for one section without modifying the rest of the document.
The Word 2007 Status Bar displays information on the document pages and sections
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Word 2007: How to Simplify Long or Complex Documents
When You Need Section Breaks A section break separates the document into multiple sections for individualized formatting. With section formatting, a document can easily be divided into separate pieces such as a title page, report detail, appendixes, portrait vs. landscape layout, and other changes to the document structure. Section breaks also make it easy to switch between one column to multiple columns and then back to a single column of text. Section breaks are needed in a document when page formatting changes within the same document, or your document includes more than one type of column formatting. Specifically, section breaks are needed in the following circumstances: • Different margins: For documents such as a letter, where the first page might require a two-inch top margin to make room for the letterhead, with the following pages requiring a standard one-inch top margin plus a header that should not start until the second page. • Different headers and footers: For documents that require different formatting for various headers and footers. • Different paper sizes: Multiple sections are required with documents that include both portrait and landscape page orientation. • Different numbering schemes: Large documents often require different page numbering formats from one area to another. For example, the Table of Contents may require a format with lower case Roman numerals (i, ii, iii) while the main body uses Arabic numerals (1, 2, 3) and the document concludes with Appendices needing alphabetic numerals (A, B, C). • To restart automatic numbering for separate chapter: Word uses automatic numbering for figures and other items. If you have a multi-chapter document, you may want the numbers to restart with each chapter. Not a problem when you insert section breaks between each chapter. • Columns: Multiple sections are used in documents with newspaper style columns combined with standard one column formatting. • To change the number of columns on the page: Perhaps you want to change from a single column format to a double column format; you need to insert a section break where the format changes. You can even put the break right smack in the middle of a page.
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Word 2007: How to Simplify Long or Complex Documents
Inserting Section Breaks Section break commands are found under the Page Layout tab. To insert a section break: 1. Page Layout > Page Setup > Breaks. 2. When you click the Breaks button in the Page Setup group, the menu is divided into two parts: Page Breaks and Section Breaks.
Types of Section Breaks There are four different types of section breaks in Word. For most complex documents, the Next Page section break is used most frequently.
Page Breaks and Section Breaks: each type of break described with text and visuals
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Word 2007: How to Simplify Long or Complex Documents Section breaks have two major distinctions. There are Next Page breaks, which create a new page for the new section, and there are Continuous breaks, which place a divider mark in the text with no visible interruption. Everything below that mark is in a new section. You use the Continuous break to change the number of columns or the margins in your document in the middle of a page. The other two options—Even Page and Odd Page—are just variations on Next Page. They create section breaks and start the new section on the next even or odd page. For example, you use this option to make sure all your chapters begin on a right-hand page.
Section breaks are also automatically created any time you select a portion of text and then change page formatting; your choices will be applied just to the selected part of text. As needed, section breaks may be added at the start and end of the selected text.
Where Are Those Section Breaks? In addition to the status bar display, section formatting is easier to work with if the section breaks are clearly visible: • Turn on the Show/Hide feature: press C + * (see more on Page 15) or • Temporarily switch to the Draft view: View Tab > Document Views Group. Click once on the Draft view. For best document viewing and editing, switch back to the Print Layout View.
Screen display of page breaks and section breaks
Understanding how Word formatting and section breaks work will simplify how you create and edit your Word documents.
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Word 2007: How to Simplify Long or Complex Documents As covered so far, the main purpose of section breaks is to be able to create different types of page-specific formatting in the same document. Every section within a document can contain unique page numbering, margin size, headers and footers, and even page orientation.
The Status Bar indicates which section of the document the insertion point is positioned in.
Example of multiple sections in a long Word 2007 document
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Word 2007: How to Simplify Long or Complex Documents
How Section Formatting is Stored It’s important to note that in a single section document, section formatting is stored in the last paragraph mark. With multiple section documents, a section break stores the formatting for the section that precedes it. So, if a section break is deleted, section formatting applied to the section that preceded that break will change to match whatever section formatting is stored in the next available break.
Before deleting any section break, take note of all differences in section formatting between the sections before and after the break. Remember that, after you delete a break, all section formatting in the section that preceded the break will revert to the formatting saved in the section that followed the break.
Changing Section Formatting To change any section formatting: 1. Simply place your insertion point anywhere after a section break. 2. Modify the section formatting you need to change.
Pay attention to the Apply To list that appears in most dialog boxes used for section formatting commands, such as Page Setup.
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Word 2007: How to Simplify Long or Complex Documents
Using Headers and Footers with Section Breaks In longer documents, you may want to update your headers and footers so you are restricting the layout only to the specific parts without accidentally applying the format to your entire document. Working with headers and footers in complex documents is one of the top frustrations I hear from many Word users because the concept of needing to coordinate changes with sections is not intuitive or obvious. Turn to Page 25 to review options for headers and footers. Understanding the value of the Link to Previous Section feature is one of the keys to successfully formatting headers and footers in longer documents.
Link to Previous Section As you work with headers and footers within different sections, pay close attention to whether or not you want to continue the header and footer from the previous section or have a separate, unlinked entry. Your options for Link to Previous are detailed below. Turn off Link to Previous to create separate, unconnected section headers or footers.
Each header and footer identifies the current section.
The Same as Previous label also tells you that a header or footer is linked to the previous section.
Separate, unique headers and footers can be created when the document page layout indicates Different Odd & Even Pages.
Turn off Link to Previous to control formatting of individual sections
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Word 2007: How to Simplify Long or Complex Documents
In some long documents, you might choose to retain the same header or footer on most or all of the pages even when you have different odd and even pages. For instance, in this guide, the footer remains unchanged in each section from the Table of Contents to the end of the book. As covered earlier, in many long documents, section breaks are often used to build in the flexibility to change the formatting of page numbers including re-starting the page number. For instance, you can format prefix pages, such as a table of contents, with lower-case numbers (i, ii, iii) and then change back to standard (Arabic) page numbers for the main pages in the document. The how-to steps are provided on the next page. Here is one example of document page numbering:
No page numbers Page number format (Roman) such as i, ii, iii, iv, v
Page number format (Arabic) typical of the main body of a long document such as 1, 2, 3, 4, 5, 6; page number restarts with 1.
Page numbers can be changed for appendix sections and other resources. For example, you may want to number pages as A-1, A-2, etc. Section breaks are needed to format different page numbers in a document
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Word 2007: How to Simplify Long or Complex Documents
Changing Page Numbers When you want to either create a different style of page numbers and/or change the starting page number in a new section, follow these steps: 1. From the Page Layout View, double-click into any header or footer to open the Header and Footer View. To create headers and footers from the beginning, turn to Page 25 to review options for headers and footers. 2. Choose options in the Navigation group to move forward or backwards to the section where you want to setup or change page numbering.
3. If the header or footer in the active section will be different than the layout in the previous section, turn off the option to Link to Previous so that the changes will only impact the layout from your current location forward.
4. Select the Page Number command icon and then pick Format Page Numbers… to choose the number format. (See details on the next page). 5. Apply other formatting of your choice to the header and footer. 6. Navigate to other sections to format additional headers and footers. 7. Click the Close Header and Footer icon or double-click into the document text to close the header and footer tools.
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Word 2007: How to Simplify Long or Complex Documents
To change the style and format of the page numbering used in the header or footer.
Choose different formatting for document pages.
Page Number Format dialog box
Steps to change the page number format in a long document with multiple sections
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Word 2007: How to Simplify Long or Complex Documents
Adding Pages with Landscape Orientation Two of the frequent questions I hear about longer documents is “How can to add pages with landscape orientation?” and “Can I add headers and footers to my landscape pages?” In some complex documents, you might want landscape pages for spreadsheets, charts, photos, or other images that won’t fit on portrait pages. Let’s look at your options: rotate the image or add landscape pages in the middle of your document.
Rotating an Image If your graphic can be rotated, you do not need to change the orientation of your pages, just rotate the image. If your exhibit is not a graphic, first scan your spreadsheet or other insertion and then insert it into the document page. Data images can also be created with a screen capture program such as SnagIt (www.techsmith.com). To rotate a selected image: 1. Choose the Format contextual tab under Picture Tools. 2. Pick the rotation option for your image such as Rotate Left 90°. 1. Or, grab the rotation handle on the selected graphic. Turn left or right for the rotation effect that you want—similar to a steering wheel.
Rotation options for selected image © The Software Pro® All Rights Reserved www.SoftwarePro.com
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Word 2007: How to Simplify Long or Complex Documents
Inserting Landscape Pages When your document needs a landscape layout for a table, linked worksheet, or other insertion that cannot be rotated, you will need to add two section breaks first. To insert landscape pages: 1. Move to the location in your document where you want to add the landscape orientation. 2. Choose Page Layout > Breaks to add a Next Page section break. Turn to Page 37 for more on section breaks. For example purposes, we’ll call this Section 2. 3. Next, press J a few times to insert several lines. 4. Then, add another Next Page section break. 5. Move below this last section break (let’s call this Section 3) and turn off the Link to Previous for the headers and footers. Why? Once you change the orientation for Section 2 to landscape, you will want to delete the headers and footers for that section but not lose them in following sections. Otherwise, they will print at a 90° angle as shown in the example below.
Headers and footers with portrait and landscape orientations
6. Move to Section 2 and also turn off the Link to Previous for the headers and footers. Delete the content of the headers and footers only for this section. 7. Change the orientation to landscape just for the current section. 8. Insert the text or image that you want on the landscape page.
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Word 2007: How to Simplify Long or Complex Documents
Isn’t there a way to add headers and footers to the landscape page? This is a common question without a fast answer. No, you cannot technically add headers or footers that turn at an angle to match the other pages in your document. If you insist on this, you can manually create the look of your headers and footers by inserting text boxes with text and fields combined with a change to the text direction. Careful! When working with section breaks, you should always turn on Show/Hide to display the section breaks. When you delete the section break that follows the portrait section, you delete the portrait orientation setting that was stored in that section break. The pages that were in the section before the break become part of the next section when the break is deleted.
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Word 2007: How to Simplify Long or Complex Documents
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Index AutoCorrect, 52, 53, 56 AutoText, 54–56, 95 Bookmarks, 8–10, 105 Columns, 14, 36, 38, 85 Concordance File. See Table of Contents Cross-references, 50–51, 81 Customize Word 2007, 104–8 Displaying non-printing characters. See Show/Hide Document Map, 3, 11, 12 Document Themes, 58 Endnotes. See Footnotes and Endnotes Font Formatting, 13, 21 Footers. See Headers and Footers Footnotes and Endnotes, 89, 92, 94 Headers and Footers, 25–29, 41, 95 Index, 81–87 AutoMark, 85–87 Building an Index, 84 Creating with a Concordance File, 86 Marking an Index Entry, 82 Keyboard Shortcuts, 3, 4, 8, 10, 28, 56, 61, 69, 78 Landscape Orientation. See Page Layout Margins, 14, 23, 24, 28, 36, 38, 95, 98 Microsoft Office Button, 16, 52, 96, 100, 104 Navigating Tips, 3–11 Page Borders, 32 Page Formatting, 22–32
Page Layout, 14, 23–25, 30, 32, 37, 43, 46, 58 Page Numbering, 14, 28, 36, 39, 42–44, 50, 73, 82 Quick Access Toolbar, 68, 69, 104–8 Quick Parts, 54, 56 Reveal Formatting, 18–21 Ribbon, vi, 12, 23, 27, 56, 60, 67, 68, 87, 107 Scroll Bar, 3, 5, 6, 10 Section Formatting, 34–47 Select Browse Object, 3, 6 Show/Hide, 11, 12, 15, 38, 47, 69, 83 Status Bar, 7 Styles, 1, 11, 16, 21, 56–70, 73–79, 105 Applying Quick Styles, 59–62 Creating a New Style, 63 Modifying Styles, 63–67 Style Separator, 67–70 Table of Contents, 36, 42, 67–77, 84 Concordance File, 86 Creating a Table of Contents, 71 Deleting a Table of Contents, 72 Formatting a Table of Contents, 74 Marking Entries, 77 Updating Your Table of Contents, 72 Templates, Creating, 95, 98 Themes. See Document Themes Thumbnails, 3, 12 Watermarks, 30
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