INTRODUCTORY MICROSOFT WORD Lesson 7 – Working With Documents
Objectives Switch between documents. Copy and paste text between documents. Insert page breaks. Work with multipage documents. Insert headers and footers. Create footnotes and endnotes.
Objectives Create a section with formatting that differs from other sections. Apply styles. Insert and format tables. Organize a document in Outline view.
Terms Used in this Lesson Endnote Footer Footnote Header Page break Pane Section Style Table
Switching Between Documents The ability to work in more than one document at a time is a useful feature in Word. When a new document is opened or created, Word displays it on top of the document that is already open.
Taskbar Buttons corresponding to open documents are displayed on the taskbar. Click the button on the taskbar to make the document the active window.
Copying and Pasting Text Between Documents Text can be copied and moved between documents the same way it can be copied and moved within a document. Copy the selected text to the Clipboard from the open document. Open the second document. Paste the text at the insertion point.
Inserting Page Breaks Page Break – the place where one page ends and another begins. Word automatically inserts page breaks where necessary. Page breaks can be inserted manually by choosing Break on the Insert menu.
Splitting Windows Two parts of a document can be viewed at once by splitting the window. Choose Split on the Window menu. Pane – an area of a split window that contains separate scroll bars that allow you to move through that part of the text.
Go To Command Go To – allows you to skip to a specific part of a document. Choose Go To on the Edit menu.
Viewing Hidden Characters Show/Hide ¶– allows you to view hidden formatting characters such as spaces, paragraph returns, and end-of-line marks in a document. Click the Show/Hide ¶ button on the formatting toolbar.
Word Count Word Count – counts the pages, words, characters, paragraphs, and lines in a document. Choose Word Count on the Tools menu and the Word Count dialog box appears.
Word Count Dialog Box
Header and Footer Headers and footers contain information such as the date and page numbers. Header – text printed at the top of each page. Footer – text printed at the bottom of each page Choose Header and Footer on the View menu. The Header and Footer toolbar appears.
Footnotes and Endnotes Footnotes and endnotes are used to document information such as quotes. Footnotes – printed at the bottom of each page. Endnotes – printed at the end of a document. Choose Reference on the Insert menu and Footnote on the submenu. The Footnote and Endnote dialog box appears.
Footnote and Endnote Dialog Box
Formatting Sections Section – part of a document where you can create a layout that is different than the rest of the document. Choose Break on the Insert menu. The Break dialog box appears.
Insert Break
Applying Styles Style – predefined set of formatting options that have been named and saved. Choose Styles and Formatting on the Format menu or click the Style and Formatting button to open the Styles and Formatting task pane.
Styles and Formatting Task Pane
Inserting a Table Table – arrangement of text or numbers in rows and columns. Click the Insert Table button on the Standard toolbar or choose Insert on the Table menu, then Table on the submenu. The Insert Table dialog box appears.
Insert Table Dialog Box
Organizing a Document in Outline View In Outline view, Word formats headings with built-in heading styles. Switch to Outline view by clicking the Outline View button. The Outlining toolbar appears and an outline symbol appears.
Organizing a Document in Outline View A + (plus) symbol before a heading indicates that subheadings or body text are below the heading. A – (minus) symbol indicates that no subheadings or body text are below the heading.
Outlining Toolbar
Assigning Outline Levels to Paragraphs Switch to Print Layout view to create a document in outline form without visible formatting. Choose Paragraph from the Format menu. On the Indents and Spacing tab, click the appropriate level.
Summary Switching between documents is easily done by clicking a document’s icon in the taskbar. You can copy and paste between documents just as you can within a document. Page breaks can be inserted manually by choosing Break on the Insert menu.
Summary Commands that are useful for formatting and editing long documents are: the Split command, the Go To command, the Show/Hide ¶ command, and the Word Count command Headers and Footers contain information such as the date and page numbers. They are found at the top and bottom of a page.
Summary A footnote or endnote is used to document information such as quotations. Footnotes are printed ant the bottom of a page. Endnotes are printed at the end of the document. To create different page layouts within a document, divide the document into sections.
Summary Styles are predefined sets of formatting options that add consistency to a document. Tables are used to show data in columns and rows. Outlines are useful for creating a document with a hierarchical structure. Use Outline view to see formatting.
Summary Use Print Layout view to assign outline levels to paragraphs, which does not change the appearance of the document.