Defining Styles and Automatically Creating Table of Contents and Indexes Word Processing 4.03.

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Presentation transcript:

Defining Styles and Automatically Creating Table of Contents and Indexes Word Processing 4.03

Styles  The use of styles in MS Word will allow a user to quickly format a document consistently and professionally.

Applying Styles  Place the cursor in the paragraph where the style will be applied.  Click the Style drop-down menu on the Formatting toolbar and select a style by clicking on it.  To apply the same style to multiple paragraphs, double click the Format Painter button on the standard toolbar and click in all the paragraphs that the style should be applied to.  Press the ESC key to turn off the Format Painter.

Applying Styles  Choose from a larger selection of styles from the Style dialog box.  Click in the paragraph where the style is to be added.  Select Format, Styles and Formatting from the menu bar.  From the List drop-down menu, choose All styles to view all the styles available.  The styles are displayed in the Styles list.  Preview each style by clicking once on the name.  Select the style to apply to the paragraph and click Apply.

Creating a New Style  A new style can be created from previously formatted text.  Place the cursor in the desired paragraph where the new style can be set.  Click the Style box on the formatting toolbar so the style name is Selected.  Delete the text in the field and type the name of the new style.  Press the ENTER key to save the new style.

Modifying a Style  An existing style can be changed or modified.  Select Format, Styles and Formatting from the menu bar.  Select the style from the Styles list that needs to be modified.  Click the Modify button.  Use the same methods to change the style from the Modify Style dialog box that were used for the New Style box.  To only rename the style, type a new name in the Name field.  Click OK when finished with the modifications.  Click Apply to update the style in the document.

Deleting a Style  Only styles that have been created by a user can be deleted. Default styles created by MS Word cannot be deleted.  Select Format, Styles and Formatting from the menu bar  Select the style from the Styles list that needs to be deleted.  Click the Delete button.  Click Yes to delete the style.  Click Close on the dialog box.

Using the Task Pane  The Task Pane is an office feature that offers shortcuts.  The Task Pane can be used for styles to: Select. Modify. Delete. Task Pane

Use of Styles Styles can quickly and easily assist in:  Formatting a document.  Creating a Table of Contents.  Creating an Outline.  Creating Bulleted and Numbered Lists.

Table of Contents  Use the “heading” styles.  MS Word will generate a Table of Contents automatically.  To create a Table of Contents go to: Insert, References, Indexes and Tables.

Table of Contents  If you've already applied custom styles to your headings, you can tell Microsoft Word which styles to use when it's building the table of contents.  Click where you want to insert the table of contents.  On the Insert menu, point to References, and click Index and Tables.  Click the Table of Contents tab.  Click Options.

Table of Contents  Under Available styles, find a style you've applied to headings in your document.  Under TOC level, to the right of the style name, enter a number from 1 to 9 to indicate the level you want that heading style to represent.  If you want to use only custom styles, remove the TOC level numbers for the built-in styles, such as Heading 1.  Repeat steps for each heading style you want to include in the table of contents.  Click OK.  To use one of the available designs, click a design in the Formats box.

Outline  An outline is a type of enumeration or order list.  To create an outline use the “heading” styles.  View the document in Outline mode.  Go to: View and Outline  Text can be adjusted to various levels as a means of indenting information.

Outline  Symbols and indentations in outline mode show you how a document is organized.  Makes it easy to quickly restructure a document. Symbols can be expanded to show the entire document. This document is expanded. Symbols can also be collapsed to show just the headings. Heading

Index  An index lists the terms and topics discussed in a document, along with the pages they appear on.  To create an index, you mark the index entries in your document and then build the index.  To Mark Entries:  Select the word.  Go to Insert, References, and Select the Index tab.  Click on Mark Entry.

Index  You can create an index entry:  For an individual word, phrase, or symbol.  For a topic that spans a range of pages.  After you've marked all the index entries, you choose an index design and build the finished index.  Word then collects the index entries, sorts them alphabetically, references their page numbers, finds and removes duplicate entries from the same page, and displays the index in the document.

Index  Once you mark an index entry, Microsoft Word adds a special XE (Index Entry) field to your document. Index Entry

Modifying the Index  The font, color, and typeface of index entries can be changed at any time.

Updating an Index  An index can be updated by striking F9 on the keyboard.  New words/phrases can be added and updated at any time.