Microsoft® Word Training

Microsoft® Word Training
[Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations: This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint Presentation (*.ppt) or PowerPoint Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type). Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.] Get up to speed with the system

Get up to speed with the 2007 Office system
Course contents Overview: A new look to familiar programs Lesson 1: The new Office: Made for you Lesson 2: Answers to critical questions Get up to speed with the 2007 Office system

Course goals See how the 2007 Office system has changed, and why. Use the Ribbon to do what you’re used to doing. See what the new file formats mean to you. Get up to speed with the 2007 Office system

The new Office: Made for you
Lesson 1 The new Office: Made for you

The new Office: Made for you
Yes, the look has changed. But it’s good change. With the Ribbon, commands and other tools you need are now exposed and more readily available. Instead of having 30 or so undisplayed toolbars, and commands buried on menus or in dialog boxes, you now have one control center that brings the essentials together and makes them very visual. And once you learn how to use the Ribbon in one program (the picture here shows Word 2007), you’ll find it easy to use in other programs too. Get up to speed with the 2007 Office system

What’s on the Ribbon? The three parts of the Ribbon are tabs, groups, and commands. Tabs are at the top of the ribbon. These represent core tasks you do in a given program. Groups are sets of related commands. They remain on display and readily available. Commands are arranged in groups. A command can be a button, a menu, or a box where you enter information. Get up to speed with the 2007 Office system

What’s on the Ribbon? Begin with the first tab. In Word 2007, Here’s the Home tab. Here are the most commonly used commands for document writing: font formatting commands (Font group), paragraph options (Paragraph group), and text styles (Styles group). You’ll find the same organization in other 2007 Office system programs, with the first tab including commands for the most key type of work. The primary tab in Excel, PowerPoint, and Access is also the Home tab. In Outlook, when you create a message, it’s the Message tab. Get up to speed with the 2007 Office system

How commands are organized
Commands are organized by how they’re used. Frequently used core commands are now the ones most prominently featured. Take the Paste command, for example. It’s one of the most frequently used commands. Why not give it maximum exposure in the window, along with its related commands, Cut and Copy? In Word and Excel, these commands all appear on the Home tab. Less frequently used commands are less prominent on the Ribbon. For example, most people use Paste Special less often than they use Paste. So to access Paste Special, you first click the arrow on Paste. Get up to speed with the 2007 Office system

More commands, but only when you need them
Commands you use most are available on the Ribbon all the time. Others appear only when you need them, in response to an action you take. For example, the Picture Tools in Word appear on the Ribbon when you insert a picture, and they go away when you’re done. The Ribbon responds to your action. If you don’t have a picture in your Word document, the commands to work with a picture aren’t necessary. But after you insert a picture in Word, the Picture Tools appear along with the Format tab that contains the commands you need to work with the picture. When you’re through working with the picture, Picture Tools go away. If you want to work on the picture again, just click it, and the tab appears again with all the commands you need. Get up to speed with the 2007 Office system

More options if you need them
Some boxes have an arrow called the Dialog Box Launcher in the lower-right corner of a group. In PowerPoint, the example described here, the Font group on the Home tab contains all the commands that are used the most to make font changes: commands to change the font face and font size, and to make the font bold, italic, or underlined. Clicking the Dialog Box Launcher gets you to all the other, less commonly used options such as superscript. On the Home tab, click the arrow in the Font group. The Font dialog box opens, with the full selection of font commands. Get up to speed with the 2007 Office system

Preview before you select
No more try-undo-try. See a live preview of your choice before you make a selection. Try-undo-try. You select a font, font color, or style, or make changes to a picture. But the option you select turns out not to be what you want, so you undo and try again, and perhaps again, until you finally get what you have in mind. To use live preview, rest the mouse pointer on an option. As the picture shows, your document changes to show you what that option would look like, before you actually make a selection. After you see the preview of what you want, then you click the option to make your selection. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Get up to speed with the 2007 Office system

Put commands on your own toolbar
Add commands to the Quick Access Toolbar. The Quick Access Toolbar puts commands where they’re always visible. For example, if you use Track Changes in Word or Excel every day to turn on revision marks, and you don’t want to have to click the Review tab to access that command each time, you can add Track Changes to the Quick Access Toolbar. To do that, right-click Track Changes on the Review tab, and then click Add to Quick Access Toolbar. To delete a button, right-click it, and then click Remove from Quick Access Toolbar. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Get up to speed with the 2007 Office system

Working with different screen resolutions
If your screen is set to a lower resolution and the program window is not maximized. Low resolution: Click the arrow on the group button to display the commands. More on low resolution: For example, in Word, with a higher resolution you will see all the commands in the Show/Hide group on the View tab. But with 800 by 600 resolution, you will see the Show/Hide button only, not the commands in the group. In that case, you click the arrow on the Show/Hide button to display the commands in the group. Generally, the groups that display only the group name at a lower resolution are those with less frequently used commands. Get up to speed with the 2007 Office system

Answers to critical questions

Answers to critical questions
What else is new? The Microsoft Office Button is new, as are new keyboard shortcuts and new file formats for Word, Excel, PowerPoint, and Access 2007. The Microsoft Office Button takes the place of the File menu in several Office programs. It provides more options, more conveniently located together. In this lesson you’ll also find out what to do if you can’t find a command you need, see how to work with the new file formats, and find out how people who haven’t upgraded to Word, Excel, or PowerPoint 2007 can open your files and work in them as usual. Get up to speed with the 2007 Office system

What happened to the File menu?
The Microsoft Office Button appears in the upper-left corner of the window in several Microsoft Office programs, such as Word and Excel. The button offers more commands than the File menu did. For example, you’ve got support here for checking that files in Word, Excel, and PowerPoint don’t contain private information or comments. Get up to speed with the 2007 Office system

What happened to the File menu?
The Microsoft Office Button also leads you to the program settings like preferences. In previous versions of Office programs you could set options in the Options dialog box, which you opened through the Tools menu. The Microsoft Office Button does the same thing. Having program options available through the Microsoft Office Button makes them more visible and conveniently close at hand when you start work on old files or new ones. Click Excel Options, Word Options, and so on, at the bottom of the menu, and then click any of the categories in the list that appears on the left. For example, in Excel, click Formulas to turn the R1C1 reference style on or off. In Word, click Proofing to turn on or off the feature to check spelling as you type. Get up to speed with the 2007 Office system

Where do I start a blank document?
When you create a new document, workbook, presentation, or database, you’ll get a full window to help you begin. You can start with a blank or existing file, as you’re accustomed to doing. Or to go straight to authoring work, look on the left. Under Microsoft Office Online, click Featured, and choose from the catalog of links to online templates and training courses. To get to the new window, start by clicking the Microsoft Office Button in the upper-left corner of the window. Then click New to open the New Document window in Word, the New Workbook window in Excel, the New Presentation window in PowerPoint, or the Getting Started with Microsoft Office Access window in Access. The picture shows the New Presentation window in PowerPoint. Get up to speed with the 2007 Office system

What about favorite keyboard shortcuts?
Like the keyboard more than the mouse? The Ribbon design comes with new shortcuts. This change brings two big advantages over previous versions of Office programs: There are shortcuts for every single button on the Ribbon. Shortcuts often require fewer keys. Get up to speed with the 2007 Office system

The new shortcuts are called Key Tips. The picture shows an example of using Key Tips to remove a heading style in Word. Type in a heading, press ALT to make the Key Tips appear. Press H to select the Home tab. Press E to select the Clear Formatting button in the Font group to remove the heading style. More on using the new shortcuts When you press ALT, you’ll see Key Tips for all the Ribbon tabs, all commands on the tabs, the Quick Access Toolbar, and the Microsoft Office Button. Press the key for the tab you want to display. This makes all the Key Tip badges for that tab’s buttons appear. Then, press the key for the button you want. Get up to speed with the 2007 Office system

The old keyboard shortcuts still work. Keyboard shortcuts of old that begin with CTRL are still intact, and you can use them as you always have. CTRL+C still copies CTRL+V still pastes CTRL+X still cuts CTRL+A still selects ALL To learn more about keyboard shortcuts, see the Quick Reference Card, linked to at the end of this presentation. Get up to speed with the 2007 Office system

What if I can’t find a command?
If you can’t find the command you’re looking for, there’s help. For Word 2007, Excel 2007, and PowerPoint 2007, there’s a visual, interactive reference guide to help you quickly learn where things are. The picture illustrates how to use the interactive guide: You point to a command in the Office 2003 program to see where it is in the new program. For example, to find the Insert Table command in Word, in the guide you would rest the pointer on the Insert command in Word 2003. Click to see an animation of the location of the command in Word (It’s on the Insert tab in the Tables group). In addition to giving you immediate help, the guides also serve as a learning tool that will help you get familiar with the location of particular commands. You’ll find the links to these guides in the Quick Reference Card at the end of the course. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Get up to speed with the 2007 Office system

What about the new file formats?
Word 2007, Excel 2007, and PowerPoint use new file formats. There are lots of great reasons for the change: If the technical details interest you: The new file formats are based on XML (Extensible Markup Language) and embrace the Office Open XML Formats. Increased security for your files and reduced chances of file corruption. Reduced file size. New features. Get up to speed with the 2007 Office system

What about the new file formats?
A bit more about the new format in Word, Excel, and PowerPoint: The default file format now has an “x” on the end, representing the XML format. A Word document is now saved by default with the extension .docx, rather than .doc. For templates, It will save with a .dotx extension. If your file contains code or macros, you have to save it using the new macro-enabled file format .docm; for a Word template, it’s .dotm. Note: There’s a new file format in Access, too, but it has some different characteristics. The presentation covers that in a bit. Get up to speed with the 2007 Office system

Working with files from earlier versions
What if you work with departments that need to use Office documents saved in an earlier format. You can still share documents between the 2007 Office system and earlier versions of Office programs. Get up to speed with the 2007 Office system

Here’s how: You can open a file created in previous versions of Office programs, from 95 through Just open the file as usual. After working with it in the 2007 version, I word by default saves a file created in a previous version as that same version. Change it by opening the Save As dialog box. The Compatibility Checker will let you know of any new features added to the file that may be disabled, or matched as closely as possible. Note: If you open a presentation created in PowerPoint 95, PowerPoint will default to the 2007 format when you save it. But you can choose to save the file in the format. If you want to save a file in the 2007 format, select Word Document, Excel Workbook, or PowerPoint Presentation in the Save as type box. Get up to speed with the 2007 Office system

Here’s how: Colleagues who have Word, Excel, or PowerPoint versions 2000 through 2003 (and the latest patches and service packs) can open 2007 files. When they open your document, they will be asked if they want to download a converter that will let them open your document. You can learn more about the new file format in individual courses about Word 2007, Excel 2007, and PowerPoint You’ll find pointers to these courses in the Quick Reference Card linked to at the end of this presentation. Get up to speed with the 2007 Office system

PART II Header and footer basics
[Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations: This template contains Flash animations. These will play in Microsoft Office PowerPoint® 2007 and earlier versions, back to PowerPoint However, if you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint Presentation (*.ppt) or PowerPoint Template (*.pot). (You’ll see the file types in the Save As dialog box, next to Save as type.) Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Header and footer basics
Course contents Lesson: Add page numbers, date, and more Header and footer basics

Course goals Add page numbers. Add more elaborate headers and footers, with areas for document title, date, and other information. Work in the header and footer areas to format content and add text. Add the document file name and path. Delete a header or a footer. Header and footer basics

Add page numbers, date, and more
Lesson Add page numbers, date, and more

The header and footer workspace
A word about the header and footer workspace. After you insert a header or footer, the areas become active and editable, and they’re marked with a dashed line, as the picture shows. Header and footer basics

The header and footer workspace
The header and footer content is separate from the main body. Headers or footers, such as a page number or date, by default appear on every page. Page numbers are programmed to be consecutive and to update themselves automatically when the number of pages changes. As you apply and work with headers and footers, you’ll get used to the header and footer workspace and see how to open and close it. Header and footer basics

Insert page numbers Page numbers have their own button and gallery of choices. To add page numbers: On the Insert tab, in the Header & Footer group, click Page Number. Choose where you want the numbers on the page, at the top or on the bottom, for example. Header and footer basics

Insert page numbers To add page numbers: The page numbers are applied throughout your document. Also, they’re set up to automatically renumber if you add or delete content in the document. Then choose a page number style from a gallery of possibilities. Header and footer basics

Edit the page numbers When you insert page numbers or other headers and footers, the header and footer workspace opens for you to work in. This enables you to make formatting changes or add text of your own. Select the page number and use the Mini toolbar to change the font size. Various commands in Header & Footer Tools help you do other things too The picture shows the formatting options available on the Mini toolbar in the header and footer workspace. Various commands in Header & Footer Tools help you do other things, too. [Note to trainer: This slide is nearly identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Header and footer basics

Other headers and footers
What else is available by looking at the Header and Footer galleries? On the Insert tab, click Header or Footer next to the Page Number button, and choose what you want. You can also select header and footer styles that match. [Note to trainer: This slide is nearly identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Header and footer basics

Add the current date Some of the headers and footers available in the galleries include a special text area for the date. But you can also separately add the current date and time to a header or footer: Click in the header or footer where you want the date to go. If there’s text there already that you don’t want, select it. Header and footer basics

Add the current date Some of the headers and footers available in the galleries include a special text area for the date. In the Insert group, click Date & Time. The current date and time will show whenever you open the document. Choose a format. You can have just the date, just the time, or both. Select the Update automatically check box. Header and footer basics

Add the current date You can also update while the file is open, and set Word options to update before printing. The Date & Time feature has this updating capacity because it is a field. A field has functionality built into it that makes it perform certain actions. Click to add text Header and footer basics

Add the document path and file name
Include the document’s file name and the path to its location. To insert this information, you once again use fields. Header and footer basics

Add the document path and file name
First, position the cursor where you want the file name and path to go. Then follow these simple steps. In the Insert group, click Quick Parts, and click Field. In the Field dialog box, under Field names, click FileName (you may have to scroll). Click the Add path to filename check box to select that option. The FileName field gives you a way to automatically update the path if you have moved the document. You’ll see how. Caution Be careful about the information you expose when including a path for your file. For example, you may not want a path on your company’s internal network displayed. Header and footer basics

Remove a header or footer
You might inherit a document and find you need to remove header or footer content. For example, say that the footer information, such as a document path and file name, is no longer current or desired. In the Header & Footer group, click Footer. Header and footer basics

Remove a header or footer
You might inherit a document and find you need to remove header or footer content. At the bottom of the Footer gallery, click Remove Footer. That wipes the footer clean. The Page Number and Header galleries have a similar “remove” command on their gallery menus. Note: There are cases in which this command won’t remove the header or footer — typically when the information has been inserted manually rather than from the Header, Footer, or Page Number gallery. So always check to make sure the header or footer was deleted. If it isn’t, click each part of it to select it, and press DELETE. The Document Inspector helps you remove headers and footers from documents, if that’s what you want. See the Quick Reference Card linked to at the end of the course for details. Header and footer basics

Tables [Notes to trainer:
For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations: This template contains Flash animations. These will play in Microsoft Office PowerPoint® 2007 and earlier versions, back to PowerPoint However, if you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint Presentation (*.ppt) or PowerPoint Template (*.pot). (You’ll see the file types in the Save As dialog box, next to Save as type.) Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Create and edit tables Get up to speed with the 2007 Office system

Bullets, numbers, and lists
[Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations: This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint Presentation (*.ppt) or PowerPoint Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type). Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Course contents Overview: Get the basics Simple lists Multilevel lists Bullets, numbers, and lists

Overview: Get the basics
Ever tried pasting one list into another, changing the indentation, or swapping bullet styles? We’ll cover the ins and outs of bullets, numbers, and multilevel lists in Word Bullets, numbers, and lists

Course goals Create a bulleted or numbered list. Change the look of a bulleted or numbered list. Combine two separate lists. Use a multilevel list. Bullets, numbers, and lists

Simple lists

Simple lists Lists examples. Numbered lists. bulleted lists. Lists can be single-level, with all the items having the same hierarchy and indentation; or multilevel, meaning that there’s a list within a list. Single-level lists are also referred to as “single-layer” or “simple” lists. You can see the difference between single-level and multilevel lists in the picture, which shows a single-level bulleted list, a single-level numbered list, and a multilevel bulleted list. This lesson is all about simple lists. Bullets, numbers, and lists

Create lists as you type
One way to create the list automatically as you type. If you need a bulleted list, just type an asterisk (*) followed by a space. The asterisk turns into a bullet, and your list is started. When you’ve finished typing the first item in your list, press ENTER, and a new bullet will appear on the next line. Note: In Word, lists are automatically indented from the page margin. Bullets, numbers, and lists

One way to create the list automatically as you type. To automatically create numbered lists, type the number one and a period (1.), followed by a space. This is new for Word 2007; in previous versions, you had to press ENTER before the list started. Bullets, numbers, and lists

One way to create the list automatically as you type. Because lettered lists are just another variety of numbered lists, type the letter a and a period (a.), followed by a space, to start a lettered list. You can also use different symbols to start a list as you type, including arrows, dashes, and squares. You’ll find a complete list of symbols in the Quick Reference Card linked to at the end of the course. Bullets, numbers, and lists

Stopping lists After entering the last item in your list. The easiest way to stop creating a list is to press ENTER twice, as shown on the left. If you need text that’s indented at the same level as the text or bullet above it, use the BACKSPACE key. More on pressing ENTER twice: Every time you press ENTER at the end of the list, you get a new bullet or number; but if you press ENTER again, the last bullet or number disappears, and you’re ready to start a new paragraph on a new line. More on using the BACKSPACE key: Say you’re in the middle of a list. You want to type some text under your bullet that’s indented at the same level as the text above. In this scenario, use the BACKSPACE key. Doing so removes the bullet but keeps the text indent identical. If you want the new text aligned under the bullet itself rather than in line with the text above, press BACKSPACE again. Finally, to get out of the list indentation completely, press BACKSPACE again. Note: It’s possible to change the default list indent so that the bullet or number is at the page margin (you’ll find out how later on). In that case, pressing BACKSPACE twice (rather than three times) gets you out of the list. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Bullets, numbers, and lists

Bullets or numbers? Started with bullets but now think numbers would be better, or vice versa? Switch it. Just click somewhere in your list, and then click the Bullets or Numbering button on the Ribbon. *Need to quickly change the list level of an item? Place the cursor in front of the word and select the highlighted list button, then select “change list level” at the bottom. Bullets, numbers, and lists

Bullets or numbers? You can also use these buttons to start new lists. Either click the button and start typing to create your first list item or select the text you’ve already typed and click the Bullets or Numbering button to change each paragraph into a list item. Both of these buttons will “remember” what type of list you last used and will use the same type the next time. So if the last numbered list you used was actually a lettered one, you’ll get another lettered list the next time you click the Numbering button. And if the last bullet design you used was a black square, that’s what you’ll get next time. (More on designs in a moment.) Tip: If you want to sort a list after creating it, for example, into alphabetical order, you can use the Sort button in the Paragraph group on the Home tab of the Ribbon. Keep in mind that when you sort a numbered list, only the list items are sorted, not the numbers (so number 1 will still appear first, and so on). Bullets, numbers, and lists

Change the look of your list
You can change the bullet design to one of many different built-in designs. Just click the arrow next to the Bullets button to see the Bullet Library. If none of those designs appeal to you, create your own by clicking Define New Bullet at the bottom of the dialog box. Bullets, numbers, and lists

You can design two types of bullet: symbol and picture. Symbol bullets use a character from a font. For example, Webdings and Wingdings are popular fonts for bullet symbols. Picture bullets are just tiny little pictures. Notes: To use the symbols from a particular font, you must have that font available on your computer. So don’t use anything too unusual if you want to send the document to others. They might not have the same fonts installed. Lots more designs for picture bullets are available from Microsoft Office Online, and you can also create a brand-new one with a tiny picture of your own. Just remember how small bullets are, and don’t try to use a complicated image. Bullets, numbers, and lists

There’s a built-in Numbering Library too, and you use it in just the same way as the Bullet Library. You can change font characteristics, such as color, to create your own bullet style. After you’ve added a new design, it will appear in the Bullet or Numbering library from then on unless you remove it by right-clicking it and then clicking Remove. Bullets, numbers, and lists

Format a list Format bullets or numbers separately from text. Change black numbers to red. Click the list numbers to select just them, not the text in the list items. Change the format the way you would any other text, by using commands on the Ribbon. Click away from the list to see the final reformatted list. Being able to click a single bullet or number to select all the bullets or numbers in a list is also extremely useful in a multilevel list. When you want to see all the items at a particular level, click one of its bullets or numbers to select all the items at that individual level. More on multilevel lists in the next lesson. Bullets, numbers, and lists

Format a list Here’s a formatting tip: If you start a list with a formatting pattern that Word recognizes, Word applies it to each item that follows in your list. Make the first sentence in a list item bold type the rest of the paragraph in normal text the rest of the list items you type are automatically formatted for you. When you press ENTER at the end of the line and start typing the second item’s text, it’s bold. And after you get to the end of the first sentence, the text goes back to normal text. The list would look like this: First sentence of first list item is bold. The following sentence uses normal text. First sentence of second list item is bold. The following sentence uses normal text. Bullets, numbers, and lists

Working with paragraphs in lists; pasting lists
If you’re creating a numbered or bulleted list and you need some of the list items to include subparagraphs. There are several methods for dealing with this scenario; the one you choose depends on the state of your document and your personal preference. “Subparagraphs” are paragraphs that aren’t numbered or bulleted. Bullets, numbers, and lists

Here are some scenarios: To remove an existing bullet or number from a paragraph in a list, and keep the text indented with the rest of the list items. Click after the bullet or number you want to delete and press BACKSPACE. If you have subsequent paragraphs, you can indent them by using the TAB key or the Increase Indent button. If you want to remove an existing bullet or a number from a paragraph in a list and make the text line up with the margin rather than the rest of the list, click the bullet or number you want to remove and click DELETE. The method described in the first bullet point is also good if you need clear definition between paragraphs (for example, because you’re monitoring the document statistics and want to know the total number of paragraphs). Bullets, numbers, and lists

Here are some scenarios: You can also create subparagraphs in a list Press SHIFT+ENTER, to end each block of text. This is known as a soft paragraph; it creates what looks like a paragraph break but is really just a continuation of the original paragraph on the next line. To continue a list after the subparagraphs Type the next number followed by a period; the list will automatically continue. (If you use the Numbering button, Word starts a new list beginning at number 1 again). The AutoCorrect Options button appears next to the list item. Click the AutoCorrect Options button, and then click Continue Numbering. The new list item will join your list. A note about the soft paragraph method described in the first bullet point: If you need your document statistics to be accurate about the number of paragraphs, do not use this method. Bullets, numbers, and lists

And finally, some information about pasting lists: If you paste a list into or at the end of an existing list, Word automatically joins the lists together and the numbering for the two lists is combined. You can change this by clicking the Paste Options button that appears just after the pasted text and then choosing Paste List Without Merging. Bullets, numbers, and lists

Multilevel lists

Multilevel lists If some of your list items need to have subsets of Information you need a multilevel list. A multilevel list has lists within lists, in which you can have many levels, or layers. A multilevel list, like single-level ones, can be bulleted or numbered — but you can mix numbers, letters, and bullets. So, for example, one layer could be bulleted, with a numbered list inside it. Bullets, numbers, and lists

List levels Understanding list levels. A single-level list has everything at level one, but after you add a list under one item you have a list at level two. Each new list within a list creates a new list level. Note: Don’t rely on indentation to show list levels, because you can change indentation, as you’ll see in a moment. To see all the items at a particular list level, click one of the bullets or numbers in that level to highlight all of the items at that level. Bullets, numbers, and lists

List levels Create a multilevel list exactly as you did with the single-level lists. So start with a bullet or number, enter your first item, and then press ENTER. When you’re ready to start the next level, press the Increase Indent button , type the first list item of that level, and then press ENTER. Bullets, numbers, and lists

List levels Move between the levels using the Increase Indent and Decrease Indent buttons on the Ribbon. You can also increase and decrease indents by using keystrokes. Press TAB to increase the indent, and press SHIFT+TAB to decrease it. Bullets, numbers, and lists

All about indentation It’s natural to think that the list level is determined by the indentation from the left margin. While that’s the default behavior of a lot of lists, some don’t have different indents for different levels. If you want to change the amount a list is indented from the margin, don’t use the TAB key or the Increase Indent button. Pressing TAB or clicking Increase Indent creates new list levels. Although it may end up looking right, your levels will all be mixed up when you try to create a new list. Bullets, numbers, and lists

All about indentation It’s natural to think that the list level is determined by the indentation from the left margin. The picture illustrates what to do instead. Here’s a list that does not have different indentation for the different levels. Right-click the list, and then choose Adjust List Indents. In the dialog box that appears, you can change the indent of both the bullet or number and the text. Following this method will adjust the list indentation without changing its level. Bullets, numbers, and lists

The List Library Choose your multilevel list design. But multilevel lists have an extra feature: you can choose each level independently or do it all in one go. Start by clicking the Multilevel List button to see the List Library. Once again, you can choose a built-in list or design your own. If you choose to design your own list, click Define New Multilevel List. You’ll have to set the characteristics you want for each level. Tip: You’ll find the different bullet designs in the Number style for this level list, because multilevel lists consider bullets to be just another type of number. Bullets, numbers, and lists

The List Library There’s an option to define a new list style by using the Define New List Style command. Define a new list style if you think you’re going to use the same list design again, but you may want to make some changes to the design later. A new list style can be modified after it’s created, and every instance of that list style in your document will get updated with the changes you make. And there’s no need to design it from scratch a second time when you can just save it as a style once. By contrast, if you just add a new list design to the library rather than define a new style, you won’t be able to make changes to the design of the new list. Bullets, numbers, and lists

Revise documents with Track Changes and Comments
[Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations: This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint Presentation (*.ppt) or PowerPoint Template (*.pot) (you’ll see the file types in the Save As dialog box, next to Save as type). Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Course contents Overview: Make revisions that others can see Lesson 1: Track Changes and Comments: The basics Lesson 2: Track Changes and Comments: Beyond the basics Revise documents with Track Changes and Comments

Course goals Use Track Changes when you want to mark up documents with revisions. Review tracked changes, and accept or reject them. Insert, view, edit, and delete comments. Review documents to ensure that no unwanted revisions or comments remain in the distributed documents. Revise documents with Track Changes and Comments

Track Changes and Comments: The basics
Lesson 1 Track Changes and Comments: The basics

Track Changes and Comments: The basics
Reviewing a document for someone and want to make changes for them to see? When you turn on Track Changes, Word inserts marks that show where deletions, insertions, and formatting changes are made. To turn on Track Changes, on the Review tab, in the Tracking group, click Track Changes. The background of the Track Changes button changes color, which tells you it’s on; any changes you make will be marked as revisions until you turn Track Changes off by clicking the button again. Revise documents with Track Changes and Comments

See revisions After you turn Track Changes on, work in Word as you normally do. As you insert or delete text, or move text or graphics around, each change appears with markup — marks such as colors and lines that show where each revision is and what it is. Revise documents with Track Changes and Comments

See revisions This is how markups look when you make changes in your document. When you delete text, the deleted text is put in a balloon in the document margin. To replace text you select it and type over it. The old text goes into a balloon in the document margin; the newly inserted text is underlined. The deleted text balloon says “Deleted” to make it clear why the text is in the balloon. A dotted line leads from where the text was deleted to the balloon so that everyone can see the location the text was deleted from. When you insert “nine,” it appears in the same color as the border around the deleted text balloon, indicating that the same reviewer (you) both deleted and inserted the text. You’ll see more about markup color later in the lesson. Revise documents with Track Changes and Comments

See revisions This is how markups look when you make changes in your document. A vertical line appears in the left margin next to each sentence with tracked changes. Revise documents with Track Changes and Comments

Insert a comment Making comments about changes. Insert a comment. Place the cursor at the end of the text you want to comment on, “nine” in this example. On the Review tab, in the Comments group, click New Comment. Revise documents with Track Changes and Comments

Insert a comment A comment balloon appears in the margin. The text you are commenting on is highlighted with your review color. Type your text in the comment balloon. The difference between a comment balloon and a deleted text balloon: The solid color background in the comment balloon. A deleted text balloon has color only around its outside border. Revise documents with Track Changes and Comments

Insert a comment A comment balloon appears in the margin. The text you are commenting on is highlighted with your review color. Type your text in the comment balloon. The “Comment” label in the balloon. The reviewer’s initials indicate who made the comment, along with a number next to the initials, which lets you know how many comments are in the document. Note: You do not have to turn on Track Changes to insert comments. You can add comments at any time. The reviewer’s initials in the balloon. Revise documents with Track Changes and Comments

How to tell which reviewer has done what
To know what changes were made by which reviewer in a doc with multiple reviewers. See who made a comment by moving the mouse pointer over it in the document. Look at the color of the revision. Other comments appear in another. More on callout 1: You can also move the mouse pointer over the deleted text balloons in the document margin to see who made the deletion. For each revision, you’ll see a ScreenTip that lists the name of the reviewer and the type of the revision, such as “deleted” or “inserted.” The ScreenTip also displays the deleted or inserted text. More on callouts 2 and 3: Word automatically assigns each reviewer a markup color, which you see as soon as you make your first revision or enter your first comment. For example, your color might be blue, and the color for another reviewer might be green. To find your own changes and comments, you would look for blue markup throughout the document. Revise documents with Track Changes and Comments

Turning off doesn’t mean deletion
Turning Track Changes off does NOT delete tracked changes — or comments. All tracked changes already made up to that point remain in your document, even though Track Changes is turned off. Any revisions you go on to make will not be marked as revisions. To remove tracked changes, you accept or reject them. To remove comments, you delete them. You’ll see how to do that next. Revise documents with Track Changes and Comments

Accept or reject changes, and delete comments
Someone must review them and then accept or reject them. The reviewer can deal with revisions one at a time or all at once, and can read the comments and then delete them. Revise documents with Track Changes and Comments

The picture shows the options. On the Review tab, in the Changes group, use the Accept button to accept changes one at a time or in sequence, or to accept all changes at once. Use the Reject button to reject changes one at a time or in sequence, or to reject all changes at once. Revise documents with Track Changes and Comments

The picture shows the options. Use the Previous button to review each item going toward the beginning of the document. As changes are accepted or rejected and comments are deleted, the markup that indicates the changes and comments is removed. Use the Next button to review each item going toward the end of the document. Revise documents with Track Changes and Comments

The picture shows the options. If you want to accept and reject changes and delete comments all at once rather than one at a time, right-click in the document. As changes are accepted or rejected and comments are deleted, the markup that indicates the changes and comments is removed. Revise documents with Track Changes and Comments

Track changes and comments: Beyond the basics
Lesson 2 Track changes and comments: Beyond the basics

Track changes and comments: Beyond the basics
Seeing one person at a time. You’d like to see the comments and changes from just one reviewer. * This can be handy when working with long documents. Continue with the lesson to find out how, and to learn more about working with tracked changes. Revise documents with Track Changes and Comments

Temporarily hide changes
You can temporarily hide the information you don’t want to review right now. On the Review tab, in the Tracking group, click the arrow next to Show Markup, point to Reviewers, and clear the check box next to All Reviewers. Then click the arrow next to Show Markup again, point to Reviewers, and click the check box next to Pilar’s name to select it. Clearing the check box next to All Reviewers hides everyone’s markup. Clicking the check box next to Pilar’s name reveals Pilar’s revisions and comments. You can accept or reject her revisions and delete her comments as you read through them, or you can do this later on. When you’re done, show the other reviewers’ changes by clicking Show Markup again and then clicking All Reviewers, as shown in the picture. A note of caution: Clearing the check boxes on the Show Markup menu does not delete markup. It just temporarily hides it. You’ll learn more about this later in the lesson. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Revise documents with Track Changes and Comments

See a document before and after
Want to see the original or final document without changes? To help prevent you from inadvertently distributing documents with tracked changes and comments, Word automatically opens with markup showing. On the Review tab, in the Tracking group, Final Showing Markup is the default option in the Display for Review box. Revise documents with Track Changes and Comments

Want to see the original or final document without changes? To see how the document looked before tracked changes and comments were inserted, click the arrow in the Display for Review box, and then click Original. Revise documents with Track Changes and Comments

Want to just see the or final, or the original document without changes? To see how the document would look with all revisions accepted and comments deleted, click the arrow in the Display for Review box, and then click Final. Remember, hiding revisions and comments does not delete them. After you review the document, click Final Showing Markup to display tracked changes and comments again. Revise documents with Track Changes and Comments

Hiding tracked changes doesn’t mean deletion
Hiding tracked changes or comments doesn’t delete markup. It just lets you see the document without markups If you save and close a document with hidden markup, you (and maybe someone else, too) will see revisions and comments when the document is opened again. Revise documents with Track Changes and Comments

Ways to see if a document contains hidden tracked changes or comments before you close it. Do this especially if you are about to distribute a document: On the Review tab, in the Tracking group, click Show Markup. Make sure there is a check mark next to Comments, Ink (for handwritten notes with a Tablet PC), Insertions and Deletions, and Formatting. Revise documents with Track Changes and Comments

Ways to see if a document contains hidden tracked changes or comments before you close it. Doing this is especially important if you are about to distribute a document: Check marks next to all these items on Show Markup mean that all markup will appear in the document. Point to Reviewers on the Show Markup menu, and be sure there is a check mark next to All Reviewers. Revise documents with Track Changes and Comments

Check for revisions and comments
The only way to get rid of tracked changes and comments is to accept or delete them. After you’ve checked to ensure that all revisions and comments are displayed, and before you distribute a document, do what the professionals do, automatically and every time. Revise documents with Track Changes and Comments

The only way to get rid of tracked changes and comments is to accept or delete them. On the Review tab, in the Changes group, use the buttons to look for revisions and comments from one end of the document to the other. To accept or reject tracked changes or delete comments, you can also use the right-click method described earlier in the course. Remove any changes by accepting or rejecting them, and delete any comments. Revise documents with Track Changes and Comments

The only way to get rid of tracked changes and comments is to accept or delete them. To see if a document contains hidden tracked changes or comments, click any button in the Comments or Changes group. As a final step, you can use the Document Inspector. It checks for tracked changes, comments, hidden text, and other personal information. See the Quick Reference Card to learn how to use the Inspector. It’s linked to at the end of the course. If you get the message shown here, click Show All to display revisions and comments. Revise documents with Track Changes and Comments

Choose how you make tracks
Want to change how Track Changes look? On the Review tab, in the Tracking group, click the arrow on Track Changes. Then click Change Tracking Options. As the picture shows, there’s lots to choose from. For example, maybe you like comment or deleted text balloons but wish that you could change their width; or perhaps you’d like to see inserted text with a double underline instead of a single underline. Revise documents with Track Changes and Comments

Table of Contents I: Create an automatic TOC
[Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations: This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint Presentation (*.ppt) or PowerPoint Template (*.pot). (You’ll see the file types in the Save As dialog box, next to Save as type.) Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Course contents Overview: A quick and simple TOC Lesson: Get started on a table of contents Table of Contents I: Create an automatic TOC

Course goals Prepare your document to use an automatic TOC. Create an automatic TOC. Update your TOC. Table of Contents I: Create an automatic TOC

Get started on a table of contents
Lesson Get started on a table of contents

How it works There are two steps you take to create an automatic TOC. Prepare your document by assigning heading styles to the chapter titles and headings that you want to appear in the TOC. Collect those titles and headings into the TOC. This slide shows the basics for how to create an automatic TOC; subsequent slides go into more detail. Tip: If you have already used Word’s built-in heading styles, Heading 1, Heading 2, and Heading 3, for your chapter titles and headings, you can skip step 1 and go straight to step 2. Check your chapter titles and headings by clicking the title or heading and then looking in the Styles group on the Home tab. If they are set up as Heading 1, Heading 2, or Heading 3, you’re all set. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Table of Contents I: Create an automatic TOC

Step 1: Prepare your document
Heading styles are the link to building an automatic TOC. So after you’ve decided on the chapter titles and headings that you want to appear in the TOC, you’ll need to apply specific styles to them so that Word will include them in the TOC. Table of Contents I: Create an automatic TOC

These styles are on the Home tab, in the Styles group. For each chapter title and heading: Place the cursor in the chapter title or heading. In the Styles group, click Heading 1 for the highest level, such as a chapter title; Heading 2 for the next level, maybe a section heading; and Heading 3 for a sub-heading. Table of Contents I: Create an automatic TOC

These styles are on the Home tab, in the Styles group. The heading styles and the automatic TOC work together: Word designates Heading 1 titles to the highest level in the TOC; Heading 2 corresponds to the next highest level; and Heading 3 is the following level. You will see these hierarchical levels when you create the TOC in the next step. Table of Contents I: Create an automatic TOC

Step 2: Create your TOC After the heading styles are applied, collect them in the TOC. This is where Word does the work for you. First, place the cursor where you want the TOC to appear, usually at the beginning of the document. Then, on the References tab, click Table of Contents, and click either Automatic Table 1 or Automatic Table 2, whichever TOC looks best to you in the instant preview. Table of Contents I: Create an automatic TOC

Step 2: Create your TOC That’s it! Quick and simple. When you click in an automatic TOC, it will be displayed in a light blue box. This is okay; it’s a visual cue to let you know that it’s an automatic TOC. Then when you move the pointer away from the TOC, the entries will turn gray and you will see the cursor where you initially clicked. Table of Contents I: Create an automatic TOC

Update your TOC After you’ve created your TOC, you can maintain it. The TOC is automatically updated whenever you open the document; but also update it whenever you add more titles or headings in your document, or when you add more content that may affect the page numbers that appear in the TOC. It’s easy — just two steps. Table of Contents I: Create an automatic TOC

Update your TOC You update the TOC by clicking the References tab and then Update Table in the Table of Contents group. When you update the TOC, you’ll be asked if you want to update the entire TOC, or just the page numbers. Choose the page numbers option only if you’ve been adding body text but no new headings — it’s faster and will save you time in a long document. But if you’ve added or changed a chapter title or heading, choose the Update entire table option. Table of Contents I: Create an automatic TOC

Update your TOC DON’T edit entries in the TOC itself — if you ever update the TOC you will lose those changes. To change text that appears in the TOC, be sure to edit this text in the body of the document — not in the TOC — and then click Update Table to compile the changes. Note: It’s also a good idea to update the TOC before printing or sending the document out; that way you’ll capture any last-minute changes. Table of Contents I: Create an automatic TOC

More changes to your TOC?
There are many more ways that you can change your TOC. Choose from a variety of built-in styles and formats, you can also decide on the details for your TOC. Choose number of levels, whether page numbers will be displayed, what the dots between the entry and the page number look like, and much more. These features go beyond the scope of this course, but you can find more information about them on Office Online. Table of Contents I: Create an automatic TOC

Table of Contents II: Customize your TOC
Before you begin: If students are not familiar with how to create a table of contents, have them start with the first training presentation in this series, “Table of Contents I: Create an automatic TOC.” [Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Adobe Flash animations: This template contains Flash animations. These will play in PowerPoint 2000 and later. However: If you want to save this template in PowerPoint 2007, save it in the earlier PowerPoint file format: PowerPoint Presentation (*.ppt) or PowerPoint Template (*.pot). (You’ll see the file types in the Save As dialog box, next to Save as type.) Warning: If you save it in a PowerPoint 2007 file format, such as PowerPoint Presentation (*.pptx) or PowerPoint Template (*.potx), the animations won’t be retained in the saved file. Also: Because this presentation contains Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.]

Course contents Lesson 1: Change the appearance of your TOC Lesson 2: Include custom titles and headings in your TOC Lesson 3: Include outline levels in your TOC Table of Contents II: Customize your TOC

Course goals Format a TOC to get it looking the way you want. Include custom chapter titles and headings in your TOC. Include outline levels in your TOC. Table of Contents II: Customize your TOC

Change the appearance of your TOC
Lesson 1 Change the appearance of your TOC

Change the appearance of your TOC
Making some changes. Make your TOC entries match the color of your document headings or shorten your TOC. Just want to make a minor change? Table of Contents II: Customize your TOC

Design the look of your TOC
You want your TOC to be the same color as your document chapter titles and headings. Do it in the Modify Style dialog box, as shown here. Here are details: On the References tab, you click Table of Contents in the Table of Contents group and then click Insert Table of Contents. Don’t worry about the TOC that is already there; it will be replaced. In the Table of Contents dialog box, make sure that the From template option is selected in the Formats box and then click Modify. Click TOC 1 in the Style dialog box to select the highest level, or Level 1, in the TOC, and then click Modify. The Modify Style dialog box opens: Use the Font color box in the Formatting section to change the color to blue. After you click OK twice, look in the Print Preview area of the Table of Contents dialog box and you will see that TOC 1 (or Level 1) is now blue. If you want to change TOC 2 (Level 2) or TOC 3 (Level 3) to be blue also, you would do the same procedure selecting TOC 2 or TOC 3 in the Style dialog box before proceeding to the Modify Style dialog box. After you click the final OK, a message appears asking if you want to replace the TOC. Click OK and your entries will be blue. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Table of Contents II: Customize your TOC

More changes that you can make
Want to make more changes? If you click Format, you have access to changes such as font, paragraph, tabs, and so on. You can change these settings and view them in the preview areas before you apply them to the TOC. Notes: Always remember to click the style you want to change in the Style dialog box before proceeding to the Modify Style dialog box. Changing the appearance of your entire TOC by using built-in format sets, such as Modern, Formal, or Simple is possible also. Instead of using the Modify Style dialog box, click the Formats arrow in the Table of Contents dialog box and select a format. Table of Contents II: Customize your TOC

Shorten or lengthen your TOC
Is your TOC too long? The Show levels box in the Table of Contents dialog box is where you can choose the number of hierarchical levels you want displayed in your TOC, up to nine. Table of Contents II: Customize your TOC

Shorten or lengthen your TOC
Is your TOC too long? Shorten your TOC by lowering the number; lengthen your TOC by increasing the number. You can look in the Print Preview or Web Preview area to see your changes before you apply them. When you’re sure it’s what you want, just click OK twice. Table of Contents II: Customize your TOC

Make simple changes You don’t have to get drastic with your TOC. You can just make minor adjustments, in the Table of Contents dialog box. For example, change the dots or dashes between the TOC entry and the page number (tab leaders) or the alignment of the page numbers. If you’re writing for the Web, maybe you don’t need page numbers at all! Table of Contents II: Customize your TOC

Make simple changes To change the tab leaders, click the Tab leader arrow to view different types of dashes and lines. If you clear the Right align page numbers box, the page numbers will move closer to the TOC entries and the tab leaders will no longer be available. If you want to delete the page numbers entirely, clear the Show page numbers check box. Table of Contents II: Customize your TOC

Start over: Remove or reset your TOC
Did you get lost making changes to your TOC and now you wish you could start over? Click the Table of Contents command, and then click Remove Table of Contents, at the bottom of the list. Table of Contents II: Customize your TOC

Did you get lost making changes to your TOC and now you wish you could start over? Be sure to use the Remove Table of Contents command; if you manually delete the TOC, there is a possibility that hidden code might be left in your document and cause incorrect references in any future TOC that is built. Table of Contents II: Customize your TOC

Did you get lost making changes to your TOC and now you wish you could start over? You can also return to the default settings — Heading 1, Heading 2, Heading 3 styles as Level 1, Level 2, Level 3 — by clicking Insert Table of Contents from the Table of Contents command, then clicking Options and then Reset. Table of Contents II: Customize your TOC

The End

Include custom titles and headings in your TOC
Lesson 2 Include custom titles and headings in your TOC

Include custom titles and headings in your TOC
In the first lesson you learned how to customize the look of your automatic TOC entries. If you’ve inherited a document that uses Word’s predefined Heading 1, Heading 2, and Heading 3 styles as well as custom-styled headings. Fortunately, building a TOC that includes both kinds of headings, predefined and custom, is not hard. In fact, it takes just a couple of clicks. Table of Contents II: Customize your TOC

Identify the heading styles used in the document
First, find out what styles are used for the custom titles and headings in the document. Word does not include these custom styles in the TOC — you must set them up manually. To view the styles, click the Styles Dialog Box Launcher on the Home tab. Then click in the document in the heading that you want to identify. Note the style name in the Styles box so that you can find it in the Table of Contents dialog box in the next step. Table of Contents II: Customize your TOC

Include the custom heading styles in your TOC
After identifying the styles used in a document, you set up the TOC to collect those custom headings along with Heading 1, Heading 2, and Heading 3. On the References tab, click Table of Contents, click Insert Table of Contents, and then click Options. Under Available styles, find the name of the style that was used for the chapter titles or headings. Next to each style, type a number from 1 to 9 to indicate the level that you want the custom style to appear as. Note: Because your document also uses Heading 1, Heading 2, and Heading 3, you’ll also see those styles in the list of available styles marked with a TOC level. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Table of Contents II: Customize your TOC

Include outline levels in your TOC
Lesson 3 Include outline levels in your TOC

Include outline levels in your TOC
Using Word’s built-in heading styles in your document makes for a quick and easy way of building a TOC. But if you’re fond of outlining, you can create a document outline and set up the TOC all at the same time. Word’s outline feature automatically includes the entries in your TOC. Table of Contents II: Customize your TOC

Assign outline levels Start your outline by clicking the View tab, then clicking Outline in the Document Views group, and begin typing. As you decide on the hierarchal level for the paragraph, simply click the Outline Level box in the Outline Tools group and then click a level from 1 to 9. As you work on your outline, the entries for your TOC are set up automatically; no extra steps are required. If you change your mind and decide not to make the text a heading, click Body Text. There are no extra steps required because Word formats each outline entry, Level 1, Level 2, Level 3, and so on, with the built-in style, Heading 1, Heading 2, Heading 3, and so on, which in turn is automatically set up in your TOC as TOC 1, TOC 2, TOC 3, and so on. Tip: This is a great way to start a document, but you can also use the outlining feature on an existing document, even if the document also uses predefined heading styles such as Heading 1, and so on. [Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.] Table of Contents II: Customize your TOC

Add the outline levels to your TOC
When you’ve finished outlining your document, everything is ready for you to create or update your TOC. Simply click Table of Contents on the References tab and choose either a built-in table, or, if you have an existing TOC, click Update Table. The levels you designated in the Outlining tool will be collected into the TOC. Table of Contents II: Customize your TOC

The End

Microsoft® Word Training

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