Benchmark Series Microsoft Word 2016 Level 2

Benchmark Series Microsoft Word 2016 Level 2
Chapter 6 Creating Specialized Tables and Indexes

Unit 2 Editing and Formatting Documents Chapter 6 Creating Specialized Tables and Indexes A book, textbook, report, or manuscript often includes sections such as a table of contents, index, and table of figures. Creating these sections can be tedious when prepared manually. With Word, these sections can be created quickly and easily using automated functions. In this chapter, you will learn the steps to mark text for a table of contents, table of figures, and index and insert the table or index. Chapter 6 Creating Specialized Tables and Indexes

Contents: Creating Specialized Tables and Indexes
Benchmark Series Microsoft Word 2016 Level 2 Contents: Creating Specialized Tables and Indexes Create a Table of Contents Navigate Using a Table of Contents Customize a Table of Contents Update and Remove a Table of Contents Assign Levels to Table of Contents Entries Mark Table of Contents Entries as Fields CHECKPOINT 1 Create a Table of Figures Update or Delete a Table of Figures Customize a Caption Create an Index Create and Use a Concordance File Update and Delete an Index CHECKPOINT 2 Summary Navigate through this presentation while in Slide Show view. Click an underlined content item on this slide to advance directly to the related topic slide. To return to this slide, click the Contents button located in the bottom right corner of all slides. Alternatively, advance through the presentation one slide at a time by clicking the Next button, which appears as a right-pointing arrow in the bottom right corner of all slides. Go back a slide by clicking the Previous button, which appears as a left-pointing arrow in the bottom right corner of all slides. Chapter 6 Creating Specialized Tables and Indexes

Create a Table of Contents
Benchmark Series Microsoft Word 2016 Level 2 Create a Table of Contents A table of contents appears at the beginning of a book, manuscript, or report and contains headings and subheadings with page numbers. Identify the text to be included in a table of contents by applying built-in heading styles or custom styles, assigning levels, or marking text. In Chapter 3, a table of contents was created using the Quick Parts button in the Text group on the Insert tab. A table of contents can also be created using the Table of Contents button in the Table of Contents group on the References tab. To create a table of contents with built-in styles, open the document and apply the styles. All the text with the Heading 1 style applied is used for the first level of the table of contents, all the text with the Heading 2 style applied is used for the second level, and so on. Apply built-in styles with options in the Styles group on the Home tab. Chapter 6 Creating Specialized Tables and Indexes

Create a Table of Contents (continued)
Benchmark Series Microsoft Word 2016 Level 2 Create a Table of Contents (continued) To insert a new page section break: Position insertion point. Click Layout tab. Click Breaks button. Click Next Page. The first page of text in the main document, which usually comes immediately after the table of contents, should begin with arabic number 1. To change from roman to arabic page numbers within the same document, separate the table of contents from the first page of the document with a section break that begins a new page. 4 Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create a Table of Contents (continued) To change the beginning page number: Click Insert tab. Click Page Number button. Click Format Page Numbers. Click Start at option box. Click OK. Generally, the pages that contain the table of contents are numbered with lowercase roman numerals (i, ii, iii). 4 Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create a Table of Contents (continued) To insert a table of contents: Apply heading styles. Position insertion point. Click References tab. Click Table of Contents button. Click option. 4 After applying styles to the headings, insert the table of contents in the document. Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create a Table of Contents (continued) To change the page number format to roman numerals: Click Insert tab. Click Page Number button. Click Format Page Numbers. continues on next slide… 3 Generally, the pages that contain the table of contents are numbered with lowercase roman numerals (i, ii, iii). Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create a Table of Contents (continued) …continued from previous slide Click Number format option box arrow. Click lowercase roman numerals option. Click OK. 5 This slide continues from the previous slide and lists the steps to change the page number format. Chapter 6 Creating Specialized Tables and Indexes

Navigate Using a Table of Contents
Benchmark Series Microsoft Word 2016 Level 2 Navigate Using a Table of Contents When a table of contents is inserted, the headings contained in the table of contents can be used to navigate within the document. The headings in the table of contents are hyperlinks that connect to the headings where they appear within the document. To navigate in a document using the table of contents headings, click in the table of contents to select it. Position the mouse pointer over a heading and a box displays with the path and file name as well as the text Ctrl+Click to follow link. Press and hold down the Ctrl key, click the left mouse button, and release the Ctrl key and the insertion point is positioned in the document at the location of the heading. Chapter 6 Creating Specialized Tables and Indexes

Customize a Table of Contents
Benchmark Series Microsoft Word 2016 Level 2 Customize a Table of Contents To customize a table of contents: Click References tab. Click Table of Contents button. Click Custom Table of Contents. Make changes. Click OK. Customize an existing table of contents in a document with options at the Table of Contents dialog box. 5 Chapter 6 Creating Specialized Tables and Indexes

Customize a Table of Contents (continued)
Benchmark Series Microsoft Word 2016 Level 2 Customize a Table of Contents (continued) At the Table of Contents dialog box, a sample table of contents displays in the Print Preview section. Page numbers in a table of contents will display after the text or aligned at the right margin, depending on what option is selected. The possible number of levels in the contents list that display in a table of contents depends on the number of heading levels in the document. Change the table of contents format by clicking the Formats option box arrow in the General section. At the drop-down list that displays, click a format. When a different format is selected, that format displays in the Print Preview section. Page number alignment can also be specified with the Right align page numbers option. Control the number of levels that display with the Show levels measurement box in the General section. Chapter 6 Creating Specialized Tables and Indexes

Customize a Table of Contents (continued)
Benchmark Series Microsoft Word 2016 Level 2 Customize a Table of Contents (continued) Tab leaders help guide readers’ eyes from the table of contents heading to the page number. Word automatically formats the headings in a table of contents as hyperlinks and inserts page numbers. The default tab leader is a period. To choose a different leader, click the Tab leader option box arrow and click a character at the drop-down list. Each hyperlink can be used to move the insertion point to a specific location in the document. Word automatically inserts a check mark in the Use hyperlinks instead of page numbers check box so that if the document is posted to the web, readers will only need to click the hyperlink to view a specific page. Therefore readers of the document on the web do not need page numbers. Remove page numbering in the printed document by removing the check mark from the Show page numbers check box in the Table of Contents dialog box. If changes are made to the options at the Table of Contents dialog box, clicking OK will cause a message to display asking if the selected table of contents should be replaced. At this message, click Yes. Chapter 6 Creating Specialized Tables and Indexes

Update and Remove a Table of Contents
Benchmark Series Microsoft Word 2016 Level 2 Update and Remove a Table of Contents To update a table of contents: Click in table of contents. Click References tab. Click Update Table button. Click update option. Click OK. If headings or other text in a document is deleted, moved, or edited after the table of contents is inserted, the table of contents will need to be updated. To do this, click in the current table of contents and click the Update Table button in the Table of Contents group, the Update Table tab, or press the F9 function key (the Update Field key). At the Update Table of Contents dialog box, click Update page numbers only if changes were made that only affected page numbers or click Update entire table if changes were made to the headings or subheadings in the document. Click OK or press the Enter key to close the dialog box. Remove a table of contents from a document by clicking the Table of Contents button on the References tab and clicking Remove Table of Contents at the drop-down list. Another way to remove a table of contents is to click in the table of contents, click the Table of Contents tab in the upper left corner of the table of contents (immediately left of the Update Table tab), and click Remove Table of Contents at the drop-down list. 5 Chapter 6 Creating Specialized Tables and Indexes

Assign Levels to Table of Contents Entries
Benchmark Series Microsoft Word 2016 Level 2 Assign Levels to Table of Contents Entries Another method for identifying text for a table of contents is to use the Add Text button on the References tab. Click a level for the currently selected text and a heading style is applied to the text. For example, click the Level 2 option and the Heading 2 style is applied to the selected text. After specifying levels, insert the table of contents by clicking the Table of Contents button and clicking an option at the drop-down list. Chapter 6 Creating Specialized Tables and Indexes

Mark Table of Contents Entries as Fields
Benchmark Series Microsoft Word 2016 Level 2 Mark Table of Contents Entries as Fields To mark a heading as a field entry: Select text. Press Alt + Shift + O. Select level. Click Mark button. Select text for next entry. Click title bar of the Mark Table of Contents Entry dialog box. Repeat Steps 5 to 7 as necessary. Click Close button. 7 Applying styles or assigning levels to text applies specific formatting. To identify titles and/or headings for a table of contents without applying heading style formatting, mark each title or heading as a field entry. In the dialog box, the selected text displays in the Entry text box. Clicking the Mark button turns on the display of nonprinting characters in the document and also inserts a field code immediately after the selected text. Chapter 6 Creating Specialized Tables and Indexes

Mark Table of Contents Entries as Fields (continued)
Benchmark Series Microsoft Word 2016 Level 2 Mark Table of Contents Entries as Fields (continued) To activate the Table entry fields option: Display Table of Contents dialog box. Click Options button. Click Table entry fields check box. Click OK. 3 If the table of contents entries are marked as fields, the Table entry fields option will need to be activated when inserting the table of contents. If additional information is inserted in a document with headings marked as fields, the table of contents can be easily updated. To do this, insert the text and mark the text with options at the Mark Table of Contents Entry dialog box. Click in the table of contents and click the Update Table tab. At the Update Table of Contents dialog box, click the Update entire table option and click OK. Chapter 6 Creating Specialized Tables and Indexes

CHECKPOINT 1 Benchmark Series Microsoft Word 2016 Level 2 The Table of Contents button is located on this tab. Home Insert Layout References These help guide the reader’s eyes from the table of contents heading to the page number. tab stops tab leaders indent stops indent leaders Answer Answer Next Question Next Question To insert two types of page numbering, separate the Table of Contents from the beginning of the document with this. page break hard break section break soft break Press these keys to mark a heading as a field entry. Alt + Shift + O Alt + Ctrl + O Shift + Ctrl + O Alt + O In Slide Show view, read Question 1 and choose the best answer. Click the Answer button to verify your response. Click the Next Question button to display Question 2. Repeat these steps for the remaining questions. After you have clicked the Answer button for Question 4, the Next Slide button will appear. Click this button to advance to the next slide. Answer Answer Next Question Next Slide Chapter 6 Creating Specialized Tables and Indexes

Create a Table of Figures
Benchmark Series Microsoft Word 2016 Level 2 Create a Table of Figures A document that contains figures should include a table of figures so readers can quickly locate specific figures, images, tables, equations, and charts. Create a table of figures by marking text or images with captions and using the caption names to create the table. The Captions group on the References tab includes the Insert Caption button for creating captions and the Insert Table of Figures button for inserting a table of figures in a document. Chapter 6 Creating Specialized Tables and Indexes

Create a Table of Figures (continued)
Benchmark Series Microsoft Word 2016 Level 2 Create a Table of Figures (continued) To create a caption: Select text or image. Click References tab. Click Insert Caption button. Click in Caption text box and type caption name. Click OK. A caption is text that describes an item such as a figure, image, table, equation, or chart. The caption generally displays below the item. At the dialog box, Figure 1 displays in the Caption text box and the insertion point is positioned after Figure 1. Type a name for the figure and press the Enter key. Word inserts Figure 1 followed by the typed caption below the selected text or image. If the insertion point is positioned in a table when the Caption dialog box is displayed, Table 1 displays in the Caption text box instead of Figure 1. 4 Chapter 6 Creating Specialized Tables and Indexes

Create a Table of Figures (continued)
Benchmark Series Microsoft Word 2016 Level 2 Create a Table of Figures (continued) To insert a table of figures: Click References tab. Click Insert Table of Figures button. Select format. Click OK. After marking figures, images, tables, equations, or charts with captions in a document, insert the table of figures. A table of figures generally displays at the beginning of the document after the table of contents and on a separate page. The options at the Table of Figures dialog box are similar to the options at the Table of Contents dialog box. They include choosing a format for the table of figures from the Formats option box, changing the alignment of the page numbers, and adding leaders before page numbers. 3 Chapter 6 Creating Specialized Tables and Indexes

Update or Delete a Table of Figures
Benchmark Series Microsoft Word 2016 Level 2 Update or Delete a Table of Figures If changes are made to a document after a table of figures is inserted, update the table. To delete a table of figures, select the entire table using the mouse or keyboard and press the Delete key. To update the table of figures, click in the table of figures and click the Update Table button in the Captions group on the References tab or press the F9 function key. At the Update Table of Figures dialog box, click Update page numbers only if changes were made only to the page numbers or click Update entire table if changes were made to caption text. Click OK or press the Enter key to close the dialog box. Chapter 6 Creating Specialized Tables and Indexes

Customize a Caption To exclude the label from the caption: Select text or image. Click References tab. Click Insert Caption button. Click Exclude label from caption check box. Click OK. The Caption dialog box contains a number of options for customizing captions. Click the Label option box arrow to specify the caption label. The default is Figure, which can be changed to Equation or Table. The caption is positioned below the selected item. Use the Position option to change the position of the caption so it is above the selected item by default. A caption contains a label, such as Figure, Table, or Equation. To insert only a caption number and not a caption label, insert a check mark in the Exclude label from caption check box. If items such as tables are inserted in a document on a regular basis, a caption can be inserted automatically with each item. To do this, click the AutoCaption button. At the AutoCaption dialog box, insert a check mark before the item (such as Microsoft Word Table) in the Add caption when inserting list box and click OK. Each time a table is inserted in a document, Word inserts a caption above it. 4 Chapter 6 Creating Specialized Tables and Indexes

Customize a Caption (continued)
Benchmark Series Microsoft Word 2016 Level 2 Customize a Caption (continued) To type a custom caption label: Select text or image. Click References tab. Click Insert Caption button. Click New Label button. Click in Label text box. Type label name. Click OK. 6 Click the New Label button and the Label dialog box displays. At this dialog box, type a custom label for the caption. Chapter 6 Creating Specialized Tables and Indexes

Customize a Caption (continued)
Benchmark Series Microsoft Word 2016 Level 2 Customize a Caption (continued) To change the caption numbering style: Select text or image. Click References tab. Click Insert Caption button. Click Numbering button. Click Format option box arrow. Click numbering style. Click OK. 6 Word automatically inserts an Arabic number (1, 2, 3, and so on) after each caption label. To change the caption numbering style, click the Numbering button. At the Caption Numbering dialog box that displays, click the Format option box arrow and click a numbering style at the drop-down list. For example, caption numbering can be changed to uppercase or lowercase letters or to roman numerals. Chapter 6 Creating Specialized Tables and Indexes

Create an Index An index is a list of the topics in a publication that includes the numbers of the pages those topics are discussed on. Creating an index takes careful thought and consideration. The author of the book, manuscript, or report must determine the main entries to be included, as well as the subentries to be added under the main entries. In Word, the process of creating an index is automated similarly to the process of creating a table of contents. When creating an index, single words and groups of words are marked to be included. An index may include entries such as the main subject of a document, the main subjects of chapters and sections, variations of headings and subheadings, and abbreviations. Chapter 6 Creating Specialized Tables and Indexes

Create an Index (continued)
Benchmark Series Microsoft Word 2016 Level 2 Create an Index (continued) To mark text for an index: Select text. Click References tab. Click Mark Entry button. Click Mark All button. A selected word or group of words can be marked for inclusion in an index. At the Mark Index Entry dialog box, the selected word or group of words appears in the Main entry text box. Click the Mark button to mark the word or groups of words and click the Close button. Word automatically turns on the display of nonprinting characters and displays the index field code. Click the Mark All button at the Mark Index Entry dialog box to mark all occurrences of the term in the document as index entries. Word marks only those entries whose uppercase and lowercase letters match the index entries. 4 Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create an Index (continued) To mark text for an index: Mark main entry text. Click in document and select subentry text. Click Mark Index Entry dialog box Title bar. Type main entry text in Main entry text box. Type subentry text in Subentry text box. Click Mark All button. Click Close button. 5 At the Mark Index Entry dialog box, if the selected word or group of words displayed in the Main entry text box is to be a main entry, leave it as displayed. However, if the selected text is to be a subentry, type the main entry in the Main entry text box, click in the Subentry text box, and type the selected text. Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create an Index (continued) At the Mark Index Entry dialog box, bold and/or italic formatting can be applied to the page numbers that will appear in the index. In the Options section of the Mark Index Entry dialog box, Current page is the default. Click the Cross-reference option to cross reference specific text. In the Page number format section, click Bold and/or Italic to insert a check mark in the check box. With the Current page setting, the current page number will be provided in the index for the main entry and/or subentry. To cross reference specific text, type the text to be used as a cross-reference for the index entry in the Cross-reference text box. Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create an Index (continued) To insert an index: Position insertion point. Click References tab. Click Insert Index button. Click Formats option box arrow. Select format. Click OK. After marking all the terms to be included in an index as main entries or subentries, the next step is to insert the index. The index should appear at the end of the document and generally begins on a separate page. Position the insertion point at the end of the document and insert a page break. With the insertion point positioned below the page break, type INDEX, center it, apply bold formatting, and press the Enter key. 5 Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create an Index (continued) Word inserts section breaks above and below the index text. The Print Preview section of the Index dialog box shows how the index will display in the document. The Columns measurement box has a default setting of 2. Insert a check mark in the Right align page numbers check box and the Tab leader options become active. In the Type section, the Indented option is selected by default. Click the Formats option box arrow and a list of formatting choices displays. Word inserts the index at the location of the insertion point with the formatting selected at the Index dialog box. At the Index dialog box, specify how the index entries are to appear. With the default setting of 2 for the Columns measurement box, the index will display in two columns; this number can be increased or decreased. Use the Tab leader options to apply leaders before page numbers. The default tab leader is a period. To choose a different leader, click the Tab leader option box arrow and click a character at the drop-down list. With the Indented setting applied, subentries will appear indented below main entries. Click Run-in and subentries will display on the same lines as main entries. At the list of formatting choices, click a formatting choice and the Print Preview box displays how the index will appear in the document. Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create an Index (continued) To mark text as a bookmark: Position insertion point. Click Insert tab. Click Bookmark button. Click in Bookmark name text box. Type bookmark name. Click Add button. To use more than a few words as a single index entry, consider identifying the text as a bookmark and marking the bookmark as an index entry. 6 Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2 Create an Index (continued) To mark bookmark as index entry: Position insertion point. Click References tab. Click Mark Entry button. Type text in Main entry text box. Click Page range option. Click Bookmark option box arrow. Click bookmark name. Click Mark button. Click OK. 7 This option is especially useful when the text for an entry spans a range of pages. Chapter 6 Creating Specialized Tables and Indexes

Create and Use a Concordance File
Benchmark Series Microsoft Word 2016 Level 2 Create and Use a Concordance File Another method for creating an index is to create a concordance file and use the information in it to create the index. A concordance file is a Word document that contains a two-column table with no text outside the table. In the first column of the table, enter the word or group of words to be included in the index. In the second column, enter the corresponding main entry and subentry that should appear in the index. Creating a concordance file avoids the need to mark each word or group of words in a document. Chapter 6 Creating Specialized Tables and Indexes

Create and Use a Concordance File (continued)
Benchmark Series Microsoft Word 2016 Level 2 Create and Use a Concordance File (continued) To create a concordance file: Click Insert tab. Click Table button. Drag to create table. In first column, type words for index. In second column, type main entry and subentry. Save document. To create a subentry, type the main entry followed by a colon, a space, and the subentry. 2 Chapter 6 Creating Specialized Tables and Indexes

Create and Use a Concordance File (continued)
Benchmark Series Microsoft Word 2016 Level 2 Create and Use a Concordance File (continued) To use a concordance file: Open document containing text to be marked for index. Click References tab. Click Insert Index button. Click AutoMark button. Double-click concordance file name. 4 Use a concordance file to quickly mark text for an index in a document. Word turns on the display of nonprinting characters, searches the document for text that matches the text in the concordance file, and marks it accordingly. After marking text for the index, insert the index at the end of the document, as described earlier. Chapter 6 Creating Specialized Tables and Indexes

Update and Delete an Index
Benchmark Series Microsoft Word 2016 Level 2 Update and Delete an Index To update an index: Click in index. Click References tab. Click Update Index button. 3 If changes are made to a document after the index is inserted, update the index. To do this, click in the index and click the Update Index button in the Index group or press the F9 function key. To delete an index, select the entire index using the mouse or keyboard and press the Delete key. Chapter 6 Creating Specialized Tables and Indexes

CHECKPOINT 2 Benchmark Series Microsoft Word 2016 Level 2 Use these to create the table of figures. caption names table names image names text names This is a list of topics contained in a publication, and the pages where those topics are discussed. index bibliography references works cited Answer Answer Next Question Next Question Press this function key to update a table of figures. F1 F4 F8 F9 This is a regular Word document containing a two-column table with no text outside the table. concordance file table of contents table of figures index In Slide Show view, read Question 1 and choose the best answer. Click the Answer button to verify your response. Click the Next Question button to display Question 2. Repeat these steps for the remaining questions. After you have clicked the Answer button for Question 4, the Next Slide button will appear. Click this button to advance to the next slide. Answer Answer Next Question Next Slide Chapter 6 Creating Specialized Tables and Indexes

Summary: Creating Specialized Tables and Indexes
Benchmark Series Microsoft Word 2016 Level 2 Summary: Creating Specialized Tables and Indexes Create, insert, and update a table of contents Create, insert, and update a table of figures Create and customize captions Create, insert, and update an index A book, textbook, report, or manuscript often includes sections such as a table of contents, table of figures, and index. Creating these sections manually can be tedious. However, using Word’s automated features, these sections can be created quickly and easily. In this chapter, you have learned how to mark text for a table of contents, table of figures, and index and insert the table or index in a document. Chapter 6 Creating Specialized Tables and Indexes

Benchmark Series Microsoft Word 2016 Level 2

Similar presentations

Presentation on theme: "Benchmark Series Microsoft Word 2016 Level 2"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Benchmark Series Microsoft Word 2016 Level 2

Similar presentations

Presentation on theme: "Benchmark Series Microsoft Word 2016 Level 2"— Presentation transcript:

Similar presentations

About project

Feedback