1. Chapter 9 Creating a Reference Document with a Table of Contents and an Index Microsoft Word 2013

2. Insert a screenshot Add and modify a caption Create a cross-reference Insert and link text boxes Compress pictures Work in Outline view Work with a master document and subdocuments Creating a Reference Document with a Table of Contents and an Index2 Objectives

3. Insert a cover page Create and modify a table of contents Use the Navigation Pane Create and update a table of figures Build, modify, and update an index Create alternating footers Add bookmarks Creating a Reference Document with a Table of Contents and an Index3 Objectives

4. Creating a Reference Document with a Table of Contents and an Index4 Project – Reference Document

5. A reference document is any multipage document organized so that users easily can locate material and navigate through the document Creating a Reference Document with a Table of Contents and an Index5 Reference Document

6. A caption is text that appears outside of an illustration, usually below it If the illustration is identified with a number, the caption may include the word, Figure along with the illustration number You can add a caption to an equation, a figure, and a table If you move, delete, or add captions in a document, Word renumbers remaining captions in the document automatically Creating a Reference Document with a Table of Contents and an Index6 Adding a Caption

7. Creating a Reference Document with a Table of Contents and an Index7 Adding a Caption

8. A screenshot is a duplicate image of the contents of your computer or mobile device’s screen To insert a screenshot, you first must display the screen of which you want a screenshot in a window on your computer or mobile device From within Word, you can insert a screenshot of any program running on your computer, provided the program has not been minimized Creating a Reference Document with a Table of Contents and an Index8 Inserting a Screenshot

9. Creating a Reference Document with a Table of Contents and an Index9 Inserting a Screenshot

10. Word provides a method of creating a cross- reference, which is a link to an item, such as a heading, caption, or footnote in a document By creating a cross-reference to a caption, the text that mentions the figure will be updated whenever the caption to the figure is updated Creating a Reference Document with a Table of Contents and an Index10 Creating a Cross-Reference

11. Creating a Reference Document with a Table of Contents and an Index11 Creating a Cross-Reference

12. The last page of the reference document is called an index An index lists important terms discussed in the document along with each term’s corresponding page number To generate the index, you first must mark any text you wish to appear in the index Creating a Reference Document with a Table of Contents and an Index12 Index

13. Creating a Reference Document with a Table of Contents and an Index13 Building an Index

14. If your document will include an index, read through the document and mark any terms or headings that you want to appear in the index Include any term that the reader may want to locate quickly Omit figures from index entries if the document will have a table of figures; otherwise, include figures in the index if appropriate Creating a Reference Document with a Table of Contents and an Index14 Marking an Index Entry

15. Creating a Reference Document with a Table of Contents and an Index15 Marking an Index Entry

16. When you mark an index entry, Word automatically shows formatting marks so that you can see the index entry field The marked index entry begins with the letters, XE If you want to mark the same word each time it appears in an index entry choose to Mark All Creating a Reference Document with a Table of Contents and an Index16 Marking an Index Entry

17. Creating a Reference Document with a Table of Contents and an Index17 Marking an Index Entry

18. A sidebar text box is a text box that runs across the top or bottom of a page or along the edge of the right or left of a page Creating a Reference Document with a Table of Contents and an Index18 Inserting a Sidebar Text Box

19. Creating a Reference Document with a Table of Contents and an Index19 Inserting a Sidebar Text Box

20. Some examples of building blocks include cover pages, equations, footers, headers, page numbers, text boxes, and watermarks Creating a Reference Document with a Table of Contents and an Index20 Building Blocks

21. Word allows you to link separate text boxes so that you can flow text from one text box into the other Creating a Reference Document with a Table of Contents and an Index21 Linking Text Boxes

22. If you plan to email a Word document that contains pictures or graphics or post it for downloading, you may want to reduce its file size to speed up file transmission time In Word, you can compress pictures, which reduces the size of the Word document Compressing the pictures in Word does not cause any loss in their original quality Creating a Reference Document with a Table of Contents and an Index22 Compressing Pictures

23. Selecting a lower ppi (pixels per inch) in the Target output area of the Compress Picture dialog box creates a smaller document file, but also lowers the quality of the images Creating a Reference Document with a Table of Contents and an Index23 Compressing Pictures

24. Creating a Reference Document with a Table of Contents and an Index24 Compressing Pictures

25. When you are creating a document that includes other files, you may want to create a master document to organize the documents A master document is simply a document that contains links to one or more other documents, each of which is called a subdocument Creating a Reference Document with a Table of Contents and an Index25 Inserting a Subdocument

26. Creating a Reference Document with a Table of Contents and an Index26 Inserting a Subdocument

27. To create a master document, Word must be in Outline view You can then enter the headings of the document as an outline using Word’s built-in heading styles In an outline, the major heading is displayed at the left margin with each subordinate, or lower- level, heading indented Creating a Reference Document with a Table of Contents and an Index27 Creating a Master Document

28. Creating a Reference Document with a Table of Contents and an Index28 Adding Entries in Outline View

29. By default, Word inserts the cover page as the first page in a document Creating a Reference Document with a Table of Contents and an Index29 Inserting a Cover Page

30. A table of contents lists all headings in a document and their associated page numbers When you use Word’s built in heading styles (for example, Heading 1, Heading 2, etc.), you can instruct Word to create a table of contents from these headings When you change a document, you should update the associated table of contents Creating a Reference Document with a Table of Contents and an Index30 Creating a Table of Contents

31. Creating a Reference Document with a Table of Contents and an Index31 Creating a Table of Contents

32. When you use Word’s built-in heading styles in a document, you can use the Navigation Pane to go to headings in a document quickly To display or hide subheadings below a heading in the Navigation Pane, click the triangle to the left of the heading Creating a Reference Document with a Table of Contents and an Index32 Using the Navigation Pane to Go to a Heading in a Document

33. Creating a Reference Document with a Table of Contents and an Index33 Using the Navigation Pane to Go to a Heading in a Document

34. A table of figures lists all figures in the document along with their corresponding page numbers Word generates a table of figures from the captions in the document Creating a Reference Document with a Table of Contents and an Index34 Creating a Table of Figures

35. Creating a Reference Document with a Table of Contents and an Index35 Creating a Table of Figures

36. In addition to creating an index, table of figures, and table of contents, you can use Word to create a table of authorities Legal documents often include a table of authorities to list references to cases, rules, statutes, etc. Creating a Reference Document with a Table of Contents and an Index36 Creating a Table of Authorities

37. Extra space on the inner margin between facing pages allows printed version of the documents to be bound (such as stapled) without the binding covering the words This extra space in the inner margin is called the gutter margin Creating a Reference Document with a Table of Contents and an Index37 Setting a Gutter Margin

38. Creating a Reference Document with a Table of Contents and an Index38 Setting a Gutter Margin

39. With an odd page section break, Word starts the next section on an odd page instead of an even page. Creating a Reference Document with a Table of Contents and an Index39 Creating Alternating Footers Using a Footer Building Block

40. Creating a Reference Document with a Table of Contents and an Index40 Creating Alternating Footers Using a Footer Building Block

41. A bookmark is an item in a document that you name for future reference Bookmarks assist users in navigating through a document online For example, you could bookmark the headings in the document so that users easily could jump to these areas of the document Creating a Reference Document with a Table of Contents and an Index41 Adding a Bookmark

42. Bookmark names can contain only letters, numbers, and the underscore character (_) They also must begin with a letter and cannot contain spaces Creating a Reference Document with a Table of Contents and an Index42 Adding a Bookmark

43. Creating a Reference Document with a Table of Contents and an Index43 Adding a Bookmark