MASSEY

UNIVERSITY MICROSOFT WORD 2010

Microsoft Word III Long Documents

Massey University

Semester One 2012

Semester 1, 2012

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Aidan Wood & Robert Hallam IT Assistant Information Commons Massey University Library – Te Putanga ki te Ao Matauranga Private Bag 11222 Massey University Palmerston North Phone: 06 356 9099, extn 2121 Email: library@massey.ac.nz http://library.massey.ac.nz/aboutus/informationcommons.htm For information about the Massey University MS Office course see the training section on the ITS website http://its.massey.ac.nz

To book for course see the booking form under face to face / Manawatu Example exercise questions can be found under face to face / course files

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Table of Contents

*All tips are based on Microsoft Office 2010.

Table of Contents ....................................................................................................... 2

Understanding page break & section break ............................................................... 3

Inserting page break .................................................................................................................... 3

Inserting section break................................................................................................................. 4

Deleting page break/section break .............................................................................................. 4

Different page numbers for different sections ........................................................... 5

Headings and Numbering ......................................................................................... 10

Creating a table of contents ..................................................................................... 17

Viewing style area while creating table of contents ................................................. 18

Marking entries for a table of contents ...................................................................................... 20

Inserting a table of contents ...................................................................................................... 21

Updating the table of contents .................................................................................................. 22

Creating list of figures / tables ................................................................................. 23

Inserting captions for list of figures or tables ............................................................................. 23

Inserting list of figures ............................................................................................................... 26

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Understanding page break & section break

What is the difference between page break and section break?

Page Break It simply separates content between pages. After the page break, the following text will always start at the beginning of the page.

Section Break It splits your document into sections and allows you to have multiple different headers/footers in your document. Each section can have its own header/footer formatting. For example, margins, page numbering, header/footer, portrait/landscape orientation, and page border. (See next page for more information)

Show/Hide This toggle button is an essential tool while working with page break and section break. It indicates to you where the breaks are and where you have pressed ENTER and SPACE key. Note: Show/Hide mark will NOT be printed.

Inserting page break

1. Click where you wish to insert a page break

2. Page Layout > Breaks > Page

3. Click Page

Tip:

Shortcut key for inserting a page break is

Show/Hide

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Inserting section break

1. Click where you wish to insert a section break

2. Page Layout > Breaks > Next Page

3. Click Next page

Deleting page break/section break

Page and Section breaks can be deleted as normal text with the DELETE or Backspace keys. Show/Hide needs to be turned on in order to see where page break/section break is inserted. Place the curser adjacent to section break > Press DELETE or Backspace key NB: Be aware that when you delete a section break, the formatting for the preceding section will be also deleted.

NB:

Section breaks are strongly related to Different First Page and Different Odd/Even Headers and Footers (File > Page Setup > Layout tab).

When you insert a Next page section break in your document, the new section will also have a Different First Page setup. Use the Different First Page option if you want a different heading on your first page than on the rest of your document. However, if you need more than just a different heading on your first page, you need section breaks.

Show/Hide

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Different page numbers for different sections A typical academic essay consists of two different page number formats:

Roman numerals (i, ii, iii etc…) after your cover pages, executive summary, table of contents.

Arabic numbers (1, 2, 3 etc…) after above, e.g. essay body, chapters.

Question: How to have two different number formats in one file? Answer: Section breaks will help you to do this. Your document will have a few segments but Microsoft Word still treats it as one single file.

There are several ways of doing this but here is an example. Let’s assume we would like to have the following page numbering.

Arabic numbers (1, 2, 3…) starts from the main body of the work, i.e., essay body and chapters. Section Three

Section Break

Section Break

Title Page

Chapter One

1

Abstract

i

The first page has no page number.

Roman numbers (i, ii, iii, …) starts from the second page until essay body begins. The preliminaries often contain:

- abstract - preface and/or acknowledgements - table of contents - list of illustrations, photographs,

figures and or table - Executive summary etc…

Section One

Section Two

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1. Before you start, it is easier to do if you can see where you create section breaks. Click Show/Hide (this button is orange when on). When this is on you will be able to see your inserted section breaks.

2. Insert a Section Break Next Page at the bottom of the Cover page > Page Layout > Breaks > Next Page

3. Edit the footer of the second page, double click on the footer or Insert > Footer > Edit Footer

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4. Click on Link to Previous to un-link this section. This will create two independent sections. (Note this button is Orange when on.)

5. Insert Page numbers on the second section. Place the cursor in the Second Section footer > Insert > Page Numbers

6. Choose position and alignment of the page numbers, for more advanced options click Format Page Numbers...

7. Page Number > Format Page Numbers…

8. Change Number format to Roman numerals (i, ii, iii…) > Type “i" in the Start at box. Or use the drop down menu > Click OK to return to your document.

Start page number at “i"

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9. Insert another Section Break Next Page at the end of section two e.g. before the first chapter so the page before the page to be numbered 1.

10. Click on Link to Previous to un-link this section. This will create three independent sections. (Note this button is Orange when on.)

11. Insert Page numbers on the Third section. Insert > Page Numbers

12. Choose position and alignment of the page numbers.

13. Change the number format > Insert > Page Number > Format Page Numbers…

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14. Change Number format to Arabic numerals (1, 2, 3, …) > Type “1” in the Start at box. Or Use the Drop down Menu > Click OK to return to your document.

Done!

Select Arabic numbering

Type 1 in the Start at box

Click OK

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Section Break

Section Break

Title Page

Chapter One

1

Abstract

i

The first page has no page number.

Roman numbers (i, ii, iii, …) starts from the second page until essay body begins. The preliminaries often contain: 1. abstract 2. preface and/or acknowledgements 3. table of contents 4. list of illustrations, photographs, figures

and or table 5. Executive summary etc…

Section One

Section Two

Section Three

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Headings and Numbering Correct numbering in word 2010 allows for Chapter numbering and caption chapter numbering (for figures

and Tables) in one multilevel numbering list. It also allows automatic generation of a Table of Contents.

These instructions will create this numbering style

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1. Type out your list (depending on the number of levels you

require as shown) Do this anywhere on a current

document, perhaps at the start or on a new document.

2. Highlight the list and apply the following

Multilevel numbering style shown:

3. Format the different levels to appear how you want them

to (change font type, colour, bold, italics etc.)

4. Select the list once again and

Go to multilevel list > Define new multilevel list

Click

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3

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5. Change the number style for the first number to “One, Two, Three …”

6. Type the word “Chapter” before the number in the number format text box, you can also change

the separator after the number One.

7. Click on the More

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8. On the More >> button, tick “Use legal style numbering” for the remaining levels (Each level apart

from 1)

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Click Ok

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9. Insert Tab stops (TAB key or Increase Indent button) to indent the levels of the headings. (Place cursor between number and heading or with the number selected.)

10. At this point (as shown in above picture) you may notice that the gap between the number and the heading is not the same for all levels. To make this distance consistent, select the list again and Click on Define New Multilevel list again.

11. Change the Follow number with drop down to Space instead of Tab. Because Tab stops can be different sizes. Do this for All Levels

One tab Two Tabs Three Tabs Four Tabs Five Tabs

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12. The distance between the number and heading should now be uniform.

13. You may also like to select the Line spacing and paragraph spacing for these headings. Select the list at once and adjust if they are all to be the same, or select individually and adjust if they have different spacing options.

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14. Select each Heading level and right click on the corresponding Heading style (at the top of the Home menu) and click on Update Heading (x) to Match Selection to update the Styles (one at a time) and do this for all heading levels.

15. Once this is done the styles should have the appropriate numbers and you can now remove the text used to create these.

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This text can now be deleted as it was used only to create the heading styles

The Heading styles should look like this and you can use these styles for your heading throughout your document.

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Creating a table of contents MS Word creates a table of contents or index for your document. It is a list of the headings and it is essential to mark text that you wish to include in your table of contents. For example, you can apply Heading 1 for main heading (level 1), Heading 2 for sub-main heading (level 2), and Heading 3 for sub-sub heading (level 3).

To change how these headings appear Right click on a heading style and select Modify If you would like set up numbering on your styles see the above section Heading and Numbering. If your headings haven’t had a Heading style applied, it won’t appear in your table of contents.

Chapter One Introduction

Chapter Two Consumer needs 2.1. What is motivation?

2.2. Needs

2.3. Goals

Chapter Three Consumer behaviour 3.1. Ethics in marketing

3.1.1. The social responsibility of marketers

3.1.2. The consumer movement

3.2. Advertising and public policy

Heading 1

Heading 1

Heading 1

Heading 2

Heading 2

Heading 2

Heading 2

Heading 2

Heading 3

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Viewing style area while creating table of contents Viewing the style area may be useful while applying Heading styles because you can see where all of your styles are applied and what level they are. You can increase the viewing style area. This can also be very helpful for finding problems in the TOC, e.g. if there is text that is showing in your TOC that you don’t want it is most likely formatted as a heading style or if the numbers are not working or suddenly show number 0 there may be an “empty” line somewhere formatted as a heading style. NB: To view the style area, you have to be in Draft view, View > Draft This isn’t a vital step to create a table of contents but it can help when things go wrong.

1. Click on the File Button

2. Go to Word Options

Style view area

View > Draft to view the style area.

Print Layout view doesn’t show the style area.

2

1

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3. Click on Advanced

4. Scroll down to the Display Section

5. Type any width size, e.g. 2cm in Style area pane width to 3cm

6. Click OK

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Marking entries for a table of contents

1. Select a heading, e.g., main heading

2. Select a Heading style, e.g., Heading 1

3. (‘1. Introduction’ is now set as Heading 1 style.)

Tip: A quick way of selecting a heading Mouse over to the left margin > click next to the heading. This should highlight the entire heading.

Click here to format selected text to Heading 1

4. Continue to do this to all headings that you would like to show in the Table of Contents

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Inserting a table of contents 1. Place the cursor where you wish to insert a table of contents.

2. References > Table of Contents

3. Table of Contents should appear similar to the example below.

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Updating the table of contents When you have made changes to your Headings in the Table of Contents, after inserting the TOC, you can simply update the TOC.

1. Right click on the table of contents > Click Update Field

]

2. Click Update entire table > Select Update entire table > Click OK

Tip: F9

Updating table of contents shortcut key is F9! (TOC must be selected)

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Creating list of figures / tables A caption is a numbered label. For example, when you insert a table, you may wish to have a title for it. Rather than just type the title manually, insert a caption. So then Microsoft Word automatically inserts a list of tables for you. The caption is inserted as sequential caption number. Inserting a table of list/figure is similar to Table of Contents but adding captions are different.

Inserting captions for list of figures or tables 1. Place your cursor where you wish to insert a caption label

2. References > Insert Caption

Figure 1

For example, right after a figure.

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3. Select a Label type from the drop down list > Click OK

1. (A caption is inserted.)

2. Type the rest of caption title after the label.

3. To include chapter number for figures and tables captions select Numbering and select Include chapter number.

This requires and number to be in the Heading Style see Headings and numbering section

Label: The other standard labels are Equation and Table.

This is your caption label.

Advanced Numbering For Chapter Numbers

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4. To change the Style for the Captions

5. After you have inserted at least one Caption you will see the Caption style in the style menu at the top of the Home Ribbon.

6. Right click on this and select Modify

7. Any changes here will change all captions

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Inserting list of figures

1. Place your cursor where you want to insert Table of Figures.

2. References > Insert Table of Figures

3. Select the Label of the list you are generating from the drop down list. Table or Figure 4. Click OK

Tip: Updating your list of captions When you have made any changes to your Table of Figures after you inserted it, you can simply update it. The same as the table of contents – Right Click –Update Field or F9

.

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Cover Page

Section 2 header

Section 2 header

Section 2 header

Section 2 header

Section 3 header

Section 3 header

i

ii

iii

iv

1

2

Acknowledgement

Table of Contents

List of Figures

List of Tables

Body ……..

…….

Section 1

Section 2

Section 3

Section Break

Section Break

Page Break

Page Break

Page Break

View > Header and Footer > Break the “Link to Previous”

File > Page Setup > Layout > Un-tick

“Different First Page”