Word 2010 Level 2 Unit 2Editing and Formatting Documents

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Word 2010

Level 2

Unit 2 Editing and Formatting Documents

Chapter 5 Inserting Special Features and References


Inserting Special Features and References

Sort Text in Paragraphs Sort Records in a Data Source Select Records Insert a Nonbreaking Space Find and Replace Special Characters CHECKPOINT 1 Create a Template Create Footnotes and Endnotes Create Citations and Bibliographies CHECKPOINT 2

Quick Links to Presentation Contents


Sort Text in Paragraphs

You can sort paragraphs of text in a document alphanumerically, numerically, or by date.

In an alphanumeric sort, punctuation marks or special symbols are sorted first, followed by numbers, and then text.


Sort Text in Paragraphs…continued

To sort text:1. Select the desired text.2. Click the Sort button in

the Paragraph group in the Home tab.

continues on next slide…

Sort button



3. Make any needed changes at the Sort Text dialog box.

4. Click OK.

Sort Text dialog box



To display the Sort Options dialog box:1. Click the Sort button

in the Paragraph group in the Home tab.

2. At the Sort Text dialog box, click the Options button.

Sort Options dialog box



To sort text in columns:1. Select the text set in

columns.2. Click the Sort button in

the Paragraph group in the Home tab.

3. Click the Options button.4. At the Sort Options

dialog box, make sure the Separate fields at is set to the Tabs option.

5. Click OK.

Tabs option



To sort on more than one field:1. Select the desired text set in

columns.2. Click the Sort button in the

Paragraph group in the Home tab.

3. At the Sort Text dialog box, click the Header row option.

4. Click the down-pointing arrow at the right side of the Sort by option and click the desired field.

5. Click the down-pointing arrow at the right side of the Then by option and then click the desired field.

Then by option



To sort text in a table:1. Position the

insertion point within the table.

2. Click the Sort button in the Paragraph group in the Home tab.

3. Make any needed changes at the Sort dialog box.

4. Click OK.

Sort dialog box


Sort Records in a Data Source

To sort records in a data source:1. Click the Mailings tab.2. Click the Select Recipients

button in the Start Mail Merge group.

3. Click the Use Existing List option.

4. Double-click the desired file.5. Click the Edit Recipient List

button.6. At the Mail Merge Recipients

dialog box, sort by the specific field by clicking the field column heading.

field column heading


Sort Records in a Data Source…continued

To display the Filter and Sort dialog box with the Sort Records tab selected:1. At the Mail Merge Recipients dialog box, click the Sort

hyperlink.

Filter and Sort dialog box


Select Records

To display the Filter and Sort dialog box with the Filter Records tab selected:1. At the Mail Merge Recipients dialog box, click the

Filter hyperlink.

Filter and Sort dialog box


Select Records…continued

Comparison option box

When you select a field from the Field drop-down list, Word automatically inserts Equal to in the Comparison option box. You can make other comparisons.


Select Records…continued

Or option

When a field is selected from the Field option box, Word automatically inserts And in the first box at the left side of the dialog box. You can change this, if needed, to Or.


Insert a Nonbreaking Space

As you type text in a document, Word makes line-end decisions and automatically wraps text to the next line.

In some situations, word wrap may break up words or phrases that should remain together.

To control where text is wrapped to the next line, insert a nonbreaking space between words.

Press Ctrl + Shift + spacebar to insert a nonbreaking space.


Find and Replace Special Characters

To find and replace a special character:1. Click the Replace button in

the Editing group in the Home tab.

2. Click the More button.3. Click the Special button.4. Click the desired character.5. Click the in the Replace

with text box.6. Click the Special button.7. Click the desired character.8. Click Replace All.

Special button


CHECKPOINT 11) In this type of sort, punctuation

marks are sorted first, followed by numbers, and then text.a. numericb. alphanumericc. dated. alphadate

3) Press these keys to insert a nonbreaking space.a. Ctrl + Shift + Sb. Ctrl + Shift + spacebarc. Ctrl + spacebard. Ctrl + S

2) The Sort button is located in this tab.a. Homeb. Insertc. Reviewd. View

4) The Replace button is located in this tab.a. Homeb. Insertc. Reviewd. View

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Create a Template

To create a template:1. Open the desired

document.2. Click the File tab.3. Click the Save As button.4. Click the Templates option

in the Navigation pane.5. Change the Save as type

to the Word Template (*.dotx) option.

6. Type the template name in the File name text box.

7. Click Save.Word Template (*.dotx) option


Create a Template…continued

To create a document from a template:1. Click the File tab.2. Click the New tab.3. Click the My

templates or New from existing option.

continues on next slide…My templates option


Create a Template…continued

4. At the New dialog box, double-click the desired template.

New dialog box


Create Footnotes and Endnotes

A good research paper or report contains information from a variety of sources.

To give credit to those sources, you can insert footnotes or endnotes in the document.

To create a footnote or endnote, first insert the note reference number at the location in the document where the source is referenced, then type the text that to appear in the footnote or endnote.


Create Footnotes and Endnotes…continued

To insert a footnote:1. Click the References tab.2. Click the Insert Footnote button in the Footnotes group.3. Type the footnote text.

footnote text



To insert an endnote:1. Click the References

tab.2. Click the Insert

Endnote button in the Footnotes group.

3. Type the endnote text.

Insert Endnote button



To view an endnote:1. Click the References tab.2. Click the Next Footnote

button arrow in the Footnotes group.

3. Click the Next Endnote option at the drop-down list.

Next Endnote option



When you move, copy, or delete footnote or endnote reference numbers, the remaining footnotes or endnotes are automatically renumbered.

To move a footnote or endnote, select the reference number and then click the Cut button in the Clipboard group in the Home tab. Position the insertion point at the location where you want to insert the footnote or endnote reference number and then click the Paste button.



To change a footnote number:1. Click the References tab.2. Click the Footnotes group

dialog box launcher.3. Click the Footnotes option

in the Location section.4. Click the down-pointing

arrow at the right side of the Number format option box.

5. Click the desired number style at the drop-down list.

Number format option box


Create Citations and Bibliographies

While using footnotes and endnotes is one way to credit sources in a research paper or manuscript, you may want to insert in-text citations and a works cited page to identify sources of quotations, ideas, and summarized material instead.


Create Citations and Bibliographies…continued

Word provides three commonly used editorial styles for citing references in research papers and reports: the American Psychological Association (APA)

reference style, which is generally used in the social sciences and research fields;

the Modern Language Association (MLA) style, which is generally used in the humanities and English composition;

and the Chicago Manual of Style (CMS), which is used both in the humanities and social sciences and is considered more complex than either the APA or MLA style.



If you prepare a research paper or report in APA or MLA style, format your document according to the following general guidelines: Use standard-sized paper (8.5 × 11 inches). Set all margins at one inch. Set text in a 12-point serif typeface (such as

Cambria or Times New Roman). Double-space text. Indent the first line of each paragraph one-half

inch. Insert page numbers in the upper right corner of

pages.



When formatting a research paper or report according to MLA or APA standards, you will need to follow certain guidelines for properly formatting the first page of the document.

MLA style



To insert a new citation:1. Click the References

tab.2. Click the Insert

Citation button in the Citations & Bibliography group.

3. Click the Add New Source option at the drop-down list.


Add New Source option



4. At the Create Source dialog box, type the necessary source information.

5. Click OK.

Create Source dialog box



To insert a citation with an existing source:1. Click the References tab.2. Click the Insert Citation

button in the Citations & Bibliography group.

3. Click the desired source at the drop-down list.

Insert Citation button



To modify sources:1. Click the References

tab.2. Click the Manage

Sources button in the Citations & Bibliography group.

3. At the Source Manager dialog box, edit, add, and/or delete sources.

4. Click Close.

Source Manager dialog box



To delete an existing source:1. At the Source Manager dialog box, click the source that

you want to delete in the Current List section.2. Click the Delete button.

Delete button



To insert a page number in a citation:1. Click the citation to

display the placeholder.

2. Click the Citation Options arrow.

3. Click the Edit Citation option.


Edit Citation option



4. At the Edit Citation dialog box, type the page number(s).

5. Click OK.

Edit Citation dialog box



If you include citations in a report or research paper, you must insert a works cited page or bibliography on a separate page at the end of the document.

A works cited page or bibliography is an alphabetical list of the books, journal articles, reports, and other sources referenced in the document.



To insert a works cited page or a bibliography:1. Insert a new page at the

end of the document.2. Click the References

tab.3. Click the Bibliography

button in the Citations & Bibliography group.

4. Click the desired predesigned works cited or bibliography option.

Bibliography button



To update the works cited page or bibliography:1. Click anywhere in

the works cited page or bibliography.

2. Click the Update Citations and Bibliography tab.

Update Citations and Bibliography tab



MLA and APA styles require the following formatting guidelines for the works cited page or bibliography: Begin works cited or bibliography on a separate

page after the text of the report. Include the title “Works Cited” or “Bibliography”

and center the title. Double space between and within entries. Begin each entry at the left margin and hang-indent

the second and subsequent lines in each entry. Alphabetize the entries.



To change a citation style:1. Click the References

tab.2. Click the down-pointing

arrow at the right side of the Style option in the Citations & Bibliography group.

3. Click the desired style. Style option


CHECKPOINT 21) Word template documents are

saved with this file extension.a. .docmb. .docxc. .dotmd. .dotx

3) The Insert Footnote button is located in this tab.a. Homeb. Insertc. Reviewd. References

2) This is an explanatory note or reference that is printed at the bottom of the page where it is referenced.a. headerb. footerc. endnoted. footnote

4) The Insert Citation button is located in this tab.a. Homeb. Insertc. Reviewd. References

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Inserting Special Features and References

Sort text in paragraphs, columns, and tables Sort records in a data source file Select specific records in a data source file for merging Insert nonbreaking spaces Find and replace special characters Create and use a specialized template Create footnotes and endnotes Insert and modify sources and citations Insert, modify, and format bibliographies

Summary of Presentation Concepts