New Perspectives on Microsoft Office Word 2003 Tutorial 10

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Microsoft Office Word 2003

• Tutorial 10 Managing Long Documents

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Use master documents in Word

• With Word, you can create a master document,
  which is a long document divided into smaller
  individual files, called subdocuments.
• Master documents are very useful when working
  with a document containing multiple sections.
• Working with each section individually reduces
  the time involved in opening, editing and closing
  a very large document.

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Create a master document, and create, split,
merge, and remove subdocuments

• You can create a master document by converting an
  existing document into a master document and its
  parts into subdocuments.
• You can also create one by inserting existing
  files as subdocuments into an existing document.
• When you create a master and a subdocument, Word
  creates a new file using the name of the
  subdocument's first heading and saves it in the
  same folder as the master.
• If a subdocument becomes too large, you can split
  the subdocument into two subdocuments
• If two subdocuments are both fairly small, you
  can merge them into one subdocument
• You can also remove a subdocument by
  incorporating its text into the master document

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Convert an existing document to a master document

• To convert an existing document to a master
  document
• Open the existing document
• Click Tools on the menu bar, click AutoCorrect
  Options, click the AutoFormat As You Type tab
• Click the Built-in Heading Styles check box
• Click the OK button to close the AutoCorrect
  dialog box
• You can then switch to Outline view and click the
  Master Document View button to change to that
  view.
• Even though you are in Master Document View, the
  document is not really a master document until a
  subdocument is inserted.

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Insert or split a subdocument

• To insert a subdocument
• Move the insertion point to where you want the
  subdocument
• Click the Insert Subdocument button on the
  Outlining toolbar, locate the document to insert,
  and click OK
• To split a subdocument
• Be sure you are in Master Document View
• Move the insertion point to the subdocument
  heading where you want to divide the subdocument,
  and then click the Split Subdocument button on
  the Outlining toolbar

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An example of a master document with a subdocument
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Control text flow and page breaks

• You can insert hard page breaks to control where
  page breaks occur. However, this sometimes leads
  to additional problems if text is inserted or
  deleted in the vicinity of the hard page break.
• Word has other types of page break settings that
  can be used to avoid these problems and to
  control page breaks for text that has specific
  styles applied to it.
• These styles are used to avoid problems with
  creating widows, orphans and isolated headings.
• Controlling page breaks in this way improves the
  text flow of your document and ensures that the
  data appears as you want it to appear.

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Set page breaks for a heading style

• To control page breaks for a heading style so the
  heading stays with its associated text
• Click the Styles and Formatting button to open
  the Styles and Formatting Task Pane
• Click the list arrow for a heading style, and
  click the Modify option
• When the dialog box opens, click the Format
  button, and then click Paragraph
• Click the Line and Page Breaks tab and insert a
  check mark in the Keep with text box
• Click the OK button twice to close both dialog
  boxes
• This same technique can be used with other
  styles.

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The Paragraph dialog box
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Use automatic heading numbers, numbered captions,
and cross-references

• The Heading Numbering feature automatically names
  sections of a large document for you.
• This feature provides automatic sequential
  numbering, numbering across subdocuments, and
  provides a consistent style.
• Word also has a feature that allows you to insert
  numbered captions for pictures, charts, or other
  graphic objects to identify them by name.
• You can also create a cross-reference, which is a
  notation in a document that points the reader to
  another place in the document.

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Apply automatic numbering to heading styles

• You can add automatic numbering to headings in
  the Bullets and Numbering dialog box, on the
  Outline Numbered tab.
• Click the Customize button to modify the styles
  shown.
• Once automatic heading numbers have been applied,
  as you scroll through your document, you will see
  that all headings have associated section
  numbers, making it easy to identify or refer to
  specific sections.
• If any headers are removed, altered or moved to a
  new location, Word will update the headings
  automatically.

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The Bullets and Numbering dialog box
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Add a numbered caption to an image

• Numbered captions make it easy to identify
  graphic images within a document.
• To add a numbered caption to a figure
• Select the figure and then click the Insert menu
• Point to Reference, and then click Caption
• Make sure that Figure is selected in the Label
  list box, and specify the position for the
  caption in the Position list box
• Move the insertion point to the right of the
  caption number, press the spacebar and enter your
  caption
• Click OK to close the dialog box and insert the
  caption

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An example of a numbered caption
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Create a graph with Microsoft Graph

• Microsoft Graph is a tool you can use to insert
  bar, line and pie charts into Word documents.
• Select the type of chart you want and then modify
  or enter the chart information into a datasheet
  that will appear.
• When Microsoft Graph starts, a default datasheet
  is supplied
• You can delete the information in the datasheet
  and reenter your own data.
• As you add data and labels to the datasheet,
  Microsoft Graph automatically creates the chart.
• You can move and resize the chart within the Word
  document, wrap text around it, and create a
  caption for the chart.

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Insert a chart

• To insert a chart
• Move the insertion point where you want the chart
  to go
• Click Insert on the menu bar, then click Object
• When the dialog box opens, click the Create New
  tab, select Microsoft Graph Chart from the list,
  and then click OK
• Click the Chart Type button's list arrow and
  select the type of chart you want from the list
• As you enter your data in place of the default
  data, Microsoft Graph will build the chart for
  you.

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An example of a Microsoft Graph chart
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Track revisions in a document

• Revision tracking allows you to view changes and
  comments in a document added by people reviewing
  the document.
• Word uses revision marks to denote these changes.
  
• Only changes that are made while revision
  tracking is turned on will be marked.
• You can ensure that this happens by protecting
  the document for tracked changes, which means no
  one can change the document unless you have
  revision tracking turned on.
• You can mark each person's edits using a
  different color.

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Merge revisions and insert comments

• Once all revisions have been made, you can review
  all changes at one time, or review them by
  reviewer.
• Word allows you to accept or reject revisions
  individually.
• If you accept a revision, Word removes the
  revision mark but keeps the revision text.
• Word also allows you to save a document as a new
  version of an existing document, which allows you
  to preserve the original version in case you need
  to access it later.
• Reviewers can also insert comments, which are
  notes containing ideas that the reviewer thinks
  is relevant to the document.

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Protect a document for tracking changes

• To protect a document so that no one can modify
  the document without tracking changes
• Open the document, click the Tools menu, and then
  click Protect Document
• When the dialog box appears, click the Tracked
  changes option button to insert a check mark, and
  then click OK
• To turn on the track changes option you must
  display the Reviewing toolbar
• Click the View menu and then click Toolbars
• Click the Reviewing toolbar name
• When you click the Track Changes button on the
  Reviewing toolbar, any modification made will be
  recorded.

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The Reviewing toolbar
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Protect a document with a digital signature

• A digital signature is an attachment to a file
  that vouches for the document's authenticity.
• It tells the person receiving the document that
  you wrote it, or reviewed it, and that the
  document is unaltered since you signed it.
• You can obtain a digital certificate from a
  certification authority, or you can create one
  using the SelfCert program.
• Only digital certificates obtained from a
  certification authority are valid and reliable
• If you modify a digitally signed certificate in
  any way, Word will strip the digital signature
  from the document.
• You can also add your own digital signature to an
  already digitally signed document, indicating
  that you have opened and read the document.

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Create certificates using SelfCert

• Although someone can create their own certificate
  using SelfCert, it does not guarantee the
  authenticity of the document.
• Only a certification authority certificate can be
  generally guaranteed to be reliable and safe.
• It is easy for anyone to forge a certificate
  using SelfCert.
• If you choose to use SelfCert, it is usually
  found in the Microsoft Office program folder, and
  you can locate it by clicking the Browse button
  on the Run menu dialog box.

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A document that has been digitally signed
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Use advanced page numbering techniques and style
references

• For a document to be published as a book, you may
  want to include special page numbering
  techniques.
• The pages preceding the actual first page of
  text, such as title page, table of contents ,
  etc., are usually numbered using lowercase Roman
  numerals, whereas the main text is numbered
  beginning with page 1, or possibly a section id
  and page number.
• You can also change the layout of the footer and
  even the page layout itself for odd and even
  pages.

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Adjust margins and headers/footers for odd and
even pages

• You can adjust the left and right margins and the
  page gutter depending on whether the page is odd
  or even.
• For the footers, you can control which side of
  the page the footer information prints on for odd
  or even pages.
• You can also insert a style reference into a
  footer.
• A style reference is a field code that inserts
  text formatted with a particular style at the
  location of the field code.
• You can do this to update the section name that
  appears in the footer when the section changes.

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Set up a document in book format

• Most books are printed on both sides of the page,
  and then the pages are bound.
• Generally, when you open a book, the odd numbered
  pages appear on the right, the even numbered
  pages appear on the left.
• The gutter is the blank space between the pages
  where the pages are bound.
• Setting up odd and even page number layouts and
  footers helps to give a consistent look to the
  document.

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An illustration of page layout
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A document with page formatting applied
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Create an index

• An index is a list of words and/or phrases and
  the page number(s) on which they appear.
• Creating an index manually can be very time
  consuming, but by using the Word Index feature
  much of it becomes automated.
• There are several methods that can be used to
  create the index, and which one you choose will
  depend on the requirements of the document you
  are working on.
• Word also makes it easy to create index
  subentries to further improve the usefulness of
  an index.

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Insert an index

• One way to create an index is to have Word search
  for every occurrence of a word or a phrase. To do
  this
• Go to the beginning of the document and use
  Word's Find command to find the first occurrence
  of a word or phrase
• When the first occurrence is found and selected,
  press the AltShiftX keys to open the Mark Index
  Entry dialog box
• The selected word will appear in the Main entry
  text box
• Click the Current page option button
• Click the Mark All button. Word will search the
  document and mark every occurrence of this word
  or phrase
• Click the Close button to return to the document
• You can repeat this process for every word you
  want included in the index.
• Word will insert field codes for each index
  entry.

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A document with index field codes
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Create a table of contents, and a table of
figures

• Another useful feature for a large document is a
  table of contents.
• This is a list of major topics in the document
  and allows a reader to quickly locate a specific
  topic.
• Creating a table of contents is very similar to
  creating an index.
• You can also create a table of figures in a Word
  document, which lists the names and page numbers
  of any graphics, charts, or diagrams contained in
  the document.