TABLE
OF CONTENTS
Introduction 3
The Insert
Tab 4
Screenshots 4
Inserting
Hyperlinks 5
Text
Boxes 6
Fancy Text Boxes
and Pictures 7
Drop
Caps 9
The Page Layout
Tab 12
Columns
12
Watermarks
13
Page
Borders 16
Line
Numbers 17
The Review
Tab 19
Comments
19
Track
Changes 21
Comparing
Documents 24
Protect/Restrict
Editing 27
Language
Tools 28
The References
Tab 32
Endnotes vs.
Footnotes 32
Endnotes
32
Footnotes
32
Captions
36
Cross
References 37
Indexing
40
Citations and
Bibliographies 45
Introduction
The Advanced Word course enables proficient users of
Microsoft Word to gain a more detailed understanding of Word's
many capabilities, and learn how to utilize these tools effectively
for the creation of unique and professional projects. In the Word
Essentials course we went from tab to tab exploring the basic
functions of the different groups. In this advanced course we will
also navigate from one tab to another, but instead explore the less
prominent and more advanced functions within these tabs. This
documentation will cover some of the following skills:
Track changes is a proofing tool on Microsoft Word,
that shows the proofing and editing choices you have made rather
than just making the changes without any record that changes have
been made. If you turn track changes on, it will mark all editing
choices that you have made. For example, if you choose to delete a
portion of the text, it will strikeout that text and indicate that
it has been deleted, rather than fully removing it from the document
with no record that it was ever there or ever deleted. This is
especially helpful if more than one person is working on a document.
If you ask a friend to offer suggestions for how to make changes to
your paper, they can put in all the changes that they want and you
will be able to see every change that was made, and accept or reject
those changes rather than just receiving back an entirely new and
edited document.
THE INSERT TAB
The
Insert Tab allows you to insert items and illustrations into your
document that go beyond plain text. In Word Essentials we focused
primarily on the Illustrations Group within this tab. In Advanced
we will go more in-depth with screenshots, hyperlinks, text boxes,
quick parts, and drop caps.
Screenshot
Unlike previous
versions of Word, Screenshot is a new feature of Word 2010.
Screenshot allows users to capture the screen as it currently looks,
making it a portable image that one can place within the document.
As an example, I will be using screenshots throughout this tutorial.
Step 1: Click
the Screenshots dropdown menu, located at the far right of the
Illustrations Group.
Step 2: There
are a few options available: you can capture the entire screen as
is, or you can capture your screen without the Word window that you
are using as part of the image. If you only want to capture a small
portion of the screen, such as one icon on your desktop, then you
can utilize the "Screen Clipping" tool. Select one of these
options by clicking once.
Step 3: Once you have
selected a screenshot option, the portable image of your screen will
be automatically inserted into your document. Once the Screen
Shots option is chosen, the entire computer
screen will become faded (don't be alarmed, this doesn't mean
the computer is freezing) and your mouse pointer will turn into a
crosshair. You can drag this crosshair to select the portion of
your screen that you wish to capture. This clip will be inserted as
an image into your document.
Step Four: Once you have
captured your screenshot, it will appear in your current Word
document, and function as a normal illustration within the document.
This could impact the rest of your document.
Inserting
Hyperlinks
This
function allows you to insert a hyperlink into your document. This
is useful because rather than having to copy and paste a website
address from the document into your web browser, you and whoever
else accesses your document will be able to click the link in the
document and immediately open the website.
Step 1: Select the
"Hyperlinks" button in the Links group.
Step 2: A dialogue box
will appear with several options for how to insert your hyperlink.
You can select something from a folder, select a website address
from a list of your recently browsed websites, or select a recent
file.
Step 3: If you want to
simply manually type in the website address that you would like to
link to, then you may do so by typing it next to "Address:" in
the dialogue box.
Step 4: If
you would like the link to appear
as something other than the website address, then simply type a
title or display text next to "Text to display:" at the top of
the dialogue box. For example, if the website address that you
selected to insert is "http://www.facebook.com", but you only
want the link to appear as "Facebook" then you would just type
"Facebook" into the "Text to display:" space before clicking
OK.
Text
Boxes
A
text box is a moveable field where you can enter text, and apply
formatting to that text that does not apply to or affect the rest of
your document.
Step 1: Place your
cursor wherever you wish to insert the text box into your document.
Click the "Text Box" dropdown menu in the Text group within the
Insert Tab.
Step 2: As you can see,
there is a variety of options available, the most common of which is
"Simple Text Box." If you select this option, a textbox like
the one below will appear in your document:
Step 3: Once you
have inserted your text box, you can resize it, move it around
within your document, and format the interior text according to your
preferences.
Fancy Textboxes and Pictures with Text
To position the textbox within the picture is really
the same thing, except you may find that the simple textbox might
just be that...too simple for the picture you want to use
(especially if you're handing it in and a publisher, employer,
whoever wants a clean looking, fancy presentation).
Step 1: select the
picture you want to use. For example, the picture below is something
I'd be using for a book on the ethics of animal care.
To insert the
textbox, you would repeat the same process that you used for the
simple textbox. However, you'd choose a fancier one (for this I am
going to use Austere, which can be seen on the next page):
Then insert the austere textbox on or below the
photo (depending which looks better) as seen below (both options):
Final Words about Textboxes
If you don't want a border around the textbox,
especially for pictures, to get rid of the border is simple. First,
when you insert a textbox, you will get an option like this:
Scroll down the "no fill" option and you will be
good to go!
Drop
Caps
Drop Caps are an
author's favorite tool and for good reason too. The general
purpose of inserting a drop cap is to aesthetically enhance your
document. It is especially useful when creating stories or
articles, because it gives a very official and "bookish"
beginning to your document. For example:
"A young man, named
Giovanni Guasconti, came, very long ago, from the more southern
region of Italy, to pursue his studies at the University of Padua.
Giovanni, who had but a scanty supply of gold ducats in his pocket,
took lodgings in a high and gloomy chamber of an old edifice, which
looked not unworthy to have been the palace of a Paduan noble, and
which, in fact, exhibited over its entrance the armorial bearings of
a family long since extinct." (Rappacini's
Daughter
by Nathaniel Hawthorne)
versus:
A
young man, named
Giovanni Guasconti, came, very long ago, from the more southern
region of Italy, to pursue his studies at the University of Padua.
Giovanni, who had but a scanty supply of gold ducats in his pocket,
took lodgings in a high and gloomy chamber of an old edifice, which
looked not unworthy to have been the palace of a Paduan noble, and
which, in fact, exhibited over its entrance the armorial bearings of
a family long since extinct.
There will rarely be a time when a Drop Cap is
necessary in a
document. However, it looks pretty great if it is appropriate to
the document you are creating.
Step 1: Type at least
the first paragraph of your document. Drop Caps can only be
inserted once several lines have been written.
Step 2: Place your
cursor at the beginning of the document (if that's where you want
your drop cap to be inserted). Click the Drop
Cap dropdown menu in your Insert Tab.
Step 3: You can choose
between two Drop Cap options: "Dropped" or "In Margin"--the
pictures next to these options pretty accurately display what will
happen if you choose either one. This will impact only the
paragraph that you have selected. Drop caps will not continue as new
paragraphs are created
Step 4: Once you select
a Drop Cap option, it will be inserted into your document at the
beginning of the paragraph you have selected. If the Cap is too big
or not big enough, you can manually resize it by clicking and
dragging the corners of its box once it is selected.
Step 5: If you want to
change the font of your Drop Cap, or adjust the number of lines that
it "drops" (for example, the cap drops three lines in the
Rapunzel example on the previous page), then select Drop
Cap options... in the Drop Cap menu.
Once you click that, the following dialogue box
should appear:
You can adjust the style of Drop Cap, change the
font, adjust the lines to drop, and adjust the distance from text.
THE PAGE LAYOUT TAB
The
Page Layout Tab allows you to make alterations to the actual page
that you are working with, rather than simply to the text or images
that you have placed on the page. In Word Essentials we focused
primarily on the Page Setup and Paragraph groups--adjusting the
margins, breaks, tabs and indents of a page. In this course we will
go more in-depth with this tab, dealing with columns, line numbers,
watermarks, and the selection pane.
Columns
There are a variety of options for dividing your
page into columns.
1. Click the Columns
dropdown menu, located in the Page
Setup group.
2. Select the column
division of your choice. When you select a division, that number of
columns will be applied to your entire document. Once these columns
have been applied, you can adjust the size of each column using the
ruler.
3. If you are not
satisfied with the five options in this dropdown menu, then click
More Columns... at
the foot of the menu. (Pictured on the following page...)
4. This dialogue box
allows you to customize the number of columns in your document. It
also allows you to choose whether to apply columns to your whole
document, the rest of your document, or simply to the area of text
that you have selected.
Line
Numbers
Line Numbers are a way for Microsoft Word, the
writer and reader to keep track of how many lines there are. These
typically can be seen with poems in an anthology.
Step 1: Located
right next to the columns feature, you will see an option for page
numbers. Click that and you will be given a scroll down menu.
Step 2: You will be given a list of options of how
you'd like to position the numbers and the words.
The DESIGN TAB
Watermarks
A watermark is a faded stamp that appears in the
background of your document. This function can be very useful if
you wish to brand your document with a message that sets it apart
from an everyday piece of paper. For example, messages like
"SAMPLE," "DO NOT COPY," "CONFIDENTIAL" etc. can all be
made immediately noticeable by putting them on the document as a
watermark.
Step 1: Click
on the Watermark
dropdown menu in the Page Background group
of the Page Layout Tab.
Here you will see a variety of options for
ready-made watermarks that Microsoft Word has provided for you.
Step 2: If
you do not wish to apply one of these ready-made watermarks, you
also have the option of creating a custom watermark. You can do
this by clicking Custom Watermark...
at the bottom of the dropdown menu.
Clicking this will open the custom watermark
dialogue box.
Step 3. This dialogue
box will allow you to enter specific, custom text as your watermark,
or even to insert an
image as your watermark. For example, if you are writing a letter
or flyer around a certain holiday, you can insert a holiday
appropriate image that will lay washed out in the background of your
text. Example below:
Keep in mind that you MUST
have whatever picture you're going to use already saved on your
hard drive. You CANNOT
use clipart. However, if you do want clipart, visit the Microsoft
website and you can download the clipart to save on your hard drive.
Page
Borders
Word allows you to apply a border to your document, to create a
professional or a decorative look. To do so, click Page Borders
in the Page Background group of the Page Layout tab.
When you do this, the Borders and Shading dialogue box will appear.
(Pictured below:)
This box allows you to play with
various border options, and adjust them to your needs. There are
simple line options, shadowing options, and options for more
intricate border designs, which you can find in the Art
dropdown menu.
The Preview area
of this box allows you to see how your document will look with the
borders in place. If you only wish to apply a border to certain
sides of the document, you can adjust this by clicking the four
square buttons in the Preview area.
THE REVIEW TAB
The Review Tab helps you
to make corrections and notations on your document so that you can
have a polished and well-edited finished product.
Comments
As
you review a document you may want to make a side note without
editing the main text of what you have written. The Comments
group within the Review tab allows you to do this. Comments serve
as sort of virtual sticky notes by letting you add or remove
comments along the side of your document.
Step 1: To create a
comment about a particular area in your document, click that part of
the page so that your cursor is in the area you would like to
comment on.
Step 2: Click on the New
Comment button in the Comments group within
the Review Tab.
Step 3: A sidebar to the
left will appear which shows the latest revisions that you've made
to your document. You can see all your comments by clicking "Show
Comments," which would appear as below.
These comments become visible in your document when
you click "Show Markup" in the Tracking group of the Review tab.
You can select this option by clicking the first small dropdown
menu in the Tracking tab, and selecting "All
Markup"
Once you have selected this, an extension will
appear on the right side of your document, which will show all of
your comments and formatting changes.
If you want to jump from comment to comment without
scrolling around to find them, you can click the Previous
and Next buttons
within the comments group to navigate through the comments that you
have made throughout your document. You can also delete comments as
you go, if necessary.
Track
Changes
Track
changes are important for when you have to send a document to
someone to give feedback. New to Word 2010, track changes allow you
to make the changes in one document while keeping the original
document instead of having multiple documents.
Track Changes is a way for Microsoft Word to keep
track of the changes you make to a document. You can then choose to
accept or reject those changes.
For example, if you create a document and email it
to your colleague for feedback, they can edit the document with
Track Changes on. When they send the document back to you, you can
see what changes they have made, and then choose whether or not to
accept these changes.
To turn Track Changes on, click Track
Changes in the Tracking group under the
Review tab. Then
select Track Changes
again in the dropdown menu that appears.
Once you have the Track Changes turned on, you will
be given a few different options of how you want to make
corrections, as followed:
If you go with All Markup, you
will have a document that will look like this, which we cover a bit
in comments:
However, if you go with Final, you won't get the
purple underlined words as you would for Final: Show Markup and
Original: Show Markup. The original, is obviously your original
piece.
Depending on what
you're working on, Word gives two different options to how you can
view the document: horizontal or vertical.
Step 1: Go to the Track
Changes icon, then reviewing pane.
Step 2: You will be
brought to a drop down menu, as seen below:
Here you'll have the option of whether you want
vertical or horizontal. Choose whichever you feel most comfortable
with.
If you would like to print a
document with the tracked changes included, you can click Print
Markup under "Print" in the File
tab.
Comparing
Documents
The Compare feature
in the Review tab allows you to compare your revised document with
the original document, and also gives you the option of combining
multiple revised documents into one final project.
Step 1: Click the
Compare button under
the Review tab, and in the dropdown menu that appears, select
"Compare"
Step 2: A
dialogue box will appear
In the dropdown menu beneath "Original
document," select the file of your original document before
revision. In the dropdown menu beneath "Revised document,"
select the file of your final document after revisions.
Step 3: Click "OK."
A new window will appear, which, on one pane, will show your
original document, your revised document, and a third view that
combines both documents to show what revisions have been made.
(Pictured on the following page...)
Comparing Documents continued...
This section of the Compare Window shows
the changes and comments on the main
document.
This section of the Compare Window shows
the original document, before revisions
were made.
This section of the Compare Window shows
the document after revisions.
This section of the window shows the compared document.
Protect/Restrict
Editing
If
you don't want someone editing your piece for some reason or if
there is a part that you don't want edited in any circumstances,
Word 2010 has a protect feature that allows you to block authors
(might not be available on all computers) and/or restricting the
editing.
Block Authors
In the Block Authors function, you block other
authors from making changes to the text.
Restrict Editing
Here you can restrict how people edit or format
parts of your document. You can also prevent formatting changes,
force all changes to be tracked, or only enable comments.
If you would like to restrict the editing on your
document, it can be done in a few easy steps.
Step 1: Click Restrict
Editing. You will be brought to this side
pane view:
Step 2: Once you mark
what you want done to your piece, you can click Yes...
and when you send this piece off, people won't be able to change
it or will have to change to your specifications.
Language
Tools
Language
tools are a perfect way to translate a document as well as setting
the default keyboard of the languages you know.
Suppose
someone sent you a document in German and you had no idea what it
said. At the same time, you have to respond to this person and the
person doesn't know English. You feel as if you're in a bind,
but have no fear, the translate tool can help you!
Step 1: Pull down the translate option and you will
see three different options.
Choose which would work for you. If you are
comfortable in a language, but unsure of a word, you could always
use the mini translator or translate selected text. The selected
text option would also be a great way to learn a language or at
least familiarize yourself with it. If you have no idea how to read
a language that was sent to you, simply choose the Translate
Document option. I will demonstrate all three options for you.
You will be brought to the
following site:
Now, we'll be translating selected text. As seen
in the illustration below:
Now, finally, the last option: the mini translator.
It's pretty simple, you just select the option and you will be
instructed to point at the German words (or whatever language you
will be using or reading) and a little dialogue box will appear
above it.
THE REFERENCES TAB
The
References Tab allows you to insert footnotes, endnotes, and
bibliographies (I know some of you reading this are cheering because
bibliographies can be a daunting task!). It makes being a writer a
lot easier.
Endnotes versus
Footnotes
I know many of us often wondered the differences
between endnotes and footnotes, and to be honest with you there is
not much of a difference. Footnotes are
reference citations that appear at the bottom of the same page that
has the note number in superscript. Endnotes are also reference
citations except that they're all gathered together at the end of
the essay or book.
How
to Use Endnotes
Step 1: Type a sentence
and if you need to cite, you will click endnotes under the footnotes
tab.
For example, above I used the example of Rappacini's
Daughter. I would need to cite the source, so I could simply use an
endnote. As shown below:
How
to Use Footnotes
Step 1: Just like you did
with endnotes, you will be using footnotes when you reference
something or using words or terms that people aren't familiar
with. You will go to the footnotes tab and click insert footnotes.
However, unlike the endnotes that could show up
anywhere on the page (where sentences or paragraphs end), the
footnote will ALWAYS
show at the end of the page. For example:
Captions
Almost
like the textboxes, captions are used to label a picture, chart or
whatever else you will need to label. However, unlike textboxes, it
will only be labeled as "figure,"
"table,"
or "equation"
like in the example below:
Figure
1: The Pyramid in Cairo
Step 1: Go to the
Captions tab and click the icon with the document with a picture on
it.
Step 2: You will be
brought to a dialogue box and will be given options of figure, table
or equation. Pick whatever suits your needs best.
Here you will also be able to choose whether you
want numbers, roman numerals or letters following the label.
Cross References
Cross
references are for large documents and refer to items such as
headings, figures, and tables by inserting a cross reference such as
"See Table 6 below" or "Turn to page 8." Cross references
are automatically updated if the content is moved to another
location. By default, cross references are inserted as hyperlinks.
For inserting cross references in Word 2010, make
sure every picture is captioned because cross referencing only works
on inserting headings,
bookmarks, captions in your document. As a heads up, if you have
created footnotes, endnotes, headings and page numbers, you will NOT
be able to cross reference them.
Step 1:
In the document you just put captions in, you will be able to
cross-reference. If you did not caption and have no plans to (or
will be captioning later, which I suggest opening NOW to caption
before cross referencing), please open up the document that you wish
to cros reference. For example, let's say I wrote a huge report
(say 150 pages) on Egypt and I want to cross reference the portion
about Cairo:
Step 2: Go to the Caption
tab and you will see "Cross Reference" as the last option.
Click the cross reference and you will be brought to
the following screen.
Step
3: When you make your selection of either
Numbered item,
Heading,
Bookmark,
Footnote,
Endnote,
Equation,
Bookmark, and
Figure, be
sure to click hyperlink
and click insert.
Indexing
Indexes,
in my opinion, are very useful and helpful not only for the writers,
but for the readers as well. If you are writing a book, a report, or
whatever, the index is a list of keywords found in the document
along with the page number they're found on. This can be used for
Table
of Contents
as well.
Open the document you would like to index. The
example I will use is of a finished manuscript and the author wants
to index it before sending off to the editor and publisher.
Step 1: Locate the Index
tab, and then click mark entry.
Once you click mark entry, you will be taken to the
following screen
Step 2:
Select the phrase you want for the Main
entry (as marked above in red). For this
example I am going to mark the Main entry
as the poem For Clay.
The
text you selected is defaulted into the Main
entry
and it is this text that appears in the index. If you want some
other text to appear, then just type that into the Main
entry.
If you want to apply a more specific sub entry, type that into the
Subentry box. For example, a document on cats
entry
could have Siamese
and ragdoll
subentries. You can actually add a third level entry by typing a
colon after the subentry and then typing the text for the third
level entry.
As
a side note, indexes aren't only useful if you're printing the
document out, but for presentation (via a computer screen) as well.
As you learned in the last sub point, cross referencing can be vital
for indexes as well. If
you want to create a cross-reference to another index entry, also
select Cross-reference
in the options section and then type the text of the other entry.
Also,
you can change the font of your index, but this is a hidden feature.
All you have to do is right click the Main
entry
and you will be brought to a drop down menu that has the option for
font.
Sometimes you might have words that span multiple
pages. To mark these words isn't too difficult, but it is a
two-step process.
Process #1:
bookmark the text.
Process
#2: add an index entry for
the bookmark, which to
bookmark the text, select it and then click Insert --> Links -->
Bookmark. Type in a name for the bookmark and click Add. Position
the cursor after the bookmarked text and click References -->
Index --> Mark Entry. Give the Main entry a name and then when
you select Page Range, the Bookmark drop down list will become
available for you to select the bookmark you just added.
Step 3: Now that you have
marked all the entries and your pages are marked up with , it is
now time to make the index. It is quite simple, really. First you
will click Insert index.
Once you click insert index, you will be brought to
the screen as seen below.
There
are a number of options that you can amend here:
Right
align page numbers - checking this option will ensure that all
your page numbers are aligned to the right and appear neatly one
under the other.
Tab
leader - this option only becomes available if you choose to
right align the page numbers. You can choose to lead up to the page
numbers with a dotted line, a dashed line, a straight line or
nothing at all.
Formats
- choose a format to change the styling of the index. A preview
is displayed in the window to the top left.
Type
- Indented
provides a much neater look with each entry appearing on a new
line, whereas Run-in
displays entries one after the other, displaying multiple entries
on the same line if there is room.
Columns
- this setting determines how many columns will be used to
display the index. The most common choice is 1.
When
an index is added, Word 2010 collects all the index entries, sorts
them alphabetically, references their page numbers, finds and
removes duplicate entries from the same page, and displays the index
in the document. The final product will look like this:
Citations
and Bibliography
One
of the least favorite things for a student, Word 2010 incorporated
the "Works Cited" help feature to make writing citations and
bibliographies easier for the average person.
Step
1:
Go to Citations
& Bibliography
tab and before you click Insert
Citation,
make sure you have the style set to what you want (MLA,
APA, Chicago,
etc.).
Once
you have your style chosen, now you can click on Insert
Citation:
Step 2:
Write the information for your source, as followed (I will use book
and internet):