Formatting Long Documents

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• Formatting Long Documents
• This resource will help you gain the skills to
  make a long document look good. Using these
  skills will save you lots of time.
• The basic skills are shown in the frame on the
  left of the screen. You can click on any of
  these. It will take you to a slide that explains
  that skill. You can also use the arrow on bottom
  right of the slide to go to the next slide.
• You can create a good document using just the
  basic skills.
• More advanced skills can be found from the Index
  or by using the orange buttons on the slides.
• A button like this means there is a
  video clip to watch

Warning. Press Esc if you click on the Slide Show
icon on the right of the toolbar below this
screen
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Index
Click on the button to the left of the heading to
go to the slide.
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Making a long document look good
1a
Wrapping text around graphics
1b
Starting a new page
1c
Getting rid of the drawing canvas
2
How to number the pages
2a
Numbering pages in a long document
3
How to create the table of contents
3a
How to set the Headings
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How to use this resource

• It would be a good idea to have a document open
  in Word.
• As you read about a skill, try it out in your
  document.
• This document needs to have several pages of
  writing.
• Feel free to work on a copy of one of your own
  documents or you can use the one provided below.
• Use the task bar to switch between this resource
  and Word.
• Here is a long document about Earthquakes which
  needs to be formatted. If you want to use it save
  it to your own area.

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1 Example of a Good Document

• Documents should be page numbered. You dont have
  to do this Word can do it for you.
• Long documents should have a Table of Contents.
  You dont have to do this either. Word can do it
  so that the page numbers in the Table of Contents
  will update if you put in more writing .
• Sometimes you will want to have something begin
  on a new page. Do not keep pressing enter, use
  a page break. Here is an example of a good
  document which you can save to your own area and
  look at.

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1a Wrap text around graphic
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1b Starting a New Page

• When you have finished typing your document, have
  a look at it in print preview. You might find
  that a certain part of the writing needs to start
  on a new page. Use the button to see a poor
  version.
• To start a new page put your cursor (click)
  before the first bit of writing you want on that
  page.
• Hold the Ctrl key down and tap the enter key
  (some people call it return). Use the button to
  see the good version.
• This produces a hard page break. Use the button
  to find out how to see this.
• Use a hard page break rather than pressing
  enter to make extra space.

Poor Version
Better Version
View the codes
Try it for yourself
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1c Getting rid of the drawing canvas

• To remove the drawing canvas go to the Tools
  menu.
• Select the Options submenu
• Select the General tab
• Take the tick off Automatically create drawing
  canvas when inserting autoshapes

Index
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2 How to number the pages
Long documents should have the page number
somewhere on each page so people can find what
they are looking for.
Advanced Numbering Techniques

• Click on the arrow to go to the next slide. This
  shows how Word can number all the pages in a
  document for you. As you add more pages, the
  numbering will update.

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Alternative Numbering

• There are many extra choices using View,
  Header and Footer
• Use the toolbar to switch between the Header and
  the Footer.
• If you want Word to number pages so that is says
  page 3 of 4, the autotext is page x of y.
  Alternatively use these icons on the toolbar. The
  first is page number, the second is number of
  pages. The third is page format. You can have
  roman numerals for an appendix.

The icons to the right of the switch are used for
documents with multiple sections.
Another very useful autotext is filename and path.
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2a Numbering pages

• Go to the Insert Menu and select Page Numbers

• This dialogue box will appear. Click OK for the
  page number to appear on the right in the footer.
  If you prefer you can change the options using
  the drop down arrows.

Click here to try it for yourself
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3 How to create the table of contents

• You can only have a table of contents if you have
  already set Headings in your document. The next
  slide shows how to do this.
• When you are ready to put in the table of
  contents, create a new page at the beginning of
  the document.
• Ctrl Home, Ctrl enter, Ctrl Home.
• Select Insert, Reference, Index and Tables,
  select the Table of Contents tab. Click OK.

try it for yourself
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3a How to set headings

• Click into a heading.
• Click into the Style field.
• Select the heading level.

• Planets of the Solar System would be set as
  Heading 1
• Neptune and Venus would be subheadings -
  Heading 2

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Soft Page Break
The heading America is at the bottom of one
page and the writing about America is at the top
of the next page.
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Hard Page Break
Now the heading is at the top of the page.
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View codes
When you are in Word, click here to see the
formatting codes.
This is called a hard page break. Word
automatically puts soft page breaks in when
there is no more room on a page. Soft page breaks
appear as a line of dots only, without the words
Page Break
This code shows that you pressed Enter to start a
new line.