Word Skills Page: WD-111 In this chapter, you will be introduced to long reports and the Word features that help users create properly formatted reports, which include table of contents, footnotes and endnotes, reference style, citations, bibliography, and index. You will also be shown how to use Word’s mail merge feature to create mailings, envelopes, and labels.
Word Skill 5.1 Inserting a Table of Contents Page: WD-112
Word Skill 5.1 Inserting a Table of Contents Page: WD-112; Figure WD 5.1 If you make changes to your document after you have inserted a table of contents, you should be sure to update the table of contents to keep the information accurate. To update the table of contents, click the Update Table button in the Table of Contents group. You can also update the table of contents by clicking on the table of contents and clicking the Update Table. . . button at the top of the control. tips & tricks - To remove a table of contents, click the Table of Contents button and select Remove Table of Contents at the bottom of the gallery. tell me more - A table of contents is typically based on heading styles, but you can create a table of contents based on custom styles or from marked entries. A table of contents is a building block that is added to the document. When you select the building block, extra controls appear at the top including the Table of Contents and the Update Table . . . buttons. try this - If you want to add your own customized table of contents, click Insert Table of Contents . . . at the bottom of the gallery. The Table of Contents dialog box opens. Here you can choose different options for the table of contents including tab leaders, formats, and page number formatting.
Word Skill 5.2 Inserting Footnotes and Endnotes Page: WD-113
Word Skill 5.2 Inserting Footnotes and Endnotes Page: WD-113; Figure WD 5.2 try this for another way to insert a footnote: To insert a footnote, you can also click the dialog launcher in the Footnotes group. In the Footnote and Endnote dialog box, verify that the Footnote radio button is selected and click Insert.
Word Skill 5.2 Inserting Footnotes and Endnotes Page: WD-113 tips & tricks Click the Next Footnote button to navigate to the next footnote in the document. Click the arrow next to the Next Footnote button to display a menu allowing you to navigate to previous footnotes and between endnotes in the document. To delete a footnote, you must first select the reference mark in the document and press Delete on the keyboard. If you select and delete the text of the footnote, the reference mark will remain and the footnote will not be removed from the document.
Word Skill 5.3 Selecting a Reference Style Page: WD-114 tips & tricks - When you change the reference style for a document, all citations are automatically updated to use the new style. tell me more - To see a preview of the source style, click the Manage Sources button in the Citations & Bibliography group. The preview box at the bottom of the Manage Sources dialog box shows how the selected reference will appear as a citation and in the bibliography.
Word Skill 5.3 Selecting a Reference Style Page: WD-114; table There are a number of other reference styles you can choose from. It is important that you use the correct reference style for the subject of your document.
Word Skill 5.3 Selecting a Reference Style Page: WD-114; Figure WD 5.3
Word Skill 5.4 Adding Citations to Documents Page: WD-115 When you use materials in a document from other sources, such as a book or a journal article, you need to give credit to the original source material.
Word Skill 5.4 Adding Citations to Documents Page: WD-115; Figure WD 5.4 To add a citation to a document, you must first create the source. After you have added a new source, it appears on the Insert Citation menu. To add the same source to another part of the document, click the Insert Citation button. Select the source for the citation.
Word Skill 5.5 Creating a Bibliography Page: WD-116
Word Skill 5.5 Creating a Bibliography Page: WD-116; Figures WD 5.5 and WD 5.6 tell me more - The bibliography building blocks include a formatted header for your bibliography. You can choose to have the section titled Bibliography or Works Cited. try this - To add a simple bibliography, click the Insert Bibliography command at the bottom of the Bibliography gallery.
Word Skill 5.6 Marking Entries for an Index Page: WD-117
Word Skill 5.6 Marking Entries for an Index Page: WD-117; Figure WD 5.7 tips & tricks - After you mark an entry, Word adds the XE (Index Entry) formatting mark to the word and displays all formatting marks in the document, so you can double-check your page layout. However, formatting marks should be hidden before you create and insert the index to make it easier to view your final document. tell me more - To add a reference to every instance of a word to the index, click the Mark All button in the Mark Index Entry dialog box. try this - To open the Mark Index Entry dialog box, you can also click the Insert Index button in the Index group. In the Index dialog box, click the Mark Entry. . . button.
Word Skill 5.7 Creating an Index Page: WD-118
Word Skill 5.7 Creating an Index Page: WD-118; Figures WD 5.8 and 5.9 tips & tricks - To add new entries to an index, do not type directly in the index. Instead, mark the entries and then update the index. Any entries typed directly into the index will be deleted when the index is updated. To update an index, first select the index and then click the Update Index button in the Index group.
Word Skill 5.8 Customizing a Print Job Page: WD-119 But what if you only want to print one section of your document or print five copies of your document at once?
Word Skill 5.8 Customizing a Print Job Page: WD-119; Figure WD 5.10 tips & tricks - Past versions of Microsoft Word included a Print Preview command that allowed you to see how your document would display on the printed page before printing the document. In Word 2010, Print Preview has been integrated into the Print tab in Backstage view. As you adjust the settings for printing your document, Word displays a live preview of how the document will look when printed on the right side of the screen. tell me more - Use a hyphen to print a range of pages. Use a comma between page numbers to print individual pages. For example, if you type 1-5, page 1 through page 5 will print. If you type 1,5, page 1 and page 5 will print, but not pages 2, 3, and 4. try this - To display the Print tab in Backstage view, you can also press Ctrl + P on the keyboard.
Word Skill 5.9 Starting a Mail Merge Page: WD-120 Suppose you have a letter you want to send out to 20 recipients, but you want each person’s name to appear on the letter, giving it a more personal touch. You could write the letter and save out 20 versions—one for each recipient—but this is time-consuming and cumbersome. tips & tricks - Use mail merge to automatically create labels, envelopes, directories, and e-mails, as well as form letters. tell me more - The recipients list for a mail merge can be entered in manually by selecting Create New List. . . from the Select Recipients menu or can be imported from the list of contacts from Microsoft Outlook. When you import the list of contacts from Outlook, you then have the option to remove any contacts you do not want to include in the merge. try this - You can also create a mail merge using the Mail Merge Wizard, which will take you through creating the mail merge step by step. To display the Mail Merge Wizard, click the Start Mail Merge button and select Step by Step Mail Merge Wizard. . .
Word Skill 5.9 Starting a Mail Merge Page: WD-120; Figure WD 5.11
Word Skill 5.10 Inserting Fields and Writing the Mail Merge Document Page: WD-121 You can choose to add address blocks, greeting lines, and specific fields such as first names, last names, and e-mail addresses.
Word Skill 5.10 Inserting Fields and Writing the Mail Merge Document Page: WD-121; Figure WD 5.12 Similar steps are required to add a Greeting Line Merge Fieldor Individual Merge Fields. To Add a Greeting Line Merge Field: Click in the document where you want the merge field to appear. On the Mailings tab, in the Write & Insert Fields group, click the Greeting Line button. In the Insert Greeting Line dialog box, make any changes to the display and click OK. To Add Individual Merge Fields: Click in the document where you want the merge field to appear. Click the Insert Merge Field button and select an option to insert. tips & tricks - Both the Insert Address Block and the Insert Greeting Line dialog boxes include a preview of how the merge fields will display in the document. Click the next and previous buttons to navigate through the list of recipients to see how each one will display before finalizing your choices.
Word Skill 5.11 Previewing and Finishing the Mail Merge Page: WD-122 tell me more - If you want to modify letters individually, click Edit individual letters. . . Then, in the Merge to New Document dialog box, select the records you want to change and click OK. Word opens a new document based on the selected records. Make any changes you want, and then print or save the document just as you would any other file. If you want to send the document via e-mail, click Send E-mail Messages. . . Enter the subject line and mail format. Select the recipients you want to send the document to and click OK.
Word Skill 5.11 Previewing and Finishing the Mail Merge Page: WD-122; Figure WD 5.13
Word Skill 5.12 Creating Envelopes and Labels Page: WD-123 tips & tricks - You may not need to type an address. When you open the Envelopes and Labels dialog box, Word searches your document for an address. If it finds what looks like an address, it will copy it directly into the dialog box for you. Of course, you can always change this if it’s not what you need. try this - To open the Envelopes and Labels dialog box, you can also click the Labels button, and then click the Envelopes tab to create an envelope.
Word Skill 5.12 Creating Envelopes and Labels Page: WD-123; Figure WD 5.14