Vancouver Island University

Styles:

Styles are preformatted text and/or paragraph elements (i.e. font, size, alignment, spacing, etc.) that can be quickly applied to text or objects to maintain organization and consistency throughout a document.

Headings, captions, lists, quotes, table titles, figure titles, etc.

The Styles group is under the Home tab. The Styles window can be openned by clicking the small expand icon at the bottom right of the Styles window.

Style basics in Word

http://office.microsoft.com/en-us/word/HA102308821033.aspx

- To maintain consistency and make it easier to change styles after your document is written, get in the habit of formatting text using styles instead of using the Font and Paragraph groups.

- When copying text from another document, always paste it as unformatted text (click Paste Special and select Unformatted Text) and then apply the styles you previously set up in your document.

- Click Options at the bottom of the Styles window and you can change what styles are visible. Selecting In Use under the Select styles to show menu will make it easier to find the styles that are relevant to your document.

- If you want to apply your styles to another document, you can save them as a style set (click Change Styles (Home ribbon, Styles group), Style Set and Save as Quick Style Set).

Templates

If your documents share common elements (styles, headers/footers, front pages, letterheads, etc.), you can create a document containing those elements and save it as a template, providing a framework or starting point for future documents.

Reports, letters, faxes, etc.

After creating a document, click Save As and Word Template, select the Trusted Templates folder and save your document. When creating new documents, your new template will appear as a template option.

Save time with templates

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- When sharing a template between computers, copy the template file (dot or dotx extension) to the new computer, open the file and save it to Trusted Templates as described above.

Building Blocks

If you have text or objects that often repeat within one or more documents, you can save them as building blocks, allowing you to quickly add them in the future.

Front page templates, publication information, signature lines, etc.

Click the Insert tab and in the Text command set, click the down arrow next to Quick Parts.

Section Breaks

Section breaks are used when you need to change the layout or formatting of your page.

- Changing the page orientation from portrait to landscape to accommodate the width of a table;

- Restarting and/or changing the format of page numbers after an introductory section;

- Changing the headers and footers in the middle of the document.

Click the Insert tab and in the Text command set, click the down arrow next to Quick Parts.

Headers and Footers

Headers and footers are areas at the top and bottom of the page that display information about the document like page numbers, the document title, the author and/or the section.

In the Header and Footer group under the Insert tab, click the Header or Footer buttons.

- Inserting a header or footer in a document with section breaks will add headers and footers to the entire document.

- To change the header or footer between sections, go to the header or footer when the new section starts, click the Design tab and turn off the Link to Previous button in the Navigation group.

Footnotes and Endnotes

Footnotes and endnotes are used in printed documents to explain, comment on, or provide references for text in a document. You might use footnotes for detailed comments and endnotes for citation of sources.

In the Footnotes group under the Reference tab, click the insert footnote/endnote button

Page Numbers

Page numbers are useful for indicating the length of a document, as well as, maintaining organization and properly ordering pages within a document.

In the Header and Footer group under the Insert tab, click the Page Number button.

- Inserting page numbers in a document with section breaks will add continuous pagination to the entire document.

- To change the format or staring number of the numbering between sections, go to the header or footer when the new section starts, click the Design tab and turn off the Link to Previous button in the Navigation group.

Tracking Changes

The track changes tools allow you to keep track of edits and comments.

Under the Review tab, see the Comments, Tracking and Changes groups.

- You can use comments as you write to remind yourself of future changes or additions that are necessary.

- You can use the Compare tool under the Review tab

Citations and Bibliography

Word 2007 has innate citation and bibliography tools that make referencing much easier. You can easily add a new citation, enter source information and automatically build a bibliography in a number of different referencing conventions.

Under the References tab, click Insert Citation to add source information. Once you are ready to build your bibliography, select a style and open the Bibliography dropdown menu.

Cross-references

Cross-references allow you to reference different parts of your document so readers can easily find other content.

“For more information see (heading title) on page (heading location).”

Under the Insert tab, click Cross-reference in the Links group.

- You can create to cross-references to different types of content, including headings or bookmarks.

- You will need to update your references when finalizing your draft to update any changes made to heading titles and page numbers. You can do this individually by highlighting the reference, right-clicking, and selecting Update Field or all at once by selecting all the text (Ctrl+A), right-clicking and selecting Update Field.

Bookmarks

A bookmark identifies a location in your document that you identify for future reference.

If you would like to create a cross-reference to your current document location, add a bookmark.

Used to identify text that you want to revise at a later time.

Under the Insert tab, click Bookmark in the Links group

Numbered Lists

Multilevel Lists

The multilevel list tool allows you to format a list of information that is organized under different levels. It is a good tool to use if you would like to auto-number your headings.

1 Main heading
1.1 Secondary heading
1.1.1 Tertiary heading

Under the Home tab, click the Multilevel List button in the Paragraph group.

TOCs and Other Navigation Lists

The Table of Contents tool allows you to create a navigation table for content organized under specific styles.

A Table of Contents containing heading text and page numbers, a List of Figures or a List of Tables

Under the References tab, click the Table of Contents dropdown and select insert Table of Contents.

- By clicking the options button after opening the Table of Contents window, you can select any style used in your document to display in your navigation table. For example, if you use a specific style for your table titles