Click to edit Master title style
Click to edit Master text styles
Second level
Third level
Fourth level
Fifth level
‹date/time›
‹#›
XP
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PowerPoint Presentation
1
XP
Microsoft Word 2002
Tutorial 10 – Managing Long
Documents
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PowerPoint Presentation
Use master documents in Word
• With Word, you can c=
reate
a master document, which is a long document divided into
smaller individual files, called subdocuments.
• Master do=
cuments
are very useful when working with a document containing multiple
sections.
• Working
with each section individually reduces the time involved in open=
ing,
editing and closing a very large document.
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PowerPoint Presentation
Create
a master document, and create, split, merge, and remove subdocuments
•<=
/span> You can create a master document by converting an
existing document into a
master document and its parts into subdocuments.
•<=
/span> You can also create one by inserting existing file=
s as
subdocuments into an
existing document.
•<=
/span> When you create a master and a subdocument, Word c=
reates
a new file using the name of=
the
subdocument's first heading and saves it in the same folder as the master.
–<=
/span> If a subdocument becomes too large, you can split =
the
subdocument into two
subdocuments
–<=
/span> If two subdocuments are both fairly small, you can=
merge
them into one subdoc=
ument
– You can also remove a subdocument by incorporating=
its
text into the master
document
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PowerPoint Presentation
Convert an existing docum=
ent
to a master document
•<=
/span> To convert an existing document to a master
document:
–<=
/span> Open the existing document
–<=
/span> Click the Tools menu, click Options, and then clic=
k the
User Information tab=
3;
–<=
/span> Write down the name in the Author: field, exactly =
as it
appears, and then click =
the
Cancel button
–<=
/span> Click the File menu, click Properties, and click t=
he
Summary tab
–<=
/span> Enter the value you wrote down from the Options bo=
x into
the Author box click =
OK
–<=
/span> Save the file
•<=
/span> You can then switch to Outline view and click the =
Master
Document View button to cha=
nge to
that view.
•<=
/span> 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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PowerPoint Presentation
The Properties dialog box
For
the Master Document feature to work
correctly, the author name in the
Properties dialog box and the user
name in the Options dialog box must
match. This figure shows the Properties
dialog box with the Author: field shown.
PowerPoint Presentation
Insert or split a subdocument
• To
insert a subdocument:
– M=
ove
the insertion point to where you want the subdocument
<=
/div>
– Click the Insert Subdocument button on the Outlini=
ng
toolbar, locate the docume=
nt to
insert, and click OK
• To
split a subdocument:
– B=
e 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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PowerPoint Presentation
An example of a master
document with a subdocument
This
figure shows a subdocument inserted into a master document.
PowerPoint Presentation
Control text flow and page breaks
• You can insert hard page breaks to control where p=
age breaks occur. However, this sometimes leads to additional problems if text is inserted or deleted=
in
the vicinity of the ha=
rd
page break.
•<=
/span> Word has other types of page break settings that c=
an be used to avoid these problems and to control page b=
reaks for text that has specific styles applied to it. &=
#13;
•<=
/span> These styles are used to avoid problems with creat=
ing widows, orphans and isolated headings.
•<=
/span> Controlling page breaks in this way improves the t=
ext flow of your document and ensures that the data ap=
pears as you want it to appear.
PowerPoint Presentation
Set page breaks for a heading style=
•<=
/span> To control page breaks for a heading style so the
heading stays with its
associated text:
–<=
/span> Click the Styles and Formatting button to open the
Styles and Formatting Task P=
ane
–<=
/span> Click the list arrow for a heading style, and clic=
k the
Modify option
–<=
/span> When the dialog box opens, click the Format button=
, and
then click Paragraph
–<=
/span> Click the Line and Page Breaks tab and insert a ch=
eck
mark in the Keep with text=
box
–<=
/span> Click the OK button twice to close both dialog box=
es
•<=
/span> This same technique can be used with other styles.=
PowerPoint Presentation
The Paragraph dialog box
This
figure shows the para=
graph
dialog box where you =
can
set the various Line and
Page Break options.
PowerPoint Presentation
Use
automatic heading numbers, numbered captions,
and cross-references
•<=
/span> The Heading Numbering feature automatically names =
sections of a large document for you.
=
•<=
/span> This feature provides automatic sequential numberi=
ng, numbering across subdocuments, and provides a consistent style.
•<=
/span> Word also has a feature that allows you to insert =
numbered captions for pictures, charts, or other g=
raphic
objects to identif=
y them
by name.
•<=
/span> You can also create a cross-reference, which is a =
notation in a document that points the reader to a=
nother
place in the docum=
ent.
PowerPoint Presentation
Apply automatic numbering
to heading styles
• You can add automatic numbering to headings in the=
Bullets and Numbering dialog box, on the Outline <=
/span> Numbered tab.
<=
span
style=3D'font-size:86%'>• Click the Customize button to modify the styles sh=
own.
• Once autom=
atic
heading numbers have been applied, as you scroll through your document, you will see tha=
t all headings have associated section numbers, making i=
t easy
to identify or ref=
er to
specific sections.
• If any headers are removed, altered or moved to a =
new location, Word will update the headings automatica=
lly. PowerPoint Presentation
The Bullets and Numbering dialog bo=
x
This
figure shows the Outline Numbered
tab of the Bullets and
Numbering dialog box. You
can select one of the listed styles,
or use the Customize button
to create your own.
PowerPoint Presentation
Add a numbered caption to an image<=
/div>
• Numbered
captions make it easy to identify graphic images within a document.
• T=
o add
a numbered caption to a figure:
– S=
elect
the figure and then click the Insert menu
– P=
oint
to Reference, and then click Caption
– Ma=
ke
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 capti=
on
number, press the
spacebar and enter your caption
• C=
lick
OK to close the dialog box and insert the caption
PowerPoint Presentation
An example of a numbered caption
This
figure shows a figure with a numbered caption inserted into a document.
PowerPoint Presentation
Create a graph with Microsoft Graph<=
/div>
•<=
/span> Microsoft Graph is a tool you can use to insert ba=
r,
line and pie charts=
into
Word documents.
•<=
/span> Select the type of chart you want and then modify =
or
enter the chart information =
into a
datasheet that will appear.
–<=
/span> When Microsoft Graph starts, a default datasheet is
supplied
•<=
/span> You can delete the information in the datasheet and
reenter your own da=
ta.
•<=
/span> As you add data and labels to the datasheet, Micro=
soft
Graph automatically crea=
tes
the chart.
•<=
/span> You can move and resize the chart within the Word
document, wrap text around i=
t, and
create a caption for the chart.
PowerPoint Presentation
Insert a chart
• To
insert a chart:
– M=
ove
the insertion point where you want the chart to go
– C=
lick
Insert on the menu bar, then click Object
– When the dialog box opens, click the Create New ta=
b,
select Microsoft Graph C=
hart
from the list, and then click OK
– Click the Chart Type button's list arrow and selec=
t the
type of chart you w=
ant
from the list
• As you ent=
er
your data in place of the default data, Microsoft Graph will build the chart for you.
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PowerPoint Presentation
An example of a Microsoft
Graph chart
This
figure shows the Microsoft Graph datasheet and the chart created from the =
data
in the sheet. Onc=
e the
chart is completed, you can move and resize the chart as desired.
PowerPoint Presentation
Track revisions in a document
•<=
/span> Revision tracking allows you to view changes and <=
/span> comments in a document added by people reviewing t=
he document.
•<=
/span> Word uses revision marks to denote these changes. =
•<=
/span> Only changes that are made while revision tracking=
is turned on will be marked.
•<=
/span> You can ensure that this happens by protecting the=
document for tracked changes, which means no one c=
an change the document unless you have revision track=
ing turned on.
•<=
/span> You can mark each person's edits using a different
color.
PowerPoint Presentation
Merge revisions and insert comments<=
/div>
•<=
/span> Once all revisions have been made, you can review =
all changes at one time, or review them by reviewer. &=
#13;
•<=
/span> Word allows you to accept or reject revisions
individually.
•<=
/span> If you accept a revision, Word removes the revisio=
n mark
but keeps the revi=
sion
text.
•<=
/span> Word also allows you to save a document as a new v=
ersion
of an existing document, which
allows you to preserve the original
version in case you need to access it later.
•<=
/span> Reviewers can also insert comments, which are note=
s containing ideas that the reviewer thinks is relev=
ant to
the document. <=
/span>
PowerPoint Presentation
Protect a document for
tracking changes
•<=
/span> To protect a document so that no one can modify th=
e document without tracking changes:
–<=
/span> Open the document, click the Tools menu, and then =
click
Protect Document
–<=
/span> When the dialog box appears, click the Tracked cha=
nges
option button to insert a
check mark, and then click OK
• To turn on the track changes option you must displ=
ay the
Reviewing toolbar:
=
–<=
/span> Click the View menu and then click Toolbars
–<=
/span> Click the Reviewing toolbar name
•<=
/span> When you click the Track Changes button on the Reviewing toolbar, any modification made will be <=
/span> recorded.
PowerPoint Presentation
The Reviewing toolbar
This
figure shows the Rev=
iewing
toolbar with the=
Track
Changes but=
ton
depressed.
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