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Introduction To Computing Instructor: Asma Sanam Larik Microsoft Word 2007 Lab #2 Working on Multiple Documents Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All open documents will be listed in the View Tab of the Ribbon when you click on Switch Windows. The current document has a checkmark beside the file name. Select another open document to view it. Generating a Table of Contents A table of contents helps readers navigate the basic structure of a document. To simplify your document production process, Word automates the generation of a table of contents. This feature allows you to easily and efficiently generate and update a table of contents Preparing for a Table of Contents Before Word creates the table of contents, you must decide which material will be included and how it will appear. To indicate which elements should be included, you should designate each element using either the headings or the paragraph settings option. Word allows you to designate not only which elements will be included in the table of contents, but also the way they are arranged. For example, a page title might be labeled Heading 1 (a larger and bolder text style) while the subtopics that below it might be labeled Heading 2. Once the table of contents is generated, these heading and style designations will be reflected. For additional information on styles, refer to Using Word Styles. Preparing for a Table of Contents: Using Heading Styles 1. Place your insertion point within the item to be included in the table of contents 2. From the Home tab, in the Style section, select the desired heading NOTE: To show more style and heading options, click the in the Style list 3. Repeat steps 1–2 as necessary for each item to be included in the table of contents Preparing for a Table of Contents: Using Paragraph Settings 1. Place your insertion point within the item to be included in the table of contents 2. To display the Paragraph dialog box, from the Home tab, in the Paragraph group, click The Paragraph dialog box appears. 3. Select the Indents and Spacing tab 4. From the Outline level pull-down list, select the appropriate level NOTE: By default, levels 1, 2, and 3 are included in the table of contents 5. Click OK 6. Repeat steps 1–5 as necessary for each item to be included in the table of contents Inserting a Table of Contents After you have prepared a document, you can insert a table of contents. To add a table of contents to a document, use the following instructions. 1. Place your insertion point where the table of contents should appear 2. From the Ribbon, select the References tab 3. In the Table of Contents group, click TABLE OF CONTENTS The Table of Contents menu appears. 4. From the Table of Contents menu, select Insert Table of Contents... The Table of Contents dialog box appears. 5. If your table of contents is based on Outline levels, in the General section, in the Show levels text box, select the appropriate number of levels to include in the table of contents 6. If your table of contents is based on styles, a. Click OPTIONS... The Table of Contents Options dialog box appears with the available styles listed on the left, and the corresponding table of contents levels on the right. b. To include a heading in the table of contents, in the TOC level text box for the appropriate style, type the table of contents level at which the style should be included c. Click OK 7. OPTIONAL: To change the formatting of a level within the table of contents when using the From template format, a. Click MODIFY... The Style dialog box appears. b. From the Styles scroll list, select the level that you want to modify c. Click MODIFY... The Modify Style dialog box appears. d. Make the desired formatting changes e. Select Automatically update f. Click OK You are returned to the Style dialog box. g. To make additional changes to other levels, repeat steps b–f h. Click OK You are returned to the Table of Contents dialog box. 8. Click OK The table of contents is generated and appears in your document. Updating a Table of Contents If you change the page numbers or headings in a document containing a table of contents, you have the option of updating the table of contents to reflect those changes. 1. From the References tab, in the Table of Contents group, click UPDATE TABLE The Update Table of Contents dialog box appears. 2. If only page numbers have changed in the document, select Update page numbers only If headings have changed, select Update entire table 3. Click OK Editing in Word 2007: Track Changes and Review Writing is a lonely art . . . that is, until editors show up. They'll make revisions by adding to your carefully written work, moving stuff around, and deleting text (ouch!). There's no way to identify your original text from the modified text — unless you use Word 2007's Track Changes tool. Tracking changes as you make them To note changes on the screen as they're made, simply activate Word's revision-tracking feature: Click the Review tab and then click the Track Changes button. The keyboard shortcut is Ctrl+Shift+E. With revision tracking turned on, simply start editing the document. Any new text you add appears in red underlining. Text you delete is colored red with strikethrough. (Those aren't really text attributes, but rather are Word showing you which text has been messed with. To turn off revision tracking, click the Track Changes button again. The only clue that you've properly activated revision tracking is that the Track Changes button appears highlighted. It's common for Word users not familiar with revision tracking to be frustrated with unexpected red-underlined text. This is simply revision tracking, which someone has enabled. To disable it, click the Track Changes button in the Review tab's Tracking group. Reviewing the changes It's understood that you want to scrutinize every change made to your document. Word makes the task easy, thanks to commands in the Changes group found on the Review tab. Here's how things go: 1. Press Ctrl+Home to start at the top of the document. Ensure that you're looking at the compared document, not the original or edited version (refer to the preceding section). 2. Click the Next button to locate the next change in your document. • To accept the change, click the Accept button. The change is approved, and you're taken to the next bit of modified text. Or: • To reject the change, click the Reject button. The change is removed from your document, and you're taken to the next location where text has been modified. 3. Save the final document. When you've found the last change and fixed it (or not), a dialog box explains that your quest is over. The document has been reviewed. You should now save it to disk by giving it a new name so that you know it's the result of combined efforts. Going through this process removes all the revision marks from your document. Here are a few more pointers to keep in mind: Use the X buttons to close various task panes that are open for the reviewing process. When you're in a real hurry, you can use the drop-down menus beneath either the Accept or Reject command button to choose either the Accept All Changes in Document or Reject All Changes in Document commands, respectively. When you goof, you can choose Edit --> Undo, just as you can undo any other boo-boo. You can right-click any revision mark to accept or reject it.
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