Microsoft Word 2007HandoutsLong Documents

Table of Contents*All tips are based on Microsoft Office 2007.

Understanding page break & section break.................................................................2

Inserting page break....................................................................................................................... 2

Inserting section break....................................................................................................................3

Deleting page break/section break.................................................................................................3

Different page numbers for different sections................................................................................4

Creating a table of contents.........................................................................................9

Viewing style area while creating table of contents.....................................................................10

Marking entries for a table of contents........................................................................................12

Inserting a table of contents.........................................................................................................15

Updating the table of contents.....................................................................................................16

Creating list of figures / tables...................................................................................17

Inserting captions for list of figures or tables................................................................................17

Inserting list of figures...................................................................................................................19

Inserting Endnotes and Footnotes.............................................................................20

MS Word 2007 Staff Handouts for Long Documents Page 1

Understanding page break & section break

What is the difference between page break and section break? Page Break

It simply separates content between pages. After the page break, the following text will always start at the beginning of the page.

Section BreakIt splits your document into sections and allows you to have multiple different headers/footers in your document. Each section can have its own header/footer formatting. For example, margins, page numbering, header/footer, portrait/landscape orientation, and page border. (See next page for more information)

Show/HideThis toggle button is an essential tool while working with page break and section break. It indicates to you where the breaks are and where you have pressed ENTER and SPACE key.

Note: Show/Hide mark will NOT be printed.

Inserting page break

1. Click where you wish to insert a page break

2. Page Layout > Breaks > Page

3. Click Page

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Tip:

Shortcut key for inserting a page break is

Show/Hide

Inserting section break

1. Click where you wish to insert a section break

2. Page Setup > Breaks > Next Page

3. Click Next page

Deleting page break/section break

Select page number / section break > Press DELETE key

NB: Be aware that when you delete a section break, the formatting for the preceding section will be also deleted. Also, Show/Hide needs to be turned on in order to see where page break/section break is inserted.

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NB:

Section breaks are strongly related to Different First Page and Different Odd/Even Headers and Footers (File > Page Setup > Layout tab).

When you insert a Next page section break in your document, the new section will also have a Different First Page setup.

Use the Different First Page option if you want a different heading on your first page than on the rest of your document. However, if you need more than just a different heading on your first page, you need section breaks.

Show/Hide

Different page numbers for different sections

A typical academic essay consists of two different numbers:

Roman numerals (i, ii, iii etc…) after your cover pages, executive summary, table of contents.

Arabic numbers (1, 2, 3 etc…) after above, e.g. essay body, chapters.

Question: How to have two different number formats in one file?Answer: Section breaks will help you to do this. Your document will have a few segments but Microsoft Word still treats it as one single file.

There are several ways of doing this but here is an example. Let’s assume we would like to have the following page numbering.

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Arabic numbers (1, 2, 3…) starts from the main body of the work, i.e., essay body and chapters.

Section Three

Section Two

Section One

Roman numbers (i, ii, iii, …) starts from the second page until essay body begins.

The preliminaries often contain:- abstract- preface and/or acknowledgements- table of contents- list of illustrations, photographs,

figures and or table- Executive summary etc…

The first page has no page number.

Abstract

i

Chapter One

1

Title Page

Section Break

Section Break

1. Before you start, it is easier to do if you can see where you create section breaks. Click Show/Hide. This will be a good marker when you insert a section break.

2. Click right after the contents of the cover title page > Page Layout > Breaks > Next Page

3. Place your cursor in the text somewhere of the second page where you have your abstract, table of contents and list of figure etc, i.e., Section Two.

4. Insert > Page Numbers

5. Choose position and alignment of the page numbers, for more advanced options click Format Page Numbers...

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6. Select the footer of the document, to do this Double Click in the footer or go to Insert > Footer > Edit Footer

7. Once you have selected the footer go to Page Number > Format Page Numbers…

8. Change Number format to Roman numerals (i, ii, iii…) > Type “i" in the Start at box. > Click OK to return to your document.

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9. Go back to the cover title page, i.e., section one. Click somewhere on the page.

10. Page Layout > Page Setup > Layout tab > Tick on Different first page > Click OK

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Start page number at “i"

Page Setup

Make sure this Different first page will only apply to the first section, not the whole document.

11. Click right before the essay body/chapter > Insert > Next page section break

12. Place your cursor somewhere in the Section Three, i.e., where your essay body or chapter begins.

13. Insert > Page Number

14. Choose position and alignment of the page numbers.

15. Change the number format > Insert > Page Number > Format Page Number

16. Change Number format to Arabic numerals (1, 2, 3, …) > Type “1” in the Start at box. > Click OK to return to your document.

17. Done!

MS Word 2007 Staff Handouts for Long Documents Page 8

Creating a table of contentsMS Word creates a table of contents or index for your document. It is a list of the headings and it is essential to mark text that you wish to include in your table of contents.

For example, you can apply Heading 1 for main heading (level 1), Heading 2 for sub-main heading (level 2), and Heading 3 for sub-sub heading (level 3).

If your headings haven’t had a Heading style applied, it won’t appear in your table of contents. Usually Heading 1-3 are enough unless if you are writing a very long document such as thesis.

MS Word 2007 Staff Handouts for Long Documents Page 9

1. Introduction

2. Consumer needs and motivation

2.1. What is motivation?

2.2. Needs

2.3. Goals

3. Consumer behaviour and society

3.1. Ethics in marketing3.1.1. The social responsibility of

marketers

3.1.2. The consumer movement

3.2. Advertising and public policy

Heading 1

Heading 1

Heading 1

Heading 2

Heading 2

Heading 2

Heading 2

Heading 2

Heading 3

Viewing style area while creating table of contents

Viewing the style area may be useful while applying Heading styles because you can see where all of your styles are applied and what level they are. You can increase the viewing style area.

NB: To view the style area, you have to be in Draft view, View > Draft

This isn’t a vital step to create a table of contents but it can help when things go wrong.

1. Click on the Office Button

2. Go to Word Options

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Style view area

View > Draft to view the style area.

Print Layout view doesn’t show the style area.

2

1

3. Click on Advanced

4. Scroll down to the Display Section

5. Type any width size, e.g. 2cm in Style area pane width to 2cm

6. Click OK

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6

5

3

Marking entries for a table of contents

1. Select a heading, e.g., main heading

2. Select a Heading style, e.g., Heading 1

3. (‘1. Introduction’ is now set as Heading 1 style.)

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Tip: A quick way of selecting a headingMouse over to the left margin > click next to the heading. This should highlight the entire heading.

Click here to choose from additional styles

3.1. If your heading has lost the text format, apply format now. (For example, applying numbering and changing the font style and size to how they are supposed to be.)

4. Place your cursor somewhere in the heading that you have just applied the Heading style to at step 3.

5. Double click on the Format Painter ( this will copy the format so you can apply it elsewhere)

6. Now apply the format you have copied with the format painter to all the other headings at the same level

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Format Painter

7. Press ESC key when you have finished.

8. Repeat steps from 1 to 7 for each level, i.e., Heading 2 (level 2), Heading 3 (level 3) and so on.

9. Done!

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Heading styles have been applied.

Inserting a table of contents

1. Place the cursor where you wish to insert a table of contents.

2. References > Table of Contents

3. Table of Contents should appear similar to the example below.

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Updating the table of contents

When you have made any changes to your Table of Contents, after you inserted it, you can simply update it.

1. Right click on the table of contents > Click Update Field

2. Click Update entire table > Select Update entire table > Click OK

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Tip: F9Updating table of contents shortcut key is F9! (TOC must be selected)

Creating list of figures / tablesA caption is a numbered label. For example, when you insert a table, you may wish to have a title for it. Rather than just type the title manually, insert a caption. So then Microsoft Word automatically inserts a list of tables for you.

The caption is inserted as sequential caption number.

Inserting a table of list/figure is similar to Table of Contents but adding captions are different.

Inserting captions for list of figures or tables

1. Place your cursor where you wish to insert a caption label

2. References > Insert Caption

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For example, right after a figure.

Figure 1

3. Select a Label type from the drop down list > Click OK

1. (A caption is inserted.)

2. Type the rest of caption title after the label.

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Label:The other standard labels are Equation and Figure.

This is your caption label.

Inserting list of figures

1. Place your cursor where you want to insert Table of Figures.

2. References > Insert Table of Figures

3. Make sure your caption label is selected. Otherwise, click the drop list

4. Click OK

MS Word 2007 Staff Handouts for Long Documents Page 19

Tip: Updating your list of captions

When you have made any changes to your Table of Figures after you inserted it, you can simply update it. The same as the table of contents – Right Click –Update Field or F9

.

Inserting Endnotes and FootnotesEnd notes and Footnotes are an essential part of academic papers. They are used to provide additional information or references for text within a document. Footnotes and Endnotes consist of two linked parts, the note reference mark and the corresponding text note. The note reference mark is usually a number but can be any character or symbol that indicates additional information is contained in a footnote or endnote. Footnotes are placed at the end of the page or section and Endnotes are placed at the end of the document. Microsoft Word 2007 will automatically number Footnotes and Endnotes and if a previous note is changed or removed Word will automatically update the numbers of the Footnote or Endnote.

To insert a footnote1. Place the cursor where you would like the Footnote inserted.2. Click on Insert Footnote found on the References Ribbon.

This is what the in text Footnote will look like 1 and you will see the number 1 at the bottom of this page is the linked note.

To edit Footnotes or Endnotes,Click here to open the Footnote and Endnote Dialog box

To Delete a Footnote

1. Highlight the footnote reference mark in the body of the document and then press the “Delete” key on the keyboard.

1 This is a FootnoteMS Word 2007 Staff Handouts for Long Documents Page 20

Tip : When you mouse over a in text Footnote it will display the note as show here.

Tip : When deleting a footnote you have to delete the footnote reference mark. If you delete the footnote text you will still have the footnote reference mark and an empty footnote.

Note: If you delete an automatically numbered note reference mark, Word renumbers the notes in the new order.