With Word 2007, it is easier than ever to create document elements that make informa- tion readily accessible and discoverable. You can draw attention to important information (and simultaneously implement a consistent, professional design) by using elements such as ready-made cover pages, sidebars, and pull quotes. You can quickly create and format complex lists and tables to make data easy to read and understand. You can document sources and have Word gather together resource information. In addition, it is easier than ever to use Word to generate tailored copies of a document for multiple recipients.
This chapter guides you in studying ways of inserting standard text and document parts; organizing content by using tables and lists; referencing content in bibliographies, reference tables, footnotes, and endnotes; and merging content with data sources.
Important Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default location. See “Using the Companion CD”
at the beginning of this book for more information.
Tip Graphics and operating system–related instructions in this book reflect the Windows Vista user interface. If your computer is running Windows XP and you experience trouble following the instructions as written, refer to the sidebar “If You Are Running Windows XP”
in “Working in the Microsoft Office Fluent User Interface” at the beginning of this book.
4.1 Structure content by using Quick Parts
Building Blocks Organizer
Longer documents typically include elements such as a cover page and headers and footers to provide identifying and organizing information. To reinforce key concepts and also alleviate the monotony of page after page of plain text, they might also in- clude elements such as sidebars and quotations pulled from the text. To simplify the creation of professional visual text elements, you can insert ready-made versions of these elements, called Quick Parts, from the Insert tab.
All the available Quick Parts are listed in the Building Blocks Organizer. (In fact, the terms Quick Parts and building blocks seem to be used interchangeably in the Word program.) The Cover Page Quick Parts are also available from the Pages group on the Insert tab.
Clicking a Quick Part in the left pane of the Building Blocks Organizer displays a preview in the right pane.
Strategy You might want to insert Quick Parts in a test document and saving modified and new Quick Parts in various ways so that you understand the relationship between the Building Blocks Organizer and the Cover Page, Header, Footer, and Text Box galleries.
The names of some Quick Parts indicate that they belong to a design family, such as Alphabet or Pinstripes. You can sort the list on any column—for example, you might want to sort the list by name to group all the Quick Parts by design family, so that you can preview the entire set before inserting them.
More information about each Quick Part is available by scrolling the Building Blocks list horizontally. The Behavior column indicates whether Word inserts the building block in the existing text, in its own paragraph, or on its own page. The Description column includes information about the Quick Part, and in some cases, recommendations for its use. For an overview of a particular Quick Part, you can click Edit Properties.
See Also For information about inserting ready-made headers and footers, see section 1.2,
“Lay out documents.” For information about inserting sidebars and pull quotes, see section 3.4, “Insert and modify text boxes.”
➤To insert a cover page Quick Part
1. With the insertion point at the beginning of the document, on the Insert tab, in the Pages group, click the Cover Page button.
2. In the Cover Page gallery, click the design you want, and then replace the text placeholders.
➤To insert any Quick Part
1. On the Insert tab, in the Text group, click the Quick Parts button.
2. In the Building Blocks Organizer, select the Quick Part you want, and then click Insert.
Tip After you insert a Quick Part, you can reposition it or change its formatting by using normal techniques.
➤To sort the Quick Parts list
➜ In the Building Blocks Organizer, click the heading of the column on which you want to sort the list.
Custom Quick Parts
If you frequently use the same set of Quick Parts in your documents, you might want to customize them to incorporate changes you routinely make after inserting them. For example, you might want to customize Quick Part cover pages, headers, or footers with your company name, or you might want to incorporate a logo or other graphic element.
After you have customized a Quick Part in a document, you can save it with a new name so that it is available in its customized form whenever you need it. By default, custom Quick Parts are displayed in the Quick Parts gallery when you click the Quick Parts but- ton, as well as being listed in the Building Blocks Organizer.
Assign a name.
Specify the gallery in which the new Quick Part will appear.
Specify the template in which it will be saved.
Specify how it should be inserted.
Tip If you customize a field in a Quick Part, that field is customized in all Quick Parts that include the field. Fields are discussed later in this section.
Tip You can save a customized Quick Part directly into the appropriate gallery by clicking Save Selection To at the bottom of the gallery.
To save time and ensure consistency in your documents, you can save any text, graphic, or combination of the two as a Quick Part. For example, you might want to save your com- pany contact information and logo. You can then insert it from the Quick Parts gallery.
Alternatively, if you have stored the Quick Part in the AutoText gallery, you can type its name and press the F3 key. Pressing F3 substitutes the Quick Part only if the name you type contains no spaces. There must be a space to its left and a space or a punctuation mark to its right, and the insertion point must immediately follow the name.
Tip When you quit Word, you will be asked whether you want to save the template in which your custom Quick Parts are stored, which by default is the Building Blocks template. If you want to discard the Quick Parts you have created in this Word session, click No. Otherwise, click Yes.
➤To save a modified Quick Part
1. Select the text and/or graphics you want to save.
2. On the Insert tab, in the Text group, click the Quick Parts button, and then click Save Selection to Quick Part Gallery.
3. In the Create New Building Block dialog box, type a name for the Quick Part;
designate the gallery, template, and behavior; and then click OK.
➤To save selected text as an AutoText Quick Part
1. On the Insert tab, in the Text group, click the Quick Parts button, and then click Save Selection to Quick Part Gallery.
2. In the Create New Building Block dialog box, type a name for the Quick Part, set Gallery to AutoText, and then click OK.
➤To delete a Quick Part
1. In the Text group, click Quick Parts, and then click Building Blocks Organizer.
2. In the Building blocks list, select the Quick Part you want to delete, and then click Delete.
Fields
You can easily insert today’s date or the current time in a document in a format of your choosing. Word retrieves the date or time from your computer’s internal calendar or clock. You can insert the information as regular text or as a field.
A field is a placeholder that tells Word to supply the specified information in the specified way. The advantage of using a field is that if the information changes, you can have Word update it.
Strategy It is worth exploring the field list, reading the descriptions, and checking the various formats to gain an understanding of the uses for each one.
➤To insert the date or time
1. On the Insert tab, in the Text group, click the Date & Time button.
2. In the Date and Time dialog box, in the Available formats area, click the format you want.
3. If you want to insert the date or time as a field rather than as text, select the Update automatically check box.
4. Click OK.
➤To insert a field
1. On the Insert tab, in the Text group, click the Quick Parts button, and then in the list, click Field.
2. In the Field dialog box, click the field you want to insert. Then select any properties, formats, or options you want, and click OK.
➤To update a fi eld
➜ Right-click the fi eld, and click Update Field.
Tip For date and time fi elds, click the Update button that appears when you click the fi eld.
➤To change a fi eld or its formatting
1. Right-click the fi eld, and click Edit Field.
2. In the Field dialog box, make the necessary adjustments, and then click OK.
Practice Tasks
The practice fi les for these tasks are located in the Documents\Microsoft Press\
MCAS\Word2007\Objective04 folder. If you want, save the task results in the same folder with My prepended to the fi le name.
l Open the Parts document, and insert a Pinstripes cover page. Change the subtitle placeholder to Information Sheet and the date placeholder to today’s date.
l Continuing in the Parts document, on page 2, insert a Pinstripes Quote, and use Paste Special to insert an unformatted copy of the last sentence of the fourth paragraph (Go with what you love…) in the quote box. Then save the customized pull quote as a Quick Part with the name Inspiration Quote.
l Open the SavedText document, and at the end of the document, select and save Wide World Importers as an AutoText Quick Part named www. Then in a new paragraph at the end of the document, type Recommended by and insert the www Quick Part.
l In the SavedText document, add a footer that includes only the Author, FileName, and SaveDate fi elds with their default formats and options.
Practice Tasks
The practice fi les for these tasks are located in the
The practice fi les for these tasks are located in the Documents\Microsoft Press\Documents\Microsoft Press\
MCAS\Word2007\Objective04
MCAS\Word2007\Objective04 folder. If you want, save the task results in the same folder. If you want, save the task results in the same folder with
folder with MyMy prepended to the fi le name.yy prepended to the fi le name.
l Open the Open the PartsParts document, and insert a Pinstripes cover page. Change document, and insert a Pinstripes cover page. Change the subtitle placeholder to
the subtitle placeholder to Information SheetInformation Sheet and the date placeholder to etet and the date placeholder to today’s date.
today’s date.
l Continuing in the Continuing in the PartsParts document, on page 2, insert a Pinstripes Quote, and document, on page 2, insert a Pinstripes Quote, and use Paste Special to insert an unformatted copy of the last sentence of the use Paste Special to insert an unformatted copy of the last sentence of the fourth paragraph (
fourth paragraph (Go with what you love…Go with what you love…) in the quote box. Then save the ) in the quote box. Then save the customized pull quote as a Quick Part with the name
customized pull quote as a Quick Part with the name Inspiration QuoteInspiration Quote.. l Open the Open the SavedTextSavedText document, and at the end of the document, select and xtxt document, and at the end of the document, select and
save
save Wide World ImportersWide World Importers as an AutoText Quick Part named as an AutoText Quick Part named wwwwww. Then in a wwww. Then in a new paragraph at the end of the document, type
new paragraph at the end of the document, type Recommended byRecommended by and insert d byd by and insert the
the wwwwww Quick Part.ww Quick Part.
l In the In the SavedTextSavedText document, add a footer that includes only the Author, xtxt document, add a footer that includes only the Author, FileName, and SaveDate fi elds with their default formats and options.
FileName, and SaveDate fi elds with their default formats and options.
4.2 Use tables and lists to organize content
Tables
It is often more efficient to present numeric data in a table than to explain it in a paragraph of text. Tables make large amounts or more complex data easier to read and understand because it can be structured in rows and columns, frequently with row and column headings.
See Also For information about Quick Tables, see section 4.3, “Modify tables.”
You can create a table in several ways:
l Select the number of rows and columns you want from a grid to create a table that spans the text column with all the cells of equal size.
l Display the Insert Table dialog box and specify the number of rows and columns, as well as the size of the columns.
l Draw cells the size you want.
l Convert selected text to a table.
After creating the table, you can enter text, numbers, and graphics into its cells. You can edit the information as you would normal text, and you can sort the information based on any column.
Strategy You should create a table with four or five columns and many rows of data and observe the effect of sorting the table with and without a header row to understand the sorting process.
➤To insert a table
1. On the Insert tab, in the Tables group, click the Table button.
2. In the grid, move the pointer across and down to select the number of columns and rows you want, and click the lower-right cell in the selection.
➤To draw a table
1. On the Insert tab, in the Tables group, click the Table button, and then click Draw Table.
2. Drag the pointer (which has become a pencil) across and down to create a cell.
3. Point to a corner of the cell, and drag to create another cell, or draw column and row boundaries inside the first cell.
4. Press Esc to turn off the table drawing pointer.
Tip You can adjust an existing table by clicking the Draw Table button in the Draw Borders group on the Design tab. You can also change the style, weight, and color of the borders of drawn tables.
➤To convert selected text to a table
1. On the Insert tab, in the Tables group, click the Table button, and then click Convert Text to Table.
2. In the Convert Text to Table dialog box, adjust the Table size and AutoFit behavior settings, select the type of text separator, and then click OK.
Tip To convert a table to text, click anywhere in the table and then click the Convert To Text button in the Data group on the Layout contextual tab.
➤To sort a table
1. With any table cell selected, on the Home tab, in the Paragraph group, click the Sort button; or on the Layout tab, in the Data group, click the Sort button.
2. In the Sort dialog box, click the first column you want to sort on in the Sort by list, and adjust the adjacent settings.
3. To sort on additional columns, click the column you want in the first and second Then by lists, and adjust their settings.
4. Indicate whether your table has a row of column headings, and then click OK.
Tabular Lists
If you have a relatively small amount of data to present in a table, you might choose to display it in a tabular list, which arranges text in simple columns separated by left, right, centered, or decimal tab stops.
Tab stops
See Also For more information about setting tab stops, see section 2.1, “Format text and paragraphs.”
If you press the Tab key multiple times to align the columns of a tabular list, you have no control over the column widths. To be able to fine-tune the columns, you should press Tab only once between the items, apply any necessary formatting, and then set custom tab stops in order from left to right.
Tip In addition to left, right, centered, and decimal tabs, you can set a bar tab to add a vertical line to selected paragraphs, further distinguishing the columns in a tabular list.
➤To create a tabular list
1. Type the text of the list, pressing Tab between each item on a line and pressing Enter at the end of each line.
2. Select the lines, and set tab stops on the horizontal ruler where you want the items to align in columns.
Bulleted and Numbered Lists
When you want to present a simple list of items in a document, you will usually want to put each item on its own line rather than burying the items in a paragraph. When the order of items is not important, use a bulleted list. When the item order is important, use a numbered list.
You can create a multilevel bulleted list, numbered list, or outline by selecting a style from the Multilevel List gallery and then typing the list.
After you create a bulleted or numbered list, you can modify, format, and customize the list as follows:
l Move items up or down, insert new items, or delete unwanted items. If the list is numbered, Word automatically updates the numbers.
l Sort items in a list into ascending or descending order.
l Change the bullet symbol or define a custom bullet.
l Change the number style or define a custom style.
l Change the overall indentation of the entire list or change the relationship of the first “outdented” line to the other lines.
l Change the level of items in a multilevel list.
Strategy The precise formatting of bulleted and numbered lists depends on the interplay of settings in their respective galleries as well as paragraph formatting and the location of tab stops. You should create multiple lists, show paragraph marks, and experiment with various settings, observing their effects.
➤To create a bulleted list
1. Enter the list items as separate paragraphs.
2. Select the paragraphs, and on the Home tab, in the Paragraph group, click the Bullets button.
Or
1. Type * (an asterisk) at the beginning of a paragraph, press the Spacebar or the Tab key, type the first item in the list, and then press Enter.
2. Type items and press Enter to add subsequent bulleted items.
3. To end the list, press Enter twice, or press Enter and then Backspace.
➤To create a numbered list
1. Enter the list items as separate paragraphs.
2. Select the paragraphs, and on the Home tab, in the Paragraph group, click the Numbering button.
Or
1. Type 1. (the numeral 1 followed by a period) at the beginning of a paragraph, press the Spacebar or the Tab key, type the first item in the list, and then press Enter.
2. Type items and press Enter to add subsequent numbered items.
3. To end the list, press Enter twice, or press Enter and then Backspace.
Tip By default, Word formats lists based on what you type. You can change this default behavior on the AutoFormat As You Type tab of the AutoCorrect dialog box, which you can open from the Proofing page of the Word Options dialog box.
➤To create a multilevel list
1. On the Home tab, in the Paragraph group, click the Multilevel List button.
2. In the Multilevel List gallery, click the thumbnail of the style you want.
3. Type the list items, pressing Enter to create a new item at the same level, Tab to move down a level, and Backspace to move up a level.