Advanced Training for Microsoft Office Word 2003

Making Information in Longer Documents Accessible

Creating and Editing Master Documents and Subdocuments

1To display the document in the Outline view, click the View menu, and then click Outline.
2To show only the first line of each paragraph in the document, on the Outlining toolbar, click the Show First Line Only button, as indicated.
3To select the Why Compost? heading and its subordinate text, click the plus sign to the left of the Why Compost? heading.
4To include the How Do You Make a Compost Pile? heading and its text, hold down the SHIFT key, and then click the plus sign to the left of the How Do You Make a Compost Pile? heading.
5On the Outlining toolbar, click the Demote button, as indicated. To deselect the text, click to the right of the Why Compost? heading.
6To select the Why Compost? heading and its subordinate text, click the plus sign to the left of the Why Compost? heading.
7To create a subdocument for this heading, on the Outlining toolbar, click the Create Subdocument button, as indicated.
8To select the What Is a Compost Pile? heading and its subordinate text, click the plus sign to the left of the What Is a Compost Pile? heading.
9To create a subdocument for this heading, on the Outlining toolbar, click the Create Subdocument button, as indicated.
10To hide the contents of the subdocuments and display them only as hyperlinks, on the Outlining toolbar, click the Collapse Subdocuments button, as indicated.
11To save the changes you made to the master document, in the message box, click OK.
12To view the first subdocument, hold down the CTRL key, and click the first hyperlink.
13Notice that the Why Compost? subdocument has opened in its own document window. Drag from left to right to select the indicated text.
14To make the text bold, on the Formatting toolbar, click the Bold button.
15To save the change that you made to the subdocument, on the Standard toolbar, click the Save button. To close the subdocument, click the Close button.
16To show the contents of all the subdocuments, on the Outlining toolbar, click the Expand Subdocuments button, as indicated.
17To view the entire text in the master document, on the Outlining toolbar, click the Show First Line Only button, as indicated, to toggle it.
18To save the changes made to the master document, on the Standard toolbar, click the Save button.

Navigating Through a Document Using Automated Tools

1To view the How Do You Make a Compost Pile? heading, click three times below the vertical scroll box.
2To select the text for which a bookmark has to be created, click to the left of the How Do You Make a Compost Pile? heading.
3To begin creating a bookmark, click the Insert menu, and then click Bookmark.
4For the purposes of this exercise, press SPACEBAR to have the name of the bookmark typed for you in the Bookmark name box. To create the bookmark, click Add.
5To move to the beginning of the document, hold down the CTRL key, and press HOME. To begin moving to the bookmark, click the Edit menu, and then click Go To.
6In the Find and Replace dialog box, on the Go To tab, in the Go to what list, click Bookmark.
7To move to the desired location, click Go To. To close the Find and Replace dialog box, click Close.
8To begin creating a cross-reference, click twice above the vertical scroll box.
9To select the area in which to place a new cross-reference, click the indicated area to the right of the sentence that ends with complex.
10Press SPACEBAR to have the text of the cross-reference typed for you. To begin inserting the cross-reference, click the Insert menu, point to Reference, and then click Cross-reference.
11In the Cross-reference dialog box, click the Reference type list arrow, and then click Heading.
12Notice that in the Insert reference to box, Heading text has been selected by default. In the For which heading list, click Hot or Cold?
13To insert the cross-reference, click Insert. To close the Cross-reference dialog box, click Close.
14To move to the location of the referenced heading, hold down the CTRL key, and click the Hot or Cold? cross-reference.
15With the insertion point to the left of the Hot or Cold? heading, press SPACEBAR to modify the text of the referenced heading.
16To move to the beginning of the document, hold down the CTRL key and press HOME. To view the first paragraph under the What Is a Compost Pile? heading, click once below the vertical scroll box.
17To begin updating the cross-reference that you created, click the indicated area to the left of the text, Hot or Cold.
18To display the shortcut menu, hold down the SHIFT key and then wait while the F10 key is pressed for you. To update the cross-reference, click Update Field.
19To move to the location of the referenced heading, hold down the CTRL key, and click the cross-reference.
20To begin creating a footnote, click the Insert menu, point to Reference, and then click Footnote. To accept the default settings, click Insert.
21Notice that a footnote has been inserted. Press SPACEBAR to have the text for the footnote typed for you.
22To begin modifying the footnote that you created, click the Insert menu, point to Reference, and then click Footnote.
23To change the number format of the footnote, in the Format area, click the Number format list arrow, and then click I, II, III,.
24To apply the number format that you selected, click Apply. To save the changes that you made to the document, on the Standard toolbar, click the Save button.

Creating and Editing Table of Contents and Document Summary

1To insert a new page, hold down the CTRL key and then press ENTER. To move to the beginning of the document, hold down the CTRL key and then press HOME.
2To begin inserting a table of contents, for the purposes of this exercise, press SPACEBAR to have the text typed for you. To insert a blank line, press ENTER.
3To insert a table of contents, click the Insert menu, point to Reference, and then click Index and Tables. To display the settings of the table of contents, click the Table of Contents tab.
4To select a format for the table of contents, in the General area, click the Formats list arrow, and then click Distinctive.
5In the Print Preview area, click the Tab leader list arrow, and then click the dotted line, which is the first option after (none) in the drop-down list.
6To display the Outlining toolbar in the document after the table of contents has been created, in the General area, click Show Outlining Toolbar, and then click OK.
7To view the What Is a Compost Pile? heading, click three times below the vertical scroll box. To insert a page break, click to the left of the heading, hold down the CTRL key, and then press ENTER.
8To view the How Do You Make a Compost Pile? heading, click twice below the vertical scroll box. To insert a page break, click to the left of the heading, hold down the CTRL key and then press ENTER.
9To view the last page, hold down the CTRL key and then press END. To view the Composting DOs and DON’Ts heading, click once above the vertical scroll box.
10To select the Composting DOs and DON’Ts heading, click to its left, hold down the SHIFT key and then press END.
11To change the formatting for the selected text, on the Formatting toolbar, click the Style list arrow, as indicated, and then click Heading 1 + 16 pt, Bold.
12To view the table of contents, on the Outlining toolbar, click the Go to TOC button, as indicated.
13To display the entire table, click once above the vertical scroll box. To begin updating the table of contents, on the Outlining toolbar, click Update TOC, as indicated.
14To update the table of contents, in the Update Table of Contents dialog box, click the Update entire table option, and then click OK.
15To deselect the text, click to the left of the text, Table of Contents, as indicated.
16To begin viewing the summary for the document, click the File menu, and then click Properties.
17To insert a subject for the summary, click in the Subject box, and then press SPACEBAR to have the text typed for you.
18To insert a comment for the summary, click in the Comments box, and press SPACEBAR to have the text typed for you. To close the Properties dialog box, click OK.
19To begin displaying readability statistics for the document, click the Tools menu, and then click Options.
20Click the Spelling & Grammar tab, and in the Grammar area, select the Show readability statistics check box, and then click OK.
21On the Standard toolbar, click the Spelling and Grammar button, as indicated. In the dialog box that displays, click Ignore Once twice.
22To display the readability statistics for the document, click OK. To close the summary, click OK.
23To summarize the document, click the Tools menu, and then click AutoSummarize. To accept the default settings, click OK.
24To edit the document’s summary, on the AutoSummarize toolbar, in the Percent of original box, click the indicated arrow three times, to change the value to 10%.
25To summarize the document again, click the Tools menu, and then click AutoSummarize. In the Type of summary area, click Insert an executive summary or abstract at the top of the document.
26To insert the summary, click OK. Notice that a summary has been inserted at the beginning of the document. To view the Table of Contents heading, click once below the vertical scroll box.
27To insert a page break, click to the left of the heading, hold down the CTRL key, and then press ENTER.
28To save the changes you made to the document, on the Standard toolbar, click the Save button.

Creating and Modifying an Index

1To display non-printing characters on your screen, on the Standard toolbar, click the Show/Hide button, as indicated. To view the table of contents, click three times below the vertical scroll box.
2To view the Why Compost? section, hold down the CTRL key, and then click the Why Compost? entry in the table of contents.
3To begin marking an index entry, click to the left of the indicated word, and drag to select it. Next, click the Insert menu, point to Reference, and then click Index and Tables.
4To mark the index entry, in the Index and Tables dialog box, click Mark Entry. To mark all occurrences of the word dirt in the document, click Mark All.
5To activate the Training on Compost document window, click the title bar. To begin marking another index entry, click to the left of the indicated word, and drag to select it.
6To activate the Mark Index Entry dialog box, click the title bar. To modify the index entry, in the Index area, click to the left of Recycling in the Main entry box.
7Press DELETE, press SPACEBAR to have the text typed for you, and then click Mark All. To begin creating another index entry, click three times below the vertical scroll box in the Training on Compost document.
8Click to the left of the indicated word, and drag to select it. To activate the Mark Index Entry dialog box, click the title bar.
9To display the associated page numbers in bold, in the Page number format area, select the Bold check box, and then click Mark All.
10To begin creating a cross-reference, click once above the vertical scroll box in the Training on Compost document. Click to the left of the indicated word, and drag to select it.
11To activate the Mark Index Entry dialog box, click the title bar. In the Options area, click Cross-reference.
12Press SPACEBAR to have the cross-reference text typed for you. To create the cross-reference, in the Page number format area, clear the Bold check box, and then click Mark.
13To close the Mark Index Entry dialog box, click Close. To move to the end of the document, hold down the CTRL key and then press END. To insert a new page, hold down the CTRL key, and then press ENTER.
14Press SPACEBAR to have the title typed for you. To begin changing the format of the title, hold down the SHIFT key and press HOME.
15To change the format of the title, on the Formatting toolbar, click the Style list arrow, as indicated, and then click Heading 1 + 16 pt, Bold. To deselect the text, press END and then press ENTER twice.
16To begin formatting the index, click the Insert menu, point to Reference, and then click Index and Tables.
17To display the page numbers adjacent to their index entries, verify that the Right align page numbers check box is cleared. To display the index in one column, in the Columns box, click the Down arrow once.
18To close the Index and Tables dialog box and create the index, click OK. To begin viewing page number 4, click the Edit menu and then click Go To.
19In the Go to what list, verify that Page is selected. Press SPACEBAR to have the page number typed for you in the Enter page number box. To view page 4, click Go To, and then click Close.
20To delete the cross-reference entry, click to the left of the indicated text, drag to select it, and then press DELETE.
21To move to the end of the document, hold down the CTRL key, and then press END. To begin updating the index, click to the left of the indicated word.
22Click the Insert menu, point to Reference, and click Index and Tables. Verify that the Right align page numbers check box is cleared, and then click OK.
23To replace the existing index with the updated one, in the message box, click OK. To view the Composting DOs and DON’Ts section, click three times above the vertical scroll box.
24To begin adding an entry to the existing index, click to the left of the Composting DOs and DON’Ts heading, and drag to select it.
25Click the Insert menu, point to Reference, and then click Index and Tables. To add the entry, click Mark Entry.
26To add a subentry, in the Index area, click in the Subentry box, and press SPACEBAR to have the text typed for you. Click Mark All, and then click Close.
27To view the index, click three times below the vertical scroll box in the Training on Compost document. Click to the left of recycling, as indicated.
28To begin updating the index, click the Insert menu, point to Reference, and then click Index and Tables.
29Verify that the Right align page numbers check box is cleared. To update the index, click OK. To replace the selected index, in the message box, click OK.
30To save the document, on the Standard toolbar, click the Save button.