Managing long documents - exercises - UCL



UCL

Education & information support division

information systems

Word 2003

Managing Long Documents

Exercises

Document No. IS-050 v2

Contents

Task 1: Styles 1

Task 2: Captions 2

Task 3: Table of contents 2

Task 4: Updating table of contents 2

Task 5: Cross referencing 3

Task 6: Footnotes and endnotes 3

Task 7 – Indexing 4

Task 8 – Hyperlinks 5

Further exercises 6

Exercise 1 - Styles 6

Exercise 2 – Captions 7

Task 1: Styles

The file flyer.doc required for this task can be found in the r:\training.dir\Word\long_docs folder.

1. Open a new blank document. Display the Styles and Formatting task pane. What styles are listed for this document?

2. Now open the flyer.doc file. How many new styles are there compared to the blank document?

3. Apply the style Title to the document title European Computer Driving Licence at UCL.

4. Apply the style Quote to the first paragraph Maybe you are nervous...

5. Select the three headings: The Qualification for You, What is the ECDL? and A Baseline Skills Qualification (use CTRL+ click to select the three headings at the same time). Apply the style Heading 1 to these headings.

6. Apply the style Heading 2 to the three sub-headings: The Seven ECDL modules , How to Register and Other Useful Sites.

7. Apply the style List Bullet to the list of seven ECDL modules.

8. Create a new character style called WWW, based upon the Default Paragraph Font style and select the following formats for the style:

Font - Courier New, Regular, 11 pt, Red

Language - English UK.

9. Apply this new style WWW to the three web addresses found in this document.

10. Create a new paragraph style called Indent based upon the Normal style and select the following formats for the style:

Paragraph - Left Indent 2cm, Right Indent 2cm.

11. Apply the style Indent to the paragraphs under the heading How to Register. Has the style WWW applied to the web address ucl.ac.uk/is/training/ecdl.htm been retained and if so why?

12. Modify the style Heading 1 to a Dark Blue font, (the same as the Title style). Does the Heading 2 style change?

13. Modify the style Heading 2 so that it is based on the Heading 1 style. What colour is the Heading 2 style now?

14. Save the document.

If you have time, go to the back of this booklet and try Exercise 1.

Task 2: Captions

1. Open the Word document presentingdocuments.doc from the r:\training.dir\Word\long_docs folder. This document contains a number of pictures which require captions.

2. Insert a caption underneath the first picture in the document. The caption should be named Figure 1.

1. Add the description – A Report to the caption.

2. Insert a caption underneath other two pictures in the document. The captions should be numbered Figures 2 and 3. Give them the descriptions Tables and Columns respectively.

15. Add captions Table 1 and Table 2 to the two tables in the Tables section.

If you have time, go to the back of this booklet and try Exercise 2.

Task 3: Table of contents

1. Open the Word document presentingdocuments.doc from the r:\training.dir\Word\long_docs folder. This document contains a number of headings which you are going to use to generate a table of contents.

2. Normally a table of contents goes at the start of a document. Place the cursor between the title (Presenting Documents) and the first heading (Report Presentation).

16. From the Insert menu choose Reference|Index and Tables, and select the Table of Contents tab. Accept all defaults and click OK to insert a table of contents.

17. Which styles have been used to generate this table of contents?

18. You should have noticed that this table of contents includes the title Presenting Documents as an item. Normally you would not include a document’s title in its table of contents. Insert another table of contents to replace this one, and this time use the Modify option to prevent it from displaying the title style.

19. Save the file.

Task 4: Updating table of contents

One of the powerful aspects of automatic features such as tables of contents is that they can automatically update when the document changes. The following will illustrate this.

1. Still working with the presentingdocuments.doc used in the previous exercise, insert page breaks in front of each of the Heading 1 headings (Paragraphs Layouts, Contents etc).

20. Return to the table of contents – the page numbers are now wrong.

21. Update the table of contents by right-clicking on the table of contents and choosing update field from the shortcut menu (or press F9). Note that it is advisable to update the entire table rather than just page numbers.

1. Save the file.

Task 5: Cross referencing

In this task we will work with the presentingdocuments.doc file again.

1. At the end of the first paragraph, insert a cross-reference to Figure 1 – only refer to the Label and number – not to the entire caption.

The resulting text should read:

A clear layout can emphasise the content of an essay or report (Figure 1).

22. Insert appropriate cross references to the other figures in the document.

23. At the end of the third paragraph on page 1, (see page ? for further details), replace the ? mark with a page number by insert the page number as a cross reference to the heading Speling and proff-redding on page 3.

24. Save the document.

Task 6: Footnotes and endnotes

In this task we will work with the presentingdocuments.doc file again.

1. Add an endnote after the word button in Try turning on the ¶ button in the Tab key section of the document. The endnote should read This is the paragraph marker.

25. There is a footnote on the first page of the document. Remove it.

Task 7 – Indexing

1. Open the Word document Index.doc from the r:\training.dir\Word\long_docs folder.

26. From the Insert menu, select Reference|Index and Tables.

27. Click on the Index tab

28. Click on Mark Entry to display the Mark Index Entry dialog box.

29. Select the text Word Wrap - the second heading on page 3. (You may have to move the dialog box to select the text.)

30. Click in the Main entry text box.

31. Click on Mark to mark the text Word Wrap as an index main entry.

32. The Show/Hide button is automatically activated. Index entry field codes are displayed for the text Word Wrap. The codes define the text and page number of an index entry.

33. The Mark Index Entry dialog box remains open so you can mark additional index entries.

34. On page 3 of the document select Hard Space.

35. Click in the Main Entry text box.

36. Click on Mark All. The Mark All button marks all occurrences in the document of the text Hard Space.

37. On page 5 select the word Editing from the main heading Editing Documents. Click Mark to mark the single occurrence of Editing as a Main entry.

38. Click in the sub-entry text box and type Deleting.

39. Click on Mark. Word marks Deleting as a sub-entry below the main entry Editing.

40. In the Sub-entry text box replace Deleting with Insert to mark Insert as another sub-entry below the main entry Editing.

41. Click Mark, then Close to close the Mark Index Entry dialog box.

Generate the Index

42. Press Ctrl+End to move to the end of the document.

43. Press Ctrl+Return to create a new page for the Index.

44. Display the Index and Tables dialog box and ensure the Index tab is selected.

45. From the Formats list box, select Formal.

46. A sample of the index is displayed in the Preview box. Word defaults are to indent index sub-entries and to right-align the index-entry numbers.

47. Set Columns to 1.

48. Click OK to generate the index and display it at the end of the document.

49. Save the document as My Index and close.

Task 8 – Hyperlinks

1. Open a new blank Word document and save it as Hyperlinks.dot. (An example of this finished exercise is shown below.)

2. Key in My e-mail address is: then key in your e-mail address and press Enter.

3. Turn off the automatic formatting of Hyperlinks.

4. Retype My e-mail address is: and your e-mail address and press enter.

5. Remove the hyperlink from the first e-mail address.

6. Key in The UCL web address is ucl.ac.uk

7. Create a hyperlink from the web address you have just typed to the UCL web page.

8. Key in Here is a link to the file you need:

9. Create a link to a document named Training document that you will complete later. Save the document in the Word training folder.

10. Check the link works.

11. Select the email address you typed at the start of this exercise as create a hyperlink you your e-mail address. Enter your name as Text to Display.

12. Key in: This is the section of the document you need to refer to

13. Create a hyperlink to the bookmark named BookmarkRules that you created in the Bookmarks.doc file.

14. Add a new page to your document.

15. Insert the file ECDL.doc onto the second page of your document.

16. Apply heading 1 and heading 2 styles as appropriate.

17. Go back to your first page and add a new line of text Click here for further information.

18. Insert a clipart image (search for an image for Exam).

19. Make the image a hyperlink to the heading What is the ECDL

20. Clear your clipboard.

21. On the next line, key in Here is the monthly statement:

22. Open the Excel file Example names.xls.

23. Display your Word document, and the Excel file side-by-side on your screen.

24. Drag cell A2 (Monthly Stationery) to your Word Document as a hyperlink.

25. Close the Excel file and restore your Word document to full screen.

26. Edit the UCL hyperlink in line 3 and add a screen tip University College London.

27. Edit your e-mail address in line 2 and make your name the displayed text and add a subject.

28. Change the colour of the FollowHyperlink style.

29. Your document should now look like the example below. Save and close your document.

Example:

My e-mail address is: Chris Brooker

My e-mail address is Chris Brooker

The UCL web address is ucl.ac.uk

Here is a link to the file you need: Training document

This is the section of the document you need to refer to: Bookmark Rules

Click here to find further details:

Here is the monthly statement: Monthly Stationery

Further exercises

Exercise 1 - Styles

1. Open the Word jb.doc from the r:\training.dir\Word\long_docs folder.

2. Modify the style Normal so that the Font is Palatino and the point size is 12. You should notice that the font of the whole document changes.

50. Select the headings in the text (there should be three) and apply the style Heading 1.

51. Create a new Character style based on the Default Paragraph Font called highlight. Define the style with the following formats:-

• Font is Avant Garde

• Font Style is italic

• Point Size is 12.

52. Apply the style highlight to the credit at the end of the document.

53. In the third paragraph Even for those who have never... apply the style highlight to the quote at the end of the first sentence the greatest happiness of the greatest number..

54. Position the insertion point anywhere within the document. Modify the style highlight so that the font colour is dark blue. You should notice that all text formatted with this style has changed colour.

55. Position the insertion point within a heading in the text. Modify the style Heading 1 so that the font is Garamond, the font style is Bold and the point size is 16 point.

You should notice the appearance of all headings in the document with this style is modified.

56. Apply the style highlight to the text The philosopher and jurist Jeremy Bentham in the first paragraph.

57. Create a new paragraph style called Abstract. The style is based on the Normal style and the following paragraph is set to Normal. Define the style as follows:-

• Font Style is italic

• Left and right indents of 1.27cm (0.5")

• Shading of 20% grey.

58. Position the insertion point in the first paragraph. Apply the style Abstract. You should notice that the style at the start of the paragraph remains unchanged. Why is this?

59. Using the Format Painter paste the style Abstract to the first paragraphs following each heading. (Remember to double-click on the Format Painter when a format is to be copied to more than one destination).

60. Save and close the document.

61. Discuss with your neighbour the advantages and disadvantages of using styles as opposed to applying formats individually to selected text.

Exercise 2 – Captions

Complete Task 2 then continue with this exercise. Continue to use the presentingdocuments.doc used in Task 2.

1. Change the numbering for the Figures captions to A, B, C, instead of 1, 2, 3.

2. Turn on automatic captions for Microsoft Word Tables.

3. Add captions Table 1 and Table 2 to the two tables in the Tables section. (No description required.)

4. The Tables captions would look better if they were centred horizontally on the page like the figures themselves. Modify the Caption style to centre it, and change the font to Arial.

5. Create a new table, after table 2, but before the heading Contents, as shown below. The caption Table 3 should be automatically inserted.

| |Word |Excel |

|May |12 |14 |

|June |20 |24 |

6. Move the entire Tables section so that it appears after the Columns section (you may find it easiest to do this in Outline View).

When you look at the document in Print Layout View you should notice that the figures have been automatically re-numbered. If they have not been re-numbered, you can right-click and choose Update Field from the shortcut menu, or press F9.

7. Add captions to the two charts in the Chart section as follows:

a) Create a New Label called Chart

b) Give them descriptions Pie Chart and Bar Chart respectively.

8. Generate a Table of Figures, Table of Tables and a Table of Charts at the end of your document under the relevant headings using the default settings.

9. Save your document as Exercise2a.doc and close it.

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