Chapter 9

Creating a Reference Document with a Table of

Contents and an Index

Microsoft

Word 2013

• Insert a screenshot

• Add and modify a caption

• Create a cross-reference

• Insert and link text boxes

• Compress pictures

• Work in Outline view

• Work with a master document and subdocuments

Creating a Reference Document with a Table of Contents and an Index 2

Objectives

• Insert a cover page

• Create and modify a table of contents

• Use the Navigation Pane

• Create and update a table of figures

• Build, modify, and update an index

• Create alternating footers

• Add bookmarks

Creating a Reference Document with a Table of Contents and an Index 3

Objectives

Creating a Reference Document with a Table of Contents and an Index 4

Project – Reference Document

• Modify a draft of a reference document

• Create a master document for the reference document

• Organize the reference document

Creating a Reference Document with a Table of Contents and an Index 5

Roadmap

• Display the contents you wish to capture in a screenshot

• In the Word window, position the insertion point in the document where the screenshot should be inserted

• Tap or click the ‘Take a Screenshot’ button (INSERT tab | Illustrations group) to display the Take a Screenshot gallery

• Tap or click the desired screenshot to insert the selected screenshot in the Word document at the location of the insertion point

Creating a Reference Document with a Table of Contents and an Index 6

Inserting a Screenshot

Creating a Reference Document with a Table of Contents and an Index 7

Inserting a Screenshot

• Tap or click to select the graphic for which you want a caption

• Tap or click the Insert Caption button (REFERENCES tab | Captions group) to display the Caption dialog box with a figure number automatically assigned to the selected graphic

• Type the desired caption

• Tap or click the OK button to insert the caption below the selected graphic

Creating a Reference Document with a Table of Contents and an Index 8

Adding a Caption

Creating a Reference Document with a Table of Contents and an Index 9

Adding a Caption

• Position the insertion point at the desired location • Tap or click the ‘Insert Cross-reference’ button (INSERT tab |

Links group) to display the Cross-reference dialog box• Tap or click the Reference type arrow to display the Reference

type list; scroll to and then tap or click Figure, which displays a list of figures from the document in the For which caption list

• Tap or click the desired figure• Tap or click the ‘Insert reference to’ arrow and then tap or click

‘Only label and number’ to instruct Word that the cross-reference in the document should list just the label, Figure, followed by the figure number

• Tap or click the Insert button to insert the cross-reference in the document at the location of the insertion point

• Tap or click the Close button

Creating a Reference Document with a Table of Contents and an Index 10

Creating a Cross-Reference

Creating a Reference Document with a Table of Contents and an Index 11

Creating a Cross-Reference

• Tap or click the Find arrow (HOME tab | Editing group) to display the Find menu

• Tap or click GO To on the Find menu to display the Find and Replace dialog box

• Scroll through the Go to what list and then tap or click the desired item

• Tap or click the Previous or Next button

• Tap or click the Close button

Creating a Reference Document with a Table of Contents and an Index 12

To Go to an Object

Creating a Reference Document with a Table of Contents and an Index 13

To Go to an Object

• Select the text you wish to appear in the index

• Tap or click the Mark Entry button (REFERENCES tab | Index group) to display the Mark Index Entry dialog box

• Tap or click the Mark button to mark the selected text in the document as an index entry

• Tap or click the Close button in the Mark Index Entry dialog box

Creating a Reference Document with a Table of Contents and an Index 14

Marking an Index Entry

Creating a Reference Document with a Table of Contents and an Index 15

Marking an Index Entry

• Tap or click the Paragraph Spacing button (DESIGN tab | Document Formatting group) to display the Paragraph Spacing gallery

• Tap or click the desired command in the Paragraph Spacing gallery

Creating a Reference Document with a Table of Contents and an Index 16

Changing Paragraph Spacing in a

Document

Creating a Reference Document with a Table of Contents and an Index 17

Changing Paragraph Spacing in a

Document

• Tap or click the ‘Choose a Text Box’ button (INSERT tab | Text group) to display the Choose a Text Box gallery

• Scroll to display Grid Sidebar in the Choose a Text Box gallery

• Tap or click Grid Sidebar in the Choose a Text Box gallery to insert that text box style in the document

Creating a Reference Document with a Table of Contents and an Index 18

Inserting a Sidebar Text Box

Creating a Reference Document with a Table of Contents and an Index 19

Inserting a Sidebar Text Box

• Tap or click the first text box to link

• Tap or click the Create Link button (DRAWING TOOLS FORMAT tab | Text group), which changes the mouse pointer to the shape of a cup, if you are using a mouse

• Display the second text box to link

• Position the mouse pointer in the empty text box, so that the mouse pointer shape changes to a pouring cup

• If you are using a mouse, click the empty text box to link it to the first text box. If you are using a touch screen, you will need to use a stylus to tap the empty text box

Creating a Reference Document with a Table of Contents and an Index 20

Linking Text Boxes

Creating a Reference Document with a Table of Contents and an Index 21

Linking Text Boxes

• Tap or click a picture in the document to select it

• Tap or click the Compress Pictures button (PICTURE TOOLS FORMAT tab | Adjust group) to display the Compress Pictures dialog box

• If the ‘Apply only to this picture’ check box contains a check mark, remove the check mark so that all pictures in the document are compressed

• If necessary, tap or click the desired Target output

• Tap or click the OK button to compress all pictures in the document

Creating a Reference Document with a Table of Contents and an Index 22

Compressing Pictures

Creating a Reference Document with a Table of Contents and an Index 23

Compressing Pictures

• Select the bulleted list for which you want to change the bullet symbol

• Tap or click the Bullets arrow (HOME tab | Paragraph group) to display the Bullets gallery

• Tap or click the desired bullet symbol in the Bullet Library area to change the bullet symbol on the selected bulleted list

Creating a Reference Document with a Table of Contents and an Index 24

Changing the Symbol Format

in a Bulleted List

Creating a Reference Document with a Table of Contents and an Index 25

Changing the Symbol Format

in a Bulleted List

• Tap or click the Outline View button (VIEW tab | Views group), which displays the OUTLINING tab on the ribbon and switches to Outline view

Creating a Reference Document with a Table of Contents and an Index 26

Switching to Outline View

Creating a Reference Document with a Table of Contents and an Index 27

Adding Entries in Outline View

• Place a check mark in the ‘Show First Line Only’ check box (OUTLINING tab | Outline Tools group), so that Word displays only the first line of each paragraph

Creating a Reference Document with a Table of Contents and an Index 28

Showing First Line Only

• Position the insertion point where you want to insert the subdocument

• Tap or click the Show Document button (OUTLINING tab | Master Document group) so that all commands in the Master Document group appear

• Tap or click the Insert Subdocument button (OUTLINING tab | Master Document group) to display the Insert Subdocument dialog box

• Locate and select the file to insert• Tap or click the Open button to insert the selected file

as a subdocument

Creating a Reference Document with a Table of Contents and an Index 29

Inserting a Subdocument

Creating a Reference Document with a Table of Contents and an Index 30

Inserting a Subdocument

• Tap or click the ‘Close Outline View’ button to redisplay the document in Print Layout view

Creating a Reference Document with a Table of Contents and an Index 31

Exiting Outline View

• Tap or click the ‘Add a Cover Page’ button (INSERT tab | Pages group) to display the Add a Cover Page gallery

• Tap or click the desired cover page to insert the selected cover page as the first page in the current document

Creating a Reference Document with a Table of Contents and an Index 32

Inserting a Cover Page

Creating a Reference Document with a Table of Contents and an Index 33

Inserting a Cover Page

• Tap or click the Page Setup Dialog Box Launcher (PAGE LAYOUT tab | Page Setup group) to display the Page Setup dialog box

• Tap or click the Layout tab to display the Layout sheet

• Tap or click the Vertical alignment arrow and then click the desired vertical alignment

• Tap or click the OK button

Creating a Reference Document with a Table of Contents and an Index 34

Adjusting Vertical Alignment on a Page

Creating a Reference Document with a Table of Contents and an Index 35

Adjusting Vertical Alignment on a Page

• Position the insertion point at the location to insert the blank page

• Tap or click the ‘Add a Blank Page’ button (INSERT tab | Pages group) to insert a blank page at the location of the insertion point

Creating a Reference Document with a Table of Contents and an Index 36

Inserting a Blank Page

Creating a Reference Document with a Table of Contents and an Index 37

Inserting a Blank Page

• Position the insertion point at the location for the table of contents

• Ensure that formatting marks do not show

• Tap or click the ‘Table of Contents’ button (REFERENCES tab | Table of Contents group) to display the Table of Contents gallery

• Tap or click the desired style for the table of content

Creating a Reference Document with a Table of Contents and an Index 38

Creating a Table of Contents

Creating a Reference Document with a Table of Contents and an Index 39

Creating a Table of Contents

• If necessary, tap or click the table of contents to select it

• Tap or click the Update Table button that is attached to the table of contents to display the Update Table of Contents dialog box

• Ensure the ‘Update page numbers only’ option button is selected because you want to update only the page numbers in the table of contents

• Tap or click the OK button to update the page numbers in the table of contents

Creating a Reference Document with a Table of Contents and an Index 40

Updating Page Numbers

in a Table of Contents

Creating a Reference Document with a Table of Contents and an Index 41

Updating Page Numbers

in a Table of Contents

• Tap or click the Find arrow (HOME tab | Editing group) to display the Find menu

• Tap or click Advanced Find on the Find menu to display the Find and Replace dialog box

• If Word displays a More button in the Find and Replace dialog box, tap or click it so that it changes to a Less button and expands the dialog box

• Tap or click the Format button to display the Format menu

• Tap or click Font on the Format menu to display the Find Font dialog box. If necessary, tap or click the Font tab

• Tap or click to select the formats to find

Creating a Reference Document with a Table of Contents and an Index 42

Finding a Format

• Click the OK button to close the Find Font dialog box

• Be sure no text is in the Find what text box (or tap or click the Find what arrow and then click [Formatting Only])

• Be sure all check boxes in the Search Options area are cleared

• When the Find and Replace dialog box is active again, tap or click its Find Next button to locate and highlight in the document the first occurrence of the specified format

Creating a Reference Document with a Table of Contents and an Index 43

Finding a Format

Creating a Reference Document with a Table of Contents and an Index 44

Finding a Format

• Tap or click the table of contents to select it

• Tap or click the Update Table button that is attached to the table of contents to display the Update Table of Contents dialog box

• Tap or click the ‘Update entire table’ option button

• Tap or click the OK button to update the entire table of contents

Creating a Reference Document with a Table of Contents and an Index 45

Updating the Entire Table of Contents

Creating a Reference Document with a Table of Contents and an Index 46

Updating the Entire Table of Contents

• Tap or click the ‘Table of Contents’ button (REFERENCES tab | Table of Contents group) to display the Table of Contents gallery

• Tap or click ‘Custom Table of Contents’ in the Table of Contents gallery to display the Table of Contents dialog box

• Make the desired changes in the Table of Contents dialog box

• Tap or click the OK button to modify the table of contents according to the specified settings

Creating a Reference Document with a Table of Contents and an Index 47

Changing the Format of a Table of

Contents

Creating a Reference Document with a Table of Contents and an Index 48

Changing the Format of a Table of

Contents

• Place a check mark in the ‘Open the Navigation Pane’ check box (VIEW tab | Show group) to display the Navigation Pane at the left edge of the Word window

• If necessary, tap or click the HEADINGS tab in the Navigation Pane to display the text formatted using Heading styles

• Tap or click the Table of Figures heading in the Navigation Pane to display the top of the selected page in the top of the document window

Creating a Reference Document with a Table of Contents and an Index 49

Using the Navigation Pane

to Go to a Heading in a Document

Creating a Reference Document with a Table of Contents and an Index 50

Using the Navigation Pane

to Go to a Heading in a Document

• Ensure that formatting marks are not displayed

• Position the insertion point at the desired location

• Tap or click the ‘Table of Figures Dialog’ button (REFERENCES tab | Captions group) to display the Table of Figures dialog box

• Set the desired options in the Table of Figures dialog box

• Tap or click the OK button to create a table of figures at the location of the insertion point

Creating a Reference Document with a Table of Contents and an Index 51

Creating a Table of Figures

Creating a Reference Document with a Table of Contents and an Index 52

Creating a Table of Figures

• Tap or click the desired heading in the Navigation Pane

• Insert the desired text

• Tap or click the table of figures to select it

• Tap or click the ‘Update Table of Figures’ button (REFERENCES tab | Captions group) to display the Update Table of Figures dialog box

• Tap or click ‘Update entire table’

• Tap or click the OK button to update the table of figures

Creating a Reference Document with a Table of Contents and an Index 53

Editing a Caption and Updating the Table

of Figures

Creating a Reference Document with a Table of Contents and an Index 54

Editing a Caption and Updating the Table

of Figures

• Position the insertion point at the desired location for the index

• Tap or click the Insert Index button (REFERENCES tab | Index group) to display the Index dialog box

• Make the desired changes in the Index dialog box

• Tap or click the OK button to create an index at the location of the insertion point

Creating a Reference Document with a Table of Contents and an Index 55

Building an Index

Creating a Reference Document with a Table of Contents and an Index 56

Building an Index

• Tap or click the index to select it

• Tap or click the Update Index button (REFERENCES tab | Index group) to update the index

Creating a Reference Document with a Table of Contents and an Index 57

Updating an Index

• Tap or click the ‘Add a Footer’ button (INSERT tab | Header & Footer group) and then tap or click Edit Footer to display the footer area

• Be sure the ‘Link to Previous’ button (HEADER & FOOTER DESIGN tab | Navigation group) is not selected

• Place a check mark in the ‘Different Odd & Even Pages’ check box (HEADER & FOOTER TOOLS DESIGN tab | Options group), so that you can enter a different footer for odd and even pages

• If necessary, tap or click the Show Next button (HEADER & FOOTER TOOLS DESIGN tab | Navigation group) to display the desired footer page

Creating a Reference Document with a Table of Contents and an Index 58

Creating Alternating Footers

Using a Footer Building Block

• Tap or click the ‘Insert Alignment Tab’ button (HEADER & FOOTER TOOLS DESIGN tab | Position group) to display the Alignment Tab dialog box

• Tap or click the desired alignment option• Tap or click the OK button to align the paragraph• Tap or click the ‘Add Page Numbers’ button (HEADER

& FOOTER TOOLS DESIGN tab | Header & Footer group) to display the Add Page Numbers gallery

• Tap or point to Current Position in the Add Page Numbers gallery to display the Current Position gallery

Creating a Reference Document with a Table of Contents and an Index 59

Creating Alternating Footers

Using a Footer Building Block

• Tap or click the desired style in the Current Position gallery to insert the selected page number in the footer

• Tap or click the Show Next button to display the next footer, in this case, Even Page Footer -Section 4-.

• Be sure the ‘Link to Previous’ button (HEADER & FOOTER TOOLS DESIGN tab | Navigation group) is not selected

• Tap or click the ‘Add Page Numbers’ button (HEADER & FOOTER TOOLS DESIGN tab | Header & Footer group) to display the Add Page Numbers gallery

• Tap or point to Current Position in the Add Page Numbers gallery to display the Current Position gallery

• Tap or click the desired in the Current Position gallery to insert the selected page number in the footer

Creating a Reference Document with a Table of Contents and an Index 60

Creating Alternating Footers

Using a Footer Building Block

Creating a Reference Document with a Table of Contents and an Index 61

Creating Alternating Footers

Using a Footer Building Block

• Tap or click the Adjust Margins button (PAGE LAYOUT tab | Page Setup group) and then tap or click Custom Margins to display the Page Setup dialog box

Creating a Reference Document with a Table of Contents and an Index 62

Setting a Gutter Margin

• Tap or click the Draft View button (VIEW tab | Views group) to switch to Draft view

Creating a Reference Document with a Table of Contents and an Index 63

Switching to Draft View

• Position the insertion point at the location for the bookmark

• Tap or click the ‘Insert a Bookmark’ button (INSERT tab | Links group) to display the Bookmark dialog box

• Type the desired bookmark name

• Tap or click the Add button to add the bookmark name to the list of existing bookmarks in the document

Creating a Reference Document with a Table of Contents and an Index 64

Adding a Bookmark

Creating a Reference Document with a Table of Contents and an Index 65

Adding a Bookmark

• Insert a screenshot

• Add and modify a caption

• Create a cross-reference

• Insert and link text boxes

• Compress pictures

• Work in Outline view

• Work with a master document and subdocuments

Creating a Reference Document with a Table of Contents and an Index 66

Chapter Summary

• Insert a cover page

• Create and modify a table of contents

• Use the Navigation Pane

• Create and update a table of figures

• Build, modify, and update an index

• Create alternating footers

• Add bookmarks

Creating a Reference Document with a Table of Contents and an Index 67

Chapter Summary

Chapter 9 Complete

Microsoft

Word 2013