Formatting Long Documents

1. Formatting Long Documents • This resource will help you gain the skills to make a long document look good. Using these skills will save you lots of time. • The basic skills are shown in the frame on the left of the screen. You can click on any of these. It will take you to a slide that explains that skill. You can also use the arrow on bottom right of the slide to go to the next slide. • You can create a good document using just the basic skills. • More advanced skills can be found from the Index or by using the orange buttons on the slides. • A button like this means there is a video clip to watch Warning. Press Esc if you click on the Slide Show icon on the right of the toolbar below this screen

2. Index Click on the button to the left of the heading to go to the slide. 1 Making a long document look good 1a Wrapping text around graphics 1b Starting a new page 1c Getting rid of the drawing canvas 2 How to number the pages 2a Numbering pages in a long document 3 How to create the table of contents 3a How to set the Headings

3. How to use this resource • It would be a good idea to have a document open in Word. • As you read about a skill, try it out in your document. • This document needs to have several pages of writing. • Feel free to work on a copy of one of your own documents or you can use the one provided below. • Use the task bar to switch between this resource and Word. • Here is a long document about Earthquakes which needs to be formatted. If you want to use it save it to your own area.

4. 1 Example of a Good Document • Documents should be page numbered. You don’t have to do this – Word can do it for you. • Long documents should have a Table of Contents. You don’t have to do this either. Word can do it so that the page numbers in the Table of Contents will update if you put in more writing . • Sometimes you will want to have something begin on a new page. Do not keep pressing ‘enter’, use a page break. Here is an example of a good document which you can save to your own area and look at.

5. 1a Wrap text around graphic

6. 1b Starting a New Page • When you have finished typing your document, have a look at it in print preview. You might find that a certain part of the writing needs to start on a new page. Use the button to see a poor version. • To start a new page put your cursor (click) before the first bit of writing you want on that page. • Hold the Ctrl key down and tap the “enter” key (some people call it “return”). Use the button to see the good version. • This produces a “hard page break”. Use the button to find out how to see this. • Use a hard page break rather than pressing “enter” to make extra space. Poor Version Better Version View the codes Try it for yourself

7. 2 How to number the pages Long documents should have the page number somewhere on each page so people can find what they are looking for. Advanced Numbering Techniques • Click on the arrow to go to the next slide. This shows how Word can number all the pages in a document for you. As you add more pages, the numbering will update.

8. 2a Numbering pages • Go to the “Insert” Menu and select “Page Numbers” • This dialogue box will appear. Click OK for the page number to appear on the right in the footer. If you prefer you can change the options using the drop down arrows. Click here to try it for yourself

9. 3 How to create the table of contents • You can only have a table of contents if you have already set Headings in your document. The next slide shows how to do this. • When you are ready to put in the table of contents, create a new page at the beginning of the document. • Ctrl Home, Ctrl enter, Ctrl Home. • Select ‘Insert’, ‘Reference’, ‘Index and Tables’, select the ‘Table of Contents’ tab. Click OK. try it for yourself

10. 3a How to set headings • Click into a heading. • Click into the ‘Style’ field. • Select the heading level. • ‘Planets of the Solar System’ would be set as Heading 1 • ‘Neptune’ and ‘Venus’ would be subheadings - Heading 2