Word 2013

WORKING WITH LONGER DOCUMENTS

Elaine Williamson & Catherine McGowan

LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE | JULY 2014
CONTENTS

INTRODUCTION ................................................................................................. 5

PAGE FORMATTING ............................................................................................ 5

Margins.......................................................................................................... 5

Page orientation .............................................................................................. 6

Page numbering .............................................................................................. 6

Page breaks ................................................................................................... 7

Show/hide formatting ...................................................................................... 7

Headers and footers ........................................................................................ 7

PARAGRAPH FORMATTING .................................................................................. 8

Line spacing ................................................................................................... 8

Spacing between paragraphs ............................................................................ 8

Indents .......................................................................................................... 9

Wrapping text ................................................................................................. 9

FOOTNOTES AND ENDNOTES ............................................................................ 10

FORMAT PAINTER ............................................................................................ 12

INSERTING A PICTURE ..................................................................................... 12

Changing text wrapping options ...................................................................... 13

Aligning pictures ........................................................................................ 13

INSERTING SHAPES ......................................................................................... 14

SECTION BREAKS ............................................................................................ 15

About section breaks ..................................................................................... 15

Controlling information across sections ............................................................ 16

To change a page to landscape ....................................................................... 16

To apply different headers or footers: .............................................................. 16

STYLES ........................................................................................................... 18

Applying a style to a selection of text .............................................................. 18

Modifying styles ............................................................................................ 18

CREATING A TABLE OF CONTENTS ..................................................................... 19

 Applying heading styles ................................................................................. 19

Generating the table of contents ..................................................................... 19

Updating a table of contents ........................................................................... 20

CREATING TABLES ........................................................................................... 20

Repeating header rows .................................................................................. 21

Inserting new rows/columns ........................................................................... 22

CAPTIONS ....................................................................................................... 22

Generate a figure or table list ............................................................................ 23

Word count ..................................................................................................... 23

Find & Replace................................................................................................. 24

COLLABORATIVE EDITING ................................................................................ 25

Adding comments to documents ..................................................................... 25

Reviewing and deleting comments................................................................... 26

Using the track changes feature ...................................................................... 26

Accepting and rejecting changes ..................................................................... 27

COMPARING AND MERGING DOCUMENTS ........................................................... 27

Comparing documents ................................................................................... 27

INTRODUCTION

This session will cover some of the features in Word which will assist with
constructing, formatting and working with longer academic documents such as
essays, reports and dissertations. The workshop will take the format of a series
of tutor demonstrations and hands-on activities, during which you will construct
your own document using a variety of the features covered in this lesson.

PAGE FORMATTING

Margins

By default all margins in Word 2013

documents are set to 2.54 cm. You
can adjust each margin
independently according to your
requirements.

To view the margin settings and edit

them:

Select the PAGE LAYOUT tab

Click on MARGINS in the PAGE
SETUP group.

The default setting is Normal.

Select CUSTOM MARGINS from the

list to apply your own settings.

In the Page Setup dialog box

adjust the top, bottom, right
and left margins accordingly.
There is also an option to set a
‘gutter’ margin which is an
additional margin to allow for
binding.

Click OK to save your changes.

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NOTE: Margin settings (along with other page layout options) will automatically
be applied to the whole document. If you require different margin settings for
different parts of the document, see using section breaks on page 8.

Page orientation

To change the page

orientation of your
document:

Select the PAGE LAYOUT

tab and click on
ORIENTATION in the
PAGE SETUP group

Select PORTRAIT or LANDSCAPE from the drop-down menu

Page numbering

To add page numbers to

your document:

Select the INSERT tab

Click on PAGE NUMBER
in the HEADER &
FOOTER group

Choose the page position

you require from the
drop-down list
e.g. Bottom of Page

Select from one of the templates that appear

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Page breaks

To insert a page break, place your cursor in your

document directly before where you want the
break and select the INSERT tab.

Click on PAGE BREAK in the PAGES group.

NOTE: A quick keyboard shortcut for inserting a

page break is Ctrl + Enter)

Word 2013 also has a feature to add a BLANK PAGE in the PAGES group. The
blank page (equivalent to two page breaks) will be inserted directly after your
cursor position in the document.

Show/hide formatting

Page and section breaks do not display in

your document in Print Layout view. In
order to see where they are e.g. if you want
to delete them, click on the SHOW/HIDE
icon in the PARAGRAPH group (HOME tab). This reveals all hidden formatting
symbols including breaks, paragraph marks, tabs etc.

To delete formatting e.g. a page break, place your cursor directly before it and
press the Delete key.

Headers and footers

Headers and footers will appear on the

top and/or bottom of every page in the
document. When you insert page
numbers they appear in the header or
footer area of the page. You can also
add other text e.g. –Page X of Y-, your
name, the document name etc.

To add a header (top of page) or footer

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(bottom of page) click on the INSERT tab and select either HEADER or
FOOTER from the HEADER & FOOTER group.

Select your preferred header or footer design

from the drop-down menu.

You are taken to the header / footer area where

you can either type your text into the various
placeholders (see left), or you can select from the
options that appear on the HEADER AND
FOOTER DESIGN tab on the ribbon.

PARAGRAPH FORMATTING

Line spacing

The default line spacing in Word 2013 is

1.15. To increase or decrease the line
spacing:

On the HOME tab, select the LINE

SPACING icon from the PARAGRAPH
group.

Select an option from the drop down list or

choose LINE SPACING OPTIONS…. to
manually enter a value.

Spacing between paragraphs

You can also increase and decrease the

amount of space directly before and
after each paragraph.

Select the text then in the PAGE LAYOUT tab, select SPACING in the
PARAGRAPH group.

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Indents

Indents allow you to offset text at a certain distance from your margins e.g. you
can indent the first line of each paragraph, or you might want to indent a longer
quote / paragraph from the rest of your text.

To indent a paragraph from the left and/or right margin use the INDENT options
in the PARAGRAPH group on the PAGE
LAYOUT tab as shown above.

For further indent options e.g. first line of

every paragraph, click on the dialog box
launcher in the bottom right hand corner of
the PARAGRAPH group on the HOME tab:

Adjust the settings in the INDENTATION group (shown below) and click OK.

Wrapping text

Tables, graphics, diagrams, charts etc. can all be

added to your document from the various groups in
the INSERT tab.

By default your text will appear above and below

your graphic. You can control how the text appears
using the text wrapping options.

To adjust the text wrapping options for a specific

graphic/object:

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Click once on your graphic.

A new picture formatting tab will appear. Select TEXT WRAPPING from the
ARRANGE group.
Select one of the options from the drop down list, or choose MORE LAYOUT
OPTIONS… for further commands.

FOOTNOTES AND ENDNOTES

Footnotes and endnotes are references to specific points in your text (not to be
confused with footers). Footnotes will appear at the bottom of the page where
the reference point is inserted. Endnotes can either be placed at the very end of
the document or at the end of a section e.g. the end of each chapter.

To insert a footnote / endnote:

First place your cursor in the text where you want the reference point to be
inserted (this is usually a consecutive superscripted number).

In the References tab, select

either INSERT FOOTNOTE or
INSERT ENDNOTE from the
Footnotes group

The reference point will be inserted automatically and you will be taken to the
footer area to enter your text. Footnotes will automatically renumber themselves
as you add further footnotes to the document.

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To edit a footnote (e.g. to change the formatting, number by section, convert to
endnotes) click on the DIALOG BOX LAUNCHER in the bottom right of the
FOOTNOTES group.

Make any changes in the FOOTNOTE AND

ENDNOTE dialog box which appears and click
APPLY.

NOTE: to delete both parts of a footnote, place

your cursor directly after the reference point in the
text and press the backspace key twice.

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FORMAT PAINTER

Some sections of your text may be formatted in a way that you wish to apply to
another piece of text. You can select text and then apply the formatting of that
text to other sections of text in your document by using the FORMAT PAINTER.

To use the FORMAT PAINTER select a piece of text,

then click on FORMAT PAINTER in the CLIPBOARD
section of the HOME tab.

Then, simply select the text to which you wish to

apply the formatting.

INSERTING A PICTURE

To insert an image into your document simply click on the INSERT tab and
select PICTURE. You will then be asked to browse to the location of the picture
file. Once you have located the file select INSERT and the picture will appear.

To re-size your image simply click on it and drag the image to the size you like.

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When you click on the picture you will see a PICTURE TOOLS FORMAT tab will
appear at the top of the screen. This tab will allow you adjust the colouring of
your picture, add borders, change the shape of the picture, align it and adjust its
position.

Changing text wrapping options

When pictures are first inserted they may bounce around or appear on a
different page. You may need to adjust the Text wrapping so that Word will
allow the text to fit tightly around the image, or if you would like the text to
appear at the top and bottom of the image. To adjust the text wrapping click on
the image and then click on the LAYOUT OPTIONS button that appears in the top
right of your picture. You can select one of the text wrapping options on the
LAYOUT OPTIONS pop-up box.

Aligning pictures

To align your picture on the page you must first adjust

the text wrapping!

Once you have set the text wrapping click once on

your picture and in the PICTURE TOOLS FORMAT
tab at the top of the screen click on the ALIGN button.

Select your preferred alignment options.

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INSERTING SHAPES

If you wish to insert a shape into

your document click on the
INSERT tab and select SHAPES.

Click on the shape you wish to

insert. When it is inserted you
will see a black cross which will
allow you to draw your shape.

NOTE: to group shapes, click on

each shape while holding down
the CONTROL key. When you
have selected all of the shapes
you wish to group, right click and
select GROUPING and then
GROUP. To ungroup, follow the
same procedure and select
UNGROUP.

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SECTION BREAKS

About section breaks

Section breaks allow you to apply different page formatting options to different
parts of your document. Below are some examples of when you would need to
use section breaks:

 If you required a mixture of portrait and landscape pages

 If you wanted to apply different kinds of page numbering in different parts
of the document
 If you wanted different headers and footers on different pages
 If you wanted part of your document in columns
 If you wanted a page border on one page only e.g. your title page

To insert section breaks, go to the PAGE LAYOUT tab and select BREAKS from
the PAGE SETUP group.

Select the appropriate option from the list (unless you

require different sections within the same page e.g.
part of a page in columns, use the NEXT PAGE
option).

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Controlling information across sections

By default Word will format each section of a document in the same way as the
previous section. In order to make changes to one part of a document, you
must first insert section breaks and then apply the formatting you want to the
new section.

NOTE: Section breaks are NOT the same as page breaks. You should
never use a section break to force Word to jump to the next page – that
is what page breaks are for!

To change a page to landscape

First insert your section break(s) (to change the orientation of one page only you
will need a section break before and after).

Place your cursor inside the new section.

Change the page orientation using the ORIENTATION command on the PAGE

LAYOUT tab.

To apply different headers or footers:

All headers and footers are automatically formatted in the same way as the
previous section. To apply different headers and footers you must first insert the
section breaks and then ‘switch off’ the LINK TO PREVIOUS command.

Go to the PAGE LAYOUT tab and select BREAKS from the PAGE SETUP group
Under SECTION BREAKS select NEXT PAGE

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View the Header and Footer area of the document by selecting HEADER or
FOOTER from the INSERT tab and choosing EDIT HEADER or EDIT FOOTER.

You will be taken to the header/footer area of that section of the document e.g.
Section 2.

In the Navigation group on the HEADER & FOOTER DESIGN tab unselect
LINK TO PREVIOUS.

This will break the link and you can then format
the new section independently from the
previous section.

To make changes to page numbers that you

have already inserted select PAGE NUMBER
from the HEADER AND FOOTER group and
CHOOSE FORMAT PAGE NUMBERS.

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STYLES

Word has several preformatted text styles which you can apply to various parts
of your document such as your headings, titles, quotations etc. You can also
create your own styles which you can then apply to different documents.

Applying a style to a selection of text

Highlight the text to which you wish to apply a style.

In the STYLES section on the HOME tab you will see the available styles.

Click the MORE arrow to see a further selection of styles.

Modifying styles

Modify a selection of text so that it looks the way you want your new style to
look. For example, modify the following heading:

Methods

So that it looks like this:

METHODS
Then, in the STYLES section of the HOME tab, right click on the style that you
wish to modify and select UPDATE HEADING 1 TO MATCH SELECTION to update
Heading 1….do this to Heading 2….or Heading 3 depending on which style you
wish to modify.

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NOTE: All text with the style that you changed will automatically change to
match the new style attributes that you defined.

CREATING A TABLE OF CONTENTS

Word has a built in feature which allows you to automatically generate a table of
contents. This can be quickly updated if changes are made to your document.
Creating a table of contents is a two stage process. Firstly you will need to apply
preformatted styles to any text you want to appear in the table of contents (for
simplicity, we use Heading 1 and Heading 2 styles in this workbook).
Secondly you insert the table of contents using the appropriate command on the
References tab.

Applying heading styles

Go through your document and select any text that you want to appear in the
table of contents. Apply a Heading style from the styles group e.g. Heading 1,
Heading 2, Heading 3. As an example, the table of contents at the front of this
document has two ‘levels’ of entry – for which we used Heading 1 (main
heading) and Heading 2 (sub heading)

Generating the table of contents

Place your cursor in your document where

you want the table of contents to appear.
From the REFERENCES tab, select TABLE
OF CONTENTS.

Select AUTOMATIC TABLE 1 or

AUTOMATIC TABLE 2 from the list.

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Updating a table of contents

If you want to add further entries to your table of

contents or update page numbers first apply any
appropriate heading styles to the new entries.

Then right click on your table of contents and select

UPDATE FIELD.

Choose UPDATE ENTIRE TABLE.

CREATING TABLES

To insert a table in Word click on the

INSERT tab and the select TABLE.

You can click on INSERT TABLE to bring up

the Tables dialogue box from which you can
select how many rows/columns you would
like in your table.

Alternately you can drag your cursor down

on the table grid to select how many
rows/columns you would like.

If you select EXCEL SPREADSHEET Word

will insert an Excel Spreadsheet and will give
you access to the Excel tabs.

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You can also copy-and-paste a table into Word from Excel.

Once you have inserted a table (provided you have clicked somewhere inside the
table) you will see the TABLE TOOLS DESIGN and TABLE TOOLS LAYOUT
tabs.

The Design tab allows you to change the look of your tables, while the Layout
tab allows you to insert new rows, change the width/height of rows, split/merge
rows, change the positioning of text in cells, as well as the direction of the text.

Repeating header rows

If you create a table that is too large to fit on one page Word will automatically
continue the table on the next page. If you wish the header row of the table to
appear at the top of the second page, simply select the header row(s) you wish

to appear at the top of every page and select REPEAT HEADER ROWS in the
TABLE TOOLS LAYOUT tab.

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Inserting new rows/columns

To insert new rows or columns in your table click in

the row or column in your table that you wish to
insert a new row or column next to. Then select the
TABLE LAYOUT tab and in the Rows and Columns
section click on one of the insert options.

CAPTIONS

You can use the Insert caption option in Word to add numbers and descriptions
to your figures and tables. You can then generate an automatic figure or table
list in the same way as you created a table of contents.

Select the object you want to label (e.g. a graphic or a

table).

In the REFERENCES tab select INSERT CAPTION

from the CAPTIONS group.

Select the appropriate LABEL (i.e.

Figure or Table) and select OK.

Once your caption has been inserted

you can add any text you wish in
order to describe your Figure or
Table.

Repeat as required throughout the

document. Word will renumber your
captions accordingly if necessary.

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Generate a figure or table list

Having added the required captions to your

document, you can then generate a list of these
using the INSERT TABLE OF FIGURES command
in the CAPTIONS group on the REFERENCES tab.

Place your cursor in your

document where you want to
insert the table of figures.

Click on the INSERT TABLE

OF FIGURES command.

Select the appropriate

caption label e.g. to
generate a list of tables, you
need to specify Table here
Make any formatting
adjustments and click OK

Word count

Word will count the number of words in your document automatically. The word
count is located in the bottom left of the screen.

NOTE: If you have inserted images into your document (e.g. a table, graph or
chart) Word will not be able to count the words contained therein. If you have a
Word limit for your document you will need to count these words yourself and
add them to your word count.

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Find & Replace

To find something in your document click on the FIND button on the HOME tab.

This will open the Find and Replace panel on the left of the screen. Type in the
text you wish to find and click enter. The results will display in the Navigation
panel at the left of the screen.

If you wish to replace each instance a word is used with something else, click
REPLACE on the HOME tab.

The FIND AND

REPLACE
dialogue box will
open. Simply
enter the term
you wish to find,
followed by the
term you wish to
replace it with.

Click REPLACE ALL.

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COLLABORATIVE EDITING

Adding comments to documents

Comments can be added to documents in Word by one or several reviewers.

Comments appear in coloured balloons in the margin of the document. The
original text remains unchanged. Comments by different reviewers will appear
in different colours. Different reviewers are identifiable by their initials,
usernames or something similar. Comments will be numbered consecutively
from the beginning of the document to make them easily identifiable.

To insert a comment:

Place the cursor in the text at an

appropriate point or highlight the
text in question

On the REVIEW tab select NEW

COMMENT from the COMMENTS
group

A balloon will appear in the right hand margin similar to the one below. Type
your comment into the balloon.

Comments can be viewed or hidden at any time by

ticking or un-ticking the COMMENTS option in the
SHOW MARKUP drop down menu on the REVIEW
tab.

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Reviewing and deleting comments

If you receive a document with a number of comments added you can use the
options in the COMMENTS group on
the REVIEW tab to systematically
work through the comments and
either edit or delete them.

NOTE: a quick way to delete an

individual comment is to right click on
the comment balloon and select
DELETE COMMENT from the menu that appears.

Using the track changes feature

The track changes feature can be switched on to record any changes that a
person makes to a document. This includes insertions and deletions in the text
and formatting changes.

Changes that have been tracked can be reviewed sequentially in the document
and either ‘accepted’ or ‘rejected’ by the recipient.

To switch on track changes:

Select TRACK CHANGES in the REVIEW

tab

The TRACK CHANGES button will appear

in orange when track changes is switched
on

When track changes is switched on any

changes which are made to the document are displayed as follows:

Insertions – underlined (coloured by author)

Deletions – appear as strike through (coloured by author)

Formatting changes – appear in balloons in the right hand margin (shown below)

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Accepting and rejecting changes

To review and either accept or reject changes in a

document use the options in the REVIEW tab

To switch off track changes:

Deselect the TRACK CHANGES option in the

REVIEW tab.

COMPARING AND MERGING DOCUMENTS

If several people have worked on the same document simultaneously you may
want to compare them or combine them into a single final version of the
document. The COMPARE AND MERGE function in Word 2013 allows you to do
this.

Comparing documents

The document comparison option allows you to view two versions of the same
document side by side. One document is nominated as the ‘original’ and the
second document becomes the ‘revised’ document where differences are
indicated using the track changes notation. For this reason it is best to use
this feature when neither the original or the comparison document
already contain existing tracked changes.

To compare two versions of the same

document:

Click on the REVIEW tab and select

COMPARE and then COMPARE again.

Click on the drop-down arrow for

ORIGINAL DOCUMENT and select

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BROWSE… to locate the first version of the Word file.

Repeat this process to locate the second REVISED DOCUMENT

Select the COMPARISON SETTINGS as required

Select the required output to show changes e.g. as a New document

Click OK

Use the displayed TRACK CHANGES features to accept or reject any detected
changes in the new document.

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