Chapter - 14

Simplifying and Managing Long Documents:

Insert Blank and Cover Pages:
Inserting Blank Page:
Use this command to insert a blank page anywhere in a document.
Click the Insert tab on the Ribbon and click the Blank Page button in the Pages group.

Word inserts a blank page at the insertion point. The blank page is really just two page breaks.

Inserting Cover Page:

A cover page for your document is like the cover of a book: it contains basic information, such
as the title of the document, date, and author, presented in a way that is eye-catching and
welcoming to the reader.

1. Click the Insert tab on the Ribbon and click the Cover Page button in the Pages group.

A list of built-in cover pages appears. Notice that each design has a name, which makes it easier
to match up with other built-in elements, such as built in headers and footers.

2. Select the cover page you want to insert in the document.

The cover page always appears as the first page in the document, no matter where the
insertion point is located when it is inserted.

When inserted, placeholders for information appear on the cover page. Word tries to insert as
much information as it can, such as user information like your name and company name, but
you will probably have to insert information manually as well.

Click in a placeholder and type your own text.

Insert an Index:
An index can usually be found at the end of a document, and lists the words and phrases in a
document, along with the page numbers they appear on. There are two steps involved in
creating an index: defining which word(s) you want to appear in the index and then inserting
the index.
 Insert an index entry

To include a word or phrase in the index, you must mark it with an index entry.

1. Select the text you want to include in the index.

2. Click the References tab on the Ribbon and click the Mark Entry button in the Index group.

The Mark Index Entry dialog box appears. Other Ways to Mark an Index Entry: Press <Alt> +
<Shift> + <X>.

3. Select the type of index entry you want to insert.

There are three different types to choose from:

Cross-reference: Adds a cross-reference as an index entry instead of a page number.

Current page: Lists the current page number for the selected index entry. This is the default
option.

Page range: Lists a range of pages that are included in the bookmark that you click in the
Bookmark list. You must first mark the range of pages with a bookmark.

4. Click Mark or Mark All.

Mark All marks every occurrence of the text in the document as index entries, whereas Mark
only includes an entry for the single occurrence.

Tip: Be careful if you use Mark All—you may end up with a lot of meaningless index entries that
you really didn’t want.

5. Click Close when you are finished marking entries.

The dialog box closes.

Tip:

 Index entries are invisible and will not be printed.

However, you can see them when the Show/Hide All button is set to Show All.
 Insert a Table of Contents:
Microsoft Word comes with built-in tables of contents. This is the simplest way to insert a table
of contents in your document. However, you can’t control how the table of contents appears as
much as if you insert a different table of contents.

1. Place the insertion point where you want the table of contents.

2. Click the References tab on the Ribbon and click the Table of Contents button in the Table
of Contents group.

A list of built-in tables of contents appears.

3. Select the built-in table of contents you want to use.

The table of contents is inserted in the document.

Insert an Ancillary Table:

Insert a table of figures:
Once captions have been inserted, you can insert a table of figures. This is very similar to a
table of contents: it displays each caption and the page on which that caption appears.

1. Place the insertion point where you want the table of figures.

This is probably near the beginning of the document.

2. Click References tab on the Ribbon and click the Insert Table of Figures button in the
Captions group.

The Table of Figures dialog box appears.

A preview of how the table of figures would look with the selected format appears in the Print
Preview box. You can choose a different format for the table of contents.

Manage Outlines:
Outline view lets you create and work with long documents in outline format.
 View a document in Outline view:
Outline view makes it much easier to create, view, and organize an outline.

Click the View tab on the Ribbon and click the Outline button in the Views group.

The Outlining tab appears on the Ribbon.

By default, Level 1 is the selected style, which is the highest level in an outline. The Level 2 style
is the next level, all the way down to Level 9.

Add a new heading:

Adding a new heading to an outline is easy.

Place your cursor where you want to insert the document heading and type the heading.

Other Ways to Add a New Heading:

Right-click the heading where you want to insert the new heading in the Navigation Pane and
select one of the following options: New Heading Before, New Heading After, or New

Subheading.

Rearranging an Outline or Long Document:

You usually want to read through a document once you have finished writing it to make sure it
is organized and logical. Outline view provides you with a good overview of your document,
and it allows you to rearrange a document without a lot of scrolling

Demote a heading
In Outline view, it’s easy to change heading styles. For example, you could demote a Level 1 to
Level 2.

1. Place the insertion point in the heading.

2. In Outline view, click the Outlining tab on the Ribbon and click the Demote button in the
Outline Tools group.

The heading’s formatting changes down a level in the outline. When a heading is demoted, its
subordinate headings are not demoted with it.
 Other Ways to Demote a Heading:

Place the insertion point at the end of the line and press <Tab>.

Press <Alt> + <Shift> + <>.

Click the Outline Level list arrow in the Outline Tools group and select a level.

Or, right- click a document heading in the Navigation Pane and select Demote from the
contextual menu.

Demote to body text

Body text does not show up as a heading in the outline.

1. Place the insertion point in the heading.

2. In Outline view, click the Outlining tab on the Ribbon and click the Demote to Body Text
button in the Outline Tools group.

When body text is inserted under a heading, a plus sign appears next to the heading indicating
that there is text beneath it.

Other Ways to Demote to Body Text: Click the Outline Level list arrow in the
Outline Tools group and select Body Text from the list.

Promote a heading
1. Place the insertion point in the heading.

2. In Outline view, click the Outlining tab on the Ribbon and click the Promote button in the
Outline Tools group.

The heading is promoted to the next highest level.

Other Ways to Promote a Heading:

Place the insertion point at the end of the line and press <Shift> + <Tab>.

Press <Alt> + <Shift> + <>.

Click the Outline Level list arrow in the Outline Tools group and select a level.
 Or, right-click a heading in the Navigation Pane and select Promote from the contextual menu.

Promote to Heading 1
Here’s how to promote a heading to the highest level in the outline, Heading 1.
1. Place the insertion point in the heading.

2. In Outline view, click the Outlining tab on the Ribbon and click the Promote to Heading 1
button in the Outline Tools group.
Other Ways to Promote to Heading 1:
Click the Outline Level list arrow in the Outline Tools group and select Level 1 from the list.

The heading level is changed.

Rearrange an outline
You can move a document’s headings and subheadings around to rearrange the document.

1. Place the insertion point in the heading.

2. In Outline view, click the Outlining tab on the Ribbon and click either the Move Up button

or Move Down button in the Outline Tools group.

Other Ways to Rearrange Headings: Click and drag the heading outline symbol to a
new location in the outline.

The heading and all of its subordinate headings and text are moved.

Numbering an Outline:
If you decide that you want the heading levels in your document to be numbered, this lesson
explains how to do it.

1. Select the headings and text you want to number.

Apply a multilevel numbering scheme that numbers headings accordingly.

2. Click the Home tab on the Ribbon and click the Multilevel List button in the Paragraph
group.
 To number an outline that already is organized by heading levels, select an option that has
Heading highlighted in gray after the numbering scheme.
For example, Heading 1 will be numbered the highest level of the multilevel numbering
scheme, Heading 2 will be numbered the next highest level in the multilevel numbering
scheme, and so on.

3. Select the numbering scheme you want to use from the list.

The outline numbering is applied to the headings in the document.

Viewing an Outline:
As a document grows longer and longer, it can become increasingly difficult to see its overall
structure. Outline view can tame even the longest, wildest documents (provided they are
organized by heading styles) and help you separate “the forest from the trees.” Outline view
lets you decide how much of your document’s structure you want to see. You can collapse a
heading and hide its subheadings and text, and expand a collapsed heading to display its
subheadings and text.

Display all headings above a specific level:

This command lets you view headings that are at or above a certain level. For example,
choosing Level 2 displays all Heading 2 and Heading 1 headings.

1. Click the View tab on the Ribbon and select Outline view. Click the Outlining tab and click

the Show Level list arrow in the Outline Tools group.

2. Select a level from the list.

The level you selected and all headings above it are displayed. All other headings and body text
are collapsed.

Expand a heading:
The plus symbol indicates this heading contains subheadings and body text. Expand the heading
to display anything under it.

1. Make sure the insertion point is in the heading.

2. In Outline view, click the Outlining tab on the Ribbon and click the Expand button in the

Outline Tools group.

Other Ways to Expand a Heading: Double-click the heading plus symbol. Or, press <Alt>
+ <Shift> + <+>.

The heading expands, displaying subordinate text and subheadings.

Collapse a heading:
You can also collapse the heading to hide any subheadings and text under it.

1. Make sure the insertion point is in the heading.

2. In Outline view, click the Outlining tab on the Ribbon and click the Collapse button in the

Outline Tools group.

Other Ways to Collapse a Heading: Double-click the heading minus symbol. Or, press
<Alt> + <Shift> + <->.

The heading collapses, hiding subordinate text and subheadings.

Display all levels:

All of the text levels are now displayed with this command, including body text.

1. In Outline view, click the Outlining tab on the Ribbon and click the Show Level list arrow in
the Outline Tools group.

2. Select All Levels from the list.

All the levels in the outline are displayed.

Display first line of body text under a heading:

Instead of viewing all of the subordinate text in a document, sometimes it is useful to view only
the first line of the body text under each heading.

 In Outline view, click the Outlining tab on the Ribbon and click the Show First Line Only
check box in the Outline Tools group.
 Only the first line of body text under each heading is shown. This gives you an idea of the
content under each heading, without having to see all of the body text.

Navigating Long Documents:

Once you’ve created your long document using Outline view, you can use the Navigation Pane
to browse headings and pages in longer documents while leaving the main document window
open.

Navigate a long document:

The Navigation Pane makes it easy to get from one place to the next in a document using its
headings.

1. Click the View tab on the Ribbon and click the Navigation Pane check box in the Show
group.

The Navigation Pane appears, displaying the Headings, Pages and Results tabs.

Other Ways to Open the Navigation Pane: Press <Ctrl> + <F>. Or, click the Home
tab on the Ribbon and click the Find button in the Editing group.

2. Click the Headings tab in the Navigation Pane.

The document’s headings appear.

Trap: Headings only appear if you are viewing a document that uses heading styles.

3. Click a heading.

The heading is displayed in the main document window.

Rearrange document headings:

You can rearrange your document headings in the Navigation Pane.

 In the Navigation Pane, click the heading, drag it to the desired location, and release the
mouse.

The heading is moved, along with all the headings and body text beneath it,
 Navigate document pages:
You can also view thumbnails of all the pages in your document in the Navigation Pane.

1. Click the View tab on the Ribbon and click the Navigation Pane check box in the Show
group.

The Navigation Pane appears; Select the Headings tab, if it does not open onto it by default.

Other Ways to Open the Navigation Pane: Press <Ctrl> + <F>. Or, click the Home tab
and click the Find button.

2. Click the Pages tab in the Navigation Pane.

The Navigation Pane displays thumbnail

images of all the pages in the document.

Create a Master Document:

All you have to do to create a master document is insert one or more subdocuments into any
document. Once you have created a master document and its subdocuments, you can start
working on it. If the master document is stored on a network, several users can open and work
on their own subdocuments at the same time. You can modify, rearrange, and delete the
subdocuments in a master document. You can even convert a subdocument into the master
document, so that it is actually part of the master document, instead of saved in a separate
subdocument.

Open Master Document view:

First, you need to open Master Document view, which is part of Outline view.

1. Open a document in Outline view.

2. In Outline view, on the Outlining contextual tab on the Ribbon, click the Show Document
button in the Master Document group.

The commands for creating and working with a master document appear.
 Expand subdocuments:
When a master document is opened, the subdocuments appear as links. To view the contents
of the subdocuments rather than the links, expand the subdocuments.

 In Outline view, click the Outlining tab on the Ribbon and click the Expand Subdocuments
button in the Master Document group.

The contents of the subdocuments are expanded in outline view. Go back to Print Layout view
if necessary.

Insert a subdocument:
A master document is a good way to create a long document that has several individual
sections, like chapters in a book.
1. Place the insertion point where you would like to insert the subdocument.
2. In Outline view, click the Outlining tab on the

Ribbon and click the Insert Subdocument button in the Master Document group.

The Insert Subdocument dialog box appears.

Trap: Any existing subdocuments need to be expanded before you can insert a new one.

3. Select the document you want to insert and click Open.

The subdocument is inserted in the document. You can see that the subdocument has a thin
black border surrounding it.

Make a subdocument part of the master document:

Removing a subdocument puts the content of the document into the main document, rather
than linking it to the subdocument file.

1. Select the subdocument.

You can either select the entire subdocument, or just place your insertion point in the
subdocument.
2. In Outline view, click the Outlining tab on the Ribbon and click the Unlink button in the
Master Document group.

The link to the subdocument is removed and the content of the subdocument is copied into the
master document.

Remove a subdocument:
If you find that you do not want to include a subdocument in the master document after all,
you can remove it from the master document.

1. In Outline view, click the subdocument’s icon and press <Delete>.

The subdocument is removed from the master document. This does not remove the content
from the subdocument, however.

Tip: A subdocument must be removed before the master document is saved.