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Microsoft® Office 2000 8 in 1
- 21 -
Working with Larger Documents
In this lesson, you learn how to work with larger documents, including insertingsection breaks and building a table of contents. You also learn how to create a masterdocument in the Word Outline view.
Adding Sections to Documents
Large documents that are made of up several parts (such as a cover page, tableof contents, bibliography, charts, tables, and so forth) probably require that thedifferent parts contain dramatically different formatting options. These optionscan include margins, column settings, page orientation, and other page attributes.The simplest way to handle documents that require different formatting and layoutattributes in their various parts is to divide the document into sections. A sectionis a defined portion of the document that can then contain its own set of formattingoptions. You can divide a document into as many sections as you require.
Section A portion of a document (defined as a separate section) that can then be formatted differently from the rest of the document or other sections of the document.
When you first begin a new document, the document consists of one section withconsistent page formatting throughout the document. If you look at the status barin a new document, you will find that it says "Sec 1," which means thatthe insertion point is currently in Section 1 of the document (which is actuallythe entire run of the document).
Sections are defined in your document as section breaks (which means a certainposition in the document serves as the break between the existing section and thenew section you insert). To place additional section breaks in a document, followthese steps:
- 1. Place the insertion point where you would like to insert the new section break.
2. Select Insert, then Break. The Break dialog box appears. In the lower half of the Break dialog box, several section break types are available (see Figure 21.1).
- Next Page--A page break is placed in the document, and the new section begins on this new page.
- Continuous--The new section starts at the insertion point and continues for the rest of the document.
- Even Page--The new section starts on the next even-numbered page.
- Odd Page--The new section starts on the next odd-numbered page.
- Next Page--A page break is placed in the document, and the new section begins on this new page.
- FIGURE 21.1 Select your section break in the Break dialog box.
3. Select the option button for the type of section break you wish to place in the document.
4. Click OK to insert the new section into the document.
Your new section break appears in the document. In the Normal view, the sectionbreak appears as a double horizontal line marked with the text "Section Break"and the type of section you selected (in the Print Layout, the section that you arein can be determined by the section number displayed on the status bar).
After you have the new section in the document, you can apply page formattingto it as needed. (For more about changing page formatting attributes such as margins,page numbering, and columns, see Lessons 9, "Examining Your Documents in DifferentViews," 13, "Adding Headers, Footers, and Page Numbering," and 18,"Creating Columns in a Document," respectively.)
If you want to delete a section break, place the mouse pointer in the selectionarea and select the section break the same as you would any other line of text. Afterthe section break is selected, press the Delete key to remove it.
Creating a Table of Contents
Another aspect of working with larger documents is the need for a table of contents.Having a reference such as a table of contents for readers of your document enablesthem to quickly and easily find a particular part of the document. Creating a tableof contents in Word is actually very straightforward, as long as you use appropriateheadings to differentiate parts of your document such as chapters or sections.
For instance, you can use either Word's built-in heading styles (Heading 1, Heading2, Heading 3, and so forth) to format the different levels of headings in the document,such as section levels or chapter levels, or you can create your own styles and usethem consistently to format the various h eadings that you use in the document.
A good example is a document that is divided into parts and then further subdividedinto chapters (each part contains several chapters). If you use Word's heading stylesto format the different division levels in the document, you would use Heading 1for the parts (Part I, Part II, and so forth) and Heading 2 for the chapter titles.By assigning these built-in styles to your different headings (or by using differentlevel heading styles that you create yourself), you can generate a table of contentsthat shows two levels (parts and chapters) because Word can pinpoint a particularheading level by the style that you've assigned to it (for more about working withand creating styles, see Lesson 11, "Working with Styles").
After you've placed your various headings for parts, chapters, or other divisionsinto your document and assigned a particular style to each group of headings, youare ready to use the Word Table of Contents feature to generate the actual tableof contents.
Be Consistent When Assigning a Style to Chapter Headings For the Word Table of Contents feature to be able to find all the headings for a particular document division, such as a chapter, you must assign the same Word style (one of the styles found in the style list) to all the chapter headings.
To create a table of contents using the Word heading styles or styles you've created,follow these steps:
- 1. Create a blank page at the beginning of your document for your table of contents (or create a new section in which to place your table of contents).
2. Select I nsert, then Index and Tables. The Index and Tables dialog box appears (see Figure 21.2).
3. Select the Table of Contents tab, if necessary.
- FIGURE 21.2 The Table of Contents tab on the Index and Tables dialog box is where you specify the options for your new table of contents.
- 4. The Table of Contents tab provides you with a Print and Web view of the table of contents (TOC) hierarchy for the Word built-in heading styles. If you used the Word heading styles to format and specify the various division levels in your document, you can skip down to step 7. If you used your own styles for your part or chapter headings, click the Options button.
5. The Table of Contents Options dialog box appears. This is where you specify the styles you used to format the various TOC levels in your document. Scroll down through the available styles list. To specify a style as a TOC level, type the level number (1, 2, 3, and so on) in the appropriate style's TOC level box.
6. When you have selected the styles that serve as your various TOC levels, click OK to return to the Table of Contents tab.
7. Use the various check boxes on the tab to select or deselect options for the table of contents. After you've specified options such as right align, page numbers, and the tab leader style, you are ready to generate the table of contents; click OK.
Your new table of contents appears in the document (see Figure 21.3). You canadd a title to the table of content s (such as Table of Contents) and formatthe text as needed. If you want to remove the table of contents from the document,place the mouse pointer in the selection area to the left of the table of contents.Click to select the TOC. Press the Delete key to remove it from the document.
- FIGURE 21.3 The table of contents is generated at the insertion point in your document.
Use the TOC to Quickly Move to a Particular Chapter A real slick feature associated with a table of contents in your document is that you can use it to quickly jump to a particular part of your document. For instance, if you wanted to move to the beginning of Chapter 3 in the document, click the Chapter 3 notation in the table of contents. Word bumps you down to the beginning of Chapter 3.
Creating a Master Document
A feature that can prove to be very handy for long documents, especially documentswhere you created the various parts or chapters as separate documents, is the MasterDocument feature. A master document is really an outline that contains linksto the various subdocuments that make up the entire document. This feature enablesyou to combine several files and then print them as one continuous document. Thisis particularly useful when you want to sequentially number the pages in the differentchapter files as if they were all part of the same document.
Jump Quickly to a Subdocument in a Master Document You can use the Subdocument titles listed in the Master document to quickly jump to a particular subdocument. Just dou ble-click the particular subdocument listing.
To create a master document, follow these steps:
- 1. Open a new Word document.
2. Change to the Outline view; select View, then Outline.
3. You build your master document the same as you would an outline (for addi-tional information on navigating the Outline view, see Lesson 9, "Examining Your Documents in Different Views"). Place a title at the top of the outline, as needed. Now you can designate the subdocuments that make up the master document.
The heading level that you choose for a particular subdocument dictates how thesubdocument title is treated if you generate a table of contents from the masterdocument outline. To add a subdocument to the master document, first use the Promoteor Demote buttons on the Outline toolbar to specify the correct heading levelfor the subdocument.
After you've selected the heading level at which you will link the subdocument,click the Insert Subdocument button on the Outline toolbar (see Figure 21.4).
Create Subdocuments from Scratch You can create subdocuments on-the-fly. Use the Create Subdocument button on the Outline toolbar and create your new subdocument as you would any new Word document. This new file is then linked to the main document as a subdocument.
- FIGURE 21.4 The Insert Subdocument dialog box enables you to select the file you will use as the subdocument in your master document.
After you've inserted the var ious subdocuments into the master document, you cancollapse or expand the various levels of the outline the same as you would any documentoutline that you create in the Outline view.
Master Documents Are Great for Collaboration If you work on a network where documents can easily be shared, you can use master documents to build reports and other important files that are created by more than one person. Create a master document specifying the subdocuments that compose it. As participants complete their chapter or chapters, a link to the master document is already available, making it easy for you to print out a complete report including all the specified subdocuments.
In this lesson, you learned how to create sections in a document, generate a tableof contents, and create a master document from various subdocuments. In the nextlesson, you learn how to create Web pages using Word and add Web site hyperlinksto Word documents.