Automation in the preparation of multi-page documents...

Automation when preparing multi-page documents

Most multi-page documents have not only a large volume, but also a complex structure. Before creating a multi-page document, you should define its structure (plan) - a breakdown into sections, graphs and paragraphs. When defining the structure, headings and sub-headings are assigned styles of different levels. You can do this in the structure view mode ( View / Document view / Structure ) (Figure 7.7).

The panel for working with the structure

Fig. 7.7. The panel for working with the structure

If you want to use numbering for headings and sub-headings, on the Home tab, in the Paragraph group, click the button and select the "Header" styles. Then go into the document structure view mode and, in turn, assign the corresponding levels of the hierarchy to all the header lines using the corresponding buttons: , ,

Word 2010 allows you to create more than nine levels of header subordination. Style Heading 1 is at the highest level of the hierarchy, each next level is indicated by a corresponding indent from the beginning of the paragraph, as well as numbering, if it is provided.

When using numbered headers, it's convenient to copy the format: place the cursor on the line of the style being copied, double-click the Format by pattern button, and then click on the header lines to which you want to apply this style.

In the course of the work, the document structure (the order of the chapters) can change. When you are in the Structure mode, you can view the overall structure of the document, i.e. display only the headings of different levels on the screen (), hide the blocks of text, show one level and hide the others ( , ), rearrange some blocks of text related to certain levels (, ), display only the first lines of headings and text (), change styles, etc. The listed actions are performed in the Working with structure on the Structure tab that appears when you switch Structure.

Using standard header styles allows you to create an automatic table of contents, which makes it easier to work with multi-page documents. To create a table of contents, move the cursor to the position of the table of contents (usually at the beginning or the end of the text), switch to the References tab, and in the Contents group, execute the Contents . Then select the appropriate table of contents (auto-assembled or manual), if necessary, make your own settings (specify the format of the table of contents, the levels of headings that should be included in the table of contents, the space filler between the text and page numbers, etc.).

To change the text of the document or the headers that were made during the subsequent work, reflected in the table of contents, select the table of contents area, right-click the context menu and choose the Refresh Field command or press the F9 key.

When working with a multi-page document, you should pay attention to such structural elements as cross-references, hyperlinks, names, footnotes, bookmarks, footers. Also makes it easier to work with multipage documents the presence of page numbers.

Cross-references are used when you need to place links to the following text elements in the text: paragraph, title, bookmark, footer, figure, table, formula and serve to quickly jump to the desired element of the document. Cross-references are created only between the elements of one document. To create a cross-reference, you need to go to the References tab and select in the Names group or use the following path: Insert /group References / Cross-reference button. When creating a cross-reference, you can give it hyperlink properties.

A hyperlink can point to another file or web page, and can also be used to create a link within the document. To do this, you must first set the bookmark to which the transition will be made. The bookmark indicates the position or text fragment that has a unique name ( Insert /group Links / Bookmarks ) and is designed for speed and convenience navigation on the document. A rational system of cross-references and hyperlinks greatly simplifies the work with multi-page documents.

Names are numbered signatures, for example, Figure 1 or Table 1, which are added to drawings, tables, formulas, and other objects. The meaning of applying names is that each next element of a certain group (drawings, tables, diagrams, etc.) will automatically receive a sequence number (the References tab, the Names group) the Insert name command).

Footnotes are intended to add to the text of comments, explanations, indication of the source of information. Footnotes are ordinary (at the end of the page) and end (at the end of the whole text). To work with footnotes, use the Footnotes group on the References tab. To insert a standard footnote, click the Insert footnote button. In the place where the cursor was located, a footnote icon will appear, and at the bottom of the page - a horizontal dividing line and footnote number. To insert the endnote, click the Insert end note button.

The footers are one or more lines that are placed at the beginning or end of each page of the document. As a rule, they contain page numbers, the title of chapters and paragraphs, information about the author, etc. Headers and footers can be different for even and odd pages, as well as for the first page and subsequent pages. Using headers and footers allows you to better navigate in a multi-page document.

Often when working with multi-page documents, it is necessary to move from the beginning to the end and vice versa. If the text is large enough, then this procedure takes a long time. To quickly navigate through the text, use the Home / Edit group/ Find / Go command. In the window that appears, the user specifies the item that he wants to navigate to: Page, Bookmark, Section, String, Note, Footnote , etc.

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