MCS 1
½ Module: Report Writing Skills
Lecture 2Long Documents
This lecture explains an easy way to cope with long documents in Word. These notes explain how to use Word to help with the important aspects of page layout, automatic table of contents creation and writing a report in sections. Writing a report in sections allows you to start page numbering anywhere in the report and allows you to include landscape format pages.
1Heading and Text Styles
In football.doc reveal the formatting pane by selecting
Format, Styles and Formatting
1.1Heading Styles
Then apply heading styles as follows:-
Countries and Introduction are Heading 1
Cities/regions are Heading 2
Teams are Heading 3
Then modify the styles (select the arrow to the right of the style, Modify…) as follows:-
Modify Heading 2 so that the font is Times New Roman, 14pt and blue in colour.
Modify Heading 1 so that the font is Tahoma, Red, 16pt
Modify Heading 1 so that the alignment is Centred.
Modify Heading 3 so that the font is Tunga, 12pt, green.
Scroll down the document and check all your headings look right.
1.2Text Styles
Modify the Normal style so that font is Book Antiqua, 12pt. Set the alignment so be justified and double spaced.
If you use direct formatting (ie without using styles) and apply options like bold, underline or font size etc this direct formatting will override the Style format. This has been done to the text at the end Football.doc.
Highlight this irregular text (double click to highlight a word, treble click to highlight a paragraph) and set its style to Normal. You may need to select Clear Formatting.
2Headers, Footers and Page Numbers
Use View, Header and Footer to insert
your name in the bottom left hand corner of each page in 10pt
and the page number in the bottom centre of each page in 12pt.
Select View, Print Layout to see the effect of these changes.
3Table of Contents
Insert the cursor at the position for the table of contents (immediately after the title as there is no abstract). Select Insert, Reference, Index and Tables, Table of Contents tab and finally select the required format.
If you make changes to the text you will need to update the Table of Contents. To update click on anywhere on the TOC and then hit function key F9.
4Sections
At the moment the table of contents page is page 1. This is not convenient. The start of the text should be on page1. The table of contents page and the title page will not have page numbers. The easiest way to achieve this is to use sections.
Put your cursor at the start of the text (in front of the word Introduction). Select Insert, Break, Section Break Type, Next Page, OK. Now the document is in two sections. Look at the lower left corner of the screen to confirm this.
To make the page numbers visible on Section 2 (but not on Section 1) put the cursor in the first page of section 2, go to the footer and double click. Turn off the ‘Same as previous’ button.
Now make this the first page. Click on the Format Page Number button and make the Page numbering start at 1. (You will now have two Page 1’s)
To lose the page numbering on the Table of Contents page - go to the footer on the Table of Contents page, double click and delete the page number.
If necessary update the page numbers on the Table of Contents, select the table of contents and then press [F9].
Sections may also be used to include a landscape format page in a portrait format document.
Mary AylmerMCS 1 Long Docs1